Z--Deionized Water System Services

SUBJECT: Deionized Water System Services 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 Sources Sought 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 RFP will not be entertained. SUBJECT: The Clarksburg, WV VA Medical Center is conducting market research in order to provide Deionized Water System Services. OBJECTIVE: See Attachment 1 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 RFI shall be directed to Caitlin Hippensteel at [email protected]. All information regarding Capabilities Statements or any other proprietary information relative to this RFI shall be submitted via email to [email protected] no later than 3:00 pm EST on 12/10/2018. Attachment 1: GENERAL REQUIREMENTS: 1.1) The services to be provided by The Contractor under this agreement shall consist of furnishing all tools/materials system specific parts, certified and trained Deionized (DI) Water Systems service technician(s)/mechanic(s) and transportation to provide preventative maintenance, tank replacement and repair services for (3) water treatment systems for the Medical Center: 1.1.1) LOUIS A JOHNSON VETERAN AFFAIRS MEDICAL CENTER 1 MEDICAL CENTER DRIVE CLARKBURG, WV 26301 1.2) The contract of service is for the provision of servicing the designated water treatment systems in accordance with the requirements set forth for the contract period identified in this document. Rental of all necessary water treatment equipment, part, repairs, and labor/service charges are included in the contract. 1.3) For each service call, the contractor will generate a specific service ticket that is dated for the day of the call. The service ticket shall be the invoice for the services rendered during the service call. The service ticket shall reflect an itemized list containing each part used and pricing. The list of repair parts and labor will generally include fees for preventive /periodic replacement of the filters (5 and 0.2 micron), regeneration of the cation tank, anion tank and mixed bed tanks as well as re-bedding of the activated charcoal tank as required based on water usage. 1.4) At no time during any servicing or during any preventive maintenance processes will the Sterile Processing Service (SPS) be without a full and adequate deionized water supply. 1.5) It is the sole responsibility of the Contractor to schedule and perform all Preventive Maintenance (PM) inspections. The VA will not assume any responsibility for reminding the Contractor that a PM inspection is due to be performed. PM inspections will be performed on a weekday (excluding Federal Holidays) at a time to be established by the Contractor and agreed upon by the Equipment User (i.e. SPS, Microbiology Lab), Contracting Officer's Representative (COR) and the Contractor. All stakeholders must be in agreement to the recurring time that will be set for PM inspections to occur. Note: To ensure proper equipment maintenance records, the Contractor will forward the PM schedule, manufacturer s recommended PM procedures, along with any repairs made to the system to the COR and/or M&O Supervisor once it has been set. 1.6) The Preventative Maintenance (PM), as well as the Routine Maintenance and Replacement (RM&R) services include as follows: 1.6.1- Price schedule for tanks, filters, parts and emergency services. 1.6.1a- Shall be provided by the contractor in writing and itemized. 1.6.2- Reloading/recharging of carbon tanks semi-annually. 1.6.3- Regeneration of Cation, Anion, and Mixed Bed tanks- Are as required by manufacturer s recommendations or at any time the system shows a deficiency in one or more of the aforementioned tanks, and dependent upon purified water usage. (Refer to 1.6.1 for pricing/invoicing cost schedule) 1.6.4- Labor and Servicing of the DI Water Systems. 1.6.5- Filter replacement shall be semi-annually or as needed, based on pressure and/or volume drop. 1.6.6- (12) Preventative Maintenance Inspections (PMI), to include PMI Report of Findings shall be received by M&O Supervisor, not more than 5 business days following PMI and/or any repairs made to the DI Water Systems. 1.7) TANK MAINTENANCE: The contractor shall exchange DI tanks and provide maintenance on the DI Generation System including: exchanging of the carbon tanks semi-annually at a minimum or as needed and replace all 0.2 micron filters semi-annually or as needed. (*Reference 1.6.3*) 1.8) Emergency Services and Calls: The contractor shall have 2 hours from the time VAMC personnel place the emergency call to mobilize technicians, with 4 hours from the time of the call to be on site at the aforementioned address. This response time is required to ensure that the best possible medical services are provided to the VA Medical Center's patients in a timely manner. *The 2 hour and 4 hour response times will be 7 days a week, 24 hours a day.