H941--FY25 Critical Air Monitoring

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Page 1 of 12

SUBJECT*

Critical Air Monitoring

GENERAL INFORMATION

CONTRACTING OFFICE S ZIP CODE*

33637

SOLICITATION NUMBER*

36C24825Q0046

RESPONSE DATE/TIME/ZONE

10-25-2024 1600 EASTERN TIME, NEW YORK, USA

ARCHIVE

90 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS

N

SET-ASIDE

PRODUCT SERVICE CODE*

H941

NAICS CODE*

541990

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs

Network Contracting Office 8 (NCO 8)

8875 Hidden River Pkwy Suite 525

Tampa FL 33637

POINT OF CONTACT*

Contracting Officer

J'Vonne Wilson

jvonne.wilson@va.gov

813-816-4620

PLACE OF PERFORMANCE

ADDRESS

Department of Veteran's Affairs

James A. Haley Veterans Hospital

13000 Bruce B. Downs Blvd.

Tampa FL

POSTAL CODE

33612

ADDITIONAL INFORMATION

AGENCY S URL

https://www.va.gov

URL DESCRIPTION

Department of Veteran's Affairs

AGENCY CONTACT S EMAIL ADDRESS

jvonne.wilson@va.gov

The Network Contracting Office 8 (NCO 8) is seeking Service-Disabled Veteran-Owned Small Businesses (SDVOSBs), Veteran-Owned Small Businesses (VOSBs) and all other Small Businesses (SBs) vendors, with resources and capabilities to provide support maintenance for Critical Air Monitoring, to our mission critical facilities. Contractor shall provide all labor, material, and equipment required to test environmental conditions of Critical and Non-Critical Spaces at the James A. Haley VA Medical Center, 13000 Bruce B. Downs Blvd., Tampa, Florida 33612, and the Primary Care Annex, 13515 Lake Terrace Lane, Tampa, Florida 33637. Environmental conditions of critical spaces include Temperature (F), Humidity (%RH), supply air (cfm), return/exhaust (cfm), and air changes per hour (ACH) shall be recorded and certified. Contractor shall provide all labor and materials to change Bag-in-Bag-out HEPA filters at the James A Haley VA Medical Center main campus, and to test, calibrate and certify, eight ISO 5 Biological hoods at Buildings 1, 2, 38, and 100, per the Performance Work Statement (PWS).

The anticipated period of performance is a Base year and 4 one-year option years.

The applicable NAICS for this service is: 541990, All Other Professional, Scientific and Technical Services; Product Service Code: H941, Other Quality Control, Testing, and Inspection, Refrigeration, Air Conditioning, and Air Circulating Equipment; and Size Standard: $19.5 million.

Vendors must be registered in the System for Award Management SAM.gov | Home prior to award.

DISCLAIMER

This SOURCES SOUGHT ANNOUNCEMENT is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this announcement that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this announcement are not offers and cannot be accepted by the Government to form a binding contract.

Responders are solely responsible for all expenses associated with responding to this announcement.

All information submitted in response to this announcement is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government.

DRAFT

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PERFORMANCE WORK STATEMENT

Air Monitoring of Critical and Non-Critical Rooms,

Bag In Bag Out HEPA Filter Change

TITLE OF PROJECT: Service and Maintenance of all Critical and Non-Critical Spaces located at two Facilities, 1) A. Haley Veterans Administration Medical Center (JAHVAMC) Bldgs.1,38 on Main Hospital campus, 13000 Bruce B. Downs Blvd Tampa FL, 2) Primary Care Annex (PCA Bldg. # 814) 13515 Lake Terrace Lane Tampa, FL 8 Dental rooms.

SCOPE OF WORK:

The contractor shall provide all labor, material, and equipment required to test environmental conditions of Critical and Non-Critical Spaces at the James A. Hailey VA Main Hospital and the Primary Care Annex. Environmental conditions of critical spaces include Temperature (F), Humidity (%RH), supply air (cfm), return/exhaust (cfm), and air changes per hour (ACH) shall be recorded and certified. Contractor will provide all Labor and Materials to change Bag in Bag out HEPA filters at the James A Haley VA main campus including bldg. 1, bldg.38, bldg.2, bldg.100.Contractor shall Test, Calibrate and Certify 8 ISO 5 Biological hoods located the James A Haley VA main campus including bldg. 1, bldg.38, bldg.2, bldg.100.

