36C25020Q1095 – Sources Sought – J099–Routine Service Preventative Maintenance on Reverse Osmosis and De-Ionized Water Systems and Equipment

Sep 18, 2020 | Sources Sought

THIS RFI IS ISSUED SOLELY FOR INFORMATION AND PLANNING PURPOSES
ONLY AND DOES NOT CONSTITUTE A SOLICITATION. THE SUBMISSION OF PRICING IS HIGHLY ENCOURAGED AND ALLOWED UNDER THIS RFI IN ACCORDANCE WITH FAR 15.201(e). PRICING SHALL ONLY BE USED FOR PLANNING PURPOSES AND SHALL NOT BE USED AS AN EVALUATION AGAINST ANY POTENTIAL OFFEROR SHOULD A SOLICITATION ARISE FROM THIS RFI.

DISCLAIMER
This RFI is issued solely for information and planning purposes only and does not constitute a
solicitation. All information received in response to this RFI that is marked as proprietary will
be handled accordingly. In accordance with FAR 15.201(e), responses to this notice 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 RFI.

SOURCES SOUGHT DESCRIPTION
This is NOT a solicitation announcement. This is a sources sought synopsis only. The purpose
of this synopsis is to gain knowledge of potential qualified sources and their size classification,
hubzone, 8(a), small, small disadvantage, veteran owned small business or service disabled
veteran owned small business) relative to NAICS 221310. Responses to this synopsis will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought synopsis, a solicitation announcement may be published. Responses to this sources sought synopsis are not considered adequate responses to the solicitation announcement.

The Department of Veterans Affairs (VA), Network Contracting Office-10, is seeking sources that can provide a Routine service & preventative maintenance on Reverse Osmosis and De-Ionized water systems and equipment at the Chillicothe OH VAMC.

Background.
Reverse Osmosis (RO) and De-Ionized (DI) water treatment systems and equipment are used by Sterile Processing Service (SPS) to process reusable medical supplies. These systems require quarterly and yearly preventive maintenance, as well as occasional emergency maintenance to remain in fully operational condition. Quarterly water quality analysis is also required in accordance with Association for the Advancement of Medical Technology (AAMI) TIR34:2014/(R)2017 Water for the reprocessing of medical devices.

Scope.
Contractor will provide routine preventive maintenance (quarterly and yearly),and emergency maintenance of RO and DI water treatment systems to include all supplies, labor, parts, installation of parts, testing, travel, reports, analysis, shipping, supervision and water quality analysis. Written water quality analysis data report will be provided following each scheduled maintenance visit.

Specific Tasks.

Preventive and Emergency Maintenance of De-Ionized and Reverse Osmosis Water Systems

Contractor will provide all supplies, labor, and testing to accomplish all tasks listed within this document to the specifications outlined in AAMI TIR34:2014/(R)2017 Water for the reprocessing of medical devices , including delivery of any supplies to the Chillicothe VA Warehouse, Building 23. Contractor will provide complete water test data as outlined in this document. Contractor will provide all aspects of labor, material, travel and technical support for complete operation of the systems. All installed parts or components must be new and not refurbished, Original Equipment Manufacturer (OEM). Contractor will be located within a 100 mile radius of the Chillicothe VA Medical Center (CVAMC) in order to be available to provide emergency repair/maintenance within one (1) business day when requested.

Subtask 1 – The contractor shall provide the following preventative and emergency maintenance services for MARLO reverse osmosis water filtration system:

Quarterly Maintenance Services (4 x Year)

Replace all RO system prefilters.
Visually check system for leaks.
Check system feed water temperature.
Check system for proper operation.
Provide system tank disinfection if test results indicate the need to do so.
Repair of any deficiencies noted.
Provide post inspection maintenance report.

Annual Maintenance Services (1 x Year)

a) Perform annual re-bed of RO system.
b) Perform annual disinfection of product water loop to include:
RO, RO storage tank, and system loop
c) Visually check system for leaks.
d) Check system feed water temperature.
e) Repair of any deficiencies noted.
f) Check system for proper operation.
g) Provide post inspection maintenance report.

Subtask 2-Provide Written Water Quality Analysis for Marlo Reverse Osmosis Water System

Contractor will provide written water quality analysis data to VAMC COR following each scheduled maintenance visit. Water analysis report shall include the following testing at a minimum:

a) Storage Tank Heterotrophic Plate Count
b) Feed Water Hardness
c) Chlorine post carbon
d) Feed Water Chlorides
e) Feed and Treated water conductivity/resistivity
f) Feed and Treated water PH
g) Storage Tank Endotoxins
h) Feed water Ionic Contaminants
i) Feed and Treated Water Total Organic Carbon

Subtask 3- The contractor shall provide the following services for Suez-AmeriWater De-Ionized Water filtration system:

Quarterly Maintenance Services (4 x Year)

a) Environmental equipment installation remarks
b) Pre-maintenance equipment status (Alert/alarms)
c) Historical events review/verification
d) Inlet screen filter check
e) Pre-Filter/Carbon Block Filter Replacement (if needed)
f) Water chemistry analysis
g) Pre-maintenance system s parameters displayed
h) Regulator pressure check
i) Flow rates verification
j) Consumable changes (if needed)
k) Maintenance kit parts change (if needed)
l) Membrane Change/Rinse out cycle (if needed)
m) Electrical verifications
n) Hydraulic verification
o) DI Polisher Resin Pack Exchange (if needed)
p) System test verification
q) Post-maintenance system s parameters displayed
r) Post-maintenance flow rates verification
s) Product resistivity verification
t) Product TOC verification
u) Equipment cleaning
v) Repair of any deficiencies noted
w) Post-maintenance environmental equipment installation remark

