P02 - 36C26327Q0015 - Sources Sought.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

NETWORK CONTRACTING OFFICE 23

316 ROBERT STREET N, SUITE 506

SAINT PAUL MN 55101

POINT OF CONTACT*

Contract Specialist Alisha Milander Alisha.Milander@va.gov

PLACE OF PERFORMANCE

VA BLACK HILLS HEALTH CARE SYSTEM

HOT SPRINGS VA MEDICAL CENTER

500 N 5TH ST

HOT SPRINGS SD

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

DESCRIPTION

The VA Black Hills Health Care System, Hot Springs VA Medical Center is conducting market research to obtain Water Treatment and Monitoring Services of all Sanipur Domestic Water Systems as described in the Preliminary Statement of Work below.

This is a Brand Name Only requirement.

This is a SOURCES SOUGHT NOTICE only looking for businesses to provide the services listed in the Preliminary Statement of Work below for market research purposes. No proposals are being requested or accepted with this notice. THIS IS NOT A SOLICITATION FOR PROPOSALS OR PRICING AND NO CONTRACT SHALL BE AWARDED FROM THIS NOTICE. This notice shall not be construed as a solicitation or as an obligation on the part of the Department of Veterans Affairs.

Responses to this notice will be treated only as information for the Government to consider as part of their market research efforts. The information provided will be used by the Government in developing its acquisition strategy regarding possible set aside for Service-Disabled Veteran-Owned, Veteran-Owned, and other socio-economic categories of small business. Interested parties are responsible for adequately marking proprietary, restricted or competition sensitive information contained in their response. The Government does not intend to pay for the information submitted in response to this notice and parties responding will not be entitled to payment for direct or indirect costs incurred in responding to this notice.

The North American Industry Classification System (NAICS) code for this requirement is 221310 – Water Supply and Irrigation Systems, with an SBA Small Business Size Standard of $41.0 Million.

If you are a vendor capable of providing the requested information and required services described below with competitive pricing, send your information with a description of proof of capability and answers to all questions to: Alisha.Milander@va.gov on or before Friday, September 11, 2026 at 12:00 PM Central Time.

Please provide answers as appropriate to the following questions in the table below with your response to this Sources Sought. Failure to respond accurately to the following questions may affect the acquisition strategy. Failure to respond to the questions at all, or not respond to select individual questions, will result in your response being determined as non-responsive.

ITEM INFORMATION

BRAND NAME REQUIREMENT: Provide water treatment and monitoring services for all Sanipur domestic water systems in accordance with the Statement of Work.

Contract Period: Base POP Begin: 11-01-2026 POP End: 10-31-2027 PRINCIPAL NAICS CODE: 221310 – Water Supply and Irrigation Systems PRODUCT/SERVICE CODE: F103 – Environmental Systems Protection – Water Quality Support

BRAND NAME REQUIREMENT: Provide water treatment and monitoring services for all Sanipur domestic water systems in accordance with the Statement of Work.

POP Begin: 11-01-2027 POP End: 10-31-2028

BRAND NAME REQUIREMENT: Provide water treatment and monitoring services for all Sanipur domestic water systems in accordance with the Statement of Work.

POP Begin: 11-01-2028 POP End: 10-31-2029

BRAND NAME REQUIREMENT: Provide water treatment and monitoring services for all Sanipur domestic water systems in accordance with the Statement of Work.

POP Begin: 11-01-2029 POP End: 10-31-2030

BRAND NAME REQUIREMENT: Provide water treatment and monitoring services for all Sanipur domestic water systems in accordance with the Statement of Work.

POP Begin: 11-01-2030 POP End: 10-31-2031

PRELIMINARY STATEMENT OF WORK

I. Overview

A. The Department of Veterans Affairs, Hot Springs Veterans Administration Medical Center (VAMC), Hot Springs SD, requires a firm-fixed price contract for water treatment and monitoring of all Sanipur domestic water systems. The Hot Springs VAMC owns a total of four (4) water treatment units. Below is a listing of those units:

1. The SANIKILL SaniTec SKHP/1000 is located in Building 18, and it feeds monochloramine and corrosion inhibitor into the domestic cold water system.