GENERAL REQUIREMENTS: Air Monitoring

There are currently 106 rooms on Attachment A (Critical Rooms) and 139 rooms on Attachment B (Non-Critical) soiled, clean and pyxis rooms.

Critical rooms will be checked Bi-annually and annually for non-Critical rooms. All rooms will be checked according to requirements below.

Contractor shall determine all Critical and Non-Critical space dimensions.

Space volume calculated, and calculated space volumes shall be used in calculating air changes per hour (ACH) for each critical space.

Based on actual data the Contractor shall validate that room pressure relationships, room air changes, actual space temperatures, and humidity meet the requirements of the HVAC Design Manual New, Replacement, Addition, and Renovation of Existing VA Facilities, 2017 edition. Testing will be done Semi-annual on Critical and Annually on Non-Critical. rooms

Contractor shall submit a written report no later than 15 days after testing and shall submit copies of daily reports and at that time also report any existence or the development of any defects in equipment. The report shall include all environmental data, calculated air changes, and notification of any deficiencies where testing data or calculated results did not meet the requirements of the HVAC VA Design Manual 2017.

Contractor shall submit Template report. The COR has final approval of this report.

Contractor shall place HVAC Design Manual 2017 information at the bottom of each report.

Contractor shall provide sticker with Date inspected with inspector s initials to be placed in each room inspected.

Contractor shall use the VA HVAC design guide for Patient Negative Isolation Rooms, Operating rooms, and procedure rooms. Contractor shall use USP 800 for the IV Pharmacy rooms.

Contractor and Technicians shall be certified with Associated Air Balance Council (AABC) and or The National Environmental Balancing Board (NEBB)

GENERAL REQUIREMENTS: Biological ISO 5 Lab Hoods

All ISO 5 Biological hoods will be tested Semi-annually. Based on actual data, the Contractor shall, according to requirements of NSF/ANSI 49-Annex F and Manufactures, validate Air velocity, Filters, site assessment, worker comfort and calibrate all alarms.

Contractor shall submit a written report on ISO 5 Biological hoods no later than 5 days after testing and shall submit copies of daily reports, also report any existence or the development of any defects in equipment. The report shall include all items listed in sections above and notification of any deficiencies where testing data or calculated results did not meet the requirements of NSF/ANSI 49-Annex F and Manufactures.

All ISO 5 Biological hoods will be tested semi-annually with coordination of

Contractor shall submit Template copy of report to COR for approval. This report is subject to approval by the COR.

Contractor shall place NSF/ANSI 49-Annex F and Manufactures information at the bottom of each report.

Contractor shall provide certified sticker with Date inspected with inspector s initials to be placed on each hood as inspected.

Contractor and Technicians shall be certified with United States Pharmacopeia (USP), National Environmental Balancing Bureau (NEBB), National Sanitation Foundation (NSF), Controlled Environmental Testing Association (CETA), Institute of environmental Sciences and Testing (IEST)

GENERAL REQUIREMENTS: HEPA Filter Change

Contractor Shall Sanitize filter boxes and change filters according to Manufactures recommendations on 44 currently installed Bag in Bag out HEPA filter boxes. Each filter shall be changed Annually. Boxes are located on several roofs.

SCHEDULED MAINTENANCE:

The contractor must perform Annual Air Monitoring on Non-Critical Rooms and Semi-annual Air Monitoring on Critical Rooms to ensure the rooms listed in the contract are completely operational and tested. Contractor shall test, calibrate, and certify all ISO 5 biohoods semi-annually.

The contractor must make a thorough air study of the rooms covered in the contract. Within Forty-Five (45) days after award of contract,

The contractor must submit a schedule and checklist for how the Air study will be conducted describing in detail the procedures for testing each room.

