This is a combined synopsis/solicitation for commercial services/items prepared in accordance with the format in FAR Subpart 12.6 -- Streamlined Procedures for Evaluation and Solicitation for Commercial Items, in conjunction with FAR -- Part 13 Simplified Acquisition Procedures, specifically FAR 13.5 and supplemented with additional information included in this notice. This announcement constitutes the only solicitation; offers are being requested and a written solicitation is attached to this announcement.

Solicitation 36C26221Q1301 is issued as a Request for Quote (RFQ) and constitutes the only solicitation.  The Government intends to award a single Firm-Fixed-Price (FFP) contract from this solicitation.

The North American Industry Classification System (NAICS) Code is 562910. This procurement is unrestricted.

The VA San Diego Healthcare System, located at 3350 La Jolla Village Drive, CA 92161 is seeking a contractor to evaluate and audit current practices, procedures, and equipment to determine compliance footing with the newly updated Directive 1061 dated 02/16/2021 and to identify program areas for improvement with the current facility water management plans and activities. This audit will align the purpose of HCA LD Prevention Plan for the identification of risks and implementation of engineering measures for the control of Legionella growth, monitoring of control measures, validation that the measures are effective at suppressing Legionella growth, and verify the implementation of corrective actions.

Scope

To bring the VA San Diego into compliance with VHA Directive 1061, a multi-phased approach is required to:

1. Evaluate and audit current practices, procedures, and equipment to determine compliance footing with the newly updated Directive 1061.
2. Provide professional support for the Engineering, Facility Management, Infection Prevention, and Occupational Safety and Health teams for the responsibilities listed in Directive 1061, sections (5)(j), (5)(l), (5)(m), and (5)(n).
3. Describe existing conditions of the water distribution systems at all facility buildings covered by Directive 1061,

1. Provide recommendations for the suitability and/or feasibility of utilizing existing or installing new engineering control measures, and

1. Review proposed methods of remediation and action limits for when remediation is to be conducted and to what extent.

The intent of the multi-phased approach is to reasonably develop the components of a comprehensive strategic plan to effectively prevent, manage, reduce, and/or mitigate Legionella growth within both potable and non-potable water systems to reduce the potential for health care acquired infections.

Additionally, there are other water management programs required under VHA policy. These include water quality requirements defined in the Association for the Advancement of Medical Instrumentation (AAMI) Technical Information Report (TIR) 34:2014/(r)2017)), “Water for the Reprocessing of Medical Devices” which is referenced in AAMI ST79:2017, “Comprehensive Guide to Steam Sterilization and Sterility Assurance in Health Care Facilities.” The documents define the parameters to be monitored but also outline the frequency of testing and limits for the noted contaminants in utility water and critical water.

To streamline the total water management at the facility and its buildings, there may be a value engineering approach to align the various water management plans to reduce redundancy of data collection and to utilize other data points for the management of the water quality at the facility.

Specific Tasks

The basis of work for this SOW is to conduct an audit of VA San Diego’s HCA LD Prevention Plan. The Scope of Work encompasses a review and evaluation of the following elements:

A.  Scope:

1. Task 1: HCA LD Gap Analysis Assessment

1. Verify the inclusion of schematic (single line) diagrams of potable water systems for the medical campus and each building under the purview of Directive 1061. This includes both hot and cold water and other items listed in Appendix A (1)(a).
2. Identify each building required to be enrolled in the HCA LD and perform a risk assessment for each building in accordance with Appendix A (1)(b). This also includes the identification of special use water systems (e.g., hemodialysis, laboratory areas).
3. Verify identification of water system management points in accordance with Appendix A (1)(c).
4. Review proposed engineering control strategies and provide recommendations, where needed, Appendix A (1)(d) and Appendix A (2)
5. Review procedures, practices, and documentation of when each water quality and control measure is monitored for compliance and what corrective actions were taken (see Appendix A (1)(e)).
6. Review current validation control measures to assess if the current policies and practices are effectively inhibiting Legionella growth in accordance with Appendix A (1)(f).
7. Identify areas where there are potential redundancies with other critical water quality management plans, procedures, and data collection to streamline and recommend incorporation of multiple types of water management plans.
8. Review feasibility of remediation strategies with current capabilities. These may include thermal flushing, hyper-chlorination, or other biocidal techniques.
9. Review of current anti-scald devices and anti-scald management plans for water outlets, where patients are exposed to heated water vial full or partial immersion, and for the implementation of thermal remediation (see Appendix B).
10. Review engineering control validation procedures and existing data (e.g., water temperature, biocide levels), what corrective actions or adjustments to the engineering controls have been implemented, and data from either Legionella cultures or PCR results.
11. Review the facilities action limits for remediation when positive water outlets are identified. This includes any past submittals of environmental testing reports or data in the VHA Water Safety Management Tool database.
12. Review the communication strategies of validation activities and results to medical facility personnel.

