Water Management Program and Chemical Testing VAMC Boston Healthcare System

Attachment 1: Combined Synopsis-Solicitation for Commercial Products and Commercial Services RFQ: 36C24127Q0016 Water Management Program and Chemical Testing Effective Date: 01/15/2026 Revision: 03 Description of Services This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format Revolutionary FAR Overhaul (RFO) in Federal Acquisition Regulation (FAR) subpart 12.202, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2026-01. This solicitation is set-aside for 100% SDVOSB/VOSB. The associated North American Industrial Classification System (NAICS) code for this procurement is 561210, with a small business size standard of 19 million. The FSC/PSC is F109. The Network Contracting Office (NCO) 1- New England is seeking a qualified contractor to establish a Water Management Program and provide Water Chemical Testing Services as a Firm-Fixed Price Purchase Order. If you have any questions or concerns regarding this solicitation, they should be forwarded in writing via email to the Point of Contact listed below: Pamela L. Parham pamela.parham3@va.gov All interested companies shall provide quotations for the following: Supplies/Services  Products  Item # Description/Part Number* Qty Unit of Measure Price Extended Amount 001 Water Management Program and Chemical Testing Services for 3 VA campuses in accordance with the Statement of Work Base Year 1 YR 1001 Water Management Program and Chemical Testing Services for 3 VA campuses in accordance with the Statement of Work- Option Year 1 1 YR 2001 Water Management Program and Chemical Testing Services for 3 VA campuses in accordance with the Statement of Work Option Year 2 1 YR 3001 Water Management Program and Chemical Testing Services for 3 VA campuses in accordance with the Statement of Work Option Year 3 1 YR 4001 Water Management Program and Chemical Testing Services for 3 VA campuses in accordance with the Statement of Work- Option year 4 1 YR (START OF STATEMENT OF WORK) STERILE PROCESSING SERVICE WATER MANAGEMENT PROGRAM, AND WATER TESTING General: The Boston VA Medical Center Campus in Boston, MA has a need for the development, testing and maintenance of a water management program, for existing water systems. Description of Service: The contractor shall provide all supervision, labor, travel, parts, materials, tool, supplies, and equipment necessary to provide a comprehensive Water Management Program, water testing, and implement a Web-based Data Management System to record, store, and report all data in alignment with AAMI ST-108:2023. On date of award of a contract, the contractor shall take on the full scope of duties, meeting all the requested requirements within the water management services, and water testing/ lab services. Comprehensive Water Management Program Tests shall be completed within the first 2 weeks of each month. Water testing shall be conducted monthly, quarterly, and as needed based on re-testing needs due to out-of-range results. Period of Performance: The performance period shall be one base year of twelve months, plus four one-year option renewals. AAMI ST108 Utility Water, Critical Water, and Steam Testing: Pre-Work Conference: Within 10 days after award of the contract, the Contractor shall meet with the designated point of contact to establish mutually agreeable schedules for accomplishment of the required items of work. Hours of Operation Water testing shall be done during normal business hours of 0730-1600, Monday through Friday. Water Management Services Water Management Development for Sterile Processing Service The contractor shall develop a Water Management Program (WMP) for the sterile processing service (SPS) water systems in alignment with VA and industry standards, including the following: AAMI ST-108:2023 Water for the processing of Medical Devices Association of perioperative Registered Nurses (AORN) Guideline for Cleaning and Care of Surgical Instruments VHA Directive 1116(2) Sterile Processing Services (SPS) The water management program shall contain the following elements for water safety: Program Team (Water Management Team) Identify persons responsible for SPS WMP development, implementation, and operation. Develop Program Goals Establish water safety and quality goals for SPS. Describe Water Systems Describe the critical water, utility water, and steam systems within SPS and develop water-system process flow diagrams. Analysis of Building Water Systems Conduct a systematic analysis of hazardous conditions in the SPS water systems. Control Locations Determine the locations in the system where control measures are required. Control Limits For each control measure at each control location established, determine the limits including but not limited to a maximum value, a minimum value, or a range of values within which a chemical or physical parameter must be monitored and maintained to reduce hazardous conditions to an acceptable level. Control Measures Outline the means, methods, or procedures used to maintain the physical or chemical conditions of water to within control limits. o Routine preventative maintenance program for the critical water system. o Flushing program for both critical and utility/potable water during times of low water usage in SPS. Monitoring Establish procedures for monitoring whether control measures are operating within established control limits. Corrective Actions Establish the corrective actions to be taken when monitoring indicates that the control parameters are outside of the established control limits. Develop Verification Strategy Establish procedures to confirm that all the program elements are being implemented as designed at a frequency established by the WMT. Develop Validation Strategy Establish additional, outside of baseline stated in above chart (AAMI ST108 Utility Water, Critical Water, and Steam Testing), validation criteria and frequency to confirm that the program effectively controls the hazardous conditions throughout the SPS water systems. Documentation Establish documentation and communication