H--Hood and Environmental Room Inspection, Testing, and Certification (NMVAHCS)

This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this sources sought must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) DUNS number (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below. Network Contract Office (NCO) 22 Gilbert is seeking a qualified vendor to provide a base plus four (4) option year contract for Hood and Environmental Room Inspection, Testing, and Certification Services for the New Mexico VA Healthcare System in Albuquerque, New Mexico. The contractor shall provide all labor, supplies, materials, and travel to meet the needs of this solicitation. Prospective contractors must be authorized/certified to provide the required service and must show proof with any provided documents at the time of responding to this Sources Sought announcement. DRAFT STATEMENT OF WORK (SOW) DRAFT 1. Contract Title. New Mexico VA Health Care System s (NMVAHCS) Hood and Environmental Room Test and Certification 2. Background. NMVAHCS uses multiple types of hoods and clean rooms within the Laboratory, Research, Pharmacy, Oncology, Nuclear Medicine, Dental, Prosthetics, and Engineering Departments that require testing and certification to meet industry standards to ensure appropriate airflow is maintained to prevent contamination. 3. Scope. The Contractor shall provide Testing and Certification of Biological Safety Cabinets (BSC) types: Class I, Class II Type A1/ A2, and Class II, Type B1/ B2; Chemical Fume Hoods (CFH), Laminar Airflow (LAF) Hoods and Workbenches, Laboratory Animal Procedure Change Stations, Horizontal Bedding Disposal Stations, Mobile Cubicle Isolation Systems (MCIS), Ante/Clean rooms, Slotted Wall Vents, and Local Exhaust vents, in accordance with manufacturer recommendations. The Contractor shall be familiar with the Veterans Affairs Construction Facility Management (CFM) Technical Information Library (TIL) Standard requirements for Fume Hoods, BSC s, etc., publications such ANSI/ASHRAE Methods of testing, practices, and other references mentioned in the TIL. The Contractor shall have Competent Qualified Technicians that know what the General Industry Practice is for these types of testing and ultimately Certification and the flow requirements of any locally fabricated ventilation systems intended to exhaust air and control a hazard, with Controlled Environment Testing Association (CETA) certification for USP 797. The Contractor shall be familiar with the U.S. Pharmacopoeia (USP) 797 Monitoring Guidelines and shall comply with the most current standard USP 797 requirements as well as any regulations that govern any pharmacy that prepares "compounded sterile preparations" (CSPs) per the items listed above. The following air testing, as a minimum, is expected and conducted: Measuring supply and exhaust volumetric airflow and calculated air changes per hour (ACH); Airflow smoke pencil testing to verify continuous inward directional airflow; Measuring pressure relationships between rooms, temperature, and relative humidity; Performing in-line (supply duct) or terminal supply diffuser HEPA filter certifications; Measuring viable and non-viable airborne particle counts and Certifying primary engineering controls (BSC, CACI, and/or LAFW). For particle counts detected above the action level, the Contractor will perform speciation tests as needed to meet USP 797 requirements. The Contractor shall perform the maintenance service in order to keep the service in optimum working condition per manufacturer recommendations. Services shall be furnished F.O.B. Destination, to the New Mexico Veterans Affairs Health Care System (NMVAHCS), 1501 San Pedro Dr. SE, Albuquerque, NM 87108 for the base period of one (1) year with the Government s option to exercise four (4) additional one-year option periods after a written notice of award has been received by the Contractor. The contract cost shall include tools, equipment, decontamination, and transportation needed to thoroughly inspect, make minor adjustments, replace minor parts and filters, test for operating efficiency, certification and other such items in accordance with the terms, conditions, provisions and specifications contained herein. The contractor shall notify the Contracting Officer Representative (COR) or designee of any repairs necessary to allow the facility to correct the repair and ensure the hoods passes certification requirements prior to leaving. The following is the current listing of the hospital equipment departments and the associated equipment needing certification. This listing is current as of February 2019 but can fluctuate based on the needs of the facility. The COR will immediately notify the Contracting Officer to modify the contract quantities based on the current year pricing when recertification is required after a repair, or new equipment is installed and or removed. The Contractor shall provide unlimited technical support via telephone, e-mail, and/or fax when new equipment is to be installed to ensure proper certification. This is a full-service contract which provides for certification and testing of equipment as per