SOURCES SOUGHT SYNOPSIS The Department of Veterans Affairs is issuing this sources sought synopsis as a means of conducting market research to identify firms having an interest in and the required to test and certify the Government owned biosafety cabinets (BSCs) and High Efficiency Particulate Air (HEPA) banks (listed below via the Performance Work Statement (PWS)), calculate record and report area/room air changes per hour (ACH) and pressure gradients (reported in hundredths), located at the Green Bay Health Care Center (HCC) 2851 University Ave. Green Bay WI, 54311 and the John H. Bradley Appleton VA Clinic Building 1, 10 Tri-Park Way Appleton WI 54914; (Green Bay CBOC). The result of this market research may contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 811210 - Electronic and Precision Equipment Repair and Maintenance (i.e., not combined with any other service). THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred. If your organization has the potential capacity to perform these contract services, please provide the following information: 1) Organization name, address, email address, web site address, telephone number, and size and type of ownership for the organization; and 2) Tailored capability statements addressing the particulars of this effort and documentation supporting claims of organizational and staff capability. The government will evaluate market information to ascertain potential market capacity to provide services consistent in scope and scale with those described in this notice and otherwise anticipated. Based on the responses to this synopsis and other market research, this requirement may be set-aside for veteran-owned small businesses (SDVOSBs or VOSBs), small businesses or procured through full and open competition. Limitations on Subcontracting 13 CFR §125.6 will apply to any procurement set-aside for veteran-owned small businesses (SDVOSBs or VOSBs) or small businesses. 13 CFR §125.6 states: (a) General. In order to be awarded a full or partial small business set-aside contract with a value greater than the simplified acquisition threshold (as defined in the FAR at 48 CFR 2.101) in paragraph (a) introductory text; and an 8(a) contract, an SDVO SBC contract, a HUBZone contract, a WOSB or EDWOSB contract pursuant to part 127 of this chapter, a small business concern must agree that: (1) In the case of a contract for services (except construction), it will not pay more than 50% of the amount paid by the government to it to firms that are not similarly situated. Any work that a similarly situated subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded. Before any small or large business can be awarded a federal contract, a contracting officer (CO) must affirmatively determine that the firm is responsible to perform the specific contract it is otherwise in line to receive. If an apparent small business successful offeror is denied a contract award because it lacks certain elements of responsibility, the CO will refer the matter to the Small Business Administration. Once a CO s referral is received by the SBA s area office, the SBA will then inform the small business of the CO s determination and offer it the opportunity to apply to the SBA for a Certificate of Competency by a specific date. Burden of proof is on the small business to demonstrate that it meets specific COC eligibility criteria. After award, if a CO or other VA officials determine a review of limitations on subcontracting compliance is warranted based upon reasonable information of possible noncompliance, a request for review will be submitted to VA s Subcontracting Compliance Review Program. Submission Instructions: Interested parties who consider themselves qualified to perform the above-listed services are invited to submit a response to this Sources Sought Notice by 10:00 AM CST on January 10, 2024. All responses under this Sources Sought Notice must be emailed to