1. Task 2: Recommendations: Evaluation of Findings, Immediate and Long-Term Control Measures

1. Prepare written Statement of Findings, Recommendations, and Conceptual Cost Analysis.

Deliverables:

Contractor shall provide the following:

1. Contractor shall provide an electronic format report and a paper copy of the Legionella Management Plan. Results shall define the scope of the work performed and shall include details of actions and methods used to perform work and recommendations. During data collection, Contractor shall report discrepancies in existing system to include Gap analysis results to determine need and policies to implement and maintain compliance with VHA directive 1061.

Performance Monitoring:

VASDHS project COR be monitoring Contractor work based on the following criteria but not limited to:

1. Knowledge of Legionella management procedures, and VHA Directive 1061 requirements
2. Ability to perform work and provide reports at the specified dates.
3. Proven exemplary work history in medical facility systems and lead arc flash work or/and related work with major electrical distribution systems.
4. Contractor certification to perform work in Legionella management.
5. Familiarity with VA procedures and specifically, the VASDHS facility.
6. Employee qualifications and experience in performing required work.
7. Past similar work on-site or within other VA facilities or Federal entities of comparable size.

Safety Precautions

1. Contractor shall comply with all applicable Federal, State, and local requirements regarding workers’ health and safety. The requirements include, but are not limited to, those found in VHA Directive 1061, Centers for Disease Control and Prevention (CDC), Federal and State Occupational Safety and Health Act (OSHA) statutes and regulations, such as applicable provisions of Title 29, Code of Federal Regulations (CFR), Parts 1910 and 1926,  CFR 1910.132(d)(1)(iii), 29CFR1910.137
2. In the performance of this contract, Contractor shall take such safety precautions as necessary while operating in construction area. Contractor shall provide all necessary tools, equipment, labels, and Personal Protective Equipment (PPE) to perform the work safely, effectively, and timely.

Other Pertinent Information or Special Considerations

1. Contractor employees will notify the VA Representative before entering a designated permit required confined space so that appropriate precautions may be taken. In addition, there are special precautions to be taken when working on 2S Mental Health unit or other locations of this facility. If required, Contractor shall keep tools and materials under their control at all times. The facility will be functional during contractor operation. Contractor shall therefore schedule the work accordingly and coordinate operation with the facility construction safety manager and project’s COR. Several inspections will be conducted in locations that may require additional personal protective equipment. Contractors will notify the VA representative at any time the contractor is on VA grounds.
2. VASDHS La Jolla facility is a Federal property. Contractor shall coordinate with the facility Engineering Service if warranted for access in restricted spaces or any required support in the performance of this work. The designated COR shall coordinate the request.
3. If work will be conducted in areas identified as containing asbestos materials. Contractor shall comply with the public laws and statues including all changes and amendments of Federal, State, and local environmental statutes and regulations governing Asbestos containing materials-ACM, to include:

• 29 CFR 1926.1101 Asbestos Regulations for the Construction Industry.
• 29 CFR 1910.134 Respiratory Protection Standard
• EPA, Asbestos Hazard Emergency Response Act (AHERA) protocols. 
• Guidance for Controlling Asbestos-Containing Materials in Buildings, EPA 560/5-85-024.

1. Contractors shall be licensed, qualified, and certified to meet all EPA regulations under National Emission Standards for Hazardous Air pollutants-NESHAPS and all applicable federal, state, and local regulations.

Acceptance Criteria: The COR can perform inspection of the work performed without the presence of the contractor and determine whether the work performed is within standards expressed in this scope of work. It is VA prerogative to hire an independent qualified third party to check the validity of the work conducted.

Contractor Qualifications & Other Responsibilities: Contractor shall obtain all necessary licenses required to perform this work.  Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract.  Contractor shall be responsible for any injury to himself/herself, his/her employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by him/her or his/her employees’ fault or negligence.  Contractor shall maintain personal liability and property damage insurance prescribed by the laws of the Federal Government.

The Government reserves the right to accept or reject Contractor’s employee for the rendering of services.  Complaints concerning Contract Personnel’s performance or conduct will be dealt with by the Contractor and COR with the final decision being made by the Contracting Officer.

Safety Requirements:

1. 1. All personnel employed by the Contractor in the performance of this contract, or any representative of the Contractor entering on VASDHS shall comply with applicable Federal, State, and VA safety and fire regulations and codes, which are in effect during the performance period of the contract.
   2. Contractor shall perform work in strict accordance with existing relevant, accredited standards and codes to minimize the possibility of injury to personnel, or damage to Government equipment.  Every effort shall be made to safeguard human life and property. 
   3. Contractor shall comply with all applicable Federal, State, and local requirements regarding workers’ health and safety. The requirements include, but are not limited to, those found in Federal and State Occupational Safety and Health Act (OSHA) statutes and regulations, such as applicable provisions of Title 29, Code of Federal Regulations (CFR), Parts 1910 and 1926, NFPA 70E, NEC, NFPA 99, Article 130.7 29 CFR 1910.132(d)(1)(iii), 29CFR1910.137
   4. Contractor shall provide all necessary tools, and Personal Protective Equipment (PPE) to perform the work safely, effectively, and timely.

