J065--Replacement Dental Vacuum Pump System

The Joseph M. Cleland Atlanta VAMC anticipates a requirement to provide Replacement Dental Vacuum Pump services. This contract is 30 days After Receipt of Order (ARO) and will be Firm-Fixed Priced (FFP). The performance will occur at the Contractor s location and Government furnished property will not be provided.

All interested vendors are invited to provide information to contribute to this market survey/sources sought including commercial market information. THIS IS NOT A SOLICITATION ANNOUNCEMENT. This is a sources sought synopsis only. Questions should be submitted by email to terri.hudson@va.gov. Provide only the requested information below. The purpose of this synopsis is to gain knowledge of potential qualified sources and their size classifications (Full and Open Sources Sought Notice), relative to NAICS 811210.

POTENTIAL SOURCES SHALL PROVIDE THE FOLLOWING INFORMATION IN THEIR RESPONSE:

1) Company name, address, phone number, primary contact(s), e-mail address, NAICS code(s), business size (i.e., small/large), size classification and UEI Number.

2) Provide a Statement of Capability that demonstrates the offeror's past performance in providing this type of service.

3) Submit Capability Statements via email to terri.hudson@va.gov by November 10, 2026. Responses should be received no later than 10:00 CST.

4) If a site visit is conducted, the REQUEST FOR QUOTE will give the date, time and address.

NO CAPABILITY STATEMENTS MAY BE SUBMITTED AFTER November 10, 2026.

AT THIS TIME NO SOLICITATION EXISTS. (DO NOT REQUEST A COPY OF THE SOLICITATION). A FUTURE NOTICE WILL BE POSTED WHEN THE SOLICITATION WILL BE RELEASED.

5) Disclaimer and Important Notes: This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities. However, responses to this notice will not be considered adequate responses to a solicitation.

6) No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).

STATEMENT OF WORK

Dental Vacuum Pump Replacement

1. Project Overview

This project addresses replacement of dental vacuum pumps, fluid separators, and associated components at Ft McPherson Medical/Dental Clinic, Building 125.

Scope includes replacement of defective pumps, defective fluid separation, defective amalgam separation, and defective control panels.

Ensure all installations are compatible with existing pipes and equipment to remain. All work shall comply with VA Design Manuals.

Work shall result in a complete and working dental vacuum system. Work shall include training of VA clinicians, maintenance, and logistics personnel. Provide system schematics, operators manual, and warranty manual. Work shall be accepted by signature of VA Engineering Staff before closing out.

2. Equipment Information and Access

Dental Vacuum System:

Location: Fort McPherson VA Building 125, 1701 Hardee Ave. SW, Atlanta GA

On-Site Measurement and Verification Required:

Comprehensive manufacturer records or as-built dimensions for existing Dental Vacuum System are not readily available. Therefore, the Contractor shall perform an on-site survey to obtain all necessary measurements for work requirements. No equipment is to be ordered, and no work shall begin until field-verified dimensions are submitted and approved by VA Engineering Department. The Contractor is responsible for coordinating measurement activities with facility engineering and ensuring all site-specific constraints are factored into submittals and planning.

3. Equipment History and Impacts

The existing AirTech Dental Vacuum System has exhibited multiple pump and oral fluid storage failures over the last two years. The system exhibits signs of antiquation and inferior design. The components of the existing system differ from current market standards and may result in undesired storage condition of biohazardous fluid. Undesired fluid storage presents environmental concern and costly breakdown of system components. These failures have resulted in multiple Dental Clinic Outage and patient treatment interruptions at Fort McPherson.

4. Scope of Work

0. Replace existing fluid separators

All fluid separation equipment shall include water washdown

All fluid separation equipment shall include high fluid level alarm

0. Replace existing pumps

All pumps shall be capable of 7inHg, 60cfm airflow each

All pumps shall include vibration isolation

All pumps shall operate at a constant volume with vacuum breaker relief

0. Replace existing amalgam separator

0. Replace all integrated and defective accessories

0. Repair all system piping, wiring, and conduit

0. System shall include schedule timer

System shall include hand override for power-up when off-schedule.

0. Provide training for VA clinicians, maintenance, and logistics personnel.

0. Provide system schematics

0. Provide operators manual

Provide warranty manual

Utility Outage, Safety, and Infection Control

Submit a Utility Outage Request Form to VA Engineering Service at least 10 business days in advance and obtain written approval for all planned interruptions (electrical and hydronic) from the VA Engineering department prior to scheduling outages.

