This is a combined synopsis/solicitation for commercial services/items prepared in accordance with the format in FAR Subpart 12.6 — Streamlined Procedures for Evaluation and Solicitation for Commercial Items, in conjunction with FAR — Part 13 Simplified Acquisition Procedures, specifically FAR 13.5 and supplemented with additional information included in this notice. This announcement constitutes the only solicitation; offers are being requested and a written solicitation is attached to this announcement.

Solicitation 36C26222Q0043 is issued as a Request for Quote (RFQ) and constitutes the only solicitation.  The Government intends to award a single Firm-Fixed-Price (FFP) contract from this solicitation.

The North American Industry Classification System (NAICS) Code is 238220. This procurement will be issued as a 100% total set aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB).

The VA Loma Linda Healthcare System, located at 11201 Benton St. Loma Linda, CA 92357 is seeking a contractor to perform services for the installation of water monitoring sensors for underground storage tank.

Site Visit:  A site visit will be conducted on Thursday, November 4, 2021 at 11:00AM Pacific Time. Interested Parties will meet in the main building VA Loma Linda Healthcare system. This will be the only site visit provided by the VA.  Offerors shall be responsible for all expenses and shall not be reimbursed by the Government for any costs or travel expenses incurred related to the site visit.

SCOPE

A. Title: Installation of Water Auto-Monitoring System for Outer Buildings & Additional Water Monitoring Sensors

B. Background Information: To meet the requirements of VHA Directive 1061, additional water monitoring sensors need installed for the underground storage tank, top of the water loops, chlorine residual sensors, PH sensors, total solids sensors and a new water auto monitoring system for the outer buildings on the campus. The services shall also comply with all other local, state, and Federal policies and regulations.   

C. Objective: The purpose of this contract is to have a contractor furnish all labor, materials, supplies, tools, equipment, and qualified personnel to perform installation of five new water auto-monitoring systems, sensors, adjustments, testing, and validation specifically in the following buildings:

  1. Main Hospital

Contractor to replace existing HACH Water Auto Monitoring System located in the mechanical room adjacent to the central plant with a Signet 4630 Chlorine Analyzer System or like approved equivalent made in the USA. (1 EA)

Contractor to tie new auto monitoring panel into the existing Schneider Electric BMS System located in Graphics Control and this includes point database input, application programming, graphics creation, system startup and commissioning.

  • Contractor to program the panels for trending historical water analysis.
  • Contractor to install 2 conductivity sensors on the domestic water piping in the pump room adjacent to the loading dock and wired back to the Schneider panel.
  • Contractor to provide and install a condensate pump for the drain side of Signet panel and install vinyl tubing from the drain of the condensate pump to the floor drain located in the EMS Closet or mechanical room.
  • Contractor to program the panels for trending historical water analysis.
  1. Outpatient Pharmacy (OP), Audiology, Cancer Center & Valor
  • Contractor to procure and install a Signet 4630 Chlorine Analyzer or equivalent near the main water supply to each building. (4 total)
  • Contractor to modify the existing domestic water ½” copper piping with tees and ball valves with barbed fittings to install vinyl tubing from the barbed fittings on the domestic water piping side to the inlet barb on the Signet panel.
  • Contractor to provide and install a condensate pump for the drain side of Signet panel and install vinyl tubing from the drain of the condensate pump to the floor drain located in the EMS Closet or mechanical room. (4 total) (ClearVue Pump or equivalent as per tech sheet)
  • Contractor to install the required 120v circuit to power the analyzer in conduit in accordance with the National Electrical Code (NEC)
  • No live work will be authorized a scheduled shut down must be coordinated with the hospital for any electrical tie-ins.
  • Contractor to program the panels for trending historical water analysis.
  1. Valor & Audiology
  • Contractor to supply and install two Schneider Electric Automation Server (AS-P) controllers in the Valor and Audiology Buildings and shall be installed in a NEMA enclosure.
  1. Eye Clinic, Cancer Center, & OP Pharmacy
  • Contractor to furnish input/output modules on existing AS-P controllers to provide input from the Signet panels.
  • Contractor to provide and install CAT 6 cabling between the AS-P controllers and the Signet Panels.
  1. Underground Storage Tank
  • Contractor to supply and install two Signet panels at the incoming and outbound lines of the underground water storage tank.
  • Contractor to install the required 120v circuit to power the analyzer in conduit in accordance with the National Electrical Code (NEC)
  • Contractor to modify the existing domestic ½” water copper piping with tees and ball valves with barbed fittings to install vinyl tubing from the barbed fittings on the domestic water piping side to the inlet barb on the Signet panel.
  • Contractor to provide and install a condensate pump for the drain side of Signet panel and install vinyl tubing from the drain of the condensate pump to the floor drain located in the EMS Closet or mechanical room.
  • No live work will be authorized a scheduled shut down must be coordinated with the hospital for any electrical tie-ins or plumbing.
  • Contractor to program the panels for trending historical water analysis.

