Loren Data's SAM Daily™

SAMDAILY.US - ISSUE OF AUGUST 02, 2025 SAM #8650
SOURCES SOUGHT

Z -- Sources Sought Tank Maintenance and SPS DI Tank Removal Base Plus Four Option Years Clarksburg VAMC Must Completely Provide Responses to Page Eight

Notice Date

7/31/2025 10:26:58 AM
 

Notice Type

Sources Sought
 

NAICS

221310 — Water Supply and Irrigation Systems
 

Contracting Office

245-NETWORK CONTRACT OFFICE 5 (36C245) LINTHICUM MD 21090 USA
 

ZIP Code

21090
 

Solicitation Number

36C24526Q0007
 

Response Due

8/21/2025 12:00:00 PM
 

Archive Date

10/20/2025
 

Point of Contact

Patricia Thai, Contract Specialist
 

E-Mail Address

Patricia.Thai@va.gov
(Patricia.Thai@va.gov)
 

Awardee

null
 

Description

Statement of Work DI Tank System Maintenance Services Background The Louis A. Johnson VA Medical Center in Clarksburg, WV located in West Virginia. Service Location: Louis A. Johnson VA Medical Center 1 Med Center Drive Clarksburg, WV 26301 LAJVAMC provides ambulatory care, primary care, and secondary care in acute medicine and surgery specialized tertiary care, transplant services, spinal cord injury, outpatient care, and a full range of extended care and mental health services. LAJVAMC provides a full range of specialized medical services. General Specifications: Contractor shall remain committed to presenting a professional presence while on VA Property. Clothing shall be appropriate for the task(s) at hand and be clean and suitable for a hospital setting. Contractor will check in with the VA Police once arriving on site, obtain a contractor s badge and return it to the VA Police before leaving the property. Contractor shall exchange DI tanks and provide maintenance on the DI generation System including exchanging of the carbon tanks semi-annually at a minimum or as needed and replace all 0.2-micron filters semi-annually or as needed for the SPS, Laboratory, Microbiology, and Chemistry. Contractor will supply a written inventory of all filters, locations, tank identifiers, type and size of filters in place, and replacement schedule (used by the contractor for reference to location, used in work orders, maintenance and tracking) within 90 days of the start of the contract, to ensure fluid communication with the M&O Supervisor and the Water Safety Program Manager. Schedules for the Lab, Microbiology and Chemistry must be firmly adhered to ensure that the analyzers have been cycled. Should the schedule need to be altered due to unforeseen delays the Contractor is expected to wait for the analyzers to be cycled as they may need to be operated for normal patient care. The preferred timeframe for DI Tank Service is between 1pm 3pm. Routine service schedules shall be set for this timeframe. The Contractor shall have 2 hours from the time VAMC personnel place the emergency call to mobilize technicians, and within 4 hours from the time of the call to be on site at the above address. This response time is required to ensure that the best possible medical services are provided to the VA Medical Center s patients in a timely manner. *The 2 hour and 4-hour response times will be 7 days a week, 24 hours a day* The contractor will provide all labor and materials for the purpose of Maintenance and repairs to the Deionization Water Systems at the Clarksburg VAMC. Services will be scheduled and coordinated with the Clarksburg VAMC M&O Supervisor AND The Water Safety Program Manager. The Contractor will provide all labor and materials needed to remove 10-12 large Deionization Water Systems DI tanks from B207 and return/dispose/recycle them. Services will be scheduled and coordinated with the Clarksburg VAMC M&O Supervisor AND The Water Safety Program Manager. The Contractor will provide all labor and materials needed for the purpose of Maintenance and repairs to the large reservoir tank and pump for pressurized water supply to the analyzers in the 2nd floor Lab. Services will be scheduled and coordinated with the Clarksburg VAMC M&O Supervisor AND The Water Safety Program Manager. The Contractor will provide all repairs on all system components and equipment. The cost of repairs is to be included in the line-item schedule and on all invoices submitted for payment. Any discovered inadequate or improper repairs performed by the contractor will be correctly repaired at a time convenient to the Medical Center and at no additional expense to the Louis A Johnson VAMC. The Contractor may be permitted to store 1-2 tanks of each size, and 1-2 of each size filter used in this contract within B207 after the large DI tanks are removed from that room. Storage will be limited to a minimal amount and solely for the purpose of ensuring timely response to emergency situations. The Contractor shall be responsible for ordering as well as maintaining a working stock of all necessary parts as listed within this document for the 3 DI water Systems to include tanks, system components and attached accoutrements (additional items or equipment, or other items carried or worn by a person or used for a particular activity) complying to the technical features described herein. The Contractor shall furnish and install all DI water system processing tanks that meet or exceed the requirements of the document. The contractor is also responsible to completely set up, configure, and start up the tanks into the existing DI system while maintaining operational integrity of the DI Generation System. PMI s and all related documentation of inspections provided to the VA, shall be performed and written in a manner which clearly demonstrated that the equipment and materials used meets or exceeds all manufacturers technical specifications for the DI Water Systems. All installations and services shall be performed only by factory trained, certified, and licensed technicians. The contractor shall provide all labor, parts and supplies, including all consumable supplies to the DI water systems service technician(s). The Contractor is to provide copies of current, up to date certifications and licenses to the VAMC M&O Supervisor AND the Water Safety Program Manager not more than 5 business days following the award of the contract. All services shall also include associated service repairs to all tanks and fittings as required to ensure optimum performance of the system and to meet factory standards and the Sterile Processing Services (SPS) specifications. Repairs, defined in and for the purpose of this document, includes all contractor actions needed or required to effectively continue full functioning operation of the DI Generation, Water and tank systems in accordance with the manufacturers specifications. This includes diagnostic testing, providing and installing replacement parts, and servicing digital resistivity meters, reagent grade water sensors that transmit replacement needs to the contractor. Point of Contact. The point of contact is the Contracting Officer s Representative (COR), Latricia Walrath. Deviations from Contract. Contractor shall obtain approval from the Program Office Point of Contact of any cancellations or deviations from scheduled services. Contractor shall reschedule said services at a mutually agreed upon timeframe. Records Management Language for Contracts. When Federal agencies acquire goods or services, they need to determine what Federal records management requirements should be included in the contract. Federal contractors often create, send, or receive Federal records. Federal contracts should provide clear legal obligations describing how the contract employees must handle Federal records.