36C24221Q0070 – Sources Sought – B533–Sources Sought for Wastewater Plant Lab Analysis, Lyons NJ

Oct 10, 2020 | Sources Sought

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.

(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 Canandaigua, NY for the purpose of collecting information about Wastewater Plant Lab Analysis for the New Jersey Health Care System, Lyons Campus: 151 Knollcroft Road, Lyons, NJ 07939. The NAICS code identified for this requirement is 541380 Testing Laboratories. The requirement is detailed in the Statement of Work section of this document.

(e) Cursory market research has identified several small businesses 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 Lisa Harris at Lisa.Harris4@va.gov.

– Part of the purpose of this Sources Sought posting 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.

– Contractors shall include any relevant comments about the Attachment(s) if applicable.
New Jersey VA Medical System
Lyons Campus

Request for Services – Statement of Work (SOW)

WASTEWATER PLANT LAB ANALYSIS

BACKGROUND:

The VANJ HealthCare System (VANJHCS) Lyons Campus requires an annual service contract for our Wastewater Treatment Plant. This contract is to provide for on site collection and off site lab analysis of wastewater and sludge samples. All sampling and analysis must be completed in accordance with the New Jersey Department of Environmental Protection (NJDEP) rules and regulations regarding lab analysis of wastewater samples. The physical plant is located at the VANJ Healthcare System 151 Knollcroft Road Bldg.141 Lyons, NJ 07939.

The facility at Lyons consists of an extended aeration, activated sludge wastewater treatment plant with a variable design capacity of 200,000 to 1,000,000 gallons per day (GPD), serving a medical center population of approximately 1,800 patient, staff and visitors. The present actual flow is 80,000 (GPD). The plant process flows through and consists of two aeration tanks, two Clarifiers, two sand filters, a Copper removal system and an outflow where final disinfection is done by ultraviolet lights (UV) before discharge to a receiving stream. In addition to the plant pumps and blower equipment, backup power is supported by a 300kw emergency generator.
This statement of work describes the required service at a minimum that needs to be accomplished during the course of an annual cycle.
The WWTP has recently completed a modernization program and as a result has made many repairs including the installation of a new UV system and a Copper removal system.

OBJECTIVE:

This is an annual service contract w/4 option years for Wastewater Plant Lab Analysis at the wastewater treatment plant located at the VANJ Healthcare System 151 Knollcroft Road Bldg.141 Lyons, NJ 07939.The Contractor will be responsible for collecting all samples and having those samples analyzed at certified laboritories allowing our facility to remain compliant with the NJDEP. All sampling quantities and frequencies are contained on the surface water permit which has been issued to the VA by the State of New Jersey and will be provided as part of the contract.

SCOPE OF WORK:

The contractor will provide all labor, materials, equipment (composite sample machines etc.), supplies and transportation necessary to perform the services contained within this contract. The VANJHCS Lyons Campus is requesting on-site collection of wastewater samples, sludge samples and lab analysis of those samples. All work to be completed in accordance with New Jersey Department of Environmental Protection (NJDEP) rules and regulations regarding lab analysis of wastewater samples. The contractor will be responsible for all composite sample collection, grab sample collection; placement of contractor supplied composite sample machines and proper chain of custody standards. A copy of the chain custody will be given to the VA staff on the day services are performed.
Contractor will test for parameters listed on the NJDEP surface water permit that has been issued to the VANJHCS Lyons Campus. See attached permit with test schedule.
Contractor shall submit a written detailed description of the methodology to be used in conducting the tests, including equipment; retention time of wastewater in the treatment plant; collection method of representative sample and name source of test organisms.
Additionally, the contractor will coordinate with VA wastewater staff to decide on the correct sampling collection point locations. If permit requirements have not been achieved during scheduled sampling, the VA may require additional samples be taken and analyzed to obtain permit compliance.

ADDITIONAL REQUIREMENTS:

The Contractor shall supply all materials and equipment for safe and method-appropriate handling, collection, preservation and shipping of samples at no additional charge. Shipping and sample containers and supplies shall be suitable for the sample matrix and analytical method.

Analysis of Samples

In addition to specific State and Federal Environmental Protection Agency (EPA) requirements, all work shall comply with all applicable governmental regulations, customary quality standards, EPA approved analytical methods, and accepted good practice for the type of work being performed.

B. Contractor shall analyze all samples within the allowable holding time appropriate to the method, matrix, and analysis.