[email protected]. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Tentative requirements: Please see Performance Work Statement attached below Performance Work Statement (PWS) Provide all parts, materials, labor, tools, equipment, and travel required to test and certify the Government owned biosafety cabinets (BSCs) and High Efficiency Particulate Air (HEPA) banks listed below, calculate record and report area/room air changes per hour (ACH) and pressure gradients (reported in hundredths), located at the Green Bay Health Care Center (HCC) 2851 University Ave. Green Bay WI, 54311 and the John H. Bradley Appleton VA Clinic Building 1, 10 Tri-Park Way Appleton WI 54914; (Green Bay CBOC). HEPA Bank # HEPA filter location/ room/proximity Frequency and Month Due Room square feet approximate Work Required Department HFB 10 1E023-GB Semi-annual January and July 192 All required testing and certification for compliance with most recent USP standards. Pharmacy Hood in IV prep HFB 11 1E022-GB Semi-annual January and July 174 All testing and certification in compliance with most recent USP standards Pharmacy Hood in Chemo prep HFB 12 1E023-GB Semi-annual January and July 192 All testing and certification in compliance with most recent USP standards Pharmacy IV Prep HFB 13 1E022-GB Semi-annual January and July 171 All testing and certification in compliance with most recent USP standards Pharmacy Chemo Prep HFB 14 1E021-GB Semi-annual January and July 268 All testing and certification in compliance with most recent USP standards Pharmacy Ante room HEPA Bank # HEPA filter location/ room/proximity Frequency and Month Due Room square feet approximate Work Required Department HFB 15 BSC 1D104-GB Semi-annual January and July NA NU-477-400 Nuaire Lab BSC 153E Appl CBOC Semi-annual January and July NA SG404 Baker Co. Lab HFB 1 2C246 GB Annual-January 480 HEPA filter certification, ACH and gradient Surgery OR 3 HFB 2 2C249 GB Annual-January 480 HEPA filter certification, ACH and gradient Surgery OR 2 HFB 3 2C243 GB Annual-January 242 HEPA filter certification, ACH and gradient Surgery OR 4 HFB 4 2C221 GB Annual-January 446 HEPA filter certification, ACH and gradient Surgery OR 1 HFB 5 2C239 GB Annual-January 458 HEPA filter certification, ACH and gradient Surgery OR 5 HFB 6 2C225 GB Annual-January 506 HEPA filter certification, ACH and gradient Surgery Cysto HFB 7 2C245 GB Annual-January 657 HEPA filter certification, ACH and gradient Surgery clean corridor HEPA Bank # HEPA filter location/ room/proximity Frequency and Month Due Room square feet approximate Work Required Department HFB 8 2C233 GB Annual-January 1051 HEPA filter certification, ACH and gradient Surgery clean core HFB 9 2C237-GB Annual-January 1037 HEPA filter certification, ACH and gradient Surgery clean corridor HFB 17 2C229 GB Annual-January 718 HEPA filter certification, ACH and gradient Surgery clean corridor HFB 18 2C224.1 GB Annual-January 313 HEPA filter certification, ACH and gradient Surgery clean vestibule HFB 8 2C233/2C235 Annual-January 14258 HEPA filter certification, ACH and gradient Surgery Clean/Sterile Core HFB 16 1C233 GB Annual January 110 HEPA filter certification, ACH and gradient Primary Care negative pressure room HFB 19 1B029-GB Annual-January 113 HEPA filter certification, ACH and gradient Specialty Clinic negative pressure room NA- ACH and gradient 1B016-GB Annual-January 513 ACH and gradient Specialty Clinic Soiled Holding NA- ACH and gradient 2B012-GB Annual-January 86 ACH and gradient GI Clinic Scope Room NA- ACH and gradient 2B020-GB Annual-January 1404 ACH and gradient GI Clinic Soiled Holding NA- ACH and gradient 2C132-GB Annual-January 15165 (cubic feet) ACH and gradient PACU NA- ACH and gradient 150-APPL Annual-July 2169 (cubic feet) ACH and gradient GIP storeroom NA- ACH and gradient 2E007-GB Annual-January 675 ACH and gradient Dental Clink Soiled Holding NA- ACH and gradient 1F034-GB Annual-January 909 ACH and gradient Imaging Soiled Holding NA- ACH and gradient 2F205-GB Annual-January 657 ACH and gradient Podiatry Soiled Holding NA- ACH and gradient 1G008-GB Annual-January 1063 ACH and gradient Sterile Processing Prep and Pack./Sterilization NA- ACH and gradient 1G009-GB Annual-January 1134 ACH and gradient Sterile Processing Cart Washer Clean Return HEPA Bank # HEPA filter location/ room/proximity Frequency and Month Due Room square feet approximate Work Required Department NA- ACH and gradient 1G011-GB Annual-January 1521 ACH and gradient Sterile Processing NA- ACH and gradient 1G025-GB Annual-January 141 ACH and gradient Sterile Processing NA- ACH and gradient 1G020/1G023-GB Annual-January 214/803 ACH and gradient Sterile Processing (one open area) NA- ACH and gradient 1G004-GB Annual-January 65 ACH and gradient Sterile Processing female toilet NA- ACH and gradient 1G006-GB Annual January 67 ACH and gradient Sterile Processing male toilet NA- ACH and gradient 1G009-GB Annual-January 1134 ACH and gradient Sterile Processing NA- ACH and gradient 1G019-GB Annual-January 60 ACH and gradient Sterile Processing female toilet NA- ACH and gradient 1G017-GB