Bid Opportunity: J046--Sources Sought Notice Inpatient Pharmacy

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J046--Sources Sought Notice Inpatient Pharmacy

Category: J - Maintenance, Repair and Rebuilding of Equipment

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Bid Details

Type:   Bid
Agency Type:   Federal
State:   Maine
Date Entered:   03/14/2023
Due Date:   03/20/2023
Description:   This is a Sources Sought notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted in response to this Source Sought notice. Respondents will not be notified of the results of the evaluation. If a solicitation is issued it shall be announced at a later date, and all interest parties must response to that solicitation announcement separately. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitationThe purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS 238220, (Plumbing, Heating, and Air-Conditioning Contractors) with a size standard $19 Million. The Department of Veterans Affairs (VA), Network Contracting Office 1 (NCO 1) is seeking to identify any vendor capable of providing Maintenance and Service for Inpatient Pharmacy at West Haven, CT,?per the Performance Work Statement?below. This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirement described below. Vendors are encouraged to submit information relative to their capabilities to fulfill this requirement, in the form of a statement that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy.Submission Instructions: Interested parties who consider themselves qualified to perform the services are invited to submit a response to this Sources Sought Notice by 4:30 PM EST, 20 March 2023. All responses under this Sources Sought Notice must be emailed to with RFQ #36C24123Q0476 in the subject line. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.Interested parties should complete the attached Sources Sought Worksheet. Parties may submit additional information related to their capabilities, provided it contains all the requirements contained in the Sources Sought Worksheet. Responses to this Sources Sought shall not exceed 8 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format.Attachment 1Sources Sought WorksheetQUALIFICATION INFORMATION:Company / Institute Name: _______________________________________________________Address: ______________________________________________________________________Phone Number: ________________________________________________________________Point of Contact: _______________________________________________________________E-mail Address: ________________________________________________________________Unique Entity Identifier (UEI) #:?___________________________________________________CAGE Code: __________________________________________________________________SAM Registered: (Y / N)Other available contract vehicles applicable to this sources sought (GSA/FSS/NASA SEWP/ETC): ______________________________________________________________________________________________________________________________________________________________________________________________________________________________SOCIO-ECONOMIC STATUS:VIP Verified SDVOSB: (Y / N) VIP Verified VOSB: (Y / N)8(a): (Y / N)HUBZone: (Y / N)Economically Disadvantaged Women-Owned Small Business: (Y / N)Women-Owned Small Business: (Y / N)Small Business: (Y / N)NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and Center for Veterans Enterprise (CVE) verified in VetBiz Registry ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION.CAPABILITY STATEMENT:Provide a brief capability and interest in providing the service as listed in Attachment 2 PERFORMANCE WORK STATEMENT with enough information to determine if your company can meet the requirement. The capabilities statement for this Sources Sought is not a Request for Quotation, Request for Proposal, or Invitation for Bid, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company s ability to provide the services outlined in the PWS. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation.______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________Attachment 2DRAFT PERFORMANCE WORK STATEMENTDepartment of Veterans Affairs (VA)VA Connecticut Healthcare SystemInpatient Pharmacy Preventative Maintenance and Service The purpose of this Performance Work Statement is to provide preventative maintenance and service calls for four (4) Air Handling Units located outside near the Inpatient Pharmacy. This PWS also details the service requirements for two accompanying reverse osmosis water treatment systems, one humidifier system and two biological safety cabinet exhaust fans.. The contract shall be awarded for a base year (12 months) with four (4) potential annual option years to be exercised at the discression of the Contracting Officer. Facility Information:West Haven VAMC950 Campbell AvenueWest Haven, CT 06516-2770Inpatient Pharmacy Equipment ListingTwo (2) Air Handling Units (AHUs) Make/Model: AnnexAir/MAU-E-03-HG-HM-C-HR-AZ23; Labeled RTU 1, 2Two (2) Air Handling Units (AHUs) Make/Model: AnnexAir/MAU-E-03-HG-HM-C-HR-AZ16; Labeled RTU 3, 4One (1) Reverse Osmosis Water Treatment System Make/Model: Wood Bros./ROS50010 One (1) Reverse Osmosis Water Treatment System Make/Model: Wood Bros./ROS50011 Two (2) Exhaust Fans Make/Model Name: Greenheck/VEKTOR-H-12One (1) Humidifier System Make/Model: Condair/Nordec GSScope of Work:All contracted work shall be performed by a qualified vendor on a semi-annual basis, no less than 170 and no more than 190 calendar days from prior service. (Would be better if the customer specified when they wanted the work to be done, and is this a blanket statement for each items listed, is it a better idea to state in each header that services shall take place semi-annually)For every service call on each AHU, the contractor shall: Provide all transportation, material, labor, safety equipment, LOTO procedures, and disposal necessary to provide services.Check-in with VA POC Tighten all belts, wire connections, and setscrews. Clean all mechanically or with cold water(Should this say Clean all mechanical items with cold water?), if