This is a SOURCES SOUGHT NOTICE for market research purposes only to determine the availability of potential businesses with capabilities to provide the services described in the Performance Work Statement (PWS). Potential offerors are invited to provide information via e-mail to
[email protected]. All responses will be used to determine the appropriate acquisition strategy for a potential future acquisition according to PWS. Potential contractors shall provide, at a minimum, the following information to
[email protected]: 1) Name, address, point of contact name, phone number, and e-mail address. 2) Brief capability statement with enough information to determine if the company can meet the requirement. The Capabilities Statement for this sources sought is not expected to be a Request for Quote nor does restrict the Government to an ultimate acquisition approach, but rather short statement regarding the company's ability to provide the service below. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. The capabilities will be evaluated solely for the purpose of determining to Set-Aside for the Small Business Community or to conduct as an Unrestricted Procurement. The Government must ensure there is adequate competition among the potential pool of available contractors using Contract Opportunities Website. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government nor will the Government pays for information solicited. This synopsis is not a solicitation announcement for Request for Quote. No formal solicitation document exists at this time, and no contract will be awarded from this announcement. Respondents will not be notified of the results of the evaluation. All interested contractors should notify this office via email by 12:30pm (MT) on 10/20/2020. PERFORMANCE WORK STATEMENT (PWS) GENERAL INFORMATION: Scope of work: Perform scheduled maintenance for Government owned Chlorine Dioxide water treatment system for Legionella mitigation at: George E. Wahlen VA Medical Center, 500 Foothill Drive, Salt Lake City, UT 84148. Definitions: SLCVAMC: Salt Lake City VA Medical Center COR: Contracting Officer Representative CO: Contracting Officer GFE: Government Furnished Equipment VHA: Veteran s Health Administration SME: Subject Matter Expert VA or SLCVAMC: both refer to this campus Background: Legionella bacteria is found naturally in the environment and grows best in warm water. When the bacteria are in a mist or vapor form, aspiration into the lungs can cause Legionnaire s Disease- which has the potential to be deadly. In order to provide the highest quality of health care to our nation s veterans, and to protect the health and safety of patients, visitors, and employees the potable water distribution system is treated with Chlorine Dioxide in accordance with VHA Directive 1061. (A continuously operating Chlorine Dioxide water disinfection system serves as the primary source of Legionella mitigation and to control other bacteria, viruses, and protozoa.) In addition to a comprehensive maintenance schedule and testing, SLCVAMC employees also perform continuous testing at system outlets for Legionella. Through a dual redundant chlorine dioxide generator system, an average of 75,000 gallons of water a day is treated on campus. Check valves, sensors, and other safeties monitor chemical tank levels, air quality, and chemical concentration in treated water. Any deviation outside of the parameters will alarm to the campus boiler plant which is continuously manned. Period of Performance: Period of performance will be from date of award through one year. Within 30 days of contract award, the Contractor shall initiate communication with the COR to establish quarterly dates for the maintenance schedule and contact information for SLCVAMC staff associated with the contract. The scheduled work will take place Monday through Friday, during normal business hours except for Federal holidays Once agreed upon, deviation from this schedule will require prior authorization from the COR. Type of Contract: Firm-fixed Price. Term of Contract: This contract will be used as a one-year bridge contract that will include four quarterly visits. An extension may be used at the discretion of the government. Invoices: An itemized invoice will be submitted after each service for payment. The invoice will have separate line items for travel, labor, parts, misc., etc. Changes to the PWS: Any changes to this PWS shall be authorized and approved through written correspondence with the CO. EQUIPMENT COVERED IN INSPECTION, TESTING, AND MAINTENANCE: Equipment Checklist: The contractor will submit a checklist template for quarterly maintenance that will contain the following. Booster pumps All solenoids Rotameters Manifold System Level controller for batch tank Output pumps Flow meters Gauges Needle valves Sensors Tubing/ hoses/ fittings Any components not listed Inspection and Testing: The entire system will be inspected at the start of each visit by a qualified technician. Any abnormal observations will be annotated on checklist. Proper tolerances and calibration of components will be measured and adjusted appropriately. Chemical concentration levels will be tested and adjusted as needed. Preventative Maintenance: Historically, the Chlorine Dioxide