J046--SPS Annual RO and Filter Service Contract

Combined Synopsis-Solicitation for Commercial Products and Commercial Services Effective Date: 04/18/2025 Revision: 02 Description This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-03. This solicitation is set-aside for SDVOSB The associated North American Industrial Classification System (NAICS) code for this procurement is 221310, with a small business size standard of $41 Million. The FSC/PSC is J046. The Togus VAMC located at 1 VA Center, Augusta ME 04330 is seeking to purchase resources necessary for SPS Annual RO and Filter Services. All interested companies shall provide quotations for the following: Supplies/Services ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 SPS Annual RO and Filter Service Period: Base 1.00 YR __________________ __________________ 1001 SPS Annual RO and Filter Service Period: OY 1 1.00 YR __________________ __________________ 2001 SPS Annual RO and Filter Service Period: OY 2 1.00 YR __________________ __________________ 3001 SPS Annual RO and Filter Service Period: OY 3 1.00 YR __________________ __________________ 4001 SPS Annual RO and Filter Service Period: OY 4 1.00 YR __________________ __________________ GRAND TOTAL __________________ COMPLETE ATTACHED PRICE BREAKDOWN SCHEDULE Attachment 1 PERFORMANCE WORK STATEMENT DEPARTMENT OF VETERANS AFFAIRS SPS Annual RO and Filter Service Contract Period of Performance: 12 months from date of award with 4 option years. Place of Performance: 1 VA center, Augusta ME 04330 This is a request for a base year plus 4 option year service contract to provide service materials and/or labor for the maintenance of the RO systems in the SPS Department at VA Maine (VAME) Healthcare System 1 VA Center Augusta Maine. The location of this equipment is in the SPS Department, building 200, 1st Floor. Successful vendor would be responsible for providing: Materials to VAME to support quarterly replacement of the carbon filters in SPS Quantity of 2 filters delivered quarterly: coordinate with the COR for delivery months. Filter model number: SP-EPM-20BB Equipment location: B200E, Room E142 Materials to VAME to support replenishment of anti-scalant quarterly. Quantity of 1 case (4-gallons) delivered quarterly: coordinate with the COR for delivery months. 95810125 PT401, Anti-Scalant Liquid, Four (4) One Gallon Containers Equipment location: B200E, Room E142 Materials to VAME to support monthly replacement of the DI socks in SPS Quantity of 2 socks required per month delivered quarterly: coordinate with the COR for delivery months. Sock model number: 2102 Equipment location: B200E, Room E142 Labor and materials for annual disinfection of the water storage tank and distribution line of the RO water system in SPS. Work to be completed in the month of March each year of the contract and will be completed on a Saturday/Sunday coordinated a minimum of 1-month in advance with the COR. Model Number: OOHC-0095-AAMIA, Serial Number: CMP 200732; 250-300 gal Equipment location: B200E, Room E142 Labor and materials for the annual replacement of the 4 Absolute Endotoxin Filter Cartridge Charged for Endotoxin Removal, 0.2 micron, 2x20, 222 O-ring connection. Work to be completed in the month of March each year of the contract and will be completed on a Saturday/Sunday coordinated a minimum of 1-month in advance with the COR. Filter model number: 20-3022 Equipment location: B200E, Room E142 Labor and materials for the annual replacement of the UV Bulb, 254 nm. Work to be completed in the month of March each year of the contract and will be completed on a Saturday/Sunday coordinated a minimum of 1-month in advance with the COR. Bulb model number: 76-0020 Equipment location: B200E, Room E142 Labor and materials for the annual replacement of the composite vent filter LC136M2. Work to be completed in the month of March each year of the contract and will be completed on a Saturday/Sunday coordinated a minimum of 1-month in advance with the COR. Filter model number: 20-3021 Equipment location: B200E, Room E142 Labor and materials for the annual replacement of the RO Membranes; quantity of 3. Work to be completed in the month of March each year of the contract and will be completed on a Saturday/Sunday coordinated a minimum of 1-month in advance with the COR. Membrane part number: R22-4026 Equipment location: B200E, Room E142 Annual Allowance per option year of $20,000 for urgent/emergent repairs/service labor, parts and materials outside the maintenance outlined in this contract. Example might include but are not limited to cleaning/sterilizing tanks and distribution system after failed routine water testing or scheduled maintenance that penetrated the overall system. This item will be tracked and billed on a separate line by the successful vendor. Other: Per VA Directive 1085, smoking, vaping, and smokeless tobacco are prohibited on the grounds