REAC Environmental Shared Services - Environmental Hazard Test Equipment Purchase Continuous Radon Monitor (CRM)

The Department of Housing and Urban Development (HUD) is issuing this source sought synopsis as a means of conducting market research to identify parties having an interest in and the resources to support this requirement for REAC Environmental Shared Services - Environmental Hazard Test Equipment Purchase Continuous Radon Monitor (CRM) The result of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is NAICS Code: 423690- Other Electronic Parts and Equipment Merchant Wholesalers NAICS Size Standard: 250 employees 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 potential capacity to perform these contract services, please provide the following information: 1) organization name, address, email address, website address, telephone number, and size and type of ownership for the organization; and 2) tailored capability statements addressing the particulars of this effort, with appropriate documentation supporting claims of organizational and staff capability. If significant subcontracting or teaming is anticipated in order to deliver technical capability, organizations should address the administrative and management structure of such arrangements. The government will evaluate market information to ascertain potential market capacity to 1) provide services consistent in scope and scale with those described in this notice and otherwise anticipated; 2) secure and apply the full range of corporate financial, human capital, and technical resources required to successfully perform similar requirements; 3) implement a successful project management plan that includes: compliance with program schedules; cost containment; meeting and tracking performance; hiring and retention of personnel and risk mitigation; and 4) provide services under a performance based service acquisition contract. Based on the responses to this sources sought notice/market research, this requirement may be set-aside for small businesses or procured through full and open competition, and multiple awards may be made. 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 July 14, 2023. All responses under this Sources Sought Notice must be emailed to . Additional information on the required services is listed below. If you have any questions concerning this opportunity, please contact: Toni Hoskinson, toni.hoskinson@hud.gov or 303-842-1198. Note: Below find samples of information that may be useful when issuing a Sources Sought Synopsis. Background: In response to the findings of several U.S. Government Accounting Office (GAO) reviews (GAO 2018-CH-0002, 2020-CH-0003, and 2020-CH-0004), the HUD, Real Estate Assessment Center (REAC), Environmental Shared Services (ESS) developed a Quality Assurance/Quality Control (QA/QC) environmental evaluation practice to focus on new specialized assessments and the continuation of an operational pilot for the collection of information about environmental hazards to identify risks related to lead, radon, carbon monoxide, mold, and asbestos hazards in Federally assisted housing. The Real Estate Assessment Center is developing a prototype program to conduct limited environmental specialized assessments and testing. The Quality Assurance Program (QAP) is designed to verify the extent and effort of housing authorities in carrying out their responsibilities related to applicable environmental requirements. The Quality Control Program (QCP) is designed to confirm Public Housing Authority (PHA) environmental contractor compliance with applicable environmental requirements. The ESS QA/QC environmental evaluations program is not a NEPA Environmental Review, standard Lead Risk Assessment or Radon Measurement. The ESS QA/QC environmental evaluation program objective aligns with HUD's Strategic Plan to create strong, sustainable, inclusive communities and quality affordable homes that are decent, safe, and sanitary. This program strives to significantly lower the health risk from environmental hazards to residents in HUD assisted housing. The Continuous Radon Monitor (CRM) equipment will use pinpointed focus on hazards related to radon. The extent of environmental hazards in public housing is not fully known. The scope of the problem has been previously estimated; however, the data is old and needs to be updated and expanded to provide a more comprehensive environmental evaluation. REAC, with its mandate to evaluate the condition of assisted housing, is the ideal entity to spearhead an enhanced focus on environmental hazards and has the ability to provide a wide range of environmental services to HUD and its stakeholders. To that end, REAC intends to deploy trained and certified environmental evaluators utilizing testing equipment specifically designed to identify and quantify environmental hazards to