necessary. Usually, any fouling is only matted on the entering air face of the coil and can be removed by brushing. Lubricate the motor and fan shaft bearings. Align or replace the belts as needed. Ensure that each filter is replaced at the beginning of June (this ties into when the customer wants to have the inspections if its not June is the customer asking the vendor to make a one off trip to replace the filter?). At the next service semi-annual call, clean or replace the filters as needed. After a prolonged shutdown, compressor crankcase heater should be energized for 24 hours before starting compressors.Check that all electrical fasteners / connections are tight and clean. Clean the compressor and verify the absence of rust and oxidation on the compressor shell, tubes, and electrical connections. Check each circuit s refrigerant sight glass when the circuit is operating under steady-state, full load conditions. The sight glass should then be full and clear. If not, check for refrigerant leaks. Note A partially full sight glass is not uncommon at part load conditions. Ensure that the system is leak tight. Check for proper superheat to reduce risk of slugging. Check for blockage of the condensate drain. Clean the condensate pan as needed. Check circuit breaker / fused disconnect switch. Check the power and control voltages. Check the running amperage of all motors and compressors.Check all operating temperatures and pressures. Check and adjust all temperature and pressure controls as needed. Check and adjust all damper linkages as needed. Check the operation of all safety controls. Examine the gas furnaceRecord the temperature and humidity reading in the rooms and provide readings to VA POC.In addition to the above tasks during semi-annual service calls for the AHUs, the contractor shall:Check motor voltage and currentLubricate fan shaft bearingLubricate motor base adjusting screwLubricate damper linkageClean outside of coilInspect and adjust bearing bolt tightnessInspect wheel belt wearInspect and adjust perimeter sealsInspect and clean wheel mediaInspect and adjust wheel motor and base tightnessInspect and adjust sheave set screw tightnessDoes the customer want a report at the end or each service? If so should a report be provided to the customer within X days of the service?For every service call for the Reverse Osmosis water treatment system, the contractor shall: (Is this a semi-annual inspection, the text below says monthly) Provide all material, labor, safety equipment, LOTO procedures, and disposal necessary to provide services.Check-in with VA POC On a monthly basis, replace the pre-filter sediment cartridge with a similar size 5-micron sediment filter. Dispose of the old filter properly. Check the O-ring located at the top of the filter housing and relubricate or replace if necessary. Re-install housing, turn hand tight (clockwise) and check for leaks after system is turned back on.The reverse osmosis membrane shall be cleaned during each service call.The reverse osmosis membrane shall be changed every two or three years (is it two or three years, keeping it open ended lets the vendor decide when its replaced). The Pharmacy point of contact shall be able to schedule the service as need (is the (yellow section) saying that the pharmacy wants to be able to schedule the replacement of the membrane at any time? I don t think this needed if we are telling the vendor to replace every two years).Building engineer check: Vendor shall communicate with the building engineer to gather information about the system s performance.Water quality inspection: This inspection involves checking water for iron, hardness, RO quality, chlorine leakage and overall quality.Exterior system inspection: The exterior system check includes checking tanks, piping and valves for corrosion, leaks, or exterior damage.Softener systems valve operation inspection: This inspection involves checking regeneration and service cycle flow patterns for proper operation.Brine system inspection: This inspection involves checking the brine tank level, rinse cycle, valve, draw and rate.Media filtration valve operation inspection: This inspection involves checking backwashing and service cycle flow patterns for correct operation.Controls inspection: This check involves observing controls for correct programming and operation and adjusting the controls when necessary.RO inspection: RO inspection involves checking the membrane, pre-filters, pressure, motor, and pump.Electrodeionization (EDI) system inspection: This inspection involves checking the EDI for electrical consumption, quality, and resistivity output. It also includes checking water and wiring connections and adjusting them as needed.Probe and monitor calibration: Calibrating probes and monitors involves checking the resistivity, conductivity, chlorine, hardness, pH and ORP.Inspection report: An inspection report shall be completed after each inspection includes all relevant data and provided to the VA POC with X Days of service.For every service call for the Humidifier System, the contractor shall: Provide all travel, material, labor, safety equipment, LOTO procedures, and disposal necessary to provide services.Check-in with VA POC Refer to the below maintenance schedule for specific requirements. Has the system not been started yet or is this at the start up each year? What is Mid-Season and what is end of season? Is the customer asking for 2 services per year, they need to specify when.Task30 Days After Initial Start UpMid-SeasonEnd of Season (2000 hours)MaintenanceInspect drainage.XXXPerform a visual check of the drainage system, including the air gap funnel and drainage into the building drain. Initiate a manual drain and visually check that water flows freely through the drain.Perform water analysis XXPerform a water analysis on a semi-annual basis to ensure optimal performance.Inspect tank, primary heat-exchanger coils and drain fitting for scale build-up.XXXAdjust blowdown rate and FTBD Interval, as necessary, to reduce scale build-up.Inspect the inside of the take and make sure that scale build-up does not exceed 2 in. De-scale