Contractor shall submit copies of all rooms completed each day to the COR. Indicating the room worked is performed and actual values obtained. Contractor shall report any rooms that failed testing.

Testing services must be performed in accordance with and during the hours defined in this PWS.

All exceptions to the schedule must be arranged and approved in advance with the COR.

All parts, manuals, tools, or software required to successfully complete scheduled Tests are to be provided by the Contractor.

The contract will include _106__ Critical and _139__non-critical rooms. A mutually agreeable time for the testing will be scheduled through the COR.

The following summarizes 245 critical spaces and non- critical and the required frequency of testing included in this Service contract. See Attachments A and B for detail list.

CRITICAL ROOMS

FREQUENCY OF TESTING

QUANTITY OF ROOMS

NEGATIVE PRESSURE ROOMS

SEMI-ANNUAL

56

OR SURGICAL PROCEEDURE ROOMS

SEMI-ANNUAL

20

SPECIAL PROCEDURE ROOMS

SEMI-ANNUAL

20

SUPPLY PROCESSING AND DISTRIBUTION (SPS)

SEMI-ANNUAL

10

NON-CRITICAL ROOMS

FREQUENCY OF TESTING

QUANTITY OF ROOMS

SOILED STORAGE, CLEAN STORAGE, PYXIS ROOMS

ANNUAL

139

TOTAL SPACES

245

BIOLOGICAL HOODS

BLDG.

ROOM #

TB

ROOM TYPE

Service

USAGE

MFG.

MODEL

UNIT #

Semi Annual Lab Hood Certifications

TOTAL NUMBER OF ROOMS

8

Â

Â

Â

Â

1

1D-195H

Â

DNA

Laboratory

BIOLOGICAL

NUAIRE

NU-425-400-30

116027070307

1

1D-195H

Â

DNA

Laboratory

BIOLOGICAL

NUAIRE

NU-425-400-30

116083070907

1

1D-195H

Â

DNA

Laboratory

BIOLOGICAL

NUAIRE

NU-425-400-30

116020070307

1

1D-196

MICRO

Laboratory

BIOLOGICAL

NUAIRE

NU-425-600-30

115703061407

1

1D-196H

Â

AFB

Laboratory

BIOLOGICAL

NUAIRE

NU-425-600-30

116015070207

1

1D-196H

AFB

Laboratory

BIOLOGICAL

NUAIRE

NU-425-600-30

115991062907

1

1D-185

CYTOLOGY

Laboratory

BIOLOGICAL

NUAIRE

NU-425-600-30

116075070507

1

2D-270

Â

DNA

OR

BIOLOGICAL

NUAIRE

REPORTING REQUIREMENTS:

The contractor must report to the Engineering/AC Shop Building 1, 13000 Bruce B Downs Tampa, Florida 33612. During Normal working hours and contact the COR at 813-972-2000 ext. 5271, and after hours contact the Central Energy Plant Operator at ext. 7080. Contractor is responsible for providing reports to the COR with fifteen (15) working days after completion of service.

COORDINATION:

The Contracting Officer Representative (COR) will assist the Contractor in scheduling the testing with the various Service Lines to minimize the disruption to Patient Care. The AC Shop will provide an AC Mechanic to escort the Contractor into the critical spaces when needed.

WORKING HOURS:

Contractor shall provide a certified technician(s) during normal, after-hours and on weekends to minimize disruption of Patient Care. Normal business hours are defined as 8a.m. to 4:30p.m. After hours are defined as 4:30p.m. to 12:00a.m. and 12:00a.m. to 8:00a.m. Weekends can be scheduled as either normal or after hours . Some room may be occupied by patients and need to be rescheduled; Contractor will need to coordinate with the COR.

