SOURCES SOUGHT
H -- Water Treatment Maintenance and Testing
- Notice Date
- 4/19/2010
- Notice Type
- Sources Sought
- NAICS
- 221310
— Water Supply and Irrigation Systems
- Contracting Office
- Department of Veterans Affairs;Augusta VA Medical Center;Network Logistics Contracting Office;1 Freedom Way;Augusta GA 30904-6285
- ZIP Code
- 30904-6285
- Solicitation Number
- VA-247-10-RP-0137
- Response Due
- 4/26/2010
- Archive Date
- 6/25/2010
- Point of Contact
- Shirley AdamsContract Specialist
- E-Mail Address
-
Contract Specialist
(shirley.adams@va.gov)
- Small Business Set-Aside
- N/A
- Description
- The Department of Veterans Affairs Medical Center, Network Logistics Office, 1 Freedom Way, Augusta GA 30904-0682 is in the process of seeking contractors for the below: Introduction: 1.The water treatment contractor shall provide full maintenance and all services to include all labor, parts, materials, transportation, lodging, travel expenses, equipment, and supervision to perform maintenance, evaluation, inspection, and repair on: a.Ameriwater Reverse-Osmosis/Deionized Water System (Dialysis Department, BB227) b.General Electric Osmosis Reverse-Osmosis/Deionized Water System (Penthouse, 6th Floor Utility Room, A602 and BB211E) c.Water Softener System (Dialysis Department, BB227) d.Siemens Deionized Water System (SPD, AA309A) 2.The goals are safety, reliability, and longevity of the above Water Treatment Systems piping and equipment. The systems components include, but not limited to, water tanks, chemical tanks, carbon tanks, pumps, filters, piping, and any associated equipment located in A602, BB227, BB211E, and AA309A. Water Treatment Contractor Qualifications: 1.The contractor shall have experience with providing water treatment of the above mentioned water systems. 2.The water treatment specialist assigned must be located within 100 miles, within two (2) hours of the site, or be able to provide reasonable response times to requests for site visits. 3.The contractor must be governed by and perform work in accordance to VHA Directives, Association for the Advancement of Medical Instrumentation (AAMI) standards, Joint Commission Regulations, manufacturers instructions, and recommended practices. 4.The contractor must operate (or continuously maintain a contract with) a state certified laboratory to perform complete scientific analyses of the water treatment systems. A Professional Chemist shall supervise the laboratory. 5.The contractor must be capable of providing guidance on monitoring and maintenance of the equipment to ensure that the water quality is acceptable at all times. Water Treatment Maintenance and Testing Supplies: 1.Contractor shall ensure the medical center is stocked, on-site and at all times, with spare supplies. The spare stock shall include, but not limited to, two (2) filters and a minimum of four (4) bags of salt. NOTE: The contractor shall supply all salt required for the water treatment systems. 2.Contractor shall provide filters, which include but not limited to all pre-filters, sediment filters, cartridge filters, microfilters, and ultrafilters. 3.Contractor shall maintain water softeners to reduce water hardness and to prevent calcium and magnesium from forming. Automatically regenerated water softeners shall be fitted with a mechanism to prevent water containing the high concentrations of sodium chloride used during regeneration from entering the product water line during regeneration. 4.All chemical containers shall be labeled with complete information on contents and shall be returnable. Containers with missing labels shall be removed from the site. All containers remain the property of the contractor and must be immediately removed from; the site when they are no longer needed at the site. 5.All components used in concentrate preparation systems (including mixing and storage tanks, pumps, valves, and piping) shall be fabricated from materials (e.g., plastics or appropriate stainless steel) that do not interact chemically or physically with the concentrate so as to affect its purity, or with the germicides or germicidal procedure used to disinfect the equipment. The use of materials that are known to cause toxicity in hemodialysis, such as copper, brass, galvanized material, and aluminum, are specifically prohibited. Performance & Maintenance Requirements: 1.Preventative maintenance (PM) service is to include, at a minimum, one (1) monthly Preventative Maintenance inspection, and one (1) weekly visual walk-thru inspection to maintain an effective water treatment system. The inspections should include, but is not limited to, cleaning, lubrication, calibration, inspection, testing, parts, and the equipment manufacturers recommendations or service manuals. The VA will report any deficiencies that require corrective actions or immediate attention to the contractor. 