2. Two SANIKILL-Lite SKHP/025 are located in Buildings 10 and 12 (one in each location), and they feed and control monochloramine into the domestic hot water systems.

3. One SANIKILL-Lite SKHP/025 is located in Building 29, and it feeds and controls monochloramine into the domestic cold water systems.

B. Hot Springs VAMC personnel will be responsible for weekly testing of free chlorine, total chlorine, monochloramine, free ammonia, total ammonia, orthophosphate, and zinc in the hot and cold water treated systems. Based on the water sampling results, the Contractor will be required to adjust the SANIKILL system setpoint.

II. Scope of Work

A. SANIKILL Units:

1. The Contractor shall provide all labor, management, tools, travel, supplies, consumables, equipment, culturing, testing, and qualified personnel necessary to provide monochloramine and corrosion inhibitor dosing to the domestic water systems.

2. Monochloramine levels are to be maintained between 2-4 parts per million (ppm) throughout the domestic water system. Corrosion inhibitor levels are to be maintained at 8-12 ppm throughout the system.

3. The Contractor shall ensure that all work accomplished in the performance of this Statement of Work (SOW) meets all applicable Federal, State, and local laws, regulations, and directives. This includes, but is not limited to, Veterans Health Administration (VHA) Directive 1061(4) – Prevention of Health Care-Associated Legionella Disease and Scald Injury from Water Systems.

4. The Contractor shall provide continual remote monitoring from a web-based system for proper system operation and function. The web-based system shall monitor all aspects of incoming water as required by VHA Directive 1061(4). The Contractor shall provide access to the web-based system to the Contracting Officer’s Representative (COR) and up to five (5) other Veterans Administration (VA) users. The COR will provide the names of users at the start of the base and each option year period.

5. The Contractor shall conduct at least one (1) monthly site visit to perform a system visual inspection in accordance with the manufacturer’s instructions, to collect water samples at distal sites of the cold water systems in Building 29 and the hot water loops in Buildings 10 and 12, to adjust the chemical feeds as required in accordance with the manufacturer’s recommendations, to calibrate equipment, to perform preventive maintenance (PM), to replace any parts as required to ensure optimal operation, and to address all errors or alarms on the equipment. The Contractor shall conduct additional site visits within the month at no additional cost, if necessary, to ensure all equipment is operating properly. A summary of all actions performed is to be submitted to the COR within five (5) business days of every site visit.

6. The Contractor is responsible for ensuring that feed tanks for chemicals and consumables at all treatment sites are filled to the full level during each monthly visit to prevent the feed tanks from going dry to ensure continuous operation of water treatment. All chemicals are required to be stored in accordance with published safety data sheets.

7. The Contractor shall provide no less than one (1) training session per year for facilities personnel operating the SANIKILL systems. The annual training session shall be scheduled at the direction of the COR.

8. The Contractor shall provide a formal written program review annually via email to the COR. The report shall provide a summary of the quantities of chemicals used, the amount of water treated, the trends of monochloramine levels and injection rates, a summary of site visits, the trainings provided, and any recommendations for system changes.

B. SANIKILL Reagent Requirements:

1. Water treatment reagents must be manufactured by Sanipur US LLC or Klenzoid, Inc. and be designed for use with the SANIKILL systems owned by the Hot Springs VAMC. No substitutions will be considered or allowed.

