J065--Deionized Tank Maintenance

1. This is a combined synopsis/solicitation for commercial services/items prepared in accordance with the format in FAR Subpart 12.6 in conjunction with FAR Part 13, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a separate written solicitation will not be issued. 1.a. Project Title: Deionized Tank Maintenance 1.b. Description: VA Loma Linda Healthcare System is seeking a contractor to deliver and exchange the deionized bottles for all VA Loma Linda water softeners. 1.c. Project Location: VA Loma Linda Healthcare System, 11201 Benton Street, Loma Linda, CA 92357 1.d. Solicitation Type - Number: Request for Quotes (RFQ) - 36C26221Q0945. 1.e. Set Aside: This solicitation is issued as a Service-Disabled Veteran Owned Small Business set aside. 1.f. Applicable NAICS code: 811310, Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance. 1.g. Small Business Size Standard: $8 Million 1.h. Type of Contract: Firm Fixed Price 1.i. Period of Performance: Base + 4 options 1.j. Wage Determination applicable to this project: SCA WD 2015-5629 revision 14 1k. Job walk will be conducted at 830am on Monday, July 12, 2021. Participants will meet in the main lobby (next to the Starbucks) of the VA Loma Linda Healthcare System, 11201 Benton Street, Loma Linda, CA. Please email contact@example.gov to indicate intent to participate. Participants will meet with Fernando Castaneda. 1.l. Request for Information (RFI) should be submitted via email no later than 1pm PST Thursday, July 15, 2021 to contact@example.gov 2. Statement of Work 2.1. Objective. VA Loma Linda Healthcare System is seeking a contractor to deliver and exchange the deionized bottles for all VA Loma Linda water softeners. 2.2. Background. All deionized tanks in the facility are required to be maintained in order to keep the water free from any kind of bacteria. These tanks are found in places like the surgical area and kitchen. These tanks are required to be exchanged weekly, monthly and quarterly depending on the room where located. 2.3. Scope. Contractor to furnish all labor, materials, supplies, tools, equipment and qualified personnel to perform the following tasks. The tasks will include: Check in with plant personnel daily Check in for coronavirus Provide schedule of work being performed. Provide proper safety protocol for operation of equipment. Contractor will wear proper personnel equipment. Deliver and exchange weekly (2) 12x54 Hot PE Softeners at main kitchen. Deliver and exchange (4) 1447 tanks quarterly located on Service Bay 8 on 3rd floor. Deliver and exchange monthly (24)1040 MB DI located in (SPS) service bay #4 3rd floor. Replace 20 5 Micron filter monthly located in (SPS) service bay #4-3rd floor. Replace filter endotoxin 20 0.005 monthly located in (SPS) service bay #4-3rd floor. Sanitize loop annually located in (SPS) service bay #4 -3rd floor. Replace UV Lamp and quartz annually located in (SPS) service bay $-3rd floor. Provide lab testing of (Endotoxin-Bacteria) as requested. Deliver and exchange (4) tri beds of 1447 CSM DI Exchange tanks every two weeks. location mechanical room1D-01(FMS) Deliver and exchange (2) 1447 for water softener back up monthly location mechanical room 1D-01(FMS) Deliver and exchange (13) 818 mix bed tanks monthly in research lab room #2C30. Deliver and exchange (13) 818 mix bed tanks monthly in lab room #4C03. Deliver and exchange (13) 818 mix bed tanks Histology lab 3C28. Perform annual TOC Lamp and quartz sleeve in research lab room 2C30. Perform annual TOC Lamp and quartz sleeve in research lab room 4C03. Perform annual TOC lamp and quartz sleeve room 3C28 lab Clean up and dispose of any trash they created properly. Will present receipt sheet of tanks being delivered for the operator to sign. Will provide in writing information on discrepancies found on equipment 2.4. Licensing Requirements The contractor will provide all required licenses, certifications, permits, documents, as required and requested. The contractor will provide all required, qualified, license, and certified labor, technicians, equipment, materials, tools, transport, supervision, safety requirements, personal protective equipment (e.g., safety boots, safety glasses/goggles, gloves, protective wear, masks, etc.). 2.5. Specific Tasks Schedule with the Contracting Officer Representative (COR) or Designee five (5) business days in advance prior to start of work. All personnel are required to have a valid Loma Linda contractor badge prior to start of job. All energy sources (electrical, water, etc.) shall be locked and tagged out, and upon completion of work, will be re-energized and verified. Workers or a designated lead or supervisor are/is to check in with the Graphics Control in the plant prior to work each day. Potential Vendor shall conform to the following standards, policies, regulations, governing agency, and any other local, state, or federal guidelines that are listed here OSHA Regulations, www.osha.gov NFPA, www.nfpa.org 2.6. Performance Monitoring. The Contracting Officer Representative (COR) or Designee will monitor contractor performance. 2.7. Period of Performance. The period of performance will be a base year plus 4 options. Normal working hours at the sites are 6 am 3:30 pm, excluding National holidays. a. National Holidays: New Year s Day January 01 Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Independence Day July 04 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 b. If the holiday falls on a Sunday, the following Monday will be observed as a National holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National holiday by U.S. Government Agencies, and any day specifically declared by the President of the United States of America. c. Overtime & Holiday Pay: Any overtime and/or holiday pay that may be entitled to the Contractor s employees shall be the sole responsibility of the Contractor and shall not be billed to nor reimbursed by the Government. 2.8. Contractor will bill and be paid for actual services provided by Contractor personnel. Contractor will not be paid for availability or on-call services unless otherwise provided herein. 