J046--Reverse Osmosis and Deionized Water Systems Preventative Maintenance and Servicing

Document Type: Sources Sought Solicitation Number: N/A Original Response Date: September 11,2020 NAICS CODE: 811310 Contracting Office Information: Department of Veterans Affairs Network Contracting Office 3 130 W. Kingsbridge Road Rm. 9b16 Bronx NY 10468 Synopsis: Please note that this is not a request for quotes or proposals, the Government is seeking information for market research purposes only. The Department of Veterans Affairs, Bronx VA Medical Center, is conducting a market survey for qualified firms capable of providing the following services for Bronx VAMC. SCOPE OF SERVICES-PREVENTATIVE MAINTENANCE, SCHEDULED/UNSCHEDULED SERVICE, AND REPAIR Contractor shall provide all labor, materials, equipment, transportation, lodging and supervision necessary to perform preventative maintenance for the follow Reverse Osmosis and Deinonized Water Systems located in the Research Building (Building 105) at the James J. Peters VA Medical Center. The systems are: 5th Floor Research US Water Systems RO/DI System consisting of: 14 x 73 Prelude Zeo-Right Backwashing Filter 14 x 73 Prelude Carbon Backwashing Filter 30 x 64 Prelude Twin Alternating Water Softener (2 tanks) 18 x 40 Prelude Brine Tank 8 x 8 D x 28 H 1 Micron Pre-Filter Axeon R1 1140 1400 GPD RO System 350 Gallon Plastic Mart RO Storage Tank with 0.2 Micron Vent Filter Grundfos CRN 5-6 Pump (4) Deionization Filters 36 GPM Polaris Scientific UV Light (10 H x 10 D x 42 L) (2) Hurricane 90 0.2 Micron Filter (15 DIA x 30 H each filter) Resistivity Meter (6 H x 5 W x 4 D) Master Control Panel and additional sensors, gauges, and meters 4th Floor Research NMP Water System RO/DI System consisting of: 13 x 54 Custom Care Automatic Backwashing Sediment Filter 13 x 54 Custom Care Automatic Backwashing Carbon Filter 13 x 54 Custom Care Automatic Bashwashing Softener 18 x 40 Custom Care Brine Tank 2000 GDP Custom Care Reverse Osmosis System Custom Care 250 Gallon RO Storage Tank with Vent Filter Gould s 2HP distribution pump (4) 14 x 47 Deionization Filters Galsco Twin Bulb 30 gpm UV light Harmsco 0.2 Micron Filter Master Control Panel with additional sensors, gauges, and meters Ground Floor Research US Water Systems RO System consisting of: 24 x 72 Prelude Automatic Backwashing Sediment Filter 24 x 72 Prelude Automatic Backwashing Carbon Filter Prelude Twin Alternating Water Softener (2 tanks) Prelude Brink Tank Flexeon 15000 RO system 135 Gallon Storage Tank with Vent Filter 3/4 HP Feed Water Booster Pump with Starter Contractor shall perform all preventative maintenance (PM) checks and services according to OEM (Original Equipment Manufacturer) recommendations to include all labor, travel, shipping, replacement parts, and materials required to perform Preventative Maintenance checks and services, all included in the total cost of the maintenance service agreement for the equipment specified. See Equipment Listing above. A preventative maintenance schedule/checklist for all included equipment is required and shall be provided by the contractor. The contractor shall be responsible for obtaining all technical documentation and test equipment (service manuals) necessary to fulfill contractual obligations. The Bronx VA shall not and cannot provide any such documentation or equipment to the contractor. Contractor will annotate an hourly rate all-inclusive of labor and travel for any repair and/or replacement of parts not deemed routine PM checks and servicing. Those parts will be paid for outside of this Preventive Maintenance contract. Refurbished parts or gray market parts will not be accepted. Contractor shall present manufacturer s suggested list price of all equipment to the PM shop work leader/designee. Parts should be furnished at a discounted rate from prevailing manufacturer s suggested list prices of all equipment. Before utilizing parts, Contractor shall receive written approval from the COR before proceeding with repair/replacement. Parts will be billed against the Emergency Repairs Line of the Price Schedule. The schedule of preventative maintenance (PM) checks and services shall be conducted at a minimum of once a month, and more if necessary, in order to perform ALL OEM recommended preventative maintenance for the listed equipment. It is the government s expectation that the contractor be a subject matter expert (SME) regarding Preventive Maintenance and Services that are required for each piece of equipment in accordance with manufacturer guidelines. For the equipment listed above a Preventive Maintenance and Services Plan is needed which will define the type of work to be performed, the extent of work to be performed, and the frequency/duration of this work. As part of this plan, contractors must submit a Checklist detailing items that will be addressed and covered in the contract for each piece of RO/DI Equipment during each Site Visit / Preventive Maintenance Service. The Checklist must include all parts and labor that will be covered in the contract. A checklist shall be provided by the contractor at the beginning of the performance period before the required work begins. These Checklists should mirror the Preventive Maintenance Schedules in the Maintenance Manuals for each piece of RO/DI Equipment. These Checklists must be used during the Site Visits / Preventive Maintenance Service and signed by the Technician indicating that all applicable services were completed for each piece of equipment. Standard service requests made, beyond the preventative maintenance services provided above, will be responded to via phone, email or in person, within four (4) business