system has followed a strict maintenance schedule. The contractor will continue the same maintenance schedule and inspection intervals. The contractor shall notify the SLCVAMC point of contact prior to any shutdown of the system. The point of contact will inform the Water Safety Committee Chair and the Infection Preventionist. Preventative maintenance will be performed by qualified technicians. The Contractor will supply all labor, travel, materials, equipment, tools, supervision, and all incidentals to complete on-site maintenance. All maintenance completed will be annotated on the maintenance checklist. The following table lists the parts that may need replacement during the maintenance visits. All parts on the maintenance schedule will be included in the price of the contract. PARTS FOR EACH SYSTEM COST Dosing pump diaphragm replacement, system 1 $450 Dosing pump, check valves and gaskets, system 1 $350 Freshwater ball check O-rings, system 1 $35 Freshwater ball check O-rings, system 2 $35 Chemical Rotameters rebuild $600 All chemical feed lines, system 1 $1,200 All chemical feed lines, system 2 $1,200 Level control switches, system 1 $1,200 Optek CLO2 Sensor $700 GFE: The VA has a parts cabinet that is stocked with at least one spare of all parts on the maintenance schedule. The Contractor will be given an inventory of the stock. Parts used in the maintenance schedule will be used from this cabinet and replaced as soon as possible by the Contractor. Because of the planned maintenance schedule, the Contractor can ship parts that will require replacement during future maintenance visits to the VA and will be stored in the parts cabinet. Chemical Supply: A mixture of chemicals are used to generate Chlorine Dioxide; additional chemicals are used for testing. The table below lists the amount of chemical and frequency, in months, of usage for replacement. Purchasing of additional chemicals during the bridge contract shall be included. FREQ QTY CHEMICAL 12 m 55 gal 25% Chlorite solution 12 m 55 gal 15% Hydrochloric acid solution 12 m 55 gal 12.5% Hypochlorite (HCL) solution 24 m 500 ml 0.00564N Phenylarsine oxide solution 24 m 500 ml 5N HCL solution 24 m 150 ml Starch solution 24 m 150 ml pH 7.0 buffer solution 24 m 150 ml KI solution Reporting: The Contractor will provide a detailed report to the VA for each quarterly visit. The report will be thorough and include the results of any tests, observations, inspections, and any parts replaced. Annual Training: Operator training of VA personnel on proper operation and monitoring of the CL02 system will be included in this contract Emergency Service: Emergency repairs to the system will be completed on an as needed basis. A quote must be provided to the COR for estimated labor, parts, travel etc., work may proceed after approval from CO. Consultation: The Contractor will provide a SME to participate as a technical advisor to inform the VA of any problems found during maintenance checks, or any improvements that will result in a more reliable or efficient system. Physical presence of the SME on campus is not required, communication can be remotely. CONDITION OF EQUIPMENT The initial design and installation of this system was in 2008. A strict maintenance schedule has been followed; the system is very reliable, and failures are rare. The Contractor will be provided the opportunity to examine the system and note any conditions which may affect contract performance in writing to the CO. The Contractor will accept responsibility for the system except for conditions submitted to the CO. TECHNICIAN QUALIFICATIONS Technicians shall have completed at least a one-year accredited trade school in the field of mechanical, pneumatic, or hydro fluid systems. In addition, the technicians must have at least three years successful professional experience in chemical testing and treatment services. The professional experience needs to include institutional and industrial facilities similar in design to SLCVAMC. The COR and Engineering evaluation team defines and accepts equivalent qualifications. Documentation of qualifications will be submitted to the COR prior to any service work. No unqualified individuals will be allowed to perform work under this contract. Technician trainees or other unqualified individuals may assist or observe; but only if their presence doesn t delay the progress of the work to be accomplished. The Government will not pay for unqualified individuals or technician trainees present. SUPERVISOR QUALIFICATIONS The supervisor of the technicians shall be a chemical engineer or chemist with a chemistry related degree from an accredited University. The professional experience shall be with institutional and industrial plants/facilities similar in design to the SLCVAMC system. The COR and Engineering evaluation team will approve the contractor s chemical engineer or chemist based on proof of accomplished training and experience. Any changes from the contractor s approved chemical engineer or chemist during the awarded contract must be promptly communicated via email with proof of completed education and proof of required experience to the COR for approval prior to any service work. The chemical engineer or chemist does not need to be on site but will be reviewing