Annual-January 65 ACH and gradient Sterile Processing male toilet NA- ACH and gradient 1G010-GB Annual-January 126 ACH and gradient Sterile Processing sterilizer equipment room NA- ACH and gradient 2G123-GB Annual-January 770 ACH and gradient Eye Clinic Soiled Holding NA- ACH and gradient 1B037-GB Annual-January 156 ACH and gradient Specialty Clinic clean utility NA- ACH and gradient 1C136-GB Annual-January 153 ACH and gradient Primary Care Clinic 1 clean storage. NA- ACH and gradient 1C240-GB Annual-January 153 ACH and gradient Primary Care Clinic 2 clean storage NA- ACH and gradient 1C416-GB Annual-January 153 ACH and gradient Primary Care Clinic 4 clean storage NA- ACH and gradient 1F026-GB Annual-January 83 ACH and gradient Imaging/Radiology clean storage NA- ACH and gradient 2B017-GB Annual-January 137 ACH and gradient GI Clinic clean storage HEPA Bank # HEPA filter location/ room/proximity Frequency and Month Due Room square feet approximate Work Required Department NA- ACH and gradient 2G126-GB Annual-January 116 ACH and gradient Eye Clinic clean storage NA- ACH and gradient 2F211-GB Annual-January 80 ACH and gradient Podiatry Clinic clean storage NA- ACH and gradient 2E008-GB Annual-January 206 ACH and gradient Dental Clinic clean storage SCOPE OF WORK TO BE PERFORMED: Provide testing and certification of the Pharmacy compounding rooms in three (3) Green Bay rooms, room numbers 1E021, 1E022 and 1E023. These are the two compounding rooms and one ante room. All work to be conducted in January and July. This work is to include testing and certifying two biosafety cabinets, five HEPA filters, three Pharmacy rooms for air changes per hour, air flow pressure gradients, two visual smoke tests, and all required environmental sampling. This work is to be conducted in January and July. Testing and certification of the biosafety cabinet in the Green Bay Lab, room 1D104. This work is to be conducted in January and July. Testing and certification of the biosafety cabinet in the Appleton Lab, room 153E. This work is to be conducted in January and July. Testing and certification of 20 high efficiency particulate air filter banks (HEPA) banks. This work is to be conducted in January. Calculate, record and report air changes per hour (ACH) and pressure gradients for identified twenty (20) rooms and areas on table in the SOW. The work is to be conducted in January. All work is to be documented and reported including sample results in written form. Any deficiencies identified at time of work being conducted are to be reported to VA COR. All work is to be conducted using current industry specific U.S. Pharmacopeia (USP) 797 and 800 Standards and Controlled Environment Testing Association (CETA) practices. The contractor shall include in documenting all Primary Engineering Controls (PECs) certifications performed, placing a certification label on the certified equipment immediately after certification. The contractor shall document all certification and testing by providing reports detailing each certification or test performed within 30 days. The contractor shall not be required to go on the roof of the building. The contractor is responsible for providing all contract employees with required personal protective equipment, respiratory protection and an occupational health program to ensure a safe work environment consistent with current OSHA regulations. SERVICE: Scheduled work is required in the performance of this contact shall be performed during the facility regular hours of 8:00 a.m. and 4:30 p.m., local time (Wisconsin), excluding federal holidays, to include any other day specifically declared by the President of the United States to be a Federal Holiday. Please see the following list below for the Federal Holidays observed by the Green Bay CBOC. The contractor shall notify the COR at least 7 days prior to the normal testing/inspection cycle visit and 8 hours prior to any emergency activities. Service to include two (2) hour telephone response time to VA equipment related inquiries and 24-hour on-site response time to address emergent needs related to VA equipment involved in this contracted work. Federal Holidays observed by the VAMC(s) are: New Years Day Independence Day Thanksgiving Day Washington s Birthday Birthday of Martin Luther King, Jr. Labor Day Christmas Day Columbus Day Memorial Day Veterans Day Juneteenth National Independence Day When one of the above designated Federal Holidays falls on a Sunday, the following Monday shall be observed as a Federal