� Agency records officers, procurement counsel, and acquisitions officers must discuss how to integrate records management obligations into their existing procurement processes. NARA has developed the following language to be included as an agency-specific term and condition in Federal contracts for a variety of services and products. The majority of contracts should include language on records management obligations, but each contract should be evaluated individually. For example, the data-rights paragraph (Paragraph 10 below) may not be appropriate for all contracts. Instead, agencies may be better served by one of the established data-rights clauses in the Federal Acquisition Regulations.� This language should not replace specific records management requirements included within Federal information system contracts.� RECORDS MANAGEMENT OBLIGATIONS A. � Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists. � B. � Definitions Federal record as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them. � The term Federal record: includes [Agency] records.� does not include personal materials. applies to records created, received, or maintained by Contractors pursuant to their [Agency] contract. may include deliverables and documentation associated with deliverables. C. � Requirements Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.� In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.� In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.� [Agency] and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [Agency] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of � any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [Agency]. The agency must report promptly to NARA in accordance with 36 CFR 1230. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [Agency] control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with [Agency] policy.� The Contractor shall not create or maintain any records containing any non-public [Agency] information that are not specifically tied to or authorized by the contract.� The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.� The [Agency] owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which [Agency] shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. Training. � All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [Agency]-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.� [Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]� D. � Flowdown of requirements to subcontractors The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.� Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor. Interested & Capable Responses: NCO 5 is seeking responses from entities that are interested in this procurement and consider themselves to have the resources, capabilities, and qualifications necessary to provide the services required for the Louis A. Johnson VAMC. Please respond to this RFI/Sources Sought 36C24526Q0007 with your: 1. Business name (including Unique Entity ID (SAM.gov) 2. Business type, socio-economic status (e.g., Veteran-Owned, Woman-Owned, Disadvantaged Small Business, 8(a), etc.), and 3. Person of contact (including telephone number & email address). 4. Capability statement and summary of previous experience providing these types of services for the Veterans Health Administration or other similar facilities. 5. Available contract vehicles (GSA FSS, etc.) for use by Department of VA (include applicable NAICS) 6. Brief Summary of categories of services that your company can/cannot provide. 7. Certification(s) / Licenses for meeting the local requirements to provide these services at the Clarksburg VAMC (if applicable). 8. Confirmation that your organization has the capability & expertise to meet the performance requirements while complying with applicable limitations in subcontracting by responding to the questions below with your response: a. Do you intend to self-perform this effort? b. If you are located outside the immediate area, how will you self-perform? c. Or do you intend to subcontract work under this contract? d. If you intend to subcontract work under this contract, how will you ensure compliance with the limitations on subcontracting? Please note that if incomplete responses are received. Lack of documentation proving your business can conduct the services being offered or all questions not being answered within this notice, your response will not be taken into consideration. CONTACT INFORMATION AND RESPONSE DUE DATE: Please email all responses to Patricia.Thai@va.gov (Contract Specialist) and William.Galletta@va.gov (Contracting Officer) no later than 08-21-2025, 3:00 PM EST. This request for information/sources sought notice is for planning purposes ONLY and does not constitute a solicitation, responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. The results of this market research will assist in the development of (1) the requirement, and (2) the acquisition strategy (e.g., SDVOSB/SDVOSB set-aside, small business set-aside, full and open competition, etc.). VA assumes no responsibility for any costs incurred as a result of a vendor s attendance to the Site-Visit nor the preparation of responses submitted as a result of this notice
 

Web Link

SAM.gov Permalink
(https://sam.gov/opp/97697f43ca114077ae2a137274fe9b68/view)
 

Place of Performance

Address: Department of Veterans Affairs Louis A Johnson VAMC 1 Medical Center Drive, Clarksburg, WV 26301, USA

Zip Code: 26301

Country: USA
 

Record

SN07532718-F 20250802/250801000112 (samdaily.us)
 

Source

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

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