Loren Data's SAM Daily™

SAMDAILY.US - ISSUE OF AUGUST 26, 2023 SAM #7942
SOLICITATION NOTICE

J -- Deionized Tank Exchange/Reverse Osmosis Maintenance

Notice Date

8/24/2023 3:32:53 PM
 

Notice Type

Combined Synopsis/Solicitation
 

NAICS

811310 — Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance
 

Contracting Office

262-NETWORK CONTRACT OFFICE 22 (36C262) Gilbert AZ 85297 USA
 

ZIP Code

85297
 

Solicitation Number

36C26223Q1711
 

Response Due

9/5/2023 10:00:00 AM
 

Archive Date

10/05/2023
 

Point of Contact

Ositadima Ndubizu, Contract Specialist Intern, Phone: (562) 766-2252
 

E-Mail Address

ositadima.ndubizu@va.gov
(ositadima.ndubizu@va.gov)
 

Awardee

null
 

Description

1. This is a combined synopsis/solicitation for commercial services/items prepared in accordance with the format in FAR Subpart 12.6 in conjunction with FAR Part 13, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a separate written solicitation will not be issued. 1.a. Project Title: Deionized Tank Exchange/Reverse Osmosis Maintenance 1.b. Description: VA Greater Los Angeles Healthcare System is seeking a contractor to perform Maintenance of Reverse Osmosis (RO) Systems and Exchange of Deionized (DI) Water Tanks at the VA Greater Los Angeles, VA Sepulveda facility and the Nursing Home Center campus. 1.c. Project Location: VA Greater Los Angeles Healthcare System 1.d. Solicitation Type - Number: Request for Quotes (RFQ) - 36C26223Q1711. 1.e. Set Aside: This solicitation is issued as an unrestricted open market. 1.f. Applicable NAICS code: 811310, Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance. 1.g. Small Business Size Standard: $12.5 Million 1.h. Type of Contract: Firm Fixed Price 1.i. Period of Performance: Base year plus 4 options 1.j. Wage Determination applicable to this project: SCA WD 2015-5613 revision 23 1.k. Request for Information (RFI) should be submitted via email no later than 4pm PST Tuesday, August 29th, 2023, to ositadima.ndubizu@va.gov 2. Statement of Work 2.1. Objective. VA Greater Los Angeles Healthcare System is seeking a contractor to perform Maintenance of Reverse Osmosis (RO) Systems and Exchange of Deionized (DI) Water Tanks at the VA Greater Los Angeles, VA Sepulveda facility and the Nursing Home Center campus. 2.2. Background. This contract is to furnish all necessary labor, materials, parts and transportation in order to perform Maintenance of Reverse Osmosis (RO) Systems and Exchange of Deionized (DI) Water Tanks at the VA Greater Los Angeles and the VA Sepulveda facility for a single base year of twelve (12) months. Service under this full-service contract include but are not limited to: Full-Service Maintenance Service, Preventative monthly maintenance inspections (PMI s), & Intervening service calls for Government-owned Reverse Osmosis Water Systems. Regeneration for Government-owned Soft Water Tanks. Rental and maintenance of hot & cold-water softener units. Rental and exchange of Deionized Water Tanks. Normal service requirements consist of monthly scheduled preventative maintenance inspections, to be accomplished in accordance with the specifications, as well as any applicable manufacturer s instructions. Normal service requirements will also include all necessary intervening service calls required between inspections to repair any worn or defective parts needed due to equipment failure. Normal service will not include service calls required to replace parts as a result of accident, abuse or negligence by other than the Contractor or his representative. Those services will be billed under a separate, pre-authorized Purchase Order. Contract cost will include, but not be limited to, the furnishing of all necessary labor, materials, parts, tools, equipment, transportation, and shipping expenses to thoroughly inspect, adjust, effect repair, repair parts, test of operating efficiency and other such items in accordance with the terms, conditions, provisions and specifications contained herein. 