procedures for all activities of the WMP and maintain records appropriate to these principles and their application. Water Management Program Operations for Sterile Processing Service Upon completion and approval of the Water Management Program (WMP), the contractor shall provide WMP operation services in support of the Water Management Team (WMT) for the facility s SPS water systems. The WMP operation services shall contain the following elements for water safety: Facilitate quarterly meetings for the Water Management Team. Maintain, assist, and advise in the operation of the WMP and generate required documentation. Recommend and implement changes to the WMP as directed by the Water Management Team to achieve the desired performance in alignment with AAMI ST-108:2023 and VHA Directive 1116(2). Provide, operate, and continue to customize the WMP using the web-based data management software. Provide remote support on water management questions as needed. Provide training to the Water Management Team on the WMP process and best practices for SPS water systems. Verify that the WMP is being implemented as designed on a quarterly basis through monitoring and documentation of system performance and WMP records and record in the web-based data management software. Validate that the WMP adequately controls the hazardous conditions in the building water system through the review of on-site water testing. Web based Data Management System The existing web-based data management systems used to collect, report, and store continuous monitoring water data will be used for WMP development and operations. The web-based data management system shall provide the following functions: All information stored in the system is available 24/7 via password protected access WMP-related reports (including validation testing results, meeting minutes, verification reports, and service provider reports) can be stored and available for immediate access by all users Customized charts, reports, views, and data entry screens as requested Management dashboards with industry benchmarking Send text or email alerts for data that is outside of set parameters Automated data collection via continuous monitoring equipment (equipment not included) Validation test results immediately uploaded Exportable data to excel and other formats The purchase order s period of performance is estimated to start in April 2026 April 2027. The period of performance shall be for one base year of 12 months with 4 twelve month option periods, for a total of five years. Place of Performance/Place of Delivery Jamaica Plain VA Medical Center 150 South Huntington Avenue Boston, MA 02130-4817 West Roxbury VA Medical Center 1400 VFW Parkway West Roxbury, MA 02132-4927 Brockton VA Medical Center 940 Belmont Street Brockton, MA 02301-5596 (END OF STATEMENT OF WORK) (START OF PROVISIONS) The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/browse/index/far. The following solicitation provisions and clauses apply to this acquisition: FAR 52.212-1, Instructions to Offerors-Commercial Products and Commercial Services (SEP 2023) (DEVIATION OCT 2025) All quoters shall submit the following: Price, Technical, and Past Performance. Page 3 of this Combined Synopsis/Solicitation with the price and total filled out. Cost Breakdown of vendor price Provide SDVOSB certification from SBA.gov. Provide past performance with minimum of three references. Provide documentation to demonstrate Water Management Program Technical Approach, Qualifications, Experience, and Lab Capabilities. Provide a capability statement for Independence, Accreditation and Laboratory Proximity and Redundancy. Provide a statement for On-site Personnel and Reporting Capabilities. Provide filled out and signed VAAR 852.219-75. All quotes shall be sent to the Contract Specialist, Pamela L. Parham, pamela.parham3@va.gov. Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of RFO FAR 12. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government. www.sam.gov registration is required to be complete at time of submission of response. Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://sam.gov/. FAR 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial Services (NOV 2023) (DEVIATION OCT 2025) FAR 52.252-1, Solicitation Provisions Incorporated by Reference (FEB 1998) - This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es): https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-52#FAR_52_252_1 (FAR) and http://www.va.gov/oal/library/vaar/index.asp (VAAR) ADDENDUM to FAR 52.212-2 EVALUATION COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (DEVIATION AUG 2025) The following factors shall be used to evaluate quotations: Technical or Quality: The offeror s quote shall be evaluated to determine if the contractor has the experience and capabilities to provide quality services in a timely and efficient manner. Water Management Program Development & Technical Approach Contractor shall demonstrate thorough understanding of AAMI ST-108, covering hazard analysis, control limits/measures, monitoring, corrective actions, and verification/validation strategy. Qualifications, Experience and Lab Capabilities The Government will assess the Offeror s ability to provide independent, accredited, and reliable SPS focused water testing services. Evaluation will consider: Independence Clear demonstration of no conflict of interest, including no sale of treatment chemicals or devices. Accreditation Current EMLAP, NELAP, or equivalent state accreditation covering all required ST 108 analytes. Laboratory Proximity A primary testing lab located near Boston to minimize sample degradation and transit delays. Dedicated On Site Personnel Employee assigned to perform monthly on site testing to ensure continuity and consistency. Laboratory Redundancy Access to multiple laboratories capable of processing samples to ST 108 standards in case of emergent need. Summary Reporting Capability Ability for all laboratories to produce single page summary reports listing all biological and chemical analytes with corresponding ST 108 maximum concentration