36C26325Q0946_1.docx

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

GENERAL INFORMATION

NETWORK 23 CONTRACTING OFFICE

1303 5th St Suite 300 Coralville IA 52241

POINT OF CONTACT*

Contract Specialist Erica Miller erica.miller5@va.gov 319-688-3703

PLACE OF PERFORMANCE

NWI VA Health Care System

4101 Woolworth Ave

Omaha NE

COUNTRY

ADDITIONAL INFORMATION

DESCRIPTION

Critical Water Testing for VA Nebraska Western Iowa Health Care System.

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice.

This is a solicitation conducted using FAR Part 13 (Simplified Acquisition Procedures).

This announcement constitutes the only solicitation, quotes are being requested.

Solicitation number 36C26325Q0946 is issued as a request for quotes (RFQ).

The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2025-07.

This procurement is SDVOSB set-aside. Prospective offerors must be registered and current in the System for Award Management (SAM) database at time of offer to the Government (https://www.sam.gov).

Quotes will only be accepted from responsible contractors. The NAICS code for the solicitation is 541380 with a size standard of $19.0 million.

A list of the contract line items, quantities, and units of measure are listed within the attached solicitation documentation.

The VA anticipates one firm fixed price contract award to provide services to VA Nebraska Western Iowa Health Care System, 4101 Woolworth Avenue, Omaha, NE 68105.

Western Iowa Health Care System, 2201 N Broadwell Ave, Grand Island, NE 68803 The period of performance is 09-01-2025 to 08-31-2030 for a 5 year contract.

FAR provisions 52.212-1, 52.212-2, and 52.212-3 apply to this procurement and are detailed within the attached solicitation document.

FAR clauses 52.212-4 and 52.212-5 apply to this procurement and are included within the attached solicitation document.

Additional requirements are listed within the attached solicitation document.

The Defense Priorities and Allocations System (DPAS) does not apply to this acquisition.

Technical questions on this solicitation are due via e-mail only to Erica Miller, Contract Specialist, at erica.miller5@va.gov no later than 05:00pm Central Standard Time (CST), 08-07-2025.

Quotes are due to the Contracting Office by 05:00pm CST, 08-15-2025. Quotes are required to be emailed to erica.miller5@va.gov prior to the solicitation closing date and time. It is the responsibility of the offeror to ensure their quote is received in its entirety by the Contracting Officer before the solicitation closing.

Contact Erica Miller, Contract Specialist, at erica.miller5@va.gov for information regarding the solicitation.

See attached document: S02 - 36C26325Q0946.

Project Name: NWI Critical Water SPS Testing Location of Services Omaha VAMC, 4101 Woolworth Ave, Omaha, NE 68105 Grand Island VAMC, 2201 N Broadwell Ave, Grand Island, NE 68803 Contract Vehicle This performance work statement (PWS) is a firm fixed contract. Any questions regarding the PWS shall be provided to the contracting officer (CO) during the solicitation phase prior to award to prevent ambiguity and potential contractor loss due to misinterpretation of the PWS requirements.

Performance Work Statement Scope The mission of the VA Nebraska-Western Iowa Heath Care System is to provide the highest quality health care to our nation’s veterans. To accomplish this mission, we must protect the health and safety of patients, employees, and visitors.

The Veterans Health Administration has taken additional measures to increase safety for sterilized surgical products through processing and monitoring "Critical Water" as identified in AAMI ST108-2023, 2014, Water for the processing of medical devices. To achieve this, the VA Nebraska Western-Iowa Health Care System intends to contract critical water testing.

Anticipated Performance Work Period of Performance 9/01/2025 – 8/31/2030 Kickoff Meeting The general contractor shall schedule a kickoff meeting no later than 7 business days following notice to proceed. At a minimum the local site COR, and the contracting officer shall attend. The contractor shall provide an agenda in preparation of the meeting. The contractor shall take meeting minutes and shall email these notes to all parties included in the meeting invite. At the discretion of the contracting officer (CO) the action of establishing a time and place of the conference, agenda and summary may be delegated or taken on by the contracting officer whom awarded such contract.

Certifications It is the expectation that the contractor possesses the following qualifications, certifications, and testing ability listed in the references below.

The VA Water Safety Management Plan is based upon the principles and requirements specified within this Statement of Work and VHA Directive 1061(4) as amended October 21, 2024, as well as the VA requirements and national standards, regulations and policies listed below:

1. ASHRAE Guideline 12-2000, Standard Minimizing the Risk of Legionellosis Associated with Building Water Systems for Legionella (reference CDC website) https://www.cdc.gov/controllegionella/about/?CDC_AAref_Val=https://www.cdc.gov/legionella/about/prevention.html

General Requirements Shall contractors work involve any of the below the stated requirement shall be met.

All work shall comply with the most recent edition of USACE EM 385-1-1, comply with 29 CFR 1926, comply with 29 CFR 1910 as incorporated by reference within 29 CFR 1926, comply with ASSP A10.34, and all applicable federal, state, and local laws, ordinances, criteria, rules and regulations. Submit matters of interpretation of standards for resolution before starting work. Where the requirements of this specification, applicable laws, criteria, ordinances, regulations, and referenced documents vary, the most stringent requirements govern except with specific approval and acceptance.

