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RFI SOURCES SOUGHT NOTICE

1.0 DISCLAIMER: This Sources Sought is issued solely for information and planning purposes and does not constitute a solicitation. Neither unsolicited proposals nor any other kind of offers will be considered in response to this Sources Sought. Responses to this notice are not offers and will not be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Sources Sought. All information received in response to this RFI that is marked Proprietary will be handled accordingly. Responses to the Sources Sought will not be returned. At this time, questions concerning the composition and requirements for a future Request for Quote will not be entertained. The Department of Veterans Affairs is conducting market research in order to provide Laboratory Services at the Clarksburg WV, VA Medical Center. The Government anticipates awarding a Firm Fixed Price contract that will provide the support services listed within the below Draft Statement of Work.

OBJECTIVE: See Draft SOW.

RESPONSE INSTRUCTIONS:
Name and Address of Company
Any small business designation as certified by the Small Business Administration
A through description of experience in managing support requirements of this nature.

CONTACT INFORMATION: Any questions related to this Sources Sought shall be directed to Mark Smith at Mark.Smith25@va.gov. All information regarding Capabilities Statements or any other proprietary information relative to this Sources Sought shall be submitted via email to Mark.Smith25@va.gov no later than 3:00 PM EST on 12/02/2022.

STATEMENT OF WORK (SOW)- Full Service Water Sampling SPS DI, AERs, Hemodialysis RO, and City Water Panel

1. Contracting Officer s Representative (COR).

Name:

Section:
FMS-Water Safety Coordinator
Address:
1 Medical Center Way
Phone Number:
304-641-6922
Fax Number:

E-Mail Address:
2. Contract Title. Full Service Water Sampling SPS DI, AERs, Hemodialysis RO, and City Water Panel

3. Background.
Contract is required to ensure that the Louis A. Johnson VA Medical Center is providing the best possible water to the SPS and Hemo-Dialysis Departments.
4. Scope.

The Veterans Affairs, VA Medical Center, Facilities Management Services, intends to solicit and award a contract to provide water sampling for monthly and annual SPS DI, and AERs water testing and semi-annual AAMI Hemodialysis water testing service for the DI and AER Water System, and Annual AAMI City water Panel for the Hemodialysis water located in the SPS and Hemo-Dialysis Departments at the Louis A. Johnson VA Medical Center, located at 1 Medical Center Dr., Clarksburg WV 26301 . Services shall be in accordance with the terms, conditions, provisions and schedule of the contract. Services shall be for the period of 1/08/2023 through 1/07/2024.

Specific Tasks-Deliverable Product.
Contractor shall provide all labor, materials, equipment, transportation, lodging and supervision necessary to perform Monthly and Annual Water Sampling for SPS DI and AER water, and Semi-Annual Water Sampling for AAMI Hemodialysis Water Systems, and Annual AAMI City water Panel for the Hemodialysis water located in the Hemo-Dialysis Department at the Louis A. Johnson VA Medical Center, located at 1 Medical Center Dr., Clarksburg WV 26301, in accordance with AAMI TIR34. Contractor shall supply detailed chain of custody, along with the results report. (See 5.1.2 Examples of Chain of Custody for specific information to be provided)
5.1.2 Examples of Chain of Custody:
Detailed Chain of Custody shall include Sample ID, location where sample was obtained, a description of the source, condition received, date obtained, pertaining notes, handling chain type (reported to, sent to, taken by, transported by, relinquished by, received by, analyzed by, and reviewed by), date of each chain change, time of each chain change and pertaining notes.

Service Performed Under Maintenance Plan
5.2 Hours of Operation
All work for this contract is to be done Monday thru Wednesday, and no later than Thursday during the work week. Samples cannot be taken on Fridays, or weekends due to shipment timeframes and maintaining integrity of samples. Samples will be taken in the morning between 7:00am and 12:00pm.