2.3. Scope. The contractor will perform the preventative maintenance, testing and inspections below but are not limited to: Preventive Maintenance Inspection Reverse Osmosis Water Systems: All work performed shall be accomplished in accordance with manufacturer s instruction including, but not limited to adjustments, calibrations, cleaning, lubrication, testing, disassembly, check-out, replacement of worn or defective parts, required to keep to equipment in optimum operating condition. Cleaning and disinfection shall be done quarterly. Monthly Preventative Maintenance Inspections for the Reverse Osmosis Water Systems shall include by not be limited to: Replace softener tanks as needed. Replace salt for brine rank. (Note: Salt level not to exceed two grains per gallon (GPG). (IAW AAMI 2001 Standards). Delivery to patient area 0.00 Milligrams per Liter (mg/L). Check UV Lamp. (Replace @8000 hours). Check UV Lamp Sleeve on as-needed basis (during annual sanitation or during replacement of UV lamp, or if UV lamp gauge red light comes on, or goes below manufacturers recommended limits). Inspection of all gauges for acceptance range of pressure drops. When the pressure drops indicate a potential problem with the component(s) between two (2) consecutive gauges (hi/Low Sanitation) these components are to be exchanged, replaced, or back flushed as appropriate. Routine physical cleaning of thin film composite membranes as needed. RO membrane replacement, as needed to maintain proper rejection rates. Quality of water from RO Water System is to be maintained above 90%. Periodic laboratory analysis of products water for total dissolved solids, Maximum acceptable level of feed water is total dissolved solids (TDS) 600 PPM. Expected quality of the RO product water shall be 90% or better than the feed water. Change all filter elements, as needed (excluding 2-micron post filters). Exchange on each Chloramine Removal Carbon Unit per calendar month as needed (when total chlorinate is 0.09 ppm or >). Each replacement unit shall be full cnad contain low fine virgin carbon with a minimum iodine number of 900. Replacement tanks shall also have a gravel underbed. All tanks shall be labeled with this information and this information shall also be provided on the service report. In addition to Monthly PMI s the contractor shall conduct the following services: Perform Diagnostics Test of Program Logic Controller semi-annually. Monitor chemical contaminants yearly. Contaminants should not exceed the AAMI maximum levels of chemical contaminants as listed below: ACTUAL VALUES OF CONTAMINANT COMPARED WITH SUGGESTED MAXIMUM LEVELS OF POST-RO PROJECTIONS Tap Water Supply ANSI/AAMI Suggested Maximum Level (mg/L) Predicted Post-RO Contaminant (mg/L) (mg/L) (mg/L) Aluminum 0.099 0.01 0.005 Antimony 0.006 0.006 Arsenic 0.05 0.005 0.002 Barium 0.03 0.1 0.0015 Beryllium 0.004 0.0004 Cadmium <0.01 0.001 <0.0005 Calcium 18.00 2 (0.1 mEq/L) 0.90 Chloramines 0.1 0.1 0.1 Chlorine 0.2 0.5 0.1 Chromium <0.002 0.014 <0.001 Copper <0.05 0.1 <0.05 Fluoride 0.90 0.2 0.14 Lead 0.043 0.005 0.002 Magnesium 2.20 4 (0.3 mEq/L) 0.11 Mercury <0.002 0.002 <0.001 Nitrate 5.20 2 0.78 Potassium 3.70 8 (0.2 mEq/L) 0.37 Selenium <0.01 0.09 <0.01 Silver 0.001 0.005 <0.0005 Sodium 4.0 70 (3 mEq/L) 0.40 Sulfate 12.0 100 0.60 Thallium 0.002 0.002 Zinc 0.10 0.1 <0.01 Note: Chlorine and Chloramine levels must be determined on-site. Note: The AAMI suggested maximum levels are now maximum allowable levels 2001. Furnish detailed Field Service Report on each service call to the Contracting Officer s Technical Representative (COTR). Report to include the following information: Municipal Water Test (monthly) Total Dissolved Solids Hardness Chloramine residual Temperature RO Feedwater Tests Total dissolved solids Hardness Chloramine residual Free Chlorine residual RO Product Water Tests Total dissolved solids, each RO unit Product flow rate, each RO unit RO Reject Water Test Reject flow rate, each RO unit. Pressure Readings Prefilter in/out Carbon Filters in/out Reverse Osmosis unit feed pressures Delivery pump discharge pressure Post filter in/out Softeners in/out 5 um filters in/out pre GAC s 0.2 um filters in/out storage tank Check for proper operation of: UV water sterilizer Water softeners (timer and regeneration times recorded) Stand-by delivery pump. City water booster pump Quality monitor (calibrate if needed) RO quality monitor gauges The COR will monitor systems per logbook. Rental Tanks: The Contractor s rental tanks shall be high quality mixed-bed resin tanks and high-quality carbon filtration. Tank Exchange: Contractor will exchange filter tanks as scheduled in Section B, and/or as needed, within 24 hours of notification by the COR or his designee. The estimated rate of tank exchange will be as necessary to maintain the deionized water in accordance with the current AAMI standards. Salt Delivery: Contractor shall provide monthly deliveries