SAM #36C26326Q0975

Water Softener Repair and Maintenance Services for VA Black Hills Health Care System

The Department of Veterans Affairs, Network Contracting Office 23, is seeking sources for water softener repair and maintenance services at the VA Black Hills Health Care System, Fort Meade Campus. - Government Buyer: - Department of Veterans Affairs, Network Contracting Office 23, VA Black Hills Health Care System, Fort Meade VA Medical Center - OEMs Mentioned: - Pentair (manufacturer of water softener systems) - Clack (manufacturer of resin tanks) - Products/Services Requested: - Refurbishment of two Pentair water softener systems (Model MGT-450-3-TRPL DMND NXT W/SIG) - Re-bedding of two Clack 3072 resin tanks - Services include: - Rebuilding head units (seal and piston replacement) - Inspection of brass head bodies - Removal and disposal of existing media - Installation of new 10% resin media - Replacement of head-to-tank gasket and bolts - Off-site disposal of waste in compliance with local regulations - Unique/Notable Requirements: - Contractor must provide all parts, labor, and equipment - Written inspection reports and manufacturer data sheets for replacement media and parts required - Completion of VA-mandated training and escorted access in sensitive locations - Adherence to specific IT security clauses and waste management protocols

Description

The VA Black Hills Health Care System, Fort Meade VA Medical Center is conducting market research to obtain Water Softener Repair and Maintenance Services as described in the Preliminary Statement of Work below.

This is a SOURCES SOUGHT NOTICE only looking for businesses to provide the services listed in the Preliminary Statement of Work below for market research purposes. No proposals are being requested or accepted with this notice. THIS IS NOT A SOLICITATION FOR PROPOSALS OR PRICING AND NO CONTRACT SHALL BE AWARDED FROM THIS NOTICE. This notice shall not be construed as a solicitation or as an obligation on the part of the Department of Veterans Affairs.

Responses to this notice will be treated only as information for the Government to consider as part of their market research efforts. The information provided will be used by the Government in developing its acquisition strategy regarding possible set aside for Service-Disabled Veteran-Owned, Veteran-Owned, and other socio-economic categories of small business. Interested parties are responsible for adequately marking proprietary, restricted or competition sensitive information contained in their response. The Government does not intend to pay for the information submitted in response to this notice and parties responding will not be entitled to payment for direct or indirect costs incurred in responding to this notice.

The North American Industry Classification System (NAICS) code for this requirement is 811310 Commercial and Industrial Machinery and Equipment (Except Automotive and Electronic) Repair and Maintenance, with an SBA Small Business Size Standard of $12.5 Million.

If you are a vendor capable of providing the requested information and required services described below with competitive pricing, send your information with a description of proof of capability and answers to all questions to: Alisha.Milander@va.gov on or before Tuesday, August 4, 2026 at 12:00 PM Central Time.

Please provide answers as appropriate to the following questions in the table below with your response to this Sources Sought. Failure to respond accurately to the following questions may affect the acquisition strategy. Failure to respond to the questions at all, or not respond to select individual questions, will result in your response being determined as non-responsive.

1.  Please provide all socio-economic categories of your firm (e.g., SDVOSB, VOSB, WOSB, Large Business, 8a, etc.) as well as your firm s SAM Unique Entity ID number (replaces DUNS number) and Government Contract POC. 2.  State whether the requested services may be ordered against a government contract awarded to your organization (e.g Federal Supply Schedule (FSS), General Services Administration (GSA), etc.). 3.  State if subcontracting is contemplated for this requirement, what percentage of the work will be subcontracted, and for what tasks. 4. Provide estimated lead time to perform the services described in the Preliminary Statement of Work below. Vendors responding to this notice must show they can complete every task in the Preliminary Statement of Work within the period of performance listed in the ITEM INFORMATION below. If the given period of performance cannot be met for reasons outside a vendor s control, indicate in your response what those outside reasons/factors are. 5. Complete the yellow highlighted areas in the ITEM INFORMATION directly below this section for market research pricing for the services described in the Preliminary Statement of Work. ITEM INFORMATION ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001

1.00 JB $___________ $___________

Provide water softener repair and maintenance services in accordance with the Statement of Work.

Contract Period: Base POP Begin: 09-01-2026 POP End: 11-30-2026 PRINCIPAL NAICS CODE: 811310 Commercial and Industrial Machinery and Equipment (Except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J046 Maintenance, Repair, and Rebuilding of Equipment Water Purification and Sewage Treatment Equipment

PRELIMINARY STATEMENT OF WORK

SCOPE OF WORK

The VA Black Hills Health Care System (VA BHHCS) Ft. Meade Campus has a requirement to repair the boiler plant water softeners. The Contractor shall provide all parts, labor, and equipment necessary to refurbish two (2) Pentair water softener systems and re-bed two (2) Clack 3072 resin tanks. The Marlo build numbers located on the Pentair water softener systems are as follows:

Model MGT-450-3-TRPL DMND NXT W/SIG Serial CM-110060-001-0 Vin CM-110060-01

TECHNICAL REQUIREMENTS

Head Unit Refurbishment:

Rebuild both upper and lower head units, to include the replacement of all seals and pistons.

Inspection:

Perform a comprehensive inspection of the brass head body for structural integrity and corrosion.

Resin Tank Services (Clack 3072):

Complete removal and legal disposal of existing media. Installation of new 10% resin media. Replacement of the head-to-tank gasket and bolts.

Waste Management:

The Contractor is responsible for the removal and off-site disposal of all used parts and exhausted media in accordance with local regulations. There are no dumpsters available for vendor use. The removal of waste and/or excess material shall be conducted through the loading dock area. Delivery trucks and/or other vendor vehicles will not be permitted to remain at the loading dock. Vehicles will need to be brought back to the dock if required to remove any waste, tools, or excess materials.

DELIVERABLES

Fully operational water softener system.

Written inspection report detailing the condition of the brass head body.

Manufacturer data sheets for replacement media and parts.

PLACE OF PERFORMANCE

BHHCS - Ft Meade, 113 Comanche Rd., Ft Meade, SD 57741

SECURITY

Appropriate Contractor staff (as determined by the VA) performing the duties of the Statement of Work shall complete the computer-based training course TMS 20939 No Access.

Contractor staff shall be escorted while in sensitive locations.

The contractor shall adhere to only the following IT security sections contained in the IT Contract Security Clause below (VHA Handbook 6500.6):

1. GENERAL
2. TRAINING

WORKING HOURS

Anticipated hours of work will be Monday through Friday from 7:00 AM 5:00 PM Mountain Time. Additional hours must be coordinated through the COR/POC.

Due to the changing dynamics of the VA, the Contractor may be required to perform service after hours, on weekends, or over holidays. Some projects may only be performed during non-duty hours to avoid disruptions to patient care. Overtime work must be first approved and assigned by the COR/POC.

Observed Federal Holidays: New Year s Day Martin Luther King Birthday Washington s Birthday Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veteran s Day Thanksgiving Day Christmas Day

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