hours of the request with a timeline for the repair. Every effort is made to reduce downtime and ensure the facility continues to operate at peak performance. Emergency service requests, beyond the preventative maintenance services provided above, will require a four (4) hour response by phone, email or in person and a qualified technician directly engaged either onsite or via a remote internet connection, within 24 hours. Service work requested, either Standard or Emergency will be started within three (3) business days, of the request from the Contracting Officer Representative (COR) and guaranteed up time shall be within five business days, unless a part is not on hand or has to be ordered. In that situation the contractor will give notification to the COR of Estimated Time of Arrival (ETA) of the part(s) and estimated up time in writing/e-mail. Contractor shall only respond to requests for service from VA Medical Center COR or the Contracting Officer. If service is requested from any other source the Contractor is to advise the caller of this requirement and refuse to respond. Any billing resulting from unauthorized service will not be paid by the government. Contractor shall provide the government individual service reports within ten (10) business days of maintenance/service (e-mailed to the COR for verification), which describes the maintenance, repair, work, and/or services that were performed on the equipment. This report must also include any needed repairs, other work/service, and recommended parts for future visits to keep machines in good running condition. No additional work will be conducted outside of the scope of work of the contract without a Purchase Order being issued to the contractor from the government for the required parts/work. Prior to commencement of and immediately after each service visit, the contractor and/or contractor s authorized repair technician must check in and out with the COR and/or other designated individuals. Due to heightened security requirements, the contractor and/or contractor s authorized service representative will be required to wear an ID Badge which will be signed for upon arrival and turned in when leaving. This badge must be turned in before leaving the premises; otherwise the vendor/contractor will be required to pay for the unreturned ID Badge. CONTRACTOR REQUIRED QUALIFICATIONS, EXPERIENCE & TECHNICAL CAPABILITY (TO PERFORM SERVICES) The contractor shall have at least 3 years experience in preventative maintenance of kitchen equipment in VA Medical Center Kitchen Facilities and/or facilities of comparable size, scope, and complexity. During the formal bid submission process, contractors shall submit 3 relevant (Reverse Osmosis or Deionized Water Systems PM Projects) completed within the last six years. Each project shall contain information demonstrating the relevance of the experience as it relates to the current requirement. Relevant experience is experience that took place in hospitals/medical facilities that are the same in size, scope, complexity that are/were fully operational. Contractor employees shall be knowledgeable of original equipment manufacturer standards associated with conducting Preventative Maintenance on Reverse Osmosis or De-Ionized Water Systems Equipment and more specifically, the types of equipment listed below. Contractor will be required to provide proof of their experience and technical capabilities/qualifications of technicians by submitting certifications or written letter of qualification from the equipment manufacturer. During the formal bid submission process, contractors shall include a description of the skills, abilities, knowledge, and experience of the personnel who will be responsible for carrying out Performance Work Statement tasks. Resumes shall be provided for each personnel/staff member that will be performing work and/or the progress of the requirement in a director or indirect capacity. Required documents (or other documents that are provided) are required for both the prime contractor and subcontracting personnel to verify their capabilities, qualifications, and experience. Subcontractors (and subcontracting personnel) that are to be utilized for this requirement shall be identified by the prime contractor. Subcontracting personnel must meet the minimum qualification standards. The North American Industry Classification Systems (NAICS) is 811310. Responses to this notice must be submitting in writing via email and must be received no later than September 11, 2020. No telephone inquiries will be accepted. The purpose of this notice is to gain knowledge of potential qualified sources for this procurement relative to NAICS 811310. Qualified offerors shall be experienced in addition to providers (sellers) capable of supporting this facility. Responses to this notice will be used by the Government to make appropriate acquisition decisions. Responses to this notice should include company/individual name, a service capability statement, and examples of similar facilities which you have provided services to DUNS number, address, and point of contact. If your firm is a Service-Disabled Veteran Owned or Veteran Owned Small Business, you must be CERTIFIED in VetBiz (see internet site: http://vip.vetbiz.gov). Responses to this notice must be submitted in writing (email or fax) and received no later than September 11, 2020 at 5:00PMEST. A solicitation is not currently available. If a solicitation is issued, it will be announced on Federal Business opportunities website http://www.sam.gov later, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement. Email: contact@example.gov or fax: +1 (555) 000-0000.