J045--Backflow Preventer Testing Service Tomah, WI

The Department of Veterans Affairs issuing this sources sought synopsis as a means of conducting market research to identify parties having an interest in and the resources to support a requirement for annual testing of the backflow preventers located at the Tomah VA Medical Center (Tomah VAMC). See Statement of Work at the end of this document. This Sources Sought Synopsis is published for market research purposes only. The result of this market research will be used to determine if a set-aside for any small business program is appropriate. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 238220 - Plumbing, Heating, and Air-Conditioning Contractors.
THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred.
If your organization has the capacity to perform these contract services, please provide the following information: 1) organization name, address, email address, website address if applicable, telephone number, and size and type of ownership for the organization; and 2) tailored capability statements addressing the particulars of this effort and documentation supporting claims of organizational and staff capability. If significant subcontracting or teaming is anticipated to deliver technical capability, organizations should address the administrative and management structure of such arrangements. All information submitted will be treated as proprietary information and will not be disclosed to third parties.
The government will evaluate market information to ascertain potential market capacity to provide services consistent in scope and scale with those described in this notice and otherwise anticipated.
BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THE GOVERNMENT, IN ITS SOLE DISCRETION, MAY PROCURE THIS REQUIREMENT IN ANY MANNER CONSISTENT WITH APPLICABLE STATUTES AND REGULATIONS.
Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.
Submission Instructions: Interested parties who consider themselves qualified to perform the above-listed services are invited to submit a response to this Sources Sought Notice by 3:00 PM Local Time (CST) February 13, 2026. All responses under this Sources Sought Notice must be emailed to Laura.Broacha@va.gov.




STATEMENT OF WORK BACKFLOW PREVENTER TESTING

Contractor shall provide all equipment, material, labor, travel costs, qualified personnel and supervision to annually test the backflow preventers located at the Tomah VA Medical Center (Tomah VAMC), according to the following statement of work.
SCOPE Contractor must annually test and re-certify thirty-one existing backflow preventers/cross connection controls/devices, located throughout the campus of the Tomah VA Medical Center. See Table 1- Schedule of Backflow Preventers below for details.
Currently the Tomah VAMC has 31 existing backflow preventers. In the event of the installation of new backflow preventers with new construction in the future, the Contractor shall be responsible for the testing and re-certifying of any newly installed backflow preventers, through contract modification, with a not to exceed total backflow preventer quantity of 45 for the duration of this contract. In the event of a backflow preventer failure, the Contractor shall provide repair services, at the agreed upon hourly rate, up to, but not to exceed 30 hours of repair services labor per year, for the Base Year, and each subsequent Option Year (total of four potential option years), for the life of the contract. All repair parts must be provided by the Tomah VA Medical Center.
Testing must be in accordance with all applicable Federal regulations, Veterans Health Administration (VHA) requirements and/or directives, State of Wisconsin Administrative Code SPS 382.41- Cross Connection Control, and Local codes and regulations.
Any changes to this SOW must be authorized and approved only through written modification of this contract from the Contracting Officer (CO) in coordination with the Contracting Officers Representative (COR). Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor.
Notwithstanding, the Contractor shall perform no additional work without the prior written authorization of the Contracting Officer. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor at no additional cost to the Government.