Federal Holidays observed by the Veterans Administration are listed below and revised to include any other day specifically declared by the President of the United States to be a national holiday:

National Holidays, observed by the Federal Government are:

New Year s Day January 1

Martin Luther King s Birthday .3rd Monday in January

President s Day .3rd Monday in February

Memorial Day Last Monday in May

Juneteenth National Independence Day June 19th

Independence Day ...July 4th

Labor Day 1st Monday in September

Columbus Day 2nd Monday in October

Veteran s Day November 11

Thanksgiving Day ...Last Thursday in November

Christmas Day ........December 25

REPORTING REQUIREMENTS:

The contractor must report to the Engineering/AC Shop Building 1, 13000 Bruce B Downs Tampa, Florida 33612. During Normal working hours contact the COR at 813-972-2000 ext. 5271, and after hours contact the Central Energy Plant Operator at ext. 7080. Contractor is responsible for providing reports to the COR with fifteen (15) working days after completion of service.

APPROPRIATE DRESS:

Contractors shall comply with the dress requirements of the area in which the work is to be performed. In certain areas this requirement includes coveralls, shoe covers, hair covering for example. Area representatives can provide specific information for the areas if the requirements are not posted.

CLEAN UP:

The work area and area surrounding equipment shall be free of wires, tools, debris, parts, and chemicals at the conclusion of each area visited. All work areas shall remain free of hazards and obstructions during testing to provide a safe environment for staff and patients and technician workers.

COMPLIANCE:

Contractor is 100% responsible for compliance with all Veterans Administration (VA), local, state, and federal environmental/occupational safety laws, rules, and regulations. The contractor must follow life safety codes and take necessary actions to avoid conditions that may be hazardous to health and safety of hospital personnel and patients. The contractor is responsible for meeting all applicable OSHA and VA guidelines for safe working processes to include all upgrades/updates.

QUALIFICATIONS:

All contractor employees under this contract are required to complete:

Contractors must provide signed certifications of completion to the COR during each

year of the contract. This requirement is in addition to any other training that may be required of the contractor.

Contractor must have an established business with an office and full-time staff.

Contractor staff includes a fully qualified field technician and a fully qualified technician who will serve as backup.

1. Fully Qualified is based upon training and on experience in the field.

For training, the technician(s) has successfully completed a formalized training program, for the equipment for field experience.

2. The technician(s) has a minimum of two years experience, with respect to scheduled Air Studies and Air Surveys.

3. The technician(s) must be authorized by the contractor to perform testing as required.

e. The contractor may be required to provide written assurance of the competency of their

personnel and list of credentials of approved technician(s) for services under this PWS.

The COR may authenticate the training requirements, request training certificates or credentials from the contractor at any time for any personnel who are testing any VA rooms.

The COR specifically reserves the right to stop work to any of the contractor s personnel in case of safety.

Contractor and technicians shall be Certified with the Associated Air Balance (AABC) and/or The National Environmental Balancing Board (NEBB)

Contractor must exhibit at least two years (2) successful experience and/or operation in the Industry, for conducting Test and Balance of Air and HVAC systems.

Contractor must provide the OSHA certificates for the Technician (10 hour) and for the Supervisor/Superintendent (30 hour) certificate to the COR.

CONTRACTOR EMPLOYEE IDENTIFICATION:

Contractor employees must be clearly identified as contractors (not VA employees) when performing services under this contract. This includes visual (appearance), verbal (phone), and electronic (email). The contractor must provide all employees with a contractor identification (ID) badge at the contractor s expense prior to performing work under this contract. Contractor employees are required to always display this badge when performing services under this contract. Employees released from service by the contractor must have their badge collected by the contractor. All badges must contain an expiration date and photograph of the employee. Contractor employees must also be required to wear VA issued badges and must always display these badges while in the performance of this contract and/or as instructed by the COR.

CONTRACTOR EMPLOYEE CONDUCT:

The contractor is completely responsible for all actions and conduct of their employees. Contractor employees must be well-groomed and neat in appearance. Contract employees must be professional in attire and must not wear any offensive clothing. Contractor employees must conduct themselves in a socially acceptable manner appropriate for an office work environment. Loudness, vulgarity, rudeness, or other similar offensive conduct by a contractor employee may be grounds for denying the employee further access to VA premises. Contractor employees must not consume alcohol or illegal drugs during working hours or at any other time the employees are performing work under this contract.