* 1.9) The contractor will provide all labor and materials for the purpose of maintenance and repairs to the Deionization Water Systems at the Clarksburg VAMC. Services will be scheduled and coordinated with the Clarksburg VAMC M&O Supervisor. 1.10) The contractor will provide all repairs on all system components and equipment. The cost of repairs is to be included in the line item schedule (Reference 1.6.1) and on all invoices submitted for payment. Any discovered inadequate or improper repairs performed by the contractor will be correctly repaired at a time convenient to the Medical Center and at no additional expense to the Louis A Johnson VAMC. 1.11) The contractor shall be responsible for ordering as well as maintaining a working stock of all necessary parts as listed within this document for the 3 DI Water Systems to include tanks, system components and attached accoutrements complying to the technical features described herein. 1.12) The contractor shall furnish and install all DI Water System processing tanks that meet or exceed the requirements of this document. The contractor is also responsible to completely set up, configure, and start up the tanks into the existing DI system while maintaining operational integrity of the DI Generation System. 1.13) PMI s and all related documentation of inspections, provided to the VA, shall be performed and written in a manner which clearly demonstrates that the equipment and materials used meets or exceeds all manufacturers' technical specifications for DI Water Systems. 1.14) All installations and services shall be performed only by factory trained, certified and licensed technicians. The contractor shall provide all labor, parts and supplies, including all consumable supplies to the DI Water Systems Service Technician(s). 1.14.1- The contractor is to provide copies of current, up to date certifications and licenses to the VAMC M&O Supervisor not more than 5 business days following the award of contract. 1.15) All services shall also include associated service repairs to all tanks and fittings as required to insure optimum performance of the system and to meet factory standards and the Sterile Processing Services (SPS) specifications. 1.16) Repairs, as defined in, and for the purpose of this document, includes all contractor actions needed or required to effectively continue, fully functioning operation of the DI Generation, Water, and Tank Systems in accordance with manufacturers' specifications. 1.16.1-This includes diagnostic testing, providing and installing replacement parts, clearing persistent or severe paper jams and correcting any error messages indicating a malfunction in the machine's operation. PERFORMANCE PERIOD: 1.17) All routine services to the DI Water Systems, are to be performed during normal VA Medical Center business hours of Mon-Fri 8:00 a.m. to 4:30 p.m. EST, and excluding Federal Holidays. 1.17.1-The contractor shall respond to non-emergency service calls from designated VAMC points of contact (POC) within 24 hours (Reference 1.17). 1.17.2- The contractor shall exchange DI tanks within 2 business days after notification from the VAMC. 1.17.2a-"Notification" is hereby defined as the time a call is placed to the Contractor. 1.17.3) Tanks will be returned within 10 working days after pickup. 1.18) At a minimum, the contractor shall exchange the DI Water System tanks every six months or as required to maintain continuous DI system operations. 1.18.1-Actual usage will vary based on actual volumetric water usage needed to maintain hospital functions and operations. 1.19) The maintenance and repair service contract shall be for a single base year and including 4 optional renewing years. Schedule of Services: MICROBIOLOGY: -1 W2T159718 CART 10" 1UM CODE F PP ROG II -1 W5TDIMB10025FFP SDI MIXBED1 .25CF FBGLS FLAT POT -1 W5TDIRAC0025FFP SDI REACT CARBON .25CF FBGLS FLAT P Sterile Processing Service: 1 W5TDIMB10360FSP SDI MIXBED1 3.6CF FBGLS STD POT 1 W5TDIRAC0360FSP SDI REACT CARBON 3.6CF FBGLS STD PO 1 W5TDICAT0360FSP SDI CATION 3.6CF FBGLS STD POT 1 W5TDIAN20360FSP SDI ANION2 3.6CF FBGLS STD POT MAIN LABORATORY: 1 W2T159718 CART 10" 1UM CODE F PP ROG II 1 W5TDIMB10025FFP SDI MIXBED1 .25CF FBGLS FLAT POT 1 W5TDIRAC0025FFP SDI REACT CARBON .25CF FBGLS FLAT P