2.Provide monthly sanitization of the loop and RO system; with work to be scheduled late in the day or on the weekend as requested by the Dialysis Unit. 3.Contractor shall comply with maintenance and service instructions, including recommended preventive maintenance procedures and schedules, recommended monitoring schedules, troubleshooting guidelines intended for the user, service information, a recommended spare parts list, and a warning of the consequences if maintenance instructions are not followed. 4.After installation, modification, or replacement of any component of the water treatment system, the contractor shall conduct appropriate tests to ensure that the revised system meets the initial design criteria. 5.The reverse osmosis water shall be analyzed for chemical content semiannually for first year then annually, if results are within acceptable limits. Portable RO units will be analyzed annually; however, additional testing may be required to ensure the integrity of the water treatment systems. Water samples shall be collected at the tap water before the reverse osmosis system and at the point after the final micro porous filter. The sampling procedures shall comply with ANIS/AAMII regulations. In addition, the endotoxin level shall also be measured for: main RO, portable RO units (4) on a monthly basis and for each hemodialysis machine (17) at minimum, once a year. The following chemical containments shall be tested and tested results reported to the Charleston VAMC: ContaminantMaximum Concentration (mg/L) Contaminants with documented toxicity in hemodialysis Aluminum0.01 Chloramines0.1 Free chlorine0.5 Copper0.1 Fluoride0.2 Lead0.005 Nitrate (as N)2 Sulfate100 Zinc0.1 Contaminants normally included in dialysate Calcium2 (0.1mEq/L) Magnesium4 (0.3 mEq/L) Potassium8 (0.2 mEq/L) Sodium70 (3.0 mEq/L) Other contaminants Antimony0.006 Arsenic0.005 Barium0.1 Beryllium0.0004 Cadmium0.001 Chromium0.014 Mercury0.0002 Selenium0.09 Silver0.005 Thallium0.002 Table 1. Maximum Concentration of Contaminants The Charleston VAMC requires that corrective actions be taken promptly to reduce the chemical contaminant levels into the acceptable range. 6.Replacement of all pre-filters, which includes but not limited to sediment filters, cartridge filters, ultrafilters, and microfilters. Filters should be fitted with pressure gauges on the inlet and outlet water lines to monitor the pressure drop across the filter and shall be included in routine disinfection procedures to prevent uncontrolled proliferation of bacteria in the feed water compartment of the filter. All filters shall be maintained per manufactures recommendations and ANSI/ AAMII standards, if applicable. 7.Supply and replacement of reverse osmosis membranes. On the reverse osmosis pre-filters, Charleston VAMC requires Part # 22-4040, 40 length, 4 diameter. In addition, the membranes shall be maintained per manufactures recommendations and ANSI/ AAMII standards, if applicable. 8.Contractor shall calibrate the resistively monitors every three (3) months, as needed or according to the manufacturers recommendation, whichever is more stringent. 9.Total water hardness testing shall be performed regularly to ensure that the reverse osmosis machine manufacturer limits are not exceeded. The contractor shall provide additional hardness testing upon the Maintenance & Operation Supervisors request. Testing for hardness shall be performed using an ethylenediaminetetracetic acid (EDTA) titration test, with dip and read test strips, or a similar VA approved method. Contractor shall ensure that test accuracy and sensitivity are sufficient to satisfy the total hardness monitoring requirements of the reverse osmosis machine manufacturer. 