and approving all chemical design calculations/formulations used by the technicians based on testing results. They will review all reports and recommendations prior to being sent to the COR. GENERAL REQUIREMENTS Defects in Equipment: The Contractor shall immediately notify the COR, in writing, of the existence or the development of any defects in or repairs required to the scheduled equipment which the Contractor considers is not responsible for. The Contractor shall provide the COR with a written estimate of the cost to make necessary repairs or services. Safety Standards: The Occupational Safety and Health Administration (OSHA) is responsible for issuing and administering regulations that require Government activities to apprise their employees of all hazards to which they may be exposed, relative symptoms and appropriate emergency treatment, and proper conditions and precautions for safe work. Contractors and their subcontractors of any tier are required to submit hazardous materiel data for all hazardous materials that they bring on site or have delivered to the medical center. Federal Standard No. 313B (Safety Data Sheets, Preparation and the Submission of) includes criteria for identification of hazardous materials. The Standard also prescribes Department of Labor Form OSHA-20 for use with Government contracts. Contractors shall submit hazardous material identification on the following: All items in or ordinarily catalogued under, the Federal Supply Classes listed in Table 1 of Appendix a of Federal Standard No. 313B. Items having hazardous characteristics in the Federal Supply Classes listed in Table II of Appendix A of Federal Standard No. 313B. Any other material designated by a Government technical representative as potentially hazardous and requiring safety controls. Personal Protective Equipment (PPE): Contractors and their subcontractors of any tier are required to wear PPE in accordance with OSHA Act, 1971 and other Federal, State and Local regulations. Personnel observed in violation of these regulations may be subject to removal from the medical center. The Government assumes no responsibility for injury of contract personnel or subcontractors of any tier if the injury is a direct result of noncompliance or disregard for these regulations. Safety Compliance Failure: Failure to comply with the above safety requirements in this section could be cause for termination in accordance with the default clause listed within the contract. Calibration of Test Equipment: The Contractor will provide the COR with a copy of the current calibration certification of all test equipment which is to be used by the Contractor s technicians in the performance of this contract. Test equipment calibration shall be traceable to a national standard. Hours of Maintenance: All quarterly maintenance visits should be scheduled at the start of each year of the contract. The VA and the Contractor will agree on a training date. All visits will be scheduled during normal business hours (listed below) except for Federal holidays and at the convenience of the Government. 7:00 a.m. to 4:30 p.m. Mountain Time Monday through Friday Federal holiday exclusions: New Year s Day, Martin Luther King s Birthday, President s Day, Memorial Day, July 4th, Labor Day, Columbus Day, Veteran s Day, Thanksgiving Day, Christmas Day. Documentation and Reports: The Contractor will provide a detailed report that has been reviewed and certified by the Contractor s chemical engineer or chemist within 72 hours of each visit. Quarterly visit reports will include system inspection results, clear indication of any component out of tolerance and the remedy, chemical testing and tank level results, maintenance that was performed, and recommendations for improvement. At the end of each year of the contract, the Contractor will provide an annual report of a summary of the work performed that year. VA Regulations: The COR will ensure contractor personnel are badged IAW applicable VA policy. Contractor s personnel shall always wear visible identification while on the premises of the VA. At a minimum the badge will include the employee s name, position, and the contractor s trade name. It is the Contractor s responsibility to park in the appropriate designated parking areas. Information on parking is available from VA Police Service. VA will not invalidate or make reimbursement for parking violations of the contractor under any conditions. The campus is on Federal property, the possession of weapons, drugs, explosives, etc. is prohibited. The VA Police have the right to search any person, material, or equipment on campus. Violations of this policy can result in felony charges. Smoking and Vaping is prohibited on VA property. Facility Security Requirements: As per SLCVAMC policy, all contractors will check in and out with the boiler plant operator in Building 6 (additional instructions can be provided to the Contractor if needed). The Chlorine Dioxide system is in a secure building (Building 42). The Contractor will either be with a VA employee or be given temporary access to the area. IT Security Requirements: Section not required under this contract. Contract Compliance: Failure to meet the requirements in this PWS may result in early termination of the contract.