H. PERFORMANCE REQUIREMENTS SUMMARY:

The equipment shall be operable and available for use 95% of the normal operating hours of the equipment. Downtime will be computed from notification of problem during normal work hours. Scheduled maintenance will be excluded from downtime. (Normal work hours are 7:30 am- 4:30 pm, Monday thru Friday, excluding national holidays). Operational Uptime will be computed during a month- long time- period. Repeated failure to meet this requirement can subject the contractor to DEFAULT action.

Task

Performance Standards

Acceptable Quality Levels

Methods of Surveillance

Incentive

The Contractor shall

perform Air Monitoring for Positive and Negative Pressure rooms

Only Qualified and

Certified for the

specific test the

Technicians shall

perform

100% (no deviation)

Government to

receive a copy of the

technicians

certifications

Payment only for properly performed services.

Per 52-212-4 (a): Reperformance of service and no increase in contract price, and a potential reduction in contract price.

The contractor shall

ensure that only OEM

(new) parts for the

equipment is used to

make the any/all

necessary and scheduled

work to equipment.

Contractor is in compliance with 100 percent of the time.

Only equipment

OEM parts used to

service and repair

apparatus.

100% (no deviation)

Government to

obtain warranty

and/or inspect parts

before being

replaced.

Payment only for properly performed services.

Per 52-212-4 (a): Reperformance of service and no increase in contract price, and a potential reduction in contract price

Call Back and Emergency Response Services

On-call repairs are

emergency repairs

beyond the scheduled

maintenance.

Contractor is in compliance with QCP 100 percent of the time

The contractor shall

respond to a call within one (1) hour and

be at the job site

within four (4) hours

during regular

working hours, and

be on-site for

emergency repair

within 24-hour

notice

100% (no deviation) Within 1 hour of VA notification to contractor

Service Technician

monitors and reports

to COR.

Payment only for properly performed services.

Per 52-212-4 (a): Reperformance of service and no increase in contract price, and a potential reduction in contract price

The Contractor shall

perform Preventive

Maintenance (PM),

In accordance with the

manufacturer

specifications.

Provides services

with all

records/reports of

services performed

within a timely

manner forty-eight

(48) hours.

99% Provide

Service

record/report for

every item

serviced.

Government receipt

of reports in a timely

manner.

Failure affects performance evaluations and increases potential regulatory violations and legal liabilities.

Per 52-212-4 (a): Reperformance of service and no increase in contract price. Potential reduction in contract price.

With No Sensitive Data but Requires Training

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE

VA INFORMATION CUSTODIAL LANGUAGE:

a. Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

b. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

c. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

d. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

SECURITY INCIDENT INVESTIGATION:

a. The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.

b. To the extent known by the contractor/subcontractor, the contractor/subcontractor s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant.

c. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement.

d. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.

LIQUIDATED DAMAGES FOR DATA BREACH:

a. Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract.

b. The contractor/subcontractor shall provide notice to VA of a security incident as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination.

SECURITY CONTROLS COMPLIANCE TESTING :

On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all the security controls and privacy practices implemented by the contractor under the clauses contained within the contract. With 10 working-day s notice, at the request of the government, the contractor must fully cooperate and assist in a government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The government may conduct a security control assessment on shorter notice (to include unannounced assessments) as determined by VA in the event of a security incident or at any other time.

TRAINING:

a. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete VA Privacy and Information Security Awareness and Rules of Behavior Training before being granted access to VA information and its systems.

(1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Rules of Behavior before being granted access to VA information and its systems.

b. The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

c. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

The Certification and Accreditation (C&A) requirements do not apply and a Security Accreditation Package is not required for this PWS.

IMPORTANT INFORMATION: The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this Sources Sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. Any offeror capable of providing this service shall notify the Contracting Officer by email within seven (7) calendar days from the date of the publication of this special notice.

*Responses shall be sent via email to jvonne.wilson@va.gov, no later than 4:00 pm EST on 10/25/2024. Sent all questions about this notice to jvonne.wilson@va.gov, the title of the email shall read Critical Air Monitoring .

See attached document: ATTACHMENT A - Respondent Requirements.