as required.Inspect secondary heat-exchanger (CS/NX model only) for blockage. XXInspect water flow through the secondary heat-exchanger and make sure there is not blockage. Clean, if necessary.Inspect the condensate trap connected to the secondary heat-exchanger for blockage. Flush and prime the condensate trap, if necessary.Inspect sacrificial anode in the tank. XInspect the anode for severe corrosion or scale build-up. Scrape off excess scale. Replace the anode, if necessary.Clean the float chamberXXXMake sure that the floats move freely. Clean the float chamber.Inspect the hoses, fill valve and drain pump for blockage. XXCheck the fill and drain hoses for blockage. Clean the inside of the hoses.Clean the strainer in the dual fill valves.Clean the drain pump.Remove dust build-up on the blower housing. XXUse an air gun to remove dust accumulation on the blower housing.Inspect the spark-igniter for oxidation. XClean the spark-igniter.Inspect the exhaust vent and terminal.XXXCheck that there are no leaks in the exhaust vent, and it is not damaged or corroded excessively. Check the vent is secured properly and has the proper slope.Make sure there is no blockage in the exhaust vent including the exhaust terminal.When operating in a stable state, make sure that flue temperature is 275 300 deg F(135 149 degree C) for the standard-efficiency model. Flue temperature should be 120 140 degree F (49 60 degree C) for CS/NX model.Inspect air intake vent and terminal. XXCheck the air intake vent for leaks, if used.Make sure there is no blockage in the air intake terminal, if used. Clean the screen on the elbow at the intake air inlet.Visually check that the thermocouple is attached to the exhaust vent, and the thermocouple wires are connected properly to the switch.Inspect condensate collection system.XXXCheck for leaks or blockages in the condensate lines throughout the steam line and exhaust vent (if applicable).Make sure that the condensate traps are primed.If a condensate neutralizer is installed, follow recommendations of the device manufacturer.Inspect the mounting of the unit. XCheck the mounting surface on which the unit is installed is stable, and the unit is secured properly to the mounting surface.Inspect overall condition of the unit. XCheck the unit for obvious signs of deterioration.For every service call for the Exhaust Fans (are these the biological cabinet exhaust fans?), the contractor shall: How often is this happening, semi-annual? Provide all travel, material, labor, safety equipment, LOTO procedures, and disposal necessary to provide services.Check-in with VA POC One time per year change the fan motor belt. Check the belt tension and adjust, if necessaryCheck all fasteners and set screws for tightness. Particular attention should be paid to set screws attaching the wheel to the shaft.Motors supplied with grease fittings should be greased according to directions printed on the motor.The exterior surface of the motor and impeller should be thoroughly cleaned. Do not allow water or solvents to enter the motor or bearings. Under no circumstances should motors or bearings be sprayed with steam or water.Locking collars and set screws, in addition to fasteners attaching the bearing to the bearing plate must be checked for tightness. Lubricate bearings yearly. Use synthetic grease conforming to NCGI Grade 2.Does the customer want a report at the end of each service? If so, should a report be provided to the customer within X days of the service?All work shall be performed and completed on a schedule that approved by the VA POC in advance. Dates and times of services shall be coordinated between the contractor and Government to minimize impact to pharmacy operations. Could be a good idea to state the normal hours of operation.Does the vendor want to allow for emergency services in the event that an item something happens? If so we can add language and get emergency service hours pre-priced as well as get material mark ups. Interference to Normal Functions:When the contractor s work interferes with hospital functions, such as when work produces excessive noise, odors, dust, utility service interruptions, or other interferences with normal hospital operations that cannot be contained within the area of work, the contractor must schedule said work at other than normal hours and as directed by the VA designee at no additional charge to the Government. Debris Removal:The Contractor/Installer must be required to remove waste materials and debris daily from the campus.?All waste material and debris must be removed off the site by the contractor and must be disposed of in accordance with applicable Local, State and VA and Federal regulations.Property Damage: The Contractor must take all necessary precautions to prevent damage to any government property. The Contractor must report any damages immediately and must assessed current replacement costs for property damaged by the contractor unless corrective action is taken. Any damaged material will be replaced in a timely manner or corrected by the Contractor with like materials at no extra cost to the government upon approval of the Contracting officer.Additional Information:The Department of Veterans Affairs is a smoke free environment and smoking is not permitted at the facility.COVID-19 Precautions:Face coverings are required to be worn while on station. See internal VA POC for precaution updates prior to arrival on station.COVID-19 precautions can potentially change at any time; contractors must be required to follow all current COVID-19 regulations.Records Management:The following standard items relate to records generated in executing the contract and should be included in a typical procurement contract:Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract.The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.
241-NETWORK CONTRACT OFFICE 01 (36C241) Department of Veterans Affairs Medical Center 04330 ONE VA CENTER TOGUS ME 04330 David Valenzuela, Contract Specialist, Phone 603-624-4366, Email
RFP Number:   36C24123Q0476
Bid Documents:   Download Document
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