2. A sufficient supply of reagents and chemicals shall be supplied to treat the following amount of water (in million gallons per year) in each system:

a. Building 18: 36.90 MM GPY

b. Building 10: 4.02 MM GPY

c. Building 12: 4.38 MM GPY

d. Building 29: 1.10 MM GPY

3. The following reagents shall be required (if discontinued, then a substitute shall be approved by the COR, and then shall be used):

a. Building 18: Zebion 480SL, Enoxin 1250, Klenphos 400

b. Building 10: Zebion 50, Enoxin P10Plus

c. Building 12: Zebion 50, Enoxin P10Plus

d. Building 29: Zebion 50, Enoxin P10Plus

C. Reagent Delivery Requirements:

1. All chemical reagents shall be delivered to the point of use and placed within storage tanks by the Contractor.

2. Hot Springs VAMC personnel will not be responsible for handling reagent chemicals.

3. The Contractor is responsible for ensuring the reagent levels in the feed tanks are filled monthly to full level to prevent the feed tanks from going dry before next monthly service or in case of domestic water system failures.

D. Equipment PM Requirements:

1. During each monthly service call, the Contractor shall perform the following SANIKILL PMs:

a. Calibrate the Oxidation‑Reduction Potential (ORP) Probe and clean the ORP housing if fouled.

b. Replace the dispersion rings and clean the injectors.

c. Check all system components for evidence of leaks.

d. Replace any leaking or damaged components.

e. Address and prevent a continuation of all errors and alarms on all equipment.

2. Every six (6) months the following SANIKILL PM shall be performed:

a. Replace the ORP Probe.

3. Annually, the following SANIKILL PM shall be performed:

a. Rebuild the liquid end of both pumps, including but not limited to, O-ring replacement, diaphragm replacement, internal check valve replacement, and all other parts included in the manufacturer’s annual overhaul kit.

b. Following the annual overhaul, calibrate the pump draw on both pumps.

c. Replace feed tank check valves.

d. Replace pulse sensors and sensor shaft.

e. Update firmware as needed.

E. Safety Requirements:

1. Safety data sheets shall be provided by the Contractor for the storage, personal protective equipment, training, and use of all chemicals.

III. Contractor Qualifications

A. The Contractor shall be required to be an authorized distributor and servicer of Sanipur US LLC equipment. Evidence of current distributorship and ability to service their equipment shall be maintained throughout the life of the contract. The Contractor shall provide evidence of this upon request throughout the life of the contract.

B. The Contractor shall have been engaged in the operation of potable water treatment equipment designed for legionella control in a health care setting for a minimum period of five (5) years prior to the start date of the contract.

C. Work performed under this contract shall be overseen by an individual possessing a “Certified Water Technologist” (CWT) certification by the Association of Water Technologies (the water treatment industry trade association) accredited examination program, and be a certified ASSE 12080 Legionella Water Safety and Management Specialist. Evidence of current certification shall be maintained throughout the life of the contract. The Contractor shall provide evidence of this upon request throughout the life of the contract.

IV. Contract Performance

A. The Period of Performance for the Contract shall be:

B. The place of performance for this work is the VA Black Hills Health Care System:

Hot Springs VA Medical Center 500 N 5th St Hot Springs, SD 57747

C. Normal hours of operation are 7:30am to 4:00pm MT, Monday-Friday, except for the following Federal Holidays:

Christmas Day

V. VA Security

A. All Contractor and, if applicable, Subcontractor personnel shall be required to pass a background check and be fingerprinted to receive a Contractor’s Flash Badge prior to performing any work on VA grounds. The Contractor shall work with the COR during this process within the first 5-7 business days after the contract award date. The Contractor shall notify the COR immediately each time a new Contractor and/or Subcontractor employee is hired to perform the work of this SOW in order to initiate the background check and fingerprint requirements for that new employee.

B. Appropriate Contractor personnel (as determined by the VA) performing the duties of the SOW shall complete the computer-based training course “TMS 20939 No Access.”

C. The Contractor shall adhere to only the following IT security sections contained in the IT Contract Security Clause below (VHA Handbook 6500.6):

1. GENERAL

Sources Sought Notice