of rock salt for the RO Systems in the amount required, or as needed to maintain optimum service. Regeneration Of Government-Owned Deionized Water Flat Banks : Contractor shall provide service required to regenerate four (4) Government-owned deionize water flat banks per month which includes twelve (12) 3.6 cu. Ft. tanks, 14 units. Three (3) Government owned banks (3 tanks = 1 bank) shall be exchanged at a time with one (1) bank on stand-by. Four banks will be exchanged approximately once per month. The COR will inform the Contractor when a bank of tanks to be exchanged. Tanks are in Room 1001. NOTE: At no time shall the Contractor substitute his bank of tanks for the Government-owned tank that is in the process of being regenerated. The Contractor will pick-up the bank that needs regeneration, transport it to his shop, regenerate the bank and immediately (within 2-3 days) return the tank back to the VA facility. Exchange Of Government-Owned Soft Water Tanks : Contractor shall exchange (2) 3.6 cu ft. soft water tanks each month. Tanks are in Room 1001. NOTE: At no time shall the Contractor substitute his bank of tanks for the Government-owned tank that is in the process of being regenerated. The Contractor will pick-up the bank that needs regeneration, transport it to his shop, regenerate the bank and immediately return the tank back to the VA facility. Delay in Access/Intervening Service Call: If patient care necessitates delay in access to equipment, Contractor s Repair Personnel shall notify the COTR. Documentation of the delay of the Field Service Report with a concurring signature from the COTR is required. Contractor s Repair Personnel are responsible for proper documentation of delays. The Field Service Report must confirm the actual time access for repair is given. Additional Services: Only those services specified herein are authorized under this contract. Before performing any service or repairs of a non-contract nature, the COTR or the Contracting Officer must be advised of the reasons for this additional work. Contractor will be required to submit an estimate of any work of non-contract nature to be submitted to the Contracting Officer s representative who, in coordination with the Contracting Officer, will determine if such work is economically feasible or not. IF appropriate, the Contracting Officer or his/her designee may authorize the additional services or repairs under a separate purchase authorization. Contractor is cautioned that only the Contracting Officer or his/her designees may authorize additional services or repairs and that the reimbursement will not be made unless this prior authorization is obtained. Parts: Only new standard parts shall be furnished by the Contractor. All parts shall be of current manufacture and shall have versatility with presently installed equipment. All newly installed replacement parts become property of the Government. Replaced parts are to be disposed of by the Contractor after obtaining approval from the COTR. Any worn or defective parts will be replaced free of any charges. Operating and consumable supplies are not part of this contract. All replacement parts furnished shall be new and carry the standard commercial warranty. Availability Of Spare Parts: At no time shall any portion of the equipment be inoperable for more than a period of 24 hours (to be calculated from the rime of request from service) due to non-availability of spare parts unless otherwise authorized by the COTR. Test Equipment: The Veterans Affairs Medical Center will not furnish parts and/or test equipment for the performance of this contract. It is the responsibility of the Contractor to bring the appropriate equipment and/or supplies necessary to complete the work as required. Removal Of Equipment: Should a piece of equipment require repair at the Contractor s plant, Contractor agrees to provide a loaner at no extra charge, if requests. Government property cannot be removed from the facility without a signed Property Pass. This Property Pass may be obtained, after removal is authorized by the COTR, from the Material Management Section. The location of each Material Management Section at each VA facility is listed below: VA GLA-West LA Bldg. 500, Room 0261 VA Sepulveda Bldg. 1, Room B103 Fire Alarm Trip Charges: A minimum fee of $2,500.00 will be assess against any outstanding invoice, or collected from the Contractor, when Contractor or subcontract personnel trip a fire alarm due to negligence, fault, or failure to properly coordinate and request a system shutdown. This fee is necessary to defray the cost of VA personnel responding to the false alarm; disruption of Medical Center operations; false alarm response and/or fines imposed by the Fire Department; and any other costs incurred by the Medical Center as a result of the false alarm. The amount of the penalty will be adjusted if local and/or administrative costs change. 