36C26121Q0116 – Sources Sought – Z1DZ–Pool and Fountain Maintenance Service

Nov 7, 2020 | Sources Sought

THIS IS A SOURCES SOUGHT FOR MARKET RESEARCH PURPOSES ONLY. The Department of Veterans Affairs is in the process of determining the acquisition strategy for Pool and Fountain Maintenance Service for VA Palo Alto Health Care System with location in Palo Alto and Menlo Park, CA. Please note that this Request for Information (RFI) is for information only and does not constitute a solicitation for competitive bids/proposals and is not to be construed as a commitment by the Government. However, all interested parties who believe they can meet the requirement are invited to submit information describing their capability to provide the required services.
OVERVIEW: See attached Statement of Work (SOW). The Government anticipates this procurement to be a Service-Disabled Veteran Owned Small Business (SDVOSB) Set Aside.
Please include the follow information about your organization in your response (1) Name of Organization, (2) Address + Zip Code, (3) Telephone number, (4) Fax Number, (5) Size of Business: Large or Small, (6) SAM status, (7) Point(s) of contact, and (8) email address.
Organizations responding to this RFI should provide the company s capabilities to perform this requirement. The NAICS code is 561790. The Small Business size standard is $8 million. The information received as a result of this notice will be considered solely for the purpose of determining whether to conduct a competitive procurement. A determination by the VA not to open the requirement to open competition, based on responses to this sources sought synopsis is solely within the discretion of the VA. The Government does not intend to pay for any information provided under this sources sought synopsis.
My company is eligible for set-asides under the following small business programs: (Check all boxes that apply below)
Vets First Program Service-Disabled Veteran-owned small business
Vets First Program Veteran-owned small business
8(a) Business Development Program participant
HUBZone small business
Economically Disadvantaged Woman-owned small business
Woman-owned small business
Small business

All responses must be sent via e-mail to Mohammed Hussain, Contracting Specialist, at mohammed.hussain2@va.gov . Responses to this sources sought synopsis are due by 12:00 PM PST on November 13, 2020.

STATEMENT OF WORK (SOW)

Contract Title. PAD & MPD Pool and Fountain Service

Background.
The VA Palo Alto Health Care System has swimming pools located at both Palo Alto and Menlo Park Facilities which are operated and used daily by veterans. These pools have been maintained by local Engineering staff on both campuses. Multiple construction projects on both campuses has increased the amount of buildings which require activation responsibilities and ongoing maintenance which redirects the priorities of a service that is already limited in staffing. To maintain the Aquatic Centers and Decorative Fountains in the most effective way possible and provide exceptional service to our Veterans, a service contract for pool maintenance responsibilities is required.
Scope.

Contractor required to provide all necessary personnel, tools and equipment needed to perform maintenance daily, monthly and semi-annually for two pools at the Palo Alto Campus, one pool at the Menlo Park Campus, and five decorative fountains located on the Palo Alto Campus. Contractors shall be licensed in the State of California for Pool Maintenance.

Maintenance responsibilities for all pools and fountains include skimming of the water surface, brush walls and floors, vacuum pool bottom twice per week, Check and clean filter, clean pump strainer basket and skimmer baskets, test water balance and add standard chemicals necessary to maintain proper water balance. Contractor shall maintain service records in both electronic and hard copy. Hard copies shall be kept at each location and should, be available for review at all times. Electronic copies shall be emailed to the Compliance Office, (tim.mccoy@va.gov), monthly for compliance purposes. Electronic copies shall be in either XL spreadsheet or PDF format. An example of an acceptable pool/fountain log is attached.

To minimize the impact of pool maintenance on staff and patients, the maintenance schedule will be six days a week including Saturday s starting at 6:00 pm each day and ending upon completion. Decorative fountain maintenance shall be performed during normal business hours of 8:00 am to 4:30 pm Monday thru Friday.

All Decorative Fountains will be maintained weekly, and shall be drained, cleaned and refilled semi- annually. Decorative Fountains on VA facilities are governed under VHA Directive 1061 and the VAPAHCS Health Care Associated Disease Management Plan.

4. Specific Tasks.

Palo Alto Bldg.530 Therapy and Lap Pool: All start times are at 6:00 pm.

Monday: Test water balance and add chemicals as needed, record all actions in maintenance log.

Tuesday: Skim water surface, Brush walls and floors, Vacuum pool bottom, Backwash/Clean filter, Clean pump strainer basket and skimmer baskets, Test water balance and add chemicals as needed, record all actions in maintenance log.

Wednesday: Test water balance and add chemicals as needed, record all actions in maintenance log.

Thursday: Test water balance and add chemicals as needed, record all actions in maintenance log.

Friday: Skim water surface, Brush walls and floors, Vacuum pool bottom, Backwash/Clean filter, Clean pump strainer basket and skimmer baskets, Test water balance and add chemicals as needed, record all actions in maintenance log.

Saturday: Test water balance and add chemicals as needed, record all actions in maintenance log.