Holiday. When a Federal Holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday by United States Government agencies. If different times shall be needed, this shall be discussed and mutually agreed upon with Contracting Officers Representative (COR) and shall still be considered normal business hours. No work by the Contractor on Federal Holidays and no work on the weekend when the Federal Holiday is on the respective Monday or Friday shall be done. The Contractor shall obtain prior approval at least 24 hours from the COR. If such work shall be at the cost of the Green Bay CBOC, a separate purchase order number shall be obtained by the Contractor prior to performing any over-time work. Work shall be scheduled in such as manner as to allow as little disruption to patient services in all campus buildings affected. On completion of billable work, the contractor shall provide timely billing of items that the Green Bay CBOC is responsible per the service agreement. PERFORMANCE STANDARDS: All Technicians performing services in clean rooms, operatories, processing areas and related healthcare environments are required to be certified and current in the Controlled Environment Testing Association (CETA) National Board of Testing. Documentation is to be submitted with all quotes. All Technicians performing services in clean rooms, operatories, processing areas and related healthcare environments are required to be certified/accredited in National Sanitation Foundation (NSF) American National Standards Institute (ANSI). Documentation is to be submitted with all bids. APPROVAL OF CONTRACTOR PERSONNEL: The VA reserves the right to refuse employment under this contract or require dismissal from contract work of any contractor employee who, by reason of previous unsatisfactory performance at the VA or for any other circumstance, is considered by the Contracting Officer s Representative (COR) and Contracting Officer (CO) to be objectionable. TEST EQUIPMENT: Test equipment calibration shall be current and traceable to a national standard. All testing and certification equipment shall undergo annual calibration by a recognized testing entity. LEGAL/ PROFESSIONAL STANDARDS COMPLIANCE: All work performed under this Contract shall comply with all applicable laws, regulations, ordinances, rules, professional standards, and OEM standards/ recommendations including, but not limited to: The Joint Commission (TJC); the Occupational Safety and Health Administration (OSHA); the Environmental Protection Agency (EPA); the National Electrical Code (NEC); the National Fire Protection Association (NFPA); Underwriters Laboratories (UL); the American National Standards Institute (ANSI); the American Society of Heating, Refrigerating, and Air-Conditioning Engineers (ASHRAE); Institute of Environmental Sciences and Technology (IEST); the Center for Devices and Radiological Health (CDRH); United States Pharmacopeia (USP); the International Organization for Standardization (ISO); and NSF International. SECURITY REQUIREMENTS: The Contractor s employees shall wear visible identification and company uniforms, approved by the COR, at all times while on the premises of the Green Bay CBOC. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section or the COR. The Green Bay CBOC will not invalidate or make reimbursement for any parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the Green Bay CBOC. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to a search. Violations of VA regulations may result in citations answerable in the United States (Federal) District court, not a local district, state, or municipal court. FACILITY CHECK-IN REQUIREMENTS: The check-in is mandatory the Milo C. Huempfner VA Outpatient Clinic, 2851 University Avenue, Green Bay, Wisconsin 54311-5855 ("Green Bay") and the John H. Bradley VA Outpatient Clinic, 10 Tri-Park Way, Appleton, Wisconsin 54914-1658 ("Appleton") or coordinate with COR for each check in time/day/location. The contractor shall be required to sign out with a representative from each Facility s Primary Care department and submit a legible written service report. All written reports shall be submitted to the equipment user for an acceptance signature and to the COR: for an authorization signature of approval. VA Contacting Officers Representative (COR): Information to be provided at time of award via the COR Delegation Memo. VA Contacting Officers Representative (COR) Phone number: Information to be provided at time of award via the COR Delegation Memo.