J041--Fume Hood Annual Preventative Maintenance and Service

This is a Sources Sought notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted in response to this Source Sought notice. Respondents will not be notified of the results of the evaluation. If a solicitation is issued it shall be announced at a later date, and all interest parties must respond to that solicitation announcement separately. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation. The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS 811310 (J041) with a size standard $22M. The Department of Veterans Affairs (VA), Network Contracting Office 1 (NCO 1) is seeking to identify any vendor capable of providing Fume Hood Annual Preventative Maintenance and Service at the Bedford VAMC per the Statement of Work below. This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirement described below. Vendors are encouraged to submit information relative to their capabilities to fulfill this requirement, in the form of a statement that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy. Submission Instructions: Interested parties who consider themselves qualified to perform the services are invited to submit a response to this Sources Sought Notice by 12PM EST, Tuesday, March 7, 2023. All responses under this Sources Sought Notice must be emailed to contact@example.gov with RFQ #36C24123Q0428 in the subject line. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Interested parties should complete the attached Sources Sought Worksheet. Parties may submit additional information related to their capabilities, provided it contains all the requirements contained in the Sources Sought Worksheet. Responses to this Sources Sought shall not exceed 8 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format. Attachment 1 Sources Sought Worksheet QUALIFICATION INFORMATION: Company / Institute Name: _______________________________________________________ Address: ______________________________________________________________________ Phone Number: ________________________________________________________________ Point of Contact: _______________________________________________________________ E-mail Address: ________________________________________________________________ Unique Entity Identifier (UEI) #: ___________________________________________________ CAGE Code: __________________________________________________________________ SAM Registered: (Y / N) Other available contract vehicles applicable to this sources sought (GSA/FSS/NASA SEWP/ETC): __________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ SOCIO-ECONOMIC STATUS: VIP Verified SDVOSB: (Y / N) VIP Verified VOSB: (Y / N) 8(a): (Y / N) HUBZone: (Y / N) Economically Disadvantaged Women-Owned Small Business: (Y / N) Women-Owned Small Business: (Y / N) Small Business: (Y / N) NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and Center for Veterans Enterprise (CVE) verified in VetBiz Registry www.vetbiz.gov. BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION. CAPABILITY STATEMENT: Provide a brief capability and interest in providing the service as listed in Attachment 2 STATEMENT OF WORK with enough information to determine if your company can meet the requirement. The capabilities statement for this Sources Sought is not a Request for Quotation, Request for Proposal, or Invitation for Bid, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company s ability to provide the services outlined in the SOW Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Attachment 2 STATEMENT OF WORK Fume Hood Annual Preventative Maintenance and Service A. OBJECTIVE: Provide a one year Service Contract with up to four option years for testing and certification of Hospital Equipment as specified (Fume Hoods, Laminar Flow Tables, Biological Storage Cabinets, one Compounding Aseptic Isolator {CAI} & HEPA Filters); TAB (Test/Adjust/Balance) services for specified areas; quarterly Preventative Maintenance inspections (PM s) and associated reporting for all covered areas and equipment. B. GENERAL: Perform semiannual testing and certification, and provide detailed reports of compliance for Fume Hoods, BSC s, LFT s, & CAI s. Provide annual TAB services and detailed reports for spaces in buildings requiring positive and negative pressures for sanitation operations and storage of Reusable Medical Equipment (RME), Animal Research, and other areas as designated. Perform quarterly inspection/adjustment/reporting on HVAC s and AC s, exhaust fans, circulating fans, humidifiers and all equipment related to air distribution and quality for specified areas. TAB services and associated reporting shall also be rendered any time repairs or upgrades of equipment that may significantly affect air distribution and quality become necessary. If at any time compliance standards for the Building 10 SPS Suite cannot be attained immediately by repair or adjustment, TAB services and reporting shall be required (under VA SPS Directive 1116{2}) immediately after the repairs and quarterly for a period of one year after correcting all deficiencies. The Contractor shall furnish detailed invoices for all services performed as part of this contract. All invoices shall be accompanied by detailed reports of all work performed and the results of any services rendered. The post-service operating condition