10.The softener brine tank should be monitored to ensure that a saturated salt solution exists in the brine tank. Contractor shall ensure that salt pellets fill at least half the tank. Only sodium chloride should be used to regenerate a softener. Potassium chloride or rock salt should not be used for softener regeneration. NOTE: Rock salt should not be used for softener regeneration since it is not refined and typically contains sediments and other impurities that may damage O-rings and pistons and clog orifices in the softener control head. 11.Contractor shall take corrective actions, promptly, when chlorine and chloramine levels are reported to be in unacceptable ranges. Ensure a removal of free chlorine to a maximum level of 0.5 mg/L and chloramine to a maximum level of 0.1 mg/L. NOTE: At least one carbon absorption bed or filter shall be installed even if no chlorine is present. a.Granular activated carbon, if used as the media, shall have a minimum iodine number of 900, and each bed shall have a minimum empty bed contact time of 5 minutes at the maximum flow rate through the bed. Other forms of carbon should not be used unless there is performance data to demonstrate that each absorption bed has the capacity to reduce the chloramines concentration in the feed water to less than 0.1 mg/L when operating at the maximum anticipated flow rate for the maximum time interval between scheduled testing of the product water for chloramines. Regenerated carbon shall not be used. 12.Chemical tanks, including mixed bed, activated carbon, or any chemical tanks in use, shall be replaced as needed. 13.Water storage tanks shall have a tight-fitting lid and be vented through a hydrophobic 0.2 m air filter. The filter shall be changed on a regular schedule according to the manufacturers instructions. 14.Monitoring & maintenance guidelines for water purification equipment and distribution systems shall be followed as outlined in the latest version of ANSI/AAMI RD52. On-Site Services: 1.The contractor shall cover all aspects of safe chemical handling and safe and accurate testing, and proper chemical feed quantities and methods to suit operating parameters and water treatment performance requirements. 2.As a minimum, perform the following tests, provide complete written reports with all test results and recommendations, and review reports with Maintenance & Operations supervisor: SystemTest RequiredFrequency Ameriwater Reverse-Osmosis/Deionized Water SystemAll applicable tests as required by the latest version of ANSI/AAMIAs often as required to ensure the integrity of the water treatment system General Electric Osmosis Reverse-Osmosis/Deionized WaterAll applicable tests as required by the latest version of ANSI/AAMIAs often as required to ensure the integrity of the water treatment system Siemens Deionized Water SystemAll applicable tests as required by Table 1.As often as required to ensure the integrity of the water treatment system 3.Discuss the test results with the VA personnel (Maintenance & Operations Supervisor and any designated Dialysis personnel). Provide recommendations on treatment methods and consult on systems problems as requested. Make additional visits at the request of the VA personnel to handle emergency problems. a.The number of covered emergency visits is unlimited. 4.Any deficiencies or problems noted with any test results are to be reported immediately to the Maintenance & Operations Supervisor. If problems are found, corrective actions must be recommended immediately, chemicals and equipment as necessary provided, and tests performed as necessary to confirm that desired results are achieved. VA Staff Responsibilities: 1.The dialysis nurse manager is responsible for requesting and reviewing the endotoxin, bacteriological, heavy metal, and chemical analysis. If results are not within AAMI's limits, the R.N. will contact Engineering Services and/or the water treatment service contractor as well as Chief of Dialysis Unit. Requests for Proposals (RPF): 1.Prospective contractors are required to submit proposals for a complete water treatment program required for this medical center. Completely respond to the Qualification Requirements in this Statement of Work including qualifications and experience of the water treatment company and the water treatment specialist, and information on the state certified testing laboratory that will be utilized. 2.For informational purposes, submit a breakdown of costs to include proposed chemicals, proposed water treatment supplies and equipment, annual projected usage, and unit costs based on the above requirements and previous usage. 3.Visit the site and meet with the VA Staff and Contracting Officers Technical Representative (COTR) to discuss the existing conditions and the proposed plan for water treatment and monitoring of results. Administrative Requirements: 1.All on site work is to be coordinated with the Maintenance & Operations Supervisor (M&O) at least 24 hours prior to performance of services. The contractors field representatives are to report to the M&O Supervisor before commencing and upon completion of all work. In the absence of the M&O Supervisor, field representatives are to report to the Facility Management Service, Engineering Administrative Officer. 