2.5. General Requirements: Association for The Advancement of Medical Instrument (Aami): It is critical that the Contractor perform all services following the recommended practices of the Association for the Advancement of Medical Instrumentation (AAMI). Failure to comply with the AAMI Standards will be grounds for termination of the contract. Preventative Maintenance and Intervening Services: Normal service requirements of monthly scheduled PMI s, to be accomplished in accordance with the specifications, as well as any applicable manufacturers instructions. Monthly PMIs are to be scheduled at least three (3) days in advance with the Contracting Officer s Technical Representative (COTR) and are to be performed within the first five (5) working days of each month specified above, unless otherwise agreed upon by COTR. Normal service requirements will also include all necessary intervening service calls required between inspections to replace any worn or defective parts needed due to instrument failure. Contractor is to also maintain the brine tank level approximately full of salt. Intervening services will be rendered as directed by the COTR. Reporting: Contractor s service personnel will respond by phone to intervening service calls within 2 hours and be on station for repair within 4 hours. Contractor will acknowledge delivery calls for tank exchange within two (2) hours and be on station within 24 hours. Contractor s failure to respond after notification by the Contracting Officer s Representative may be considered grounds for invoking provisions of default. For any repairs or service that will be performed during normal working hours, the Contractor s personnel will report upon arrival to the appropriate COTR at their designated department. After all work is complete, the Contractor must report, in person, to the appropriate department. The Contractor is to submit, in writing, a complete report of service rendered (Field Service Report). As a minimum, this report must contain a detailed description of any services or repairs performed for each item of equipment and must include a listing of replacement parts, when applicable. Contractor shall document and report to the using service and COTR, any unsafe conditions or signs of misuse or abuse regarding this medical equipment. Contractor shall document any problems along with their corrections and all performance verification on the field service report. The report will also include any Contractor recommendations necessary to maintain the equipment in optimum operating condition. The service report must be legible and signed by the COTR. The original service report must be delivered to the appropriate department. Both the check-in and check-out procedures defined above are mandatory and will be strictly enforced. NOTE: Payment of invoices may be delayed if the appropriate reports are not completed properly and are not submitted to the appropriate department as required above. Inventory Report: An inventory report of all equipment being serviced and rented must be provided within 30 days of the contract award to the contracting officer. The inventory report will show brand, model, & serial numbers and locations of all equipment involved with this contract. The contractor shall provide an updated inventory report when any changes are made to the inventory. Labeling Requirements: When the Contractor s repairman reports, upon arrival, to the Engineering Department, he will be provided a tag for each piece of equipment requiring repair or service. The repairman will affix this tag to the equipment upon completion of work and will fill in all the information required on the tag, (e.g., date of service, type of service, current leakage, initials, etc.) The repairman must use the Government provided tags and no others. This procedure is mandatory and will be strictly enforced. EXCEPTION: VA San Diego only requires equipment tags when parts are exchanged (i.e., filters, valves, motor pumps, UV lamps, etc.). . 