conduct these evaluations This requirement is new. General Description of Work: The work identified in this contract will adhere to the rules, regulations, laws, standards, and conventions identified by HUD as well as within the federal Government. Constraints may include but are not limited to: The Continuous Radon Monitors (CRM) shall have the following functions and features: A. Certified by the National Radon Proficiency Program (AARST- NRPP) or the National Radon Safety Board (NRSB). B. Designed to conduct both short- and long-term radon measurements. - Short-term refers to measurements that average radon concentrations over days or weeks - Long-term refers to several months over a year C. Include one (1) calibration certificate per device that is valid for one (1) year from shipment date. D. Include a minimum one-year manufacturer's warranty E. Include built in Anti-Tamper Monitoring F. Weight and size limitations: - Maximum detector weight shall be no more than 12 ounces. - Maximum detector dimensions shall be no more than 6 in. (length) x 6 in. (width) x 2 inches (height). G. Minimum device specifications: - Radon Sampling: o Passive Diffusion Chamber - Detection Method: o Alpha Spectrometry - Detector: o Four (4) silicon photodiodes in four (4) distinct radon chambers - Diffusion Time Constant: o Twenty-five (25) minutes - Measurement Range: o 0 - 2700 pCi/L (picocuries per liter of air) o 0 - 100 000 Bq/m - Sensitivity: o ~100 cph at 27 pCi/L - Sampling Rate: o Hourly - Operation Environment: o 39'F to 104'F / 4 to 40 - C o 5% RH to 85% RH non-condensing o 50 kPa to 115 kPa H. Include a minimum capacity of environmental sensors for temperature, humidity, and barometric pressure: - Temperature: o 0.36'F resolution, - 1 - F (typical), - 2 - F o 0.2'C resolution, - 1'C accuracy - Humidity: o 0.5% RH resolution, - 4.5% accuracy - Barometric pressure: o 0.06kPa resolution, - 1 kPa accuracy I. Include a minimum memory, memory storage and capacity: - Memory Type: o Non-volatile flash memory. - Memory Storage: o Internal memory stores 5 years of data - Capacity: o 1,900 days of measurement o 5 data sets of one-year length o 177 data sets of 1-week length o 325 data sets of 2-days length J. Minimum battery life: - Minimum 96 hours of battery life in test mode/continuous monitoring. K. Data Management: - Include Wi-Fi and Bluetooth capabilities. - Software compatible with Windows, IOS, and Android - Include a dashboard, accessible via web browsers and mobile App compatible with Windows, IOS and Android operating systems, capable of: o customizing dataset templates, o naming devices, o assigning employees, o generating reliable, fast, and easy to read reports, o monitoring devices remotely, o and data transfers. 2. The Contractor shall maintain compliance with all current and future Federal IT security requirements. Below are the minimum IT requirements but may change with a final solicitation. The Contractor shall: A. Maintain IT security and comply with all terms and conditions of the contract throughout the term of the contract with respect to all data and information technology requirements. B. Use, maintain, enhance, develop, and upgrade all information technology software and system documentation under this Contract in accordance with Federal Laws, best practices, and regulations. This includes, but is not limited to: i. Federal Information Security Management Act - https://www.dhs.gov/fisma ii. The Privacy Act - https://www.archives.gov/about/laws/privacy-act-1974.html iii. The E-Government Act - https://www.archives.gov/about/laws/egov-act-section-207.html; iv. The Clinger-Cohen Act - https://www.fismacenter.com/Clinger%20Cohen.pdf v. Government Paper Reduction Act - http://www.hhs.gov/ocio/policy/collection/; vi. Office of Management and Budget Circulars A-130, and A-I23 - https://www.whitehouse.gov/omb/circulars_default; vii. Office of Management and Budget Memorandum 17-12 https://obamawhitehouse.archives.gov/sites/default/files/omb/memoranda/ 2017/m-17-12_0.pdf; viii. Department of Housing and Urban Development regulations, Handbooks and Policies - http://www.HUD.gov; ix. GAO directives; and x. Federal Financial Manager Integrity Act (FFMIA). Below are the characteristics of the requirements: HUD seeks a Contractor (contract must be an authorized reseller and preform 50% of the work) that shall provide: A. A minimum of one hundred seventy-five (175) Continuous Radon Monitors (CRMs). - Equipment shall be shipped within thirty (30) days of contract award date. - In the event of backordered items, the vendor shall provide weekly updates on the status and estimated fulfillment of backorders to the COR. B. At a minimum, each individual radon monitor package shall include the following: Continuous Radon Monitor Required Battery Type & Quantity Equipment Manual Appropriate USB-Cable Required Tools, for