5.3 Process
Using clean hands, use of gloves and eye protection, the contractor will wipe fixture with an alcohol prep pad and allow to dry. The contractor will use clean sample containers and (following manufacturers instructions where applicable for medivators, and DI units when drawing from spiquets on front of units) draw the sample directly into the container, or use a clean unused container or syringe to transfer the sample into the container to reach desired volume. Water shall not be drawn from valve at the filter line above medivators, the water shall be drawn from the bowl. The City water panel shall be drawn from an accessible location determined by FMS and communicated to the conractor prior to arrival. All samples shall be marked on the container immediately after taking the sample and closing the container. A Chain of Custody sheet shall be filled in immediately after each sample taken to be boxed with the samples prior to being removed from the facility. Process may change depending on facility requirements, COR will communicate these changes.
6. Performance Monitoring
Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the performance monitoring of this contract.
6.1 Direct Observation-(Can be performed periodically or through 100% surveillance.)
6.2 Periodic Inspection-(Evaluates outcomes on a periodic basis. Inspections may be scheduled [Daily, Weekly, Monthly, Quarterly, or annually] or unscheduled, as required.)
a. ACCEPTABLE PERFORMANCE

The Government shall document positive performance. Any report may become a part of the supporting documentation for any contractual action.

b. UNACCEPTABLE PERFORMANCE

When unacceptable performance occurs, the COR shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR file.

When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and present it to the contractor's program manager.

The contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the contractor has to present this corrective action plan to the COR. The Government shall review the contractor's corrective action plan to determine acceptability.

Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO.
7. Security Requirements
Vendor will not have access to VA Sensitive Information, patient records, or data. The C&A requirements do not apply and the Security Accreditation package is not required.

All work needs to be scheduled with the COR prior to arriving on site.
For repairs or services performed during normal work hours, 7:00 a.m. to 4:30 p.m. at the Louis A. Johnson VA Medical Center, located at 1 Medical Center Dr., Clarksburg WV 26301, contractor s repairman shall report to the Safety Office, Building 1 Basement, room 111b to be escorted to the appropriate location(s). Contractors shall sign-in and obtain a badge and return the badge at the end of the day. After all work is complete, the contractor s repairman shall again report in person to the room listed above, submit a written service report outlining the services performed and completed to include location and parts used. CO and COR approval is required for any work that needs to be done outside the specifications of the contract.

8. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI).
The Louis A. Johnson VA Medical Center, located at 1 Medical Center Dr., Clarksburg WV 26301 will not furnish parts and/or test equipment for the performance of this contract. It is the responsibility of the contractor to bring the appropriate equipment; and/or supplies necessary to complete the work as required within.

9. Other Pertinent Information or Special Considerations.

All work shall be performed by personnel qualified to work on the specific equipment. All work performed shall compliant with AAMI and CMS guidelines and shall be designed to assure that the Louis A. Johnson VA Medical Center, located at 1 Medical Center Dr, Clarksburg WV 26301 is providing the best possible water to the patients.

9.1 B-2 Sampler Competency
The facility should develop a competency checklist, or similar type of document, for individuals responsible for sample collection. Items that may be included in the checklist include, but are not limited to, the following:
Understanding of the importance of sample collection for Legionella testing.
Received and reviewed local facility Legionella prevention documents.
Received and reviewed national Legionella Guidance Documents, including this document (see attachment A, page 23)
Understands the different equipment for use for collection of samples for Legionella and physical/chemical parameters, and understands how such equipment is operated, maintained and calibrated.
Demonstrates hands-on proficiency for the correct way to collect samples and use of equipment.

Additionally, per VHA Directive 1061, VA medical facilities that contract out sample collection must ensure that individuals collecting samples have demonstrated proficiency and competency. Contracted sampler competency must be evaluated at least annually or when a new contract is implemented.

10. Place of Performance.

The Louis A. Johnson VA Medical Center, located at 1 Medical Center Dr., Clarksburg WV 26301
11. Period of Performance
01/08/2023 through 01/07/2024


ATTACHMENT A

Attachments/Links