Accurate and complete analytical results shall be submitted to the V.A. within the standard turnaround time, or within an alternate turnaround time when requested by the V.A. and agreed upon by the Contractor. Standard turnaround time for analyses will be 6 business days from sample arrival at Contractors laboratory.

The V.A. may request expedited samples occasionally. Pricing will be provided to the V.A. at the time of expedited request.

Contractor shall notify the V.A. immediately via email of any noncompliant sample results or results not matching historical data.

Reports

Contractor prepares the reports and submits them to the Contracting Officers Representative (COR) and Licensed Operator in Charge who will review, certify and forward to the NJDEP. Completion of the NJDEP Surface Water Discharge Monitoring Report Submittal forms for all tests will be done by the VA Licensed Operator in Charge and is not the responsibility of the Contractor. The service reports must be signed by both service provider and COR at completion of work. An electronic version of same shall be sent to the COR and Licensed Operator in Charge.
The Contractor shall provide the final reports to the V.A. in both Electronic Data Deliverables (EDDs) format and Portable Document Format (PDF) within 6 business days following sample receipt or within another turnaround time agreed to by both parties in writing.

Final reports shall contain at least the following for each analysis:

Cover page summarizing all detections and highlighting exceedances of MCLs or NLs
Client Identification (Lyons V.A.)
Client Project Identification
Sample Identification
Sample collection date and time
Lab receipt date and time
Analysis date
Analyte tested and test result
Test method (EPA, Standard Methods, or other) and detection limits for reporting
Test units 13
Signature and title of laboratory personnel certifying the results
Notes and/or qualifiers regarding anomalous test results
Copy of Chain of Custody with notations from Contractor s sample receiving staff.

The Contractor shall notify the V.A. within 24 hours of:

Changes in any aspect of its operation affecting its ability to satisfactorily complete a project
Revocation of its Certification and/or Accreditation
Quality assurance/quality control failures associated with any V.A.-submitted samples
Non-compliant sample results or results not matching historical data
Problems related to the shipping or receiving of V.A.-submitted samples
Sample turnaround times not expected to be met.

If there is a reasonable question from the V.A. regarding data validity (e.g., analytical results exceeding permit limits), the Contractor shall re-run samples or duplicates and provide new EDDs and PDF reports at preset agreed upon price.

Laboratory errors resulting in the need for a sample to be recollected will require the laboratory to notify the V.A. immediately of the need to resample, analyze, and report the results of the resample at no cost.

Contractor shall maintain and preserve appropriate samples, sample extracts, or the residue thereof, for thirty (30) calendar days after submission of Contractor s report to the V.A. free of storage charges. After the initial thirty (30) calendar days, upon written request from the V.A., Contractor shall retain test specimens or samples for a mutually acceptable storage charge and period.

Unless requested by the V.A. to hold sample(s) for greater than thirty (30) calendar days, the sample and any articles or substances made with the sample(s) shall be disposed of in a lawful manner by the Contractor or the Contractor s representative. Contractor assumes full responsibility for the proper disposal of all test samples, test residues, and sample containers, whether hazardous or non-hazardous, at Contractor s expense.

FREQUENCY:

The sampling schedule is contained within the final surface water permit issued by the NJDEP and will be provided within this contract. There will be a new permit issued on or about September 2020 and will take precedence over the current permit for all parameters pertaining to the sampling requirements. The current permit number is NJ0021083.

PERIOD OF PERFORMANCE:

This is an annual service contract for a period of one base (1) year with four (4) option year renewals.

Qualifications/Certifications

Samples must be analyzed by a New Jersey certified laboratory.

Safety Regulations

All applicable safety regulations shall be observed during all work of this contract.
VA Police will issue identification badges to contractors, employees and subcontractors which must always be worn when on VA property
The VA Safety Officer shall have full authority to see that the contractor obeys all safety rules and regulations relative to the fulfillment of this contract.

Scheduling and Hours of Work

All work in areas involved shall be scheduled with the VA Chief of Operations Supervisor and plant operations personnel.
Work shall be scheduled for proper execution to completion of this contract.
Hours of work. The work will be conducted during normal working hours 0800-1630 seven days per week. Contractor will be provided a key to access the wastewater plant for sampling in the event no staff personnel are on site.
The 10 holidays observed by the Federal Government, are New Year s Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas or any other day specifically declared by the President of the United States to be a national holiday.

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