D.  Additional Requirements

  1. Electrical and plumbing tie-ins to be coordinated after-hours
  2. Cat 6 cable required to be installed in conduit
  3. Approved fire caulking to be used for all penetrations including fire and smoke walls. Must be certified by contractor.
  4. Contractor to provide a 1-year warranty on labor and parts from the date of acceptance
  5. Contractor to obtain burn permit from VALL prior to cutting, grinding, or soldering.
  6. VALL to turn off water drain and refill domestic water.
  7. Contractor to disinfect all domestic water lines and provide a report in accordance with AAMI standards.
  8. Contractor to provide as-built drawings.
  9. All panels to report back to Graphics Control.

Services performed shall conform to industry standards and this statement of work (SOW).

D. Period of Performance: The period of performance is for 90 days

E. Place of Performance:  VA Loma Linda Healthcare System (VALLHS), 11201 Benton St.  Loma Linda, CA 92357

F. Licensing Requirement

    1. Journeyman Plumber
    2. Journeyman Electrician
    3. OSHA 30
    4. NFPA 70E
    5. NEC
    6. AAMI

G. Changes: The awarded Contractor is advised that only the Contracting Officer, acting within the scope of the contract has the authority to make changes which affect the contract in terms of quality, quantity, price or delivery. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment shall be made in the contract price to cover any increase in costs incurred as a result thereof.

H. VA Policy: Possession of weapons is prohibited. Enclosed containers, including tool kits, are subject to search. Violations of VA regulations may result in citations answerable in the United States (Federal) District Court.

I. Parking Policy: It is the responsibility of Contractor personnel to park only in designated parking areas. 

J. Smoking Policy: Smoking is not permitted within the VA Healthcare System facilities campus.

K. Normal Working Hours: All work is expected to be performed generally during normal hours of coverage unless requested or approved by the COR or his/her designee. Before commencement of work, the Contractor shall confer with the VA COR and Contracting Office to agree on a sequence of procedures; means of access to premises and building. All work performed, to include delivery of materials and equipment, shall be made with minimal interference to Government operations and personnel. Work performed outside the normal hours of coverage must be approved by the COR or his/her designee.

L. Overtime and national holidays: Any overtime or holiday pay that may be entitled to the Contractor’s employees shall be the sole responsibility of the Contractor and shall not be billed to nor reimbursed by the Government.

M. VHA Supplemental Contract Requirements for Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors

1.  Contractor employees who work in or travel to VHA locations must comply with the following:

     a.  Documentation requirements:

            1)  If fully vaccinated, shall show proof of vaccination

                        i.  NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination

            2)  If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test.

            3)  Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

            4)  Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

2.  Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the following website: COVID-19 Screening Tool.  Regularly check the website for updates.

     a.  Contractor employees who work away from VA locations, but who will have direct patient contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces.  Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

3.  Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.”

Basis of Award: Award will be made to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government.  Offeror quotes will be evaluated in the following manner.  The lowestpriced quote will be identified.  The lowest-priced quote will be evaluated to determine if the quoted price exceeds the amount of funding available for the procurement.  If the quoted price does not exceed the amount of funding available for the procurement, the quoted price will be evaluated to determine if it is reasonable.  If the quoted price is found to be reasonable, the offeror who submitted this quote will be identified as the “successful offeror.”  The Contracting Officer will then determine if the successful offeror is responsible using the general standards of responsibility and the special standards of responsibility applicable to this procurement.  If contract award cannot be made to the successful offeror, the Contracting Officer will evaluate the next lowest-priced quote following the procedures described above.  This process will continue until a contract award can be made or the Contracting Officer determines that no contract award can be made.  The Contracting Officer may find all quotes not acceptable and cancel the solicitation if the lowest-priced quote exceeds the amount of funding available for the procurement.  The Contracting Officer may likewise find a quote under evaluation, as well as all remaining quotes, not acceptable and cancel the solicitation if the quote currently under evaluation exceeds the amount of funding available for the procurement.  The Government intends to evaluate quotes and award a contract without discussions with offerors.  However, the Government reserves the right to conduct discussions at any time if determined by the Contracting Officer to be in the Government’s interest.   In addition to the General Standard of Responsibility found in FAR 9.104-1 and in accordance with FAR 9.104-2, the following Special Standard of Responsibility applies to this procurement:

Submitting Offer: Offeror(s) are reminded to thoroughly review the solicitation in its entirety and shall submit their offer using the “Solicitation Price Schedule.  Offeror is advised the Government may be unable to receive other types of electronic files (e.g. compressed or zip files) or files larger than ten (10) megabytes (MB).  It is the offeror’s responsibility to ensure all required documents are included and completed as required by this solicitation.  Offeror(s) shall submit their quotes to David Odne via email at david.odne@va.gov.  Ensure to include: “RFQ # 36C26222Q0043” in the subject line of the email.

Question submission deadline: Please submit all questions by 11/10/2021, NLT 4:00 PM Pacific time

Quote Submission Deadline: All offeror quotes shall be received by 11/18/2021 NLT 11:00AM Pacific time.  Offeror quotes received after the prescribed deadline, may be considered non-responsive and may not be considered for award. 

Questions or Inquiries:  For all/any immediate question(s) or concern(s) please contact David Odne via email at david.odne@va.gov.