paragraph one (1). Testing will occur on a basis according to the current published USP 797 guidelines and on demand, testing will occur annually for equipment not covered by USP 797. All certifications shall be in accordance with manufacturer recommendations. If manufacturer recommendations are not available, the Contractor shall be familiar with the Veterans Affairs Construction Facility Management (CFM) Technical Information Library (TIL) Standard requirements for performance and field testing for Fume Hoods and BSC s. Upon receipt of award, the Contractor shall obtain Service Manuals for each hood to ensure the design parameters are being met when the equipment is being certified. Performance criteria should be reviewed to maintain hoods in full optimum operating condition. Once the Contractor tests and certifies the hoods, the Contractor shall track and schedule future hood services to prevent any hoods from becoming uncertified. Allowing the users to use a hood beyond the certification expiration date will not be allowed and is not acceptable. These services are to be scheduled with the Contracting Officer Representative (COR), at least thirty (30) days in advance, prior to the end of the equipment certification. Decontamination: When required, only approved methods in accordance with manufacture specifications, NSF 49 or the latest industry best practice will be used when de-contaminating and neutralizing the interior of hoods prior to opening the contaminated plenum. Contractors have the responsibility to provide a safe workplace. Contractors shall ensure that adequate safety and environmental protocols and precautions are implemented to protect visitors, patients, and employees per OSHA and VA standards. All hoods that have a static pressure gauge or magnehelic gauge (MAG gauge) installed shall be set to zero after the certification, on installation, and/or filter replacement. The gauge will aid users in determining differential pressure readings and indicating filter loading. The on-site hood user will then be instructed to know that if the reading increases by 50% based on the certifying recommended setting to contact the Engineering COR to ensure the airflow operational status. Water Column (W.C.) readings shall be recorded by the contractor on the certification sticker and serve as the baseline. The pressure differential settings adjusted at the time will be documented on the certification label and report by the contractor. The contractor cannot take compressors into rooms housing animals in Research (Bldg. 10). The compressor must be charged in the hallway and then taken into the room in these areas. The contractor shall notify the COR if any of the following items prevent the service from being completed and shall note it on the final report: Internal and/or external causes of mechanical and electrical problems, including: Wear, Misalignment, Maladjustment, Damage, or; Other malfunctions with respect to the manufacturer s specifications. When required, repair or replacement of all defective components necessary to conform to instrument specifications. Provide written documentation of electrical safety measures CLIN 1 BSC/Laminar Air Flow Hoods in Oncology and Nuclear Medicine are to be tested and certified in accordance with USP 797, including bacterial and surface testing CLIN 2 Ante/Clean Rooms in Oncology and Nuclear Medicine are to be tested and certified in accordance with USP 797, including bacterial and surface testing CLIN 3 BSC/Laminar Air Flow Hoods in Pharmacy are to be tested and certified in accordance with USP 797, including bacterial and surface testing CLIN 4 Ante/Clean Rooms in Pharmacy are to be tested and certified in accordance with USP 797, including bacterial and surface testing CLIN 5 Biological Safety Cabinets (BSCs) Class I A1 are to be tested and certified annually CLIN 6 BSCs Class II A1 are to be tested and certified annually CLIN 7 BSCs Class II A2 are to be tested and certified annually CLIN 8 BSCs Class II B1 are to be tested and certified annually CLIN 9 BSCs Class II B2 are to be tested and certified annually CLIN 10 Fume Hoods are to be tested and certified annually CLIN 11 Animal Transfer Stations are to be tested and certified annually CLIN 12 Laminar Flow Hoods are to be tested and certified annually CLIN 13 Slotted Wall Vents are to be tested and certified annually CLIN 14 Local Exhaust Vents in battery rooms are to be tested and certified annually CLIN 15 Speciation testing (bacterial and surface) are to be completed should any tests done in accordance with USP 797 yield results above recommended action levels. 4. Technical Support The Contractor shall provide unlimited technical support via telephone, e-mail, and/or fax. 5. Security Requirements The C&A requirements do not apply, and a Security Accreditation Package is not required. 6. Badges All Contractor personnel are required to wear I.D. badges during the entire time he/she is on Government property. Personnel must provide a valid Driver s License or Federal ID to be issued an ID badge. The Contractor is to coordinate with the COR to obtain the I.D. badge from the Police Service. The Contractor is to provide a list of names who shall be conducting the service. 