P02 - Sources Sought 36C24224Q0644_Hydro RO Services.pdf

This is a Sources Sought Notice

(a) The Government does not intend to award a contract on the basis of this Sources Sought or to otherwise pay for the information solicited. This information is however intended to identify potential sources to contact when a request for quotes (RFQ) is issued.

(b) Although "proposal," "offeror," contractor, and "offeror" may be used in this sources sought notice, any response will be treated as information only. It shall not be used as a proposal.

(c) Any information received from a contractor in response to this Sources Sought may be used in creating a solicitation. Any information received which is marked with a statement, such as "proprietary" or "confidential," intended to restrict distribution will not be distributed outside of the Government, except as required by law.

(d) This Sources Sought is issued by VISN 2 Contracting Office in Buffalo, NY for the purpose of collecting information about The Hydro Water Purification System at the New Jersey Healthcare System at 385 Tremont Ave, East Orange, NJ 07018. The VA is seeking to provide for this requirement as of June 1, 2024. The NAICS code identified for this requirement is 811210 – Electronic and Precision Equipment Repair and Maintenance. The requirement is detailed in the Statement of Work section of this document.

(e) Cursory market research has identified one small business that may be able to provide for this requirement. Contractors that are able to meet the requirements in the attachment are encouraged to email a capability statement and full information to Tracy M. Vega at Tracy.Vega@va.gov.

- Part of the purpose of this sources sought notice is to determine the viability of set aside to a specific socio-economic category. Contractors shall identify the NAICS code for the services being offered as well as their size status under said NAICS. If contractor is a Service Disabled Veteran Owned Small Business (SDVOSB), a Veteran Owned Small Business (VOSB), or any other special category of contractors, then contractor is responsible for providing documentation in support of this. This information will be used to determine the viability of a set aside for this requirement.

- Contractors shall also identify any Federal Supply Schedules that may carry the desired services.

- Contractors shall identify pertinent point of contact for company, contractor DUNS number for size standard and socioeconomic verification in SAM and VIP.

mailto:Tracy.Vega@va.gov

- Contractors shall include any relevant comments about the Attachment(s) if applicable.

STATEMENT OF WORK

A. GENERAL INFORMATION

1. Title of Project: Scheduled (Preventive) and Unscheduled (Corrective) Maintenance and Service Contract for the Hydro Reverse Osmosis Series A & Series C and Hydro DI & Carbon Tanks at the East Orange Campus of the VA New Jersey Healthcare System.

2. Scope of Work: The contractor shall provide all resources necessary to accomplish the deliverables described in this statement of work (SOW), except as may otherwise be specified.

This procurement is for the VA New Jersey Healthcare System, East Orange Campus. The Hydro Water Purification Systems being serviced have the stated Carbon Tanks, Deionization (DI) Tanks and Reverse Osmosis (RO) System equipment types: ET-10247 (Building 1, 2nd Floor, SPS Department and Building 1, A-Level, Room A-144), ET-11244 (Building 7, Room 125), ET- RO-A (Building 7, Room 125) and ET-RO-C (Building 1, 2nd Floor, SPS Department and Building 1, A-Level, Room A-144) in accordance to the service tasks as defined in Section D.

3. Background: These specific systems are provided by Hydro (OEM) and maintained through a multitude of scheduled tank exchanges, valve rebuilding/replacements and membrane rebuilding/replacements. This system is specific to Hydro and will need to be continually maintained to their standards. The different systems are servicing critical departments that would impact several services if not maintained properly.

4. Period of Performance:

Base Year: June 1, 2024 – August 31, 2025 Option Year 1: June 1, 2025 – August 31, 2026 Option year 2: June 1, 2026 – August 31, 2027 Option Year 3: June 1, 2027 – August 31, 2028 Option Year 4: June 1, 2028 – August 31, 2029

5. Location of Requirement:

VA New Jersey Healthcare System – East Orange Campus 385 Tremont Ave East Orange, NJ 07018

Vendor shall contact Terrence White, Chief of Operations, Facility Management Service (FMS) at terrence.white@va.gov, office phone # 973-676-1000 ext. 202029, mobile # 908-413-2762;) or VANJHCS appointed personnel to coordinate any and all preventive maintenance and corrective maintenance necessary.

6. Type of Contract: Firm-Fixed-Price

B. CONTRACT AWARD MEETING: The contractor shall not commence performance on the tasks in this SOW until the CO has conducted a kickoff meeting or has advised the contractor that a kickoff meeting is waived.

C. GENERAL REQUIREMENTS: For every task, the contractor shall identify in writing all necessary subtasks (if any), associated costs by task, along with associated sub-milestone dates. The contractor's subtask structure shall be reflected in the technical proposal and detailed work plan. All written deliverables shall be phrased in layperson language.

Statistical and other technical terminology shall not be used without providing a glossary of terms. Where a written milestone deliverable is required in draft form, the VA will complete their review of the draft deliverable within 10 calendar days from the date of receipt. The contractor shall have 10 calendar days to deliver the final deliverable from date of receipt of the Government’s comments.

D. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES: The contractor shall provide all resources necessary to service and support the specific deliverables described below within the performance period stated in Section A.4 of this

SOW.

The contractor shall provide all resources necessary to service and support the Hydro equipment at the VA New Jersey Healthcare System, East Orange Campus, 385 Tremont Ave, East Orange, NJ 07018. This includes:

Line Item Quantity Equipment Type Description

1 2 ET-10247 Hydro DI Tanks

2 1 ET-11244 Hydro DI and Carbon Tanks

3 1 ET-RO-A Hydro Reverse Osmosis Series A

4 2 ET-RO-C Hydro Reverse Osmosis Series C

1. REPAIRS

a. All onsite visits shall be performed with 24 hours a day, 7 days a week coverage.

i. (6:00 a.m. – 6:00 p.m. EST) Monday through Friday. The technical phone support response time during these specified hours will be 30 minutes.

ii. (6:00 pm – 6:00 am EST) Monday through Friday, all of Saturday, all of Sunday and All Holidays. The technical phone support response time during these specified hours will be 2 hours.

iii. Vendor shall be on site to begin repairs within eight (8) business hours of initiation of service call by the medical center.

iv. Repairs will be completed, and unit returned fully to manufacturer specifications within sixteen (16) business hours from initiation of service call.

v. Major assemblies replaced shall be guaranteed against defects and/or failure for a period of one (1) year from date of installation. All other components will be guaranteed for a period of ninety (90) days.

b. The Contractor shall be able to service all equipment listed in section D of this

SOW.

c. All repairs shall be performed by qualified Functional Safety Engineer (FSE). All completed repairs shall be verified by the New Jersey VA Medical Center FMS Operations prior to acceptance.

d. The VA shall not provide service manuals or service diagnostic software to the

Contractor. The Contractor shall obtain, have on file, and make available to its FSE(s), all operational and technical documentation (e.g., operational and service manuals, schematics, and parts lists) which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the CO upon request. Any charges for parts, manuals, tools, or software required to successfully complete any service required shall be included within the scope of this task order and it’s agreed upon price.

e. At the conclusion of each repair the Contractor shall provide a written service report indicating:

i. Dates of service (including date received at the repair facility and date returned to the Government)

ii. Make, model, serial number, and barcode/ID number of the equipment serviced

iii. Name of FSE who performed the work

iv. Hours worked

v. Description of the reported problem, and the services performed, and parts replaced

vi. If the repair is caused by damage or abuse this shall be specified on the report including a justification for this determination

vii. Information regarding any traceable test or diagnostic equipment used in the repair including:

a. Device Manufacturer

b. Device Serial Number

c. Last Calibration Performed on the device

d. Next Calibration Due Date

f. At the end of each quarter the Contractor shall provide detailed history report of the repairs completed for that quarter.

g. The contractor shall have an established formal quality control program implemented by OEM trained technician(s) for all of the equipment to be serviced to ensure repairs are done to OEM standards.

2. PARTS

a. The Contractor shall provide all replacement parts required to keep equipment performing within the Original Equipment Manufacturer (OEM) specifications.

All parts shall meet or exceed manufacturer’s factory specifications to maintain compatibility with systems presently in place and with future performance/reliability upgrades. Parts removed or replaced by the Contractor shall become property of the Contractor. The Contractor shall provide documentation with their quote that they shall only utilize parts/materials/components that are equal to or exceed OEM specifications, quality, and performance standards. The parts/materials/components used shall not alter the effectiveness and validation of the equipment.

3. Preventive Maintenance

a. The Contractor is subject to the same standards for Preventive Maintenance (PMs) as defined in Section D.1 and Section D.2, except for any changes stated in Section D.3.

b. The Contractor shall perform PM’s during normal business hours defined as 08:00am – 5:00pm, Monday – Friday, excluding any Federal Holidays.

c. All PMs shall be to the OEM standards and specifications inclusive (but not limited to) of any and all O-ring replacements, valve rebuilds and RO membrane replacements.

4. Tank Replacements

a. All Carbon and DI tanks shall be exchanged on a semi-annual basis with tanks of the same type and amount of activated carbon media (carbon tanks)/premium grade resin (DI tanks).

5. Service Documentation

a. Contractor shall leave a service record at the time the work is completed prior to leaving the premises with any available Facilities Management Service personnel and obtain signature.

b. If there are no available FMS personnel, the Contractor shall send all service reports to the VANJHCS point of contact as defined in Section A.4 within 3 calendar days of service performed.

c. The Asst. Chief of FMS shall be carbon copied on the emails regarding service reports.

d. If the work is not completed, prior to leaving the premises, a service report will be left, as per the above procedures, indicating the equipment status.

E. CHANGES TO STATEMENT OF WORK: Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

E. CONFIDENTIALITY AND NONDISCLOSURE. It is agreed that the preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this order, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the order. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this order. No information shall be released by the contractor. Any request for information relating to this order, presented to the contractor, shall be submitted to the CO for response. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.