2.9. Contractor Personnel Background Requirements. The Office of Security and Law Enforcement provides Department-wide policy on the assignment of appropriate position sensitivity designations associated with Department of Veterans Affairs (VA) positions involving national security and public trust responsibilities, and on the level of background investigations required for applicants for, and incumbents of, those positions. In addition to VA employees, the policy and investigative requirements are applicable to Contractor personnel who require access to VA computer systems designated as sensitive. Personnel who require access to VA computer systems shall be subject to all necessary background investigations and receive a favorable adjudication from the VA Office of Security and Law Enforcement to ensure compliance with such policy. If such investigation has not been completed prior to contract commencement, the Contractor shall be responsible for the actions of those individuals performing under the contract. Should the contract require Contractor personnel to maintain U.S. citizenship, the Contractor shall be responsible for compliance. Regardless of U.S. citizenship requirements, Contractor personnel are required to read, write, speak, and understand the English language, unless otherwise specified in this contract or agreed to by the Government. The cost of such investigations shall be borne by the Contractor, either in advance or as reimbursement to the Government. The level of sensitivity shall be determined by the Government on the basic of the type of access required. The level of sensitivity will determine the depth of the investigation and the cost thereof. At this time, the current estimated costs for such investigations are as follows: Level of Sensitivity Background investigation level Approximate Cost Low Risk National Agency Check with Written Inquiries $ 231.00 Moderate Risk Minimum Background Investigation $ 825.00 High Risk Background Investigation $ 3,465.00 The Contractor shall be required to furnish all applicable employee information required to conduct the investigation, such as, but not limited to, the name, address, and social security number of Contractor personnel. The VA will provide all the necessary instructions and guidance for submission of the documents required to conduct the background investigation. Background investigations shall not be required for Contractor personnel who will not be required to access VA computer systems nor gain access to sensitive materials. 2.10. Contractor Personnel The Contractor shall provide a contract program manager who shall be responsible for the performance of the work. The name of this person shall be designated in writing to the Contracting Officer. The Contractor s Program Manager shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. Program Manager: Company Name: Address: Phone No: Email: 2.11. Contractor Employees The Contractor shall not employ persons for work on this contract if such employee is identified to the Contractor as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population. Contract Personnel shall be subject to the same quality assurance standards or exceed current recognized national standards as established by the Joint Commission (JC). Badge. Contractor shall obtain a Contractor I.D Badge from the VA Police. All Contractor personnel are required to wear I.D Badge during the entire time on VA facility. The I.D Badge MUST have an identification picture and shall state the name of the individual and the company represented. Parking: It is the responsibility of the contract personnel to park in the appropriate designated parking areas. Parking information is available from VA Police & Security Service Office. The Contractor assumes full responsibility for any parking violations. Smoking is strictly prohibited on the grounds of any VHA facility. Per VHA Directive 1085 dated March 5, 2019, it is VHA policy that all VHA health care facilities, including hospitals, community clinics, administrative offices and Vet Centers, will be smoke-free for patients, visitors, contractors, volunteers, and vendors effective October 1, 2019. There will no longer be designated smoking areas. 2.12. Insurance Coverage The Contractor agrees to procure and maintain, while the contract is in effect, Workers Compensation and Employee s Public Liability Insurance in accordance with Federal and State of California laws. The Contractor shall be responsible for all damage to property, which may be done by him, or any employee engaged in the performance of this contract. The Government shall be held 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. Before commencing work under this contract, the Contracting Officer shall require the Contractor to furnish certification from his/her insurance company indicating that the coverage specified by FAR 52.228-5 and per FAR Subpart 28.307-2 has been obtained and that it may not be changed or canceled without guaranteed thirty (30) day notice to the Contracting Officer. The Contractor shall furnish to the Contracting Officer within fifteen (15) days of award an Official Certification from the insurance company indicating that the coverage has been obtained and that it may not be changed or cancelled without guaranteed thirty (30) day notice to the Contracting Officer. New certifications shall be furnished at least thirty (30) days prior to the expiration date of the current insurance policy. The phrase will endeavor is not acceptable terms to the Government and such coverage carrying that phrase will be rejected and services may not be rendered until proper certificate is issued. 3. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2020-01, dated 10/10/2019. The following provisions and clauses apply to this solicitation and can be found in enclosure 2. 3.a. FAR 52.212-1, Instructions to Offerors Commercial Items 3.b. FAR 52.212-2, Evaluation -- Commercial Items 3.c. FAR 52.212-4, Contract Terms and Conditions -- Commercial Items 3.d. FAR 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items 3.e. Supplemental Insurance Requirements 3.f. VAAR 852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside 3.g. VAAR 852.219-74, Limitations on Subcontracting Monitoring and Compliance 3.h. FAR 52.233-2, Service of Protest 3.i. VAAR 852.233-70, Protest Content/Alternative Dispute Resolution 3.j. VAAR 852.233-71, Alternative Protest Procedure 4. Submit written offers in accordance with the following instructions, as well as Addendum to FAR 52.212-1, Instruction to Offerors. Oral offers will not be accepted. Complete and submit enclosure 1 via email no later than 10am PST Friday July 23, 2021 to contact@example.gov. Ensure the following are completed and/or included in the quote packet: 4.3.a. Vendor Information with DUNS number and copy of C36 License 4.3.b. Acknowledgement of amendments 4.3.c. Concurrence/non-concurrence with solicitation terms, conditions, and provisions 4.3.d. Schedule of services 4.3.e. FAR 52.212-3, Offeror Representations and Certifications -- Commercial Items