Monthly: Shut down automatic water level feeder, remove 10,000 gallons of water from each pool, fill pools back to its normal level with fresh water, dispense chemicals as required, add 10 bags of salt, dilute salt in water by sweeping until completely dissolved, shut down chlorine generator on back wall, remove and clean generator cell and clean in solution of 10 parts water 1-part acid, donning all necessary PPE prior to starting, reinstall chlorine generator cell inside housing and restore power, inspect and clean sand filtration system, add fresh sand to filter as needed, wait approximately 1 hour and recheck chemical balance in pools, adjust chemicals as needed. Record all actions in maintenance log.

Palo Alto Decorative Fountains: Fountain maintenance shall be conducted weekly during normal business hours which are Monday thru Friday, 8:00 am to 4:30 pm.

Bldg. 500: 3 Decorative Fountains, 2 on the first floor, 1 on the second-floor patio.

Bldg. 7: 1 Fountain located in the outside patio Healing Garden

Bldg. 9: 1 Fountain located in front of the Defender s Lodge.

All fountains shall be maintained using the following methods:

All Decorative Fountains will be maintained weekly, and shall be drained, cleaned and refilled semi- annually. Decorative Fountains on VA facilities are governed under VHA Directive 1061 and the VAPAHCS Health Care Associated Disease Management Plan. Contractor shall adhere to this plan in the following categories:

Halogen Residual: Measure and record the free halogen residual where chlorine level will be lowest such as a low flow area or a high temperature area and away from any source that may give higher chlorine such as near the chemical feed location or city water makeup.

Water Temperature: Measure and record the water temperature from the area where the water temperature will be highest. Water temperature goal shall be < 68 degrees F (<20 degrees C). For features where the water temperature is constant, a change in water temperature maybe an indicator of an equipment problem.

Clean and Disinfect: Decorative fountain water features shall be cleaned and disinfected at the frequency and control limit defined in the program specification. Ornamental water features shall be maintained as per manufacturer recommendations including filter inspections, filter changes, pump cleaning, and water changes.
Skim water surface, brush walls and floor as needed, clean pump strainer basket and skimmer baskets, test water balance and add standard chemicals to maintain water balance, record all actions in maintenance log.

Menlo Park Swimming Pool: All start times are at 6:00 pm.

Monday: Test water balance and add chemicals as needed, record all actions in maintenance log.

Tuesday: Skim water surface, Brush walls and floors, Vacuum pool bottom, Backwash/Clean filter, Clean pump strainer basket and skimmer baskets, Test water balance and add chemicals as needed, record all actions in maintenance log.

Wednesday: Test water balance and add chemicals as needed, record all actions in maintenance log.

Thursday: Test water balance and add chemicals as needed, record all actions in maintenance log.

Friday: Skim water surface, Brush walls and floors, Vacuum pool bottom, Backwash/Clean filter, Clean pump strainer basket and skimmer baskets, Test water balance and add chemicals as needed, record all actions in maintenance log.

Saturday: Test water balance and add chemicals as needed, record all actions in maintenance log.

Monthly:

Open pool ball valve (P1), close surge pit supply ball valve (P2), shut down automatic water level feeder, use sump to empty surge pit, inspect and clean all surge pit piping, rinse and clean/vacuum surge pit of debris, remove trough grates around pool perimeter, scrub sweep and rinse pool of debris, reinstall trough grates, using sump pump, remove
10,000 gallons of water from pool approximately 8-1/2 from normal water level, take current pool water readings, commence filling surge pit with water, when surge pit is completely full continue with filling pool with fresh water back to its normal level, Add necessary amount of chemicals as needed, drop 400lbs of salt into pool, dilute salt in water by sweeping salt on pool floor until completely dissolved, shut down chlorine generator on back wall, remove and clean generator cell in vat of acid donning appropriate PPE, reinstall and turn on chlorine generator cell in housing, inspect and clean sand filtration system, add fresh sand to filter as needed, wait approximately 1 hour and recheck chemical balance in pool, adjust chemicals as needed to achieve desired balance, close pool valve (P1) and open surge supply valve (P2).

5. Performance Monitoring (if applicable).

A COR assigned to each facility will assure contractor quality by performing routine inspections, random testing of chemical balancing, and monitoring maintenance logs.
6. Security Requirements.

1) The contractor employees shall not have access to VA sensitive or computer information and will not require routine access to VA Facilities. The contractor employees shall require intermittent access only and will be escorted by VA employees while at VA Facilities. No background investigation is required

Government-Furnished Equipment (GFE)/Government-Furnished Information
(GFI).

N/A
Risk Control
Proper chemical storage and the use of required PPE is mandatory when working with all pool chemicals. Any injuries, spills, or hazardous situations shall be reported to the COR on that facility immediately.
Place of Performance.

Place of performance will be the Palo Alto Division and the Menlo Park Division.

Period of Performance.
Base year period of performance will start from the date of notice to proceed with Option years starting from the original start date the following years.
Delivery Schedule.

Contractor shall maintain service records for each day of service provided for both pools and decorative fountains in both electronic and hard copy. Hard copies shall be kept at each pool location and shall be readily available for review at all times. Electronic copies shall be emailed to the Compliance Office, (tim.mccoy@va.gov), monthly for compliance purposes. Electronic copies shall be in either XL spreadsheet or PDF format.
An example of an acceptable pool/fountain log is attached.

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