All electrical work shall comply with VHA Directive 1028, NFPA 70 (NEC), NFPA 70B, NFPA 70E, 29 CFR Part 1910 Subpart J – General Environmental Controls, 29 CFR Part 1910 Subpart S – Electrical, and 29 CFR 1926 Subpart K.

All installation, maintenance, and servicing of equipment or machinery shall comply with 29 CFR 1910.147 except for specifically referenced operations in 29 CFR 1926 All hot work shall be safeguarded in accordance with NFPA 241 and NFPA 51B. Hot work permits shall be issued daily for work in accordance with local policy.

All confined space entry shall comply with 29 CFR 1926, Subpart AA except for specifically referenced operations in 29 CFR 1926.

All floor and wall openings shall comply with 29 CFR 1926 Subpart M and EM 385-1-1.

All crane work shall comply with 29 CFR 1926 Subpart CC and EM 385-1-1. Crane lift plans shall be reviewed and approved by the contracting officer representative prior to work The fall protection (FP) threshold height requirement is 4ft for ALL WORK in government occupied sites, unless the OSHA 29 CFR 1926 or EM 385-1-1 requirements are more stringent. All work at or above this threshold shall meet OSHA or EM 385-1-1 whichever is more stringent.

Contractor shall maintain free and unobstructed access to facility emergency services and for fire, police and other emergency response forces in accordance with NFPA 241 Contractor shall follow OSHA standard 1926.405(a)(2)(i) when applicable which states temporary wiring shall be removed immediately upon completion of construction or the purpose for which the wiring was installed.

Deliverables Monthly Sterile Processing Critical Water Testing

1. a. The contractor will provide all materials to collect monthly critical water samples. This includes the transportation of materials and samples to the following locations and back to the testing facility:

i. Omaha VAMC, 4101 Woolworth Ave, Omaha, NE 68105

ii. Grand Island VAMC, 2201 N Broadwell Ave, Grand Island, NE 68803

b. The contractor will include testing, analysis, reporting, and technical assistance with results in the price. Testing shall be in accordance with ANSI/AAMI ST108:2023, Water for the processing of medical devices, tables 5 and 6.

c. Contractor will include ANSI/AAMI ST108:2023 Table 2 testing on a total of 6 samples per year. Table 2 additional testing will be performed on normally scheduled monthly sampling.

d. Additional samples may be required as determined by the VA for an additional per sample charge. Submit the additional per-sample charge in the bid proposal. A minimum of two weeks advance notification shall be provided if additional samples are required to be included with routine monthly samples Please see appendix A for details, delivery information and number of samples breakdown per location.

One Time Order Additional Samples

2. In reference to Appendix A: The contractor will provide all materials to collect 2 months of testing. This includes the transportation of materials, samples, and testing as outlined earlier in this document.

a. Please provide separate pricing for:

i. The two-way transportation and material cost

ii. The potential testing cost The VA will store these materials in the event additional testing is required.

A. Shipment of Testing Materials

a. Monthly testing materials will be shipped to arrive at VA facilities 7 days before the start of the applicable month B. Data and Reports

a. From the date of receipt, the contractor will provide all test results via a PDF in an email to a distribution list the VA will provide within 14 days. PDF reports will be labeled according to Appendix A.

b. Reports will include a summary of all positive or out of parameter test results at the beginning of the PDF report.

c. The contractor will use Appendix A to properly label the testing materials before shipment and use Appendix A shipping addresses.

C. One-time Prepaid Testing Kits

a. A prepaid box/testing kit (including shipping, materials, and testing) will be sent one time to the locations outlined in Appendix A with the number of samples given in Appendix A.

Site Security Any contract person who requires routine physical access to a Federally-controlled facility and/or routine access to a Federally-controlled information system will be required to verify their identity prior to providing services under the contract. Prior to providing services under the contract, each contract person will be asked to provide two (2) forms of identification from the Accepted Identification Documentation List to the appropriate VA representative in order to obtain a proper VA-issued identification card (PIV badge). No work onsite shall ensue without issuance of a VA PIV badge or internal escorting. Contractor is expected to build lead times for PIV issuance into schedules. The general contractor shall be onsite for any subcontractors who do not have a PIV card issued to them for the duration of the subcontractor’s work including escorting subcontractors. The prime contractor shall check in all subcontractors prior to performing work each day in the engineering office space.

Attachment 1: Performance Requirements Summary (PRS)

National Archives and Records Administration (NARA) Records Management Language for Contracts RECORDS MANAGEMENT OBLIGATIONS

Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

Definitions “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

includes Department of Veteran Affairs records.

does not include personal materials.

applies to records created, received, or maintained by Contractors pursuant to their Department of Veteran Affairs contract.

may include deliverables and documentation associated with deliverables.

Requirements Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

Department of Veteran Affairs and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of Department of Veteran Affairs or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to Department of Veteran Affairs. The agency must report promptly to NARA in accordance with 36 CFR 1230.

The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the contract action. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to Department of Veteran Affairs control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the contract action. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Department of Veteran Affairs guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Department of Veteran Affairs policy.

The Contractor shall not create or maintain any records containing any non-public Department of Veteran Affairs information that are not specifically tied to or authorized by the contract.

The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

The Department of Veteran Affairs owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which Department of Veteran Affairs shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take Department of Veteran Affairs-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.] Flowdown of requirements to subcontractors

The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this contract action, and require written subcontractor acknowledgment of same.

Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

See attached document: SOW NWI Critical Water SPS Testing Appendix A.

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