7. Reporting The Contractor's Service Technician shall notify the COR or a designated COR alternate when he/she arrives on station, prior to commencing work for service that shall be performed during the normal working hours of 7:30 a.m. through 4:00 p.m. After the notification, the contractor may coordinate with the equipment users for finalizing the certification services. Most services shall be performed during normal business hours of 7:30 a.m. to 4:00 p.m. Central Time, excluding federal holidays. However, due to the Pharmacy s Specialty Medication Compounding schedule, the contractor may need to work after 4:00 p.m. on occasion. 8. Contractor s Service Report: After all work is completed, the Contractor is required to submit, in writing, a complete report of services rendered, and deliver it to the COR within the Engineering Service. If the COR is not available, the Contractor can submit the report the next business day. This report must contain detailed description of any services or repairs performed for each item of equipment, and must also include a listing of replacement parts. Total amount of time to perform service, safety check, performance data, and the date must be displayed. The report shall also include any Contractor recommendations necessary to maintain the equipment in optimum operating condition. The Service Technician shall document and report to the COR, any unsafe conditions or signs of misuse or abuse in regards to this equipment. The Service Technician shall document any problems along with their corrections and all performance verification on the field service report. The service report must be legible and signed by the COR. Information on all final report forms shall identify the following: Vendor Name and Job title of technician and certification license number. The Contractor shall be NSF, ISO, and Controlled Environment Testing Association (CETA) Certified. For hoods, the type of certification (Biological Safety, Laminar flow, Chemical Fume hood. etc.). Location of job, to include building and room number When available, the Manufacturer serial number, VA equipment identifier number, and manufacturer model of the equipment Date of service and next due date Frequency of requirement (annual, semi-annual, etc.) Wording to state either a pass or fail with details as to the reason for failures. Specification of standards used for the applicable certification (i.e. NSF/ANSI standard, ASHRAE 110-1995 Method of Testing Performance of Laboratory Fume Hoods, etc.). Depending on the type of hood, the following detail requirements shall be reported: A map to show airflow supply velocity profiles. Work access opening airflow (face velocity), velocity profile test (down flow, inflow,) and as applicable, parameters and or unit analysis data section to reflect supply, exhaust, inflow and exhaust air averages in feet per minute (FPM) and/or cubic feet per minute (CFM). When applicable, Pressure Differential (WC), area (ft2), absolute pressure (in Hg), temperature ( ), cross draft avgas (FPM), smoke containment from sash (inches), face velocity profiles at sash heights, cross draft velocities. When applicable, Airflow smoke patterns, High Efficiency Particulate Air (HEPA) Filter Integrity Test, Smoke test and Particle Count Location with strip chart recording of counts. When applicable, UV light intensity, pressure decay, chamber pressure test, recovery time for decontamination confirmation and preparation for Ingress and Egress test. USP 797 Clean Room The ISO Classification standard used. Accurate Room Identifier with airflow (cfm), room volume and air change rate readings. Temperature, relative humidity, and absolute pressure readings. Recording of any patches placed on the filters from repairs. Reading and location map of particle counts with strip chart recording of counts As needed, airborne viable, nonviable and surface viable sample data. Test Equipment - An inventory of the vendor s test equipment with make, model, serial number and calibration test date must be available. The Contractor calibration equipment shall be calibrated to ensure accurate readings. 9. Labeling Requirements Upon completion of work, the Contractor s Service Technician shall affix a Contractor-provided certification tag to the equipment that includes the following information: Certification and due (expiration) date Equipment serial number and/or VA identifier Name of service tech or engineer and NSF certification number 10. Insurance Requirements The Contractor agrees to procure and maintain, while the contract is in effect, Workers Compensation and Employee s Public Liability Insurance in accordance with the laws of the governing state. Public Liability Insurance: The Contractor shall comply with all applicable Federal and State laws with regard to liability arising or resulting from injury to or death of an employee in performing the work under this contract and shall save and hold the Government 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. The Contractor shall be responsible for all damage to property, which may be done by