1. 1. The VAMC San Diego building 1, main building, contains asbestos. Any worker entering these asbestos containing areas must have an asbestos certification of no less than 16 hours and a valid fit test certification. Certifications must be presented to the VA project manager before any work in an asbestos area may begin.

Changes: The awarded Contractor is advised that only the Contracting Officer, acting within the scope of the contract has the authority to make changes which affect the contract in terms of quality, quantity, price or delivery.

In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment shall be made in the contract price to cover any increase in costs incurred as a result thereof.

VA Policy: Possession of weapons is prohibited. Enclosed containers, including tool kits, are subject to search. Violations of VA regulations may result in citations answerable in the United States (Federal) District Court.

Parking Policy: It is the responsibility of Contractor personnel to park only in designated parking areas.  Parking information is available from the VA Police. The VA shall not validate or make reimbursement for parking violations of the Contractor’s personnel under any circumstances.

Identification Badges: All Contractor personnel are required to wear identification (I.D.) badges during the entire time they are on the VA Healthcare System grounds. I.D. badges must have an identification picture and shall state the name of the individual and the company represented.

Smoking Policy: Smoking is not permitted within the VA Healthcare System facilities campus.

Normal Working Hours: Normal hours of operation are Monday through Friday from 7:30 am to 4:00 pm Pacific time. All work is expected to be performed generally during normal hours of coverage unless requested or approved by the COR or his/her designee.

Before commencement of work, the Contractor shall confer with the VA COR and Contracting Office to agree on a sequence of procedures; means of access to premises and building. All work performed, to include delivery of materials and equipment, shall be made with minimal interference to Government operations and personnel.

Work performed outside the normal hours of coverage must be approved by the COR or his/her designee.

Overtime and National Holidays: Any overtime or holiday pay that may be entitled to the Contractor’s employees shall be the sole responsibility of the Contractor and shall not be billed to nor reimbursed by the Government.

Basis of Award: Award will be made to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government.  Offeror quotes will be evaluated in the following manner.  The lowest-priced quote will be identified.  The lowest-priced quote will be evaluated to determine if the quoted price exceeds the amount of funding available for the procurement.  If the quoted price does not exceed the amount of funding available for the procurement, the quoted price will be evaluated to determine if it is reasonable.  If the quoted price is found to be reasonable, the offeror who submitted this quote will be identified as the “successful offeror.”  The Contracting Officer will then determine if the successful offeror is responsible using the general standards of responsibility and the special standards of responsibility applicable to this procurement.  If contract award cannot be made to the successful offeror, the Contracting Officer will evaluate the next lowest-priced quote following the procedures described above.  This process will continue until a contract award can be made or the Contracting Officer determines that no contract award can be made.  The Contracting Officer may find all quotes not acceptable and cancel the solicitation if the lowest-priced quote exceeds the amount of funding available for the procurement.  The Contracting Officer may likewise find a quote under evaluation, as well as all remaining quotes, not acceptable and cancel the solicitation if the quote currently under evaluation exceeds the amount of funding available for the procurement.  The Government intends to evaluate quotes and award a contract without discussions with offerors.  However, the Government reserves the right to conduct discussions at any time if determined by the Contracting Officer to be in the Government’s interest.   In addition to the General Standard of Responsibility found in FAR 9.104-1 and in accordance with FAR 9.104-2, the following Special Standard of Responsibility applies to this procurement:

Submitting Offer: Please use attached Enclosure 1 to submit quotes. Offeror(s) are reminded to thoroughly review the solicitation in its entirety and shall submit their offer using the “Solicitation Price Schedule”.  Offeror is advised the Government may be unable to receive other types of electronic files (e.g. compressed or zip files) or files larger than ten (10) megabytes (MB).  It is the offeror’s responsibility to ensure all required documents are included and completed as required by this solicitation.  Offeror(s) shall submit their quotes to David Odne via email at [email protected].  Ensure to include: “RFQ # 36C26221Q1301” in the subject line of the email.

Quote Submission Deadline: All offeror quotes shall be received by 9/21/2021 NLT 11:00AM Pacific time.  Offeror quotes received after the prescribed deadline, may be considered non-responsive and may not be considered for award. 

Questions or Inquiries:  For all/any immediate question(s) or concern(s) please contact David Odne via email at [email protected].