example: Torx6 Key L Shape Calibration Certificate Manufacturer's Warranty Information Protective Casing Annual Calibration and Repair Services: Annually, each individual monitor shall be tested, quality assured, and calibrated. - An Accredited Radon Chamber (ARC) authorized to calibrate the continuous radon monitor shall be the only method utilized per the National Radon Proficiency Program (AARST- NRPP) or the National Radon Safety Board (NRSB). - The vendor or manufacturer must have its own NRPP and NRSB certified radon chamber and lab experts. - The calibration of CRMs must be performed without any input from the user/owner of the device(s). - After calibration, the device(s) shall be sent back to the owner with a certificate (valid for one year) showing that calibration was completed successfully. - Minimum Calibration Services Required: o Volume discount on multiple units for calibration. o Lab shall have the capacity to calibrate and return the CRMs requiring calibration within seven (7) days of receipt of the equipment. o Each CRM shall be carefully calibrated to a known radon concentration once a year. o The calibration date will represent the anniversary date by which future calibrations are to occur. - Upon receipt of used radon monitors: o Clean battery terminals, o Replace with new batteries, o Replace any missing rubber feet/USB or power covers, o Remove any attachments possible and put into the return shipping package, o Polish monitor avoiding any labels that may be affixed, o Perform any required firmware updates, o Rewind the device to free memory. - After exposure: o Record exposure data and file, o Run through calibration software, o Apply calibration factor, o Validate calibration is successful based on official guideline, o Update calibration label, o Create calibration certificate, o Provide new calibration certificate, o Repackage for shipping, o Return by UPS Ground with notifications. - Per the National Radon Proficiency Program (AARST- NRPP) or the National Radon Safety Board (NRSB) proof of calibration at a minimum shall show: o Manufacturer name o Model number o Serial number o Date of calibration o Name of facility performing calibration o Calibration results Warranty/Service - At a minimum the warranty/service shall substantially conform to the product specifications and be free from defects in design, materials and workmanship under the normal use and service for which the products were designed for a period of twelve (12) months, calculated from the later of the date of purchase or delivery if ordered on the internet On-line Training - CRMs shall include an online (virtual) equipment training class with the purchase of the equipment. Access to the training shall be provided as a link at the time of purchase. In Person Training - Contractor shall provide in person technical training on the equipment, software, dashboard, and cell phone application and applicable training material The in-person training shall take place within 60 days of contract award date. Technical Support Line - Access shall be provided to a a support/tech line for assistance with CRMs as needed. The technical support line shall provide support for equipment, software, dashboard, and cell phone application troubleshooting. Access shall be available Monday through Friday during normal business hours (7:00 am to 7:00 pm).. C. Software and Firmware Updates - Regular updates shall be provided for any cell phone app, software, and firmware at no additional charge. The updates shall be pushed remotely and on an add needed basis. D. Volume Discount - The Contractor/Manufacturer shall offer a - volume discount pricing on the purchase of 20+ units. The tasks require a set of skill categories based on the following approximate breakdown: Special Qualifications: The Contractor is responsible for ensuring all employees possess and maintain current applicable professional certification during the execution of this contract. 1. The contractor shall ensure their radon chamber is credentialed through the National Radon Proficiency Program (NRPP), or the National Radon Safety Board (NRSB). 2. The contractor shall ensure all laboratory personnel are properly credentialed through the National Radon Proficiency Program (NRPP), or the National Radon Safety Board (NRSB). 3. The contractor shall ensure the CRM equipment is calibrated by a recognized National Radon Proficiency Program (AARST- NRPP) or the National Radon Safety Board (NRSB) provider. Contemplated performance metrics: Not determined at this time. Contemplated report requirements: At a minimum Monthly report. Contemplated dollar value of the project: Base Year - $275,000.00 to $280,000.00. Maintenance and training will be required under Options. Note the estimate should be per unit with volume discounts. Contemplated place of performance: Vendor's location