of the equipment shall be included in all reports this shall also be accompanied by copies of the Technician s field notes. C. REQUIREMENTS 1. All work and workmanship to be furnished shall conform to all applicable local and national standards, VA SOPs, industry recommended practices and safety codes and to the requirements and test procedures of the Massachusetts state building code. These shall supersede drawings, dimensions and notes in all cases. The VA shall be notified of such changes before work is started. The Contractor shall obtain all notifications and approvals required before starting work. 2. The Contractor is responsible for following all VA procedures for working with utilities. Work shall not take place until notification and approval has taken place with the End User (User/s) and the appropriate Engineering Shop Supervisor and/or trade supervisor and written approval is received. 3. In the event of discrepancies between the drawings and/or specifications, the costlier or more restrictive condition shall be deemed the contract requirement, unless otherwise stated in writing by the VA. The Contractor shall obtain written approval from the CO for any substitutions or modifications. The Contractor shall provide products as specified with manufacturer s information. The Medical center is a 24/7 facility with multiple Users. The Contractor is required to work directly with the Government point of contact (POC) or Contracting Officer s Representative (COR), if assigned, in Engineering. Scheduled services shall be arranged with the POC/COR no less than one week in advance the POC/COR will schedule the services with the host departments. Any changes in the schedule or coordination required with the User shall be facilitated by the POC/COR. Primarily Contractors shall be the main point of contact for Subcontractors, and the Contractor is responsible for ensuring all Subcontractors comply with all aspects of the contract. When necessary, Contractors and their Subcontractors shall work with the POC/COR and User main point of contact only (as designated). Details within the framework of each activity may be discussed directly with the User point of contact with prior approval of the POC/COR. The POC/COR must be copied on all correspondences. 6. Requests for information (RFI) must be submitted in writing to the VA. 7. Contractor and Subcontractors shall warranty work performed for a period of one year from the date of final acceptance. 8. The Contractor shall review all submittals (including those from Subcontractors) and verify accuracy of contents, to include material details and conformance with the specified environmental and job conditions. Submittals shall be stamped to signify that it has been reviewed by the Contractor as noted above and sent to the VA for review and approval. The Contractor shall provide samples of any materials if requested. The Contractor shall furnish all submittals, including detailed billing for all services, directly to the POC/COR for review and approval/disapproval. All invoices shall include detailed, distinct explanations of all charges individually. 9. Contractor, subcontractor & employee qualification/credentialing D. DETAILED REQUIREMENTS: Work to include: 1. Test and certify twenty-seven (27) Fume Hoods/Laminar Flow Tables, five (5) Biological Storage Cabinets, and one (1) Compounding Aseptic Isolator (CAI to CETA specifications) In Accordance With (IAW) all State, Federal and VA rules, laws, directives, memoranda, and specifications, semiannually. The Contractor shall strictly adhere to all current standards (or their most recent revisions) listed below in Applicable Documents. The Contractor shall perform and report results for the following tests and services as applicable to each piece of equipment as designated in the attached addenda entitled SOW Attachment 1 Fume Hood Equipment List , in Buildings 2, 17, 18, 70 and 78. a. Down flow velocity test. b. Inflow velocity test. c. Airflow smoke pattern test. d. Tracer gas containment test. e. HEPA/carbon filter test. f. Blower interlock test. g. Alarm function test. h. Electrical leakage test on main cabinets. i. GFCI outlet trip test. j. Lighting intensity test. k. Vibration test. l. Noise level test. m. Ultraviolet (UV) lamp test. n. Semi-annual CETA testing and certification of Pharmacy Compounding Hood IAW USP 797 including all viable/nonviable sampling as well as a smoke visualization test under dynamic conditions as outlined in CETA CAG-003003-2006 o. Visual inspection to identify defects, damage, misuses, or missing parts. p. A decal or label shall be affixed to the equipment, in a visible location, indicating the equipment designator/serial number, test results and date of the certification. q. Post Out of Service signs on equipment that fails certification. r. Immediate notification of the User and the POC/COR if equipment fails certification (to include a report). The POC/COR will be responsible for forwarding the scheduled (semiannual) reports to the User. s. Remove, replace and discard used HEPA filters annually or as needed for proper equipment performance. Remove, replace and discard all used carbon filters and pre-filters semiannually, or as needed for proper equipment performance. Off-site disposal of all filters are the sole responsibility of the Contractor the Contractor shall comply with all State, Federal, VA and other regulations regarding the disposal of hazardous waste. 