levels. Contractor will provide a quality control plan, which explains the offerors approach to quality control and methodologies. If you are planning to sub-contract some or all of this work, please provide the name and address(s) of all subcontractor(s) (if applicable) and a description of their planned subcontracting effort. Past Performance: Provide (3) references of work, similar in scope and size with the requirement detailed in the Performance Work Statement. Refer to Past Performance sheet in section D. References must include contact information, brief description of the work completed, and contract # (if relevant). References may be checked by the Contracting Officer to ensure your company has complied with prior requirements, responded to issues and performed in accordance with the PWS. Past performance information may also be obtained from other sources available to the Government to include, but not limited to, Contractor Performance Assessment Reporting System (CPARS), System for Award Management (SAM), or other databases. Veterans Involvement: SDVOSBs and VOSBs must be registered and certified in the Small Business Administration Small Business Search (SBA DSBS) database (https://search.certifications.sba.gov). Price: Complete line items on Page 2 of this combined synopsis/solicitation, which will be completed by the offeror. Evaluation Approach. The Government will evaluate quotations using the comparative evaluation process outlined in FAR 13.106-2 (b) (3), where quotations will be compared to one another to determine which provides the best benefit to the Government. The Government reserves the right to consider a quotation other than the lowest price that provides additional benefit(s). Quotations may exceed minimum requirements of the solicitation. The Government reserves the right to select a quotation that provides benefit to the Government that exceeds the minimum requirements of the solicitation but is not required to do so. Each response must meet the minimum requirements of the solicitation. The Government is not requesting or accepting alternate quotations. The evaluation will consider the following: Technical or Quality: The quotation will be evaluated to the extent to which it can meet and/or exceed the Government s requirements as outlined in the solicitation and based on the information requested in the instructions to quoters section of the solicitation. Past Performance: The past performance evaluation will assess the relative risks associated with a quoter s likelihood of success in fulfilling the solicitation s requirements as indicated by the quoter s record of past performance. The past performance evaluation may be based on the contracting officer s knowledge of and previous experience with the supply or service being acquired; Customer surveys, and past performance questionnaire replies; Contractor Performance Assessment Reporting System (CPARS) at http://www.cpars.gov/; or any other reasonable basis. Veterans Involvement: In accordance with Veterans Affairs Acquisition Regulation (VAAR) 852.215-70 (DEVIATION), Service-Disabled Veteran-Owned and Veteran-Owned Small Business (VOSB) Evaluation Factors, the Government will assign evaluation credit for a Quoter (i.e., prime contractor) which is a Service-Disabled Veteran-Owned Small Business (SDVOSB) or a VOSB. To receive credit, an offeror must be registered and verified in Small Business Administration Small Business Search (SBA DSBS) database (https://search.certifications.sba.gov) at time of quotation submission and at time of award and must meet federal small business size standards for the North American Industry Classification System (NAICS) code assigned to this solicitation. Non-SDVOSB/VOSB quotations that use SDVOSBs or VOSBs as subcontractors will receive some consideration under this evaluation Factor. Quoters must state in their quotations the names of the SDVOSBs and VOSBs with whom they intend to subcontract and provide a brief description of the proposed subcontracts and the approximate dollar values of the proposed subcontracts. In addition, the proposed subcontractors must be registered and verified in the SBA DSBS and must meet federal small business size standards for the NAICS code assigned to this solicitation at time of both quotation submission and at time of award. Price: The Government will evaluate the price by adding the total of all line-item prices. The Total Evaluated Price will be that sum. FAR 52.203-18, Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements or Statements-Representation. (JAN 2017) FAR 52.204-7, System for Award Management Registration (NOV 2024) (DEVIATION NOV 2025) FAR 52.222-18, Certification Regarding Knowledge of Child Labor for Listed End Products.(FEB 2021) (END OF PROVISIONS) (START OF CLAUSES) FAR 52.252-2, Clauses Incorporated by Reference (FEB 1998) - This contract incorporates one or more clauses by reference, with eh same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es): http://www.acquisition.gov/far/index.html (FAR) and http://www.va.gov/oal/library/vaar/index.asp (VAAR) FAR 52.203-17, Contractor Employee Whistleblower Rights. (NOV 2023) FAR 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements. (JAN 2017) FAR 52.204-9, Personal Identity Verification of Contractor Personnel (JAN 2011) FAR 52.204-13, System for Award Management-Maintenance (OCT 2018) (DEVIATION NOV 2025) FAR 52.209-6, Protecting the Government's Interest When Subcontracting With Contractors Debarred, Suspended, Proposed for Debarment, or Voluntarily Excluded. (JAN 2025) (DEVIATION NOV 2025) FAR 52.209-10, Prohibition on Contracting With Inverted Domestic Corporations. (NOV 2015) (DEVIATION NOV 2025) FAR 52.219-14, Limitations on Subcontracting. (OCT 2022) (DEVIATION NOV 2025) FAR 52.222-3, Convict Labor. (JUN 2003) (DEVIATION NOV 2025) FAR 52.222-19, Child Labor-Cooperation with Authorities and Remedies. (JAN 2025) (DEVIATION NOV 2025) FAR 52.222-36, Equal Opportunity for Workers with Disabilities. (JUN 2020) (DEVIATION NOV 2025) FAR 52.222-41, Service Contract Labor Standards. (AUG 2018)