Table 1: Schedule of Backflow Preventers
Item # Building Location Within Building Device Serves Manf./Model Size 1 452 452 STERIS-COLD Watt LF008PCQT 1/2" 2 452 452 STERIS-HOT Watt LF008PCQT 1/2" 3 452 452 STERIS-HOT Watt LF919PCQT 1/2" 4 452 452 STERIS-COLD Watt LF919PCQT 1/2" 5 452 452 R.O. SKID Watt LF919 3/4" 6 452 452 BOILER MAKE UP Watt LF919 3/4" 7 452 452 STERIS UNIT Watt LF008 1" 8 452 452 STERIS WASHER UNIT Watt LF008 1" 9 15 GYM BOILER ROOM BOILER WATER MAKE-UP WATTS 009QT 1/2" 10 400 S WALL BASEMENT STAIR WELL BACKUP CHILLER CONDENSER WATER SUPPLY WATTS 909B 4" 11 400 N WALL BASEMENT MECH RM BLD400 MAKEUP WATER TO CHILLED WATER SYSTEM WATTS 909 1" 12 401 BASEMENT MECHANICAL ROOM CHILLER AND HEATING SYSTEM WATTS 957 3" 13 260 MECH ROOM,260, CARWASH CAR WASH EQUIPMENT WATTS 919 2" 14 406 BLDG 406 BSMT EQUIP RM IRRIGATION WATTS 919 1 1/2" 15 415 BLDG 415 MAIN FLOOR WATER SOFTENER, BOILER MAKE-UP WATTS 909 1 1/4" 16 400 PENTHOUSE HVAC MAKE-UP WATTS 009M3 3/4" 17 455 BLDG 455 MECH ROOM BATHROOM POTABLE WATTS 919 2" 18 409 BASEMENT WATER ENTRANCE AIR CONDITIONER WATTS 909QT 3/4" 19 410 BASEMENT WATER ENTRANCE AIR CONDITIONER WATTS 919QT 3/4" 20 424 BLDG 424 PENTHOUSE EQUIP RM W HVAC MAKE-UP WATTS 909 1" 21 424 BLDG 424 RM 149 REFR EQUIP RM REFRIGERATION EQUIPMENT WATTS 909 1 1/2" 22 406 BLDG 406 BSMT EQUIP RM VACUUM PUMPS WATTS 909 1" 23 415 BLDG 415 TANK DECK HVAC MAKE-UP WATTS 909 2" 24 403 BLDG 403 RM 1 BSMT HVAC MAKE-UP WATTS 909 1" 25 404 BLDG 404 RM 1 BSMT HVAC MAKE-UP Watts 909 1" 26 404 BUILDING 404 HVAC MAKE-UP WATTS 909QT 1" 27 402 BSMT CENTER BLDG 402 HVAC MAKE-UP WATTS 009 1" 28 415 BLDG 415 UPPER DECK EMERGENCY BOILER WATER WATTS 009 3" 29 415 BLDG 415 BSMT HVAC MAKE-UP WATTS 009QT 1" 30 452 BLDG 452 EQUIP RM DISTILLER WATTS 009 1" 31 408 BLDG 408 BASEMENT HVAC MAKE-UP WATTS LF909QT 1"
SERVICE HOURS AND FEDERAL HOLIDAYS
Normal hours of coverage are Monday through Friday from 7:30 am to 4:30 pm, excluding holidays. All work must be performed during normal hours of coverage unless otherwise requested or approved by the COR or their designee. All contract work must be on a date and time mutually agreed upon between the Contractor and the COR. Federal Holidays observed by the VAMC are: New Years Day Martin Luther King Presidents Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day
GENERAL INFORMATION
Compliance with General Safety Regulations: All Contractors and Subcontractors performing services for the Government must comply with all Occupational Safety and Health Administration (OSHA), State, County and Municipal Safety and Occupational Health Standards and any other applicable rules and regulations. All Contractors and Subcontractors shall be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site area under this contract. All ladders, scaffolding, tools, equipment, personal protective equipment, etc. must be OSHA approved for the work to be performed. Contractor must use caution signs as required by OSHA Regulations. Caution signs must be on-site on commencement of Contract. The Contractor must coordinate all dates for annual testing with the COR. The contractor s FST (Field Service Technician) must contact the COR/POC prior to performing service at this location and must communicate to the COR of their presence on the Tomah VA Medical Center campus. The contractor must obtain all other necessary licenses and/or permits required to perform all work under this contract. Contractor is responsible for replacing any items damaged by the contractor, sub-contractor, their employees, or equipment at no extra charge to the Government. Contractor must not interrupt any utility service while performing under this contract. Contractor personnel must conduct their work in a manner that does not interfere with the normal functions of the facility and will stop work if instructed by the CO or COR as required if interruptions do occur. The Contractor is responsible for supplying, completing, and submitting all reports required or requested by any additional Federal, State, or local codes as they pertain to any work performed under this contract.
CONTRACTING OFFICER S REPRESENTATIVE (COR) Scheduling of work must be arranged with at least one, or all designated Points of Contact in the following order: contract COR (Contracting Officers Representative) or contract ACOR (Alternate Contracting Officers Representative). Specific contact information will be provided upon contract award.
COMPETENCIES AND QUALIFICATIONS OF KEY PERSONNEL SERVICING EQUIPMENT: Each respondent firm must provide proof they have the necessary infrastructure, facilities, and technical staff to handle the contracted work. The staff must include a Field Service Technician (FST), and a second FST who will serve as the backup Every FST must hold a registration issued by the State of Wisconsin Department of Safety and Professional Services (SPS) as a registered Cross Connection Control Assembly Tester. Contractor shall present said registration(s) at the time of bid offer.
ORIENTATION FOR CONTRACTOR EMPLOYEES: Contractor must attend an orientation meeting as arranged by the Contracting Officer's Representative (COR). The VA will schedule this meeting, and it will include discussion of the following topics: (VA will provide information to the contractor regarding these topics and will document the meeting) Fire and Safety Infection control Disaster procedures - Other The Contractor is responsible to ensure that Contractor employees coming to the work site receive the information required above.
CONTRACT DELIVERABLES Contractor must provide, to the COR, after completion of work, at the minimum, the following deliverables: All Field Service Reports and completed inspection checklists as they apply. See example Table 3 below indicating minimum reporting requirements. Contractor must provide all maintenance recommendations that result from service and inspections performed under this Statement of Work.
Table 3:
Date of Inspection Certification Expiration Date: Building Number Location within Building Device Serves Device Manf./Model Device SN # Assembly Type Size *3/31/23 *3/31/24 *15 *Gym Boiler Room *Boiler Make-up Water *Watts 009QT *163345 *RP *½ * Example only
SECURITY REQUIREMENTS All Contractor FST s (Field Service Technician(s)) must obtain contractor ID badges from the COR. Identification must be worn visible always by the Contractor and all FST s while on premises. Contractor must coordinate with COR to acquire said identification badges. During normal working hours of operation, Monday through Friday, the contractor must check in with the COR/Tomah VAMC (Veterans Affairs Medical Center) POC (Point of Contact) when arriving to perform work and check out with the COR/Tomah VAMC POC when work/workday is complete. During other than normal hours of operation, the contractor must sign in and out with the Fire Department located at the east end of B36. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Effective January 1, 2019, smoking is prohibited both inside and outside (entire campus) at the VAMC. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION (NARA) 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. chapters 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. The Tomah VAMC 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 VA Tomah 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 VA Tomah. 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 VA Tomah 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. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (E). 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 VA Tomah 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 VA policy. The Contractor shall not create or maintain any records containing any non-public VA Tomah 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 Tomah VAMC 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 the Tomah VAMC 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 The Tomah VAMC-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. To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor. Flow down of requirements to Sub-contractors. 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. PLACE OF PERFORMANCE Tomah VA Medical Center, B415, 500 E. Veterans St., Tomah, WI. 54660
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