Annual Maintenance Services (1 x Year)

a) Environmental equipment installation remarks
b) Pre-maintenance equipment status (Alert/alarms)
c) Historical events review/verification
d) Inlet screen filter check
e) Pre-Filter/Carbon Block Filter Replacement
f) Water chemistry analysis
g) Pre-maintenance system s parameters displayed
h) Regulator pressure check
i) Flow rates verification
j) Consumable changes
k) Maintenance kit parts change
l) Membrane Change/Rinse out cycle
m) Electrical verifications
n) Hydraulic verification
o) DI Polisher Resin Pack Exchange
p) System test verification
q) Post-maintenance system s parameters displayed
r) Post-maintenance flow rates verification
s) Product resistivity verification
t) Product TOC verification
u) Equipment cleaning
v) Repair of any deficiencies noted
w) Post-maintenance environmental equipment installation remark

Subtask 4 – Provide Written Water Quality Analysis for Suez-AmeriWater De-Ionized Water filtration system:

Contractor will provide written water quality analysis data to VAMC COR following each scheduled maintenance visit. Water analysis report shall include the following testing at a minimum:

a) Storage Tank Heterotrophic Plate Count
b) Feed Water Hardness
c) Chlorine post carbon
d) Feed Water Chlorides
e) Feed and Treated water conductivity/resistivity
f) Feed and Treated water PH
g) Storage Tank Endotoxins
h) Feedwater Ionic Contaminants
i) Feed and Treated Water Total Organic Carbon

Subtask 5 – Provide Emergency Maintenance Service for Marlo RO and Suez-AmeriWater DI systems:

Contractor will be available to provide emergency repair/maintenance within one (1) business day when requested.

Performance Monitoring.
All work will be coordinated in advance with the Chief, SPS Service and VAMC Engineering Contracting Officer s Representative (COR). Service reports and water quality reports will be delivered to the COR via email within five (5) days after each quarterly service event. Contractor must report to Building 21, Engineering main office to sign into the facility and receive contractor identification badge as well as any special instructions at the beginning of each workday. Contractor must report to B21, Engineering to sign out and report out to the Engineering COR at the end of each workday.

Performance will be deemed satisfactory when all deliverables are delivered to the Chillicothe VA Warehouse in good serviceable condition within the times set forth by this document, all maintenance activities are completed on schedule, all reports are delivered following each service and all non-scheduled emergency maintenance request are promptly responded to. The Engineering COR will verify through visual inspection and documentation provided by the contractor.

Deliverables.

Deliverables:

Contractor will provide all supplies, labor, parts, installation parts, shipping, supervision, analysis, reports and testing to accomplish all tasks listed within this document to the specifications outlined in AAMI TIR34:2014/(R)2017 Water for the reprocessing of medical devices , including delivery of any supplies to the Chillicothe VA Warehouse. Contractor will provide complete water test data as outlined in this document. Contractor will provide all aspects of labor, material, travel and technical support for complete operation of the systems. All installed parts or components must be new OEM and not refurbished.

Emergency Maintenance/Repair:

Contractor will be available to provide emergency repair/maintenance within 1 business day of any reported issues when requested.

Place of Performance.
All work will take place at the Chillicothe VA Medical Center, 17273 State Route 104, Chillicothe, Ohio 45601 Building 31, Sterile Processing Service (SPS), Rooms G-511
and G-524.

Period of Performance.

Base Year November 01, 2020 – October 31, 2021
Option Year One November 01, 2021 – October 31, 2022
Option Year Two November 01, 2022 – October 31, 2023
Option Year Three November 01, 2023 – October 31, 2024
Option Year Four November 01, 2024 – October 31, 2025

The information identified above is intended to be descriptive, not restrictive and to indicate the
quality and services that will be satisfactory. It is the responsibility of the interested source to
demonstrate to the government that the interested parties can provide the services that fulfill the
required specifications. If a solicitation is published, a site walk thru may be available in order to
address key details.

If you are interested, and are capable of providing the sought out services, please provide the
requested information as well as the information indicated below. Response to this notice should
include company name, address, point of contact, size of business pursuant to the following
questions:

(1) Is your business small;

(2) If small, does your company qualify as a small, emerging business, or small disadvantaged
business;

(3) If disadvantaged, specify under which disadvantaged group and if your company is certified
under Section 8(a) of the Small Business Act;

(4) Is your firm a certified Hubzone firm;

(5) Is your company a woman-owned or operated business;

(6) Is your company a certified Service-Disabled Veteran Owned Small or Veteran Owned Small
Business;

(7) If your company has FSS GSA contract, please provide the contract number and

(8) Your capabilities in regards to the items being sought out.

Responses to this notice shall be submitted via email to megan.wallace@va.gov. Telephone
responses shall not be accepted. Responses must be received no later than Monday, September 28, 2020 at 6:00 p.m. EST. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this sources sought. Responses to this sources sought notice are not a request to be added to a
prospective bidders list or to receive a copy of the solicitation.

This content is provided for members of the U.S. Veteran Business Alliance by Bidspeed

Bidspeed helps small business contractors win government contracts by dynamically combining several thousand publicly available data sources to provide detailed information and intelligence to government contractors, agencies, and advocacy organizations.