J066--Maintenance Agreement for Research Services Millipore Water System

Active

Contract Opportunity

Sources Sought Notice
THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The purpose of this Sources Sought Notice is to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement. The responses received from interested contractors will assist the Government in determining the appropriate acquisition method.
The Department of Veterans Affairs (VA), Network Contracting Office (NCO) 20, is conducting market research to identify potential sources which can provide the following in support of the Boise VA Medical Center (BVAMC):
BVAMC has a need for an annual preventative maintenance agreement for a Millipore Milli-Q Water Purification System in Research Services to be purchased for Boise VA Medical Center.

STATEMENT OF WORK (SOW)

Project
A preventative maintenance service agreement for a water purification system in a research laboratory.

Scope of Work
This is for an annual preventative maintenance agreement for a Millipore Milli-Q Water Purification System in Research Services at the Boise VA Medical Center.

Background
The Milli-Q water system is an essential Research Core instrument supporting the labs of both Research Services and the Pathology and Laboratory Medicine Services (PALMS) in the building. It is the only source of the deionized water that is required on a continuous basis for the research conducted in those labs. Since its installation in 2012, the manufacturer, Millipore has provided exceptional maintenance service. The system is comprised of the following units:

1
Elix Reference 15
SN# ZRXO015T0 F1JA97551A

2
Milli-Q Integral 10
SN# ZRXQ010T0 F1HA79126E

3
Milli-Q Integral 10
SN# ZRXQ010T0 F1HA80197C
Specific Tasks

Base year services to be performed.
The contractor will provide one annual preventative visit for each of the covered units in accordance with the recommendations by the manufacturer, EMD Millipore.
The visit will include a comprehensive checkup of system specification and operational functions and preventative replacement of the following parts:
PREPAK 1 PRETREATMENT PACK, 2/BX (2)
UV LAMP FOR TANKASM/RIOS/ELIX-L (3)
MILLIPAK EXPRESS 40 FILTER, 1/BX (5)
SDS TANK ELIX VENT FILTER (3)
PROGARD TS2 (3)
MQ INTEGRAL 10,15 PREVENTIVE MAINTENANCE (2)
QUANTUM TEX CARTRIDGE, 1/PK (2)
A10 UV LAMP (2)
ELIX REF/ADV 10,15 PREVENTIVE MAINTENANCE (1)
Replacement of the RO cartridges, when deemed necessary during the annual PM visit.
2" RO HOUSING ASSEMBLY (6)
75 GPD RO CARTRIDGE, 2/PK (1)
60 GPD RO CARTRIDGE, 2/PK (1)
Note: RO cartridges will be purchased only in BASE YEAR.
A written report, either a hard copy or PDF, will be provided to the POC by the contractor detailing all work performed on the instrument(s) within 7 days of the visit.
Access to a Technical Support Hotline to diagnose, investigate, solve customer issues, and schedule service visits when required.
The contracted work will be performed only by Millipore trained and authorized service in accordance with the manufacturer s specifications.

Option year one services to be performed.
The contractor will provide one annual preventative visit for each of the covered units in accordance with the recommendations by the manufacturer, EMD Millipore.
The visit will include a comprehensive checkup of system specification and operational functions and preventative replacement of the following parts:
UV LAMP FOR ELIX UV (3)
MILLIPAK EXPRESS 40 FILTER, 1/BX (5)
SDS TANK ELIX VENT FILTER (3)
PROGARD TS2 (3)
MQ INTEGRAL 10,15 PREVENTIVE MAINTENANCE (2)
QUANTUM TEX CARTRIDGE, 1/PK (2)
A10 UV LAMP (2)
UV LAMP FOR MQ CENTURY (2)
ELIX REF/ADV 10,15 PREVENTIVE MAINTENANCE (2)
PREPAK 1 PRETREATMENT PACK, 2/BX (1)
Replacement of the RO cartridges, when deemed necessary during the annual PM visit.
2" RO HOUSING ASSEMBLY (6)
75 GPD RO CARTRIDGE, 2/PK (1)
60 GPD RO CARTRIDGE, 2/PK (1)
Note: RO cartridges will be purchased only in BASE YEAR.
A written report, either a hard copy or PDF, will be provided to the POC by the contractor detailing all work performed on the instrument(s) within 7 days of the visit.
Access to a Technical Support Hotline to diagnose, investigate, solve customer issues, and schedule service visits when required.
The contracted work will be performed only by Millipore trained and authorized service in accordance with the manufacturer s specifications.

Option year two services to be performed.
The contractor will provide one annual preventative visit for each of the covered units in accordance with the recommendations by the manufacturer, EMD Millipore.
The visit will include a comprehensive checkup of system specification and operational functions and preventative replacement of the following parts:
MAINTENANCE KIT INT (2)
UV LAMP FOR TANKASM/RIOS/ELIX-L (3)
MILLIPAK EXPRESS 40 FILTER, 1/BX (5)
SDS TANK ELIX VENT FILTER (3)
PROGARD TS2 (3)
MQ INTEGRAL 10,15 PREVENTIVE MAINTENANCE (2)
QUANTUM TEX CARTRIDGE, 1/PK (2)
A10 UV LAMP (2)
ELIX REF/ADV 10,15 PREVENTIVE MAINTENANCE (1)
PREPAK 1 PRETREATMENT PACK, 2/BX (2)
Replacement of the RO cartridges, when deemed necessary during the annual PM visit.
2" RO HOUSING ASSEMBLY (6)
75 GPD RO CARTRIDGE, 2/PK (1)
60 GPD RO CARTRIDGE, 2/PK (1)
Note: RO cartridges will be purchased only in BASE YEAR.
A written report, either a hard copy or PDF, will be provided to the POC by the contractor detailing all work performed on the instrument(s) within 7 days of the visit.
Access to a Technical Support Hotline to diagnose, investigate, solve customer issues, and schedule service visits when required.
The contracted work will be performed only by Millipore trained and authorized service in accordance with the manufacturer s specifications.

Option year three services to be performed.
The contractor will provide one annual preventative visit for each of the covered units in accordance with the recommendations by the manufacturer, EMD Millipore.
The visit will include a comprehensive checkup of system specification and operational functions and preventative replacement of the following parts:
UV LAMP FOR ELIX UV (3)
MILLIPAK EXPRESS 40 FILTER,1/BX (5)
SDS TANK ELIX VENT FILTER (3)
PROGARD TS2 (3)
MQ INTEGRAL 10,15 PREVENTIVE MAINTENANCE (2)
QUANTUM TEX CARTRIDGE, 1/PK (2)
A10 UV LAMP (2)
UV LAMP FOR MQ CENTURY (2)
ELIX REF/ADV 10,15 PREVENTIVE MAINTENANCE (1)
PREPAK 1 PRETREATMENT PACK, 2/BX (1)
Replacement of the RO cartridges, when deemed necessary during the annual