2.6. Performance Monitoring. The Contracting Officer Representative (COR) will monitor contractor performance and certify the work was done in accordance with the SOW. 2.7. Period of Performance. The period of performance will be Base year plus 4 option years. Work Hours: This is a full-service contract to include all necessary service calls during the work hours of 8:00am 5:00 pm., Monday through Friday, excluding holidays. Non-Scheduled Work Hours: Service calls placed for any of the following reasons will be billed under a separate, pre-authorized Purchase Order: Before or after normal hours During a Federal Holiday During a weekend (for those that weekends are not included in the normal work hours) Misuse/abuse by other than the Contractor or his representative a. National Holidays: New Year s Day January 01 Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Independence Day July 04 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 b. If the holiday falls on a Sunday, the following Monday will be observed as a national holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National holiday by U.S. Government Agencies, and any day specifically declared by the President of the United States of America. Overtime & Holiday Pay: Overtime pay is at the rate of one and one-half times the employee's regular rate of pay for all hours worked in excess of eight up to and including 12 hours in any workday, and for the first eight hours of work on the seventh consecutive day of work in a workweek. Overtime pay also includes Federal Holidays. 2.6. Contractor Personnel Background Requirements. a. The Office of Security and Law Enforcement provides Department-wide policy on the assignment of appropriate position sensitivity designations associated with Department of Veterans Affairs (VA) positions involving national security and public trust responsibilities, and on the level of background investigations required for applicants for, and incumbents of, those positions. In addition to VA employees, the policy and investigative requirements are applicable to Contractor personnel who require access to VA computer systems designated as sensitive. b. Personnel who require access to VA computer systems shall be subject to all necessary background investigations and receive a favorable adjudication from the VA Office of Security and Law Enforcement to ensure compliance with such policy. If such investigation has not been completed prior to contract commencement, the Contractor shall be responsible for the actions of those individuals performing under the contract. c. Should the contract require Contractor personnel to maintain U.S. citizenship, the Contractor shall be responsible for compliance. Regardless of U.S. citizenship requirements, Contractor personnel are required to read, write, speak, and understand the English language, unless otherwise specified in this contract or agreed to by the Government. d. The cost of such investigations shall be borne by the Contractor, either in advance or as reimbursement to the Government. The level of sensitivity shall be determined by the Government on the basic of the type of access required. The level of sensitivity will determine the depth of the investigation and the cost thereof. Currently, the current estimated costs for such investigations are as follows: Level of Sensitivity Background investigation level Approximate Cost Low Risk National Agency Check with Written Inquiries $ 231.00 Moderate Risk Minimum Background Investigation $ 825.00 High Risk Background Investigation $ 3,465.00 e. The Contractor shall be required to furnish all applicable employee information required to conduct the investigation, such as, but not limited to, the name, address, and social security number of Contractor personnel. The VA will provide all the necessary instructions and guidance for submission of the documents required to conduct the background investigation. Background investigations shall not be required for Contractor personnel who will not be required to access VA computer systems nor gain access to sensitive materials. 