2.All work to be performed during working hours that is approved by the VA Medical Center, Monday through Friday, and may include National Holidays and weekends, if instructed otherwise. 3.Situations requiring more frequent analysis and/or special testing other than the specified requirements may arise. Do not perform any extra cost work without written authorization from the Contracting Officer Technical Representative (COTR) or Maintenance & Operations Supervisor. A separate purchase order will be issued to cover the costs associated with these extra tests upon request and justification from the contractor. 4.Provide information on the normal delivery time for any water treatment supplies. Provide method for emergency water treatment supply deliveries. 5.A laboratory certified by the State shall perform laboratory work. 6.A written service report of each analysis and inspection shall be submitted immediately upon completion of each analysis and/or inspection to include a summary report of treatment recommendations based on the analysis report. The report must be legible and contains all pertinent equipment identification data (i.e. serial number, model number, etc.). In addition, corrective maintenance actions shall be documented to clearly indicate those items replaced/repaired and any other significant actions taken. Each report will be submitted in duplicate to the Maintenance and Operations supervisor and dialysis staff. Certification for payment of invoices will not be made without the specified documentation. 7.Provide emergency response, including a site visit if requested, within 24 hours of request, 24 hours a day, 365 days per year (including holidays) completing work in an expeditious manner. Maintain a toll-free (800) telephone number and e-mail and pager system for 24-hour access. The number of covered emergency visits is unlimited. At no additional cost, the contractor shall provide travel. Mileage, expenses, parts, and labor at prevailing rates to support emergency responses. 8.Respond to routine communications within 48 hours with a visit, as necessary. 9.Failure to achieve required performance goals will be justification for termination of contract. 10.Immediately prior to commencing the water treatment contract, VAMC will arrange for an internal inspection of each water treatment system by designated dialysis staff, the M&O Shop staff, and the contractors field representative. A visual and written record of the condition of each of the water treatment systems will be signed by the contractor and the VAMC representative. Upon termination of the contract, a similar inspection will be conducted. Any deterioration in the water treatment system conditions attributable to the contractors program shall be corrected by the contractor at no additional cost to VA. Submittals Required for all Products and Services: 1.Three hard copies of all information. 2.Complete specification of all products: name, ingredients, control range, test procedures, physical state (liquid, powder, etc.), container size, method of delivery, compatibility with present materials being used, catalog data, MSDS sheets. 3.Products, quantities, and projected yearly costs. 4.Personnel: Names, office address. 5.List of, at least, three customers with contact information. The NAICS code for this procurement is 221310 with a size standard of $7 million. Request for offer will only be accepted from responsible businesses currently engaged in this type of commerce. Interested parties must respond with a short synopsis of their capabilities in writing along with their company name, address and telephone number to the Contract Specialist, Shirley Adams, 478-274-5588 (FAXX) or e-mail: Shirley.Adams@va.gov. NO TELEPHONE REQUESTS WILL BE ACCEPTED. THIS IS NOT A REQUEST FOR PROPOSALS, QUOTATIONS OR BIDS. THE VA IS NOT SEEKING PRICING OR OFFERS OF ANY KIND. THE VA RESERVES THE RIGHT TO SOLICIT THIS REQUIREMENT FROM SERVICE DISABLED VETERANS OWNED BUSINESSES, VETERAN OWNED BUSINESSES, SMALL OR LARGE BUSINESSES, AS APPROPRIATE. RESPONSES MUST BE RECEIVED NO LATER THAN APRIL 26, 2010.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/VA/AuVAMC/VAMCCO80220/VA-247-10-RP-0137/listing.html)
- Place of Performance
- Address: Department of Veterans Affairs;Ralph Johnson VA Medical Center;109 Bee St;Charleston SC
- Zip Code: 29401-5799
- Zip Code: 29401-5799
- Record
- SN02125966-W 20100421/100419234944-6e527ef09589493a26a2a35a8579b864 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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