SAM #36C24126Q0744

Annual Inspection, Testing, Repair, and Replacement of Backflow Preventers at VA Maine Healthcare System

This opportunity involves annual inspection, testing, certification, repair, and replacement services for backflow preventers and cross connection control devices at the VA Maine Healthcare System, Togus campus. - Government Buyer: - Department of Veterans Affairs, 241-Network Contract Office 01 (36C241) - VA Maine Healthcare System, Togus, Augusta, ME - OEMs and Vendors: - Flowmatic - Wilkins Div of Zurn Industries Inc - Febco Sales Inc. - Watts Regulator Co - Ames Control - Hersey Products - Neptune Water Meter - Miles Lab/Ames Lab Tek - Products Requested: - Backflow preventers and cross connection control devices - Models and part numbers include: 575A, RPZ, RPZE, RPZII, DCV, DCVE, 825Y, 009, LF009QT, 975XL2, 2000SS, 009M2, 350XL, 200B DC, FRP11, 909, 575, RPZ 3/4, DC, LF009M3QT, 2F009M3QT, 0093M, RPZ II, 975xl2, 950XLT, LF009M2QT, 009M3 - Approximately 105 devices to be serviced - Services Requested: - Annual inspection, preventive maintenance, testing, certification, repair, and replacement - Emergency service availability 24/7 - NEWWA-certified personnel required - Compliance with Maine International Plumbing Code, VA Plumbing Design Manual PG 18 10, NEWWA standards - Detailed annual reporting, inventory management, tagging, and documentation - Unique/Notable Requirements: - Service-Disabled Veteran-Owned Small Business (SDVOSB) set-aside - Strict safety, infection prevention, and reporting requirements - Contingency allowances for repairs and replacements each option year - All work performed on-site at Togus campus - No specific brands mandated, but inventory includes multiple OEMs