2. Provide TAB Services and associated reporting IAW all State, Federal and VA rules, laws, directives, memoranda and specifications, annually or quarterly as required by VA 1116(2). These Services shall include but not be limited to air exchange rate calculations, testing of balance status for designated positive and negative balance areas and the relationship of positive and negative areas to adjacent/connecting areas as specified, and adjusting (as necessary) air distribution and quality systems to maintain facility compliance to VA, Federal, State and industry design manuals, operational directives, memoranda and standards. If infrastructure deficiencies exist with any of the areas in question VA shall be responsible for correction of the deficiencies for the equipment to be covered under this contract. The Contractor shall perform and report results for the following tests and services as applicable to each piece of equipment as designated in the attached addendum entitled SOW Attachment 1 Fume Hood Equipment List , for the following buildings, rooms and areas: a. Building 2 room B10 (Morgue) verify negative room balance and report on the status of the balance relationship at transition to the B20 corridor (negative to neutral). No less than twelve (12) air exchanges per hour are required. b. Building 2 room 220 Sterile RME Storage (positive balance) requires a minimum four (4) air exchanges per hour, and room 207 Soiled Utility (negative balance) requires a minimum of twelve (12) air exchanges per hour. The Contractor shall verify room balances and test and report on the status of the balance relationship at transition areas 207 to the adjoining corridor (negative to neutral) and 220 to the adjoining corridor (positive to neutral). c. Building 10 SPS suite verify negative balance of rooms B04, B05, B06, B07, B08, B09, B10, B11, B12, B16 and B18, verify positive balance of rooms B13, B14, B15, B17, B19, B20, B21, B22, and B23. The Contractor shall test and report on the status of the balance relationship at transition areas B04 to B01B (negative to neutral), B09 to B01C (negative to neutral), B18 to B14 (negative to positive), B15 to B01D (positive to neutral), B14/17 to B01C (positive to neutral, door is labeled B14 in corridor) B15 to B16 (positive to negative), B19 to B20 & B22 (positive to negative{s}), and B19 to B01D (positive to neutral). Soiled decontamination (negative) spaces require six (6) air exchanges per hour, sterilization spaces (negative) require a minimum of ten (10) air exchanges per hour. Preparation and assembly (positive) areas require a minimum of four (4) air exchanges per hour. Sterile, semi-sterile and clean RME storage spaces require a minimum of four (4) air exchanges per hour. d. Building 17 Animal Room Suite verify negative balance of rooms B17A and B17B, and verify positive of balance rooms B07 (AKA 007), B15, B16, B16A, B16B, B16C, B18B and B18C. The Contractor shall test and report on the status of the balance relationship at transition areas B07 to hall (positive to neutral), B15 (positive to neutral), B16 (positive to neutral), B16A (positive to neutral), B16B (positive to neutral), B16C (positive to neutral), B18B (positive to neutral), and B17A (negative to neutral). Negative and Positive spaces require a minimum of ten to fifteen (10-15) air exchanges per hour. e. Building 78 Infectious Isolation room and Anteroom (1238 and 1237)- verify relative negative balances and required Air changes per hour of Isolation Room and Ante Room and test and report on the status of the balance relationship at transition areas from room to the adjoining (neutral) corridor as described within HAVC Design Manual. Room 1238 (isolation) requires a minimum of twelve (12) air exchanges per hour, Rm 1237 requires a minimum of ten (10) ACH. E. APPLICABLE DOCUMENTS AND STANDARDS ANSI/AIHA Z9.2 and Z9.5, ASRAE 110. National Sanitation Foundation/American Standards Institute (NSF/ANSI) Standard 49 Class II Biosafety Cabinetry 2008 or most recent revision, Annex F, items F.1 through F.6. VA 2017 HVAC Design Manual. VA 2015 SPS Design Guide. VA Sterile Processing Services (SPS) Directive 1116(2) 23 March 2016. VA Interim Guide for HVAC RME Requirements (5 September 2017). (edited) VA/TIL 23 05 93 (1 November 2016) HVAC TAB Specification. (edited) VA/TIL 11 53 53 Hood & Bio Storage Cabinet Specification. (edited) VA/TIL 23 81 00 Unitary HVAC Equipment (TAB). (edited) VA/TIL 23 84 00 Humidity Control Equipment. (edited) 01 00 02 General Requirements (Minor NCA Projects). Bedford VA Refrigerant Management Plan 2017. Biosafety in Microbiological and Biomedical Labs 5th Edition or most recent revision. CFR-2011 Title 29 Vol 6 OSHA 1910-1450, 032011 - VA SPD & Dental Air Filtration, USP 797 Sterile Compounding. GUIDE FOR THE CARE AND USE OF LABORATORY ANIMALS 8th Edition or most recent revision; MCM Laminar Flow Hoods & Bio Safety Cabinets. NEBB PST FHT 2009, 03-2011 - SPD Air Filtration. NEBB TAB Procedures - 7th Edition or most recent revision. and all applicable VA guidelines found in individual VA and Industry Specifications. Available documents and VA TIL(s) are attached. NO CHANGES TO THIS STATEMENT OF WORK WILL BE MADE WITHOUT THE CONTRACTING OFFICER S WRITTEN CONSENT