2.7. Contractor Employees a. The Contractor shall not employ persons for work on this contract if such employee is identified to the Contractor as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population. Contract Personnel shall be subject to the same quality assurance standards or exceed current recognized national standards as established by the Joint Commission (JC). b. Badge. Contractor shall obtain a Contractor I.D Badge from the VA Police. All Contractor personnel are required to wear I.D Badge during the entire time on VA facility. The I.D Badge MUST have an identification picture and shall state the name of the individual and the company represented. c. PARKING: It is the responsibility of the contract personnel to park in the appropriate designated parking areas. Parking information is available from VA Police & Security Service Office. The Contractor assumes full responsibility for any parking violations. d. Smoking is strictly prohibited on the grounds of any VHA facility. Per VHA Directive 1085 dated March 5, 2019, it is VHA policy that all VHA health care facilities, including hospitals, community clinics, administrative offices, and Vet Centers, will be smoke-free for patients, visitors, contractors, volunteers, and vendors effective October 1, 2019. There will no longer be designated smoking areas. 2.8. Insurance Coverage a. The Contractor agrees to procure and maintain, while the contract is in effect, Workers Compensation and Employee s Public Liability Insurance in accordance with Federal and State of California laws. The Contractor shall be responsible for all damage to property, which may be done by him, or any employee engaged in the performance of this contract. b. The Government shall be held harmless against any or all loss, cost, damage, claim expense or liability whatsoever, because of accident or injury to persons or property of others occurring in the performance of this contract. c. Before commencing work under this contract, the Contracting Officer shall require the Contractor to furnish certification from his/her insurance company indicating that the coverage specified by FAR 52.228-5 and per FAR Subpart 28.307-2 has been obtained and that it may not be changed or canceled without guaranteed thirty (30) day notice to the Contracting Officer. d. The Contractor shall furnish to the Contracting Officer within fifteen (15) days of award an Official Certification from the insurance company indicating that the coverage has been obtained and that it may not be changed or cancelled without guaranteed thirty (30) day notice to the Contracting Officer. New certifications shall be furnished at least thirty (30) days prior to the expiration date of the current insurance policy. The phrase will endeavor is not acceptable terms to the Government and such coverage carrying that phrase will be rejected and services may not be rendered until proper certificate is issued. 3. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2019-01, dated 10/10/2019. The following provisions and clauses apply to this solicitation and can be found in enclosure 2. 3.a. FAR 52.212-1, Instructions to Offerors Commercial Items 3.b. FAR 52.212-2, Evaluation -- Commercial Items 3.c. FAR 52.212-4, Contract Terms and Conditions -- Commercial Items 3.d. FAR 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items 3.e. Supplemental Insurance Requirements 3.f. VAAR 852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside 3.g. VAAR 852.219-74, Limitations on Subcontracting Monitoring and Compliance 3.h. FAR 52.233-2, Service of Protest 3.i. VAAR 852.233-70, Protest Content/Alternative Dispute Resolution 3.j. VAAR 852.233-71, Alternative Protest Procedure 4. Submit written offers in accordance with the following instructions, as well as Addendum to FAR 52.212-1, Instruction to Offerors. Oral offers will not be accepted. Complete and submit enclosure 1 via email no later than 10am PST Tuesday September 5th, 2023, to ositadima.ndubizu@va.gov. Ensure the following are completed and/or included in the quote packet: 4.3.a. Vendor Information with UEI number (Company info and quote should be on the Enclosure 1 form) 4.3.b. Acknowledgement of amendments 4.3.c. Concurrence/non-concurrence with solicitation terms, conditions, and provisions 4.3.d. Schedule of services 4.3.e. FAR 52.212-3, Offeror Representations and Certifications -- Commercial Items
 

Web Link

SAM.gov Permalink
(https://sam.gov/opp/360632ee35c84bd3801aca1f0b6c3aa1/view)
 

Place of Performance

Address: VA Greater Los Angeles Healthcare System 11301 Wilshire Blvd, Los Angeles 90073, USA

Zip Code: 90073

Country: USA
 

Record

SN06805286-F 20230826/230824230053 (samdaily.us)
 

Source

SAM.gov Link to This Notice
(may not be valid after Archive Date)

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