Description

Combined Synopsis-Solicitation for Commercial Products and Commercial Services Effective Date: 04/18/2025 Revision: 02 Description This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, 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 2025-04. This solicitation is set-aside for SDVOSB. The associated North American Industrial Classification System (NAICS) code for this procurement is 238220, with a small business size standard of $19 Million. The FSC/PSC is J045. The VA Maine Healthcare System Togus, located at 1 VA Center, is seeking a qualified vendor to provide Annual Backflow Inspection and Repair at the Togus Medical Center. All interested companies shall provide quotations for the following: Supplies/Services ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 Backflow device inspection and PM IAW the SOWPeriod: Base 1 YR 1001 Backflow device inspection and PM IAW the SOWPeriod: OY1 1 YR 1002 Contingency amount for backflow device repair IAW the SOWPeriod: OY1 1 YR $10,000.00 NTE 1003 Contingency amount for backflow device replacement IAW the SOWPeriod: OY1 1 YR $5,000.00 NTE 2001 Backflow device inspection and PM IAW the SOWPeriod: OY2 1 YR 2002 Contingency amount for backflow device repair IAW the SOWPeriod: OY2 1 YR $10,000.00 NTE 2003 Contingency amount for backflow device replacement IAW the SOWPeriod: OY2 1 YR $5,000.00 NTE 3001 Backflow device inspection and PM IAW the SOWPeriod: OY3 1 YR 3002 Contingency amount for backflow device repair IAW the SOWPeriod: OY3 1 YR $10,000.00 NTE 3003 Contingency amount for backflow device replacement IAW the SOWPeriod: OY3 1 YR $5,000.00 NTE 4001 Backflow device inspection and PM IAW the SOWPeriod: OY4 1 YR 4002 Contingency amount for backflow device repair IAW the SOWPeriod: OY4 1 YR $10,000.00 NTE 4003 Contingency amount for backflow device replacement IAW the SOWPeriod: OY4 1 YR $5,000.00 NTE GRAND TOTAL:   STATEMENT OF WORK (SOW) Backflow Device Annual Inspection and Repair Department of Veterans Affairs VA Maine Healthcare System Togus Scope The Contractor shall provide all labor, supervision, materials, tools, test equipment, travel, and management necessary to perform the annual inspection, testing, certification, repair, and replacement of backflow preventers (BFPs) and cross connection control devices installed at the VA Maine Healthcare System, Togus. The Contractor shall ensure all work complies with the Maine International Plumbing Code; VA Plumbing Design Manual PG 18 10 (March 1, 2026, rev. May 1, 2026); NEWWA standards; and all applicable Federal, State, and local requirements. The Contractor shall comply with all VA, VHA, and facility policies, security requirements, and safety procedures throughout the contract. Background The VA Maine Healthcare System maintains approximately 105 backflow preventers across multiple buildings to protect potable and non-potable water systems from cross contamination. Annual inspection and testing are mandatory under State and Federal water safety regulations and VA engineering guidance. This contract ensures that all devices remain functional, in compliance, and properly documented, and that corrective actions are completed when required. Performance Requirements / Tasks 3.1 General Requirements The Contractor shall inspect, test, certify, repair, and replace backflow prevention devices in accordance with NEWWA, ABPA, ASSE, ANSI, AWWA, NFPA 13/17/25, OSHA, and applicable CFR requirements. All work shall follow manufacturer recommendations and comply with Section 4.10 of PG 18 10. The Contractor shall ensure all devices meet operational, safety, and regulatory standards. 3.2 Inventory and Identification The Contractor shall verify that every BFP has a unique identification number assigned per the VA (EE) numbering system. The Contractor shall coordinate with the COR for correct numbering and install identification tags on all devices missing tags or with illegible tags. The Contractor shall maintain an updated inventory including device type, location, manufacturer, and model number; see attached spreadsheet for format and content. 3.3 Annual Inspection and Testing The Contractor shall conduct annual inspection and testing for approximately 105 BFPs. All testing equipment shall be calibrated with proof of calibration provided in the final report. The Contractor shall complete a NEWWA testing forms for each device. The annual inspection for the Miox BFP shall be completed and submitted prior to September 17 each year. 3.4 Reporting Requirements The Contractor shall submit three (3) printed and bound copies of the annual report. The report shall include completed test forms, photographs showing each device and its identification tag, calibration certificates, NEWWA credentials, and the updated inventory with no blank cells (attached). Digital reports shall be submitted within ten (10) calendar days after testing is completed. Hard copy of the report shall be received within fifteen (15) calendar days after testing is completed. 3.5 Repair and Replacement Requirements The Contractor shall identify deficiencies and notify the COR in writing with a quote for corrective action. No repairs or replacements shall occur without a modification or written approval from the Contracting Officer. Base year repairs and replacements shall be addressed via modification, provide COR and CO/CS with a written proposal for the work. Each option year includes a $15,000 contingency allowance for repairs and/or replacements. Repairs shall comply with VA Specification 22 05 23. Full replacements shall be completed connection to connection and shall include retesting. 3.6 Scheduling and Coordination The Contractor shall provide the COR with a written schedule at least one (1) month before arriving on station. The schedule shall include by BFP planned dates, times, water isolation requirements, expected outage durations, and the full work plan. Quarters may be without water for up to 30 minutes for testing, with additional time for repairs. Main buildings typically do not require isolation for testing. 3.7 VA Escort Support The VA will provide one (1) technician as an escort during on-site work. The escort will provide water shutoff and LOTO support and will be knowledgeable in plumbing system operations. 3.8 Infection Prevention and Safety The Contractor shall provide infection prevention materials when required and comply with VA confined space procedures. The Contractor shall maintain safe working conditions and prevent property damage. Deliverables Three (3) printed and bound annual reports Proof of NEWWA certification for all testing personnel Proof of calibration for all test equipment Updated inventory with type, location, manufacturer, and model number Photographs showing each tagged device Annual Miox BFP report submitted before September 17 Written schedule and outage plan submitted one (1) month prior to arrival Period of Performance The period of performance includes one (1) base year and four (4) option years. Work shall be performed Monday through Friday, 7:00 a.m. to 3:30 p.m., excluding Federal holidays. Emergency service shall be available 24/7. Place of Performance All work shall be performed at: VA Maine Healthcare System 1 VA Center Augusta, ME 04330 Contractor Requirements 7.1 Personnel Certification The Contractor shall ensure all personnel performing testing hold current NEWWA approved credentials. Loss of certification shall be reported in writing to the Contracting Officer immediately. 7.2 Access, Badging, and Security All personnel shall report to Building 202 (Engineering) to sign in and sign out daily when on station. Contractor personnel shall obtain badges through VA Police, following the full VA badging process. No personnel may perform work without an approved badge. All personnel shall comply with VA security requirements. 7.3 Conduct and Facility Rules The Contractor shall confine operations to approved areas. Contractor personnel shall follow all Medical Center rules and conduct operations in a way that minimizes interference with facility operations. Smoking, vaping, and tobacco use are prohibited. 7.4 Photography Restrictions No photography is allowed without written approval from the Contracting Officer. 7.5 Medical Requirements Before beginning work and annually thereafter, the Contractor shall provide proof of: Influenza vaccination COVID-19 vaccination and boosters per VHA directives TB testing per VHA Directive 1131(5) 7.6 Parking Contractor personnel shall park only in designated areas on a first come, first served basis. Safety The Contractor shall maintain safe working conditions, comply with VA and OSHA safety directives, and follow LOTO, confined space, and infection prevention procedures. Government Responsibilities The Government shall provide site access, coordination for outages, and an escort technician for water isolation and LOTO support. COR Authority The COR may monitor technical performance but cannot change contract terms. Any changes must be issued by the Contracting Officer through a written modification. Confidentiality and Nondisclosure All deliverables, reports, data, and materials produced under this contract are the property of the U.S. Government. No information shall be released without written approval from the Contracting Officer. Contractor personnel shall sign nondisclosure agreements as required. 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 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. Attachments VA BFP Testing Forms (as applicable) Campus Map - Togus PG 18 10 Section 4.10 (reference only) Spec Section Inventory Spreadsheet The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/browse/index/far. Solicitation Provisions FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services [Attention CO: www.sam.gov registration is required to be complete at time of response.] Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://sam.gov/ in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services. If paragraph (j) of the provision is applicable, a written submission is required. Evaluation Factors The following decision factors apply: Technical Past Performance Price Certifications 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: 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. Price: The Government will evaluate the price by adding the total of all line-item prices. Certification: Certification will be evaluated on an acceptable/unacceptable basis to ensure compliance with applicable industry standards. Award will be made to the responsible vendor whose quotation is determined to be technically acceptable and offers the lowest evaluated price to the Government.

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