him, or any contractor employee engaged in the performance of this contract. Before commencing work under this contract, the Contractor shall furnish certification from his insurance company indicating that the coverage outlined in paragraphs (a) and (b) has been obtained and that it may not be changed or canceled without guaranteed thirty (30) days notice to the CO. The CO may waive the requirement if he determines that insurance certifications now on file are acceptable, however, new certifications shall be furnished prior to the expiration date. 11. Government Holidays The following is a list of Federal Holidays observed by NMVAHCS: New Year's Day Martin Luther King s Birthday President's Day Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day Any day declared by the President to be a National Holiday 12. Invoice and Payment Payment is to be made 30 days in arrears, following satisfactory completion of testing and certifications, and upon receipt of a properly prepared invoice. Contractor shall submit each invoice in the original through the Tungsten Network located at: http://www.fsc.va.gov/einvoice.asp. This is the mandatory and the sole method for submitting invoices. (Toll-free telephone number: +1 (555) 000-0000) The invoice MUST be itemized by line item to include the following information: Time period being invoiced for. Description of services performed. Unit Cost billed. Extended amount due. Invoice number, date, and; Contract, PO, and/or obligation numbers. Any information listed above, and not provided on the invoice, shall render that invoice incomplete, and the invoice will be returned for immediate correction. 13. Service Calls Contractor shall provide in the space below, the name, location, and telephone number of the office where service calls are to be placed: Name: ____________________________________________ Address: ____________________________________________ Telephone: ____________________________________________ Point of Contact: ____________________________________________ 14. Material and Safety Data Sheets (SDSs) and Waste The Contractor is responsible for having safety data sheets (SDSs) available on-site for all chemicals, solvents, cleaners, paints, adhesives, etc. used by the contractor, and for following their precautions. The contractor shall collect, handle, transport, and remove any waste (solid, recyclable, universal, and hazardous) as needed and upon completion of the service contract. The contractor shall maintain the work area clean and in a safe manner throughout the duration of this contract. Any hazardous chemicals and waste shall be removed from the facility upon completion of the service. All waste generated shall be disposed of per applicable federal, state, and local regulations. 15. Smoking Smoking is not permitted within, or around, the NMVAHCS facilities, except in designated areas. 16. Parking It is the responsibility of the Contractor s personnel to park only in designated parking areas. Parking information is available from the NMVAHCS Police Service. The NMVAHCS shall not validate or make reimbursement for parking violations of the Contractor s personnel under any circumstances. 17. Protection from Damage The Contractor shall provide all labor, materials and equipment necessary to protect personnel, furnishings, equipment and buildings from damage; Contractor shall remove and replace movable items if necessary and shall replace or report any item damaged due to work performed under this contract equal to its original construction and finish. 18. Additional Service The NMVAHCS may need to increase or decrease the certification and testing frequencies as a result of user requirements, unscheduled hood malfunction, and/or installation of new hoods. The COR shall coordinate the quantities with the CO. The Unit Price listed in the Base Year and Option Years shall be used to modify the contract accordingly depending on the quantity of hoods required for the increase or decrease to the certification and testing. Only the Contracting Officer (CO) is authorized to approve additional services. Important information: The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this Sources Sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service Disabled Veteran Owned Small Business set aside. However, if response by Service Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 541380 ($15.0M). Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) at www.sam.gov and complete Online Representations and Certifications Application (ORCA). Additionally, all Service Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at http://vip.vetbiz.gov. All interested Offerors should submit information by e-mail, mail or ground carrier to: Southern AZ VA HealthCare System, 3601 S. 6th Avenue, Tucson, AZ 85723 or by e-mail to contact@example.gov. All information submissions to be marked Attn: Michael Williams, Contracting Specialist (9-90C) and should be received no later than 3:30 pm Mountain Time on April 17, 2019. After review of the responses to this announcement, the Government intends to proceed with the acquisition and a subsequent solicitation will be published.