Any work that shall be completed within the clinical footprint, shall be done during off hours to minimize impact to patient care.

Strict adherence to Lock-Out/Tag-Out (LOTO) requirements for all energy sources throughout the course of work, with full documentation submitted for VA records.

Comply with all VA and OSHA site safety protocols (including PPE, daily housekeeping, and mandatory orientation).

Perform full Risk Assessment in coordination with VA Infection Control and Safety staff. The forms and requirements shall be approved before any work can take place. This shall implement and maintain all required barriers, negative air systems, and infection prevention measures specified in the PCRA.

Secure written VA approval for all shutdowns or disruptions to critical clinic operations.

6. Work Schedule, Period of Performance and Access Restrictions

6.1.0 Regular Patient Care Hours:

Major construction activities, including but not limited to demolition, equipment removal and installation, noisy work, disruptions to heating/cooling, or any work likely to cause patient or staff discomfort shall not be performed during the facility's regular patient care hours, defined as Monday through Friday, 8:00 a.m. to 4:30 p.m.

Permitted Work Outside Regular Hours:

All such major work shall be scheduled for after-hours (before 8:00 a.m. or after 4:30 p.m.), weekends, or designated federal holidays, unless otherwise approved in writing by the VA.

Minor Work During Patient Care Hours:

Low-impact activities (e.g., site layout, barrier/protection installation, documentation, off-site fabrication, administrative tasks, or other work not affecting staff/patient comfort or building functionality) may occur during regular patient care hours with prior VA approval.

Advance Notice and Scheduling:

The Contractor shall provide the VA Contracting Officer s Representative (COR) with a minimum of ten (10) business days written notice prior to commencing any after-hours or weekend work. Schedules shall be coordinated with VA facility operations to ensure clinical and safety needs are met.

Holidays and Federal Closures:

No work shall be scheduled or performed during federal holidays or unplanned federal facility closures unless specifically authorized in writing by the VA COR. Federal holidays include New Year s Day, Martin Luther King Jr. Day, Presidents' Day, Memorial Day, Juneteenth National Independence Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day.

Period of Performance: TBD

Emergency Work:

In cases where emergency response is required to prevent immediate hazards or mitigate critical outages, the Contractor shall immediately notify the VA COR and facility staff. Emergency work, when authorized by the VA, may proceed during patient care hours if necessary for life safety or system protection.

Exceptions:

Any exception to these work hours and access restrictions shall be requested by the Contractor in writing and approved in advance by the VA COR. The request shall outline the justification and include a plan to minimize patient and staff impact.

Responsibility for Coordination:

The Contractor is responsible for integrating this schedule into all planning, coordinating with facility engineering and clinical teams, and maintaining continuous protection of patient care and comfort.

7. Compliance with VA Design and Construction Standards

All work and deliverables shall comply with the most current:

VA HVAC Design Manual

VA Master Construction Specifications

VA Mechanical Design Guides

VA Plumbing Design Manual

VA Electrical Design Manual

VA Fire Protection Design Manual

VA Physical Security Design Manual

PCRA Requirements

VA Commissioning Process Manual

Any deviation from these standards requires written approval from VA COR.

8. Deliverables & milestones

Deliverable

Description

Due Date

Site Measurement Report

Contractor field-verifies and documents all critical dimensions and access limitations for existing equipment to remain, piping, rigging, and clearance.

Before equipment submittals/ordering

Inspection Reports / Replacement Schedule

Valves, actuators, freeze stats, pumps, return fan; identified/replaced

Prior to and post install

Utility Outage Request Approval

Documented VA approval for planned shutdowns

Before affected work

LOTO Documentation

Proof of lock-out/tag-out procedures

Prior to shutdown

PCRA/ICRA Documentation

Approved risk assessments and controls

Before mobilization

Humidifier Product Proposal/Cut Sheets

Proposed equipment and justification

Prior to submittal approval

Return Fan Compatibility/Replacement Report

Report verifying synchronization with new supply fan, or submittal for replacement if required

Prior to installing supply fan system

Commissioning Report

Third-party validation of operation

At completion

Warranty Certification

Documentation of warranty coverage

At closeout

Training Record

Staff training documentation

At turnover

9. Point of Contact

Primary: Daryl Lewis Daryl.lewis3@va.gov

Back-up: Anthony Blake Anthony.blake@va.gov

Veterans Affairs Medical Center

1701 Hardee Avenue, SW

Building 125, Atlanta, GA 30310

If there are further measurements, clarifications, or site access needs, Contractor shall promptly coordinate with VA facility engineering.