of VA facilities, including in vehicles. This Directive applies to all Service providers and their employees. Materials may be delivered during the hospital s regular administrative working hours, 7:00 AM 3:30 PM, Monday through Friday observing all federal holidays. Service provider s employees shall not enter the facilities without appropriate badge. They may also be subject to inspection of their personal effects when entering or leaving the facilities. All employees of the service provider shall comply with VA security management program and obtain permission of the VA police, be identified by service and employer, and restricted from unauthorized access. Service providers are required to have a badge request form filled out for all personnel (employees, sub-service providers, consultants, inspectors, etc.) Who will be on-station. Service provider will bring completed request forms to the project COR for signature. Service provider will then take signed badge requests to the VAME police department for processing prior to starting work on station. No personnel are allowed to perform any work on station before being issued a badge. No personnel are allowed to perform work on station if their badge is expired. No photography of VA premises is allowed without written permission of the contracting officer. Patients and staff are not to be photographed at any time. VA reserves the right to close down or shut down the facilities and order Service provider s employees off the premises in the event of a national emergency. The Service provider may return to the site only with the written approval of the contracting officer. Prior to commencing work onsite, and each year thereafter, all Service providers and their provider personnel shall provide proof of receipt of seasonal influenza vaccination in compliance with VHA Direction 1013. Prior to commencing work onsite, all Service providers and provider personnel shall provide proof of receipt of required COVID vaccinations and boosters in compliance with current VHA Directives. Prior to commencing work onsite, all Service providers and provider personnel shall provide proof of receipt of required Tuberculosis testing in compliance with VHA Directive 1131(5), dated June 4th, 2021 Parking for Service provider and its employees shall be in designated areas only. Service provider to coordinate with Contracting Officer s Representative. Parking shall be first-come first-serve. The Service provider shall confine all operations (including storage of materials) on government premises to areas authorized or approved by the contracting officer. The Service provider shall hold and save the government, its officers, and agents, free and harmless from liability of any nature occasioned by the Service provider's performance. Working space and space available for storing materials shall be as determined by the COR. Workers are subject to rules of Medical Center applicable to their conduct. Execute work in such a manner as to interfere as little as possible with work being done by others. Provide COR with a report or statement of work completed and include statements with requests for payment. Statement should include service completed and the date each service items was completed. All service providers will sign in and out at engineering upon arrival and departure from station daily. Logbook can be found at B202, 2nd floor engineering. Vendor must obtain a Hot Work Permit from the V.A. Fire Department before conducting any cutting, grinding, or welding operations. Vendor must obtain a Confined Space Permit from Safety before entering a confined space. Vendor must a Lock Out Tag Out Plan (LOTO) before starting work on any equipment that will be out of service or de-energized. Payment processed through Tungsten/IPPS. Invoices to be submitted in draft form digitally to the COR for review prior to submission in Tungsten/IPPS. Invoicing for services rendered. All communications regarding this contract should include the following number in the communication 402-25-205SC. The purpose of this amendment is to schedule a site visit and address the question received in response to solicitation 36C24126Q0011-SPS Annual RO-TOGUS, ME. PLEASE SEE ATTACHMENT 1 The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/browse/index/far. The following solicitation provisions apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services [Attention CO: www.sam.gov registration is required to be complete at time of submission of response.] Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://sam.gov/ in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services. If paragraph (j) of the provision is applicable, a written submission is required. FAR 52.212-2 Evaluation-Commercial Products and Commercial Services [In accordance with FAR 12.301(c) when the use of evaluation factors is appropriate, the contracting officer may (1) Insert the provision at 52.212-2, Evaluation-Commercial Products and Commercial Services, in solicitations for commercial products or commercial services (see 12.602); or (2) Include a similar provision containing all evaluation factors required by 13.106, subpart 14.2 or subpart 15.3, as an addendum (see 12.302(d)).] The following contract clauses apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions Commercial Products and Commercial Services (Nov 2023) FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Products and Commercial Services (Oct 2025) 852.219-73 - VA Notice of Total Set-Aside for Verified Service-Disabled Veteran-Owned Small Businesses. 852.219-75 VA Notice of Limitations on Subcontracting - Certificate of Compliance for Services and Construction The following subparagraphs of FAR 52.212-5 are applicable: 52.204-10, Reporting Executive Compensation & First-Tier Subcontract Awards (Jun 2020) (Pub. L. 109-282) ( 31 U.S.C. 6101 note), 52.204-27, Prohibition on a ByteDance Covered Application (Jun 2023) (Section 102 of Division R of Pub. L. 117-328), 52.209-6, Protecting the Government's Interest When Subcontracting With Contractors Debarred, Suspended, Proposed for Debarment, or Voluntarily Excluded. (Jan 2025) ( 31 U.S.C. 6101 note), 52.219-28, 52.219-33, Nonmanufacturer Rule (SEP 2021), 52.222-3, Convict Labor (JUN 2003), 52.222-26, Equal Opportunity (SEP 2016), 52.222-36, Equal Opportunity for Workers with Disabilities (JUN 2020), 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020), 52.225-13, Restrictions on Certain Foreign Purchases (FEB 2021), 52.222-41, Service Contract Labor Standards (AUG 2018), All quoters shall submit the following: (1) Quotes shall be received on or before the date and time specified in Section (xv) of this solicitation. Note: Offers received after the due date and time shall not be considered. (2) Questions: Questions shall be submitted to the Contracting Officer in writing via e-mail. Oral questions are not acceptable due to the possibility of misunderstanding or misinterpretation. The cut-off date and time for receipt of questions was Tuesday, 21 October 2025 at 5:00 PM EST. Questions received after this date and time will not be answered. Questions shall be answered in a formal amendment to the solicitation so all interested parties can see the answers. (3) Quote Format: The submission should be clearly indexed and logically assembled in order of the evaluation criteria below. All pages of the quote shall be appropriately numbered and identified by the complete company name, date and solicitation number in the header and/or footer. All quotes shall be sent to [email protected] and [email protected] Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government. Options will be evaluated at time of award The following are the decision factors: The Government will evaluate quotations based on the following factors: Price, Technical Capability, Past Performance, and Certification. 1. Price: Price will be evaluated to determine reasonableness in accordance with FAR 13.106-3(a). The quotation offering the lowest total evaluated price that is determined to be technically acceptable will be considered for award. 2. Technical Capability: Technical capability will be evaluated on an acceptable/unacceptable basis to determine the vendor s ability to meet or exceed the minimum performance, design, and functional requirements identified in the Statement of Work for the SPS Reverse Osmosis (RO) system. 3. Past Performance: Past performance will be evaluated on an acceptable/unacceptable basis to determine the vendor s demonstrated record of performance on contracts of similar scope, size, and complexity. The Government may use information provided by the offeror, as well as information obtained from other sources known to the Government. 4. Certification: Certification will be evaluated on an acceptable/unacceptable basis to ensure compliance with applicable industry standards and manufacturer qualifications necessary for the installation and operation of SPS RO systems. Award will be made to the responsible vendor whose quotation is determined to be technically acceptable and offers the lowest evaluated price to the Government. The award will be made to the response most advantageous to the Government. Responses should contain your best terms, conditions. 52.212-1 Instructions to Offerors Commercial Products and Commercial Services To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows: "The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." OR "The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:" Quoters shall list exception(s) and rationale for the exception(s), if any. Submission of your response shall be received not later than Sunday, 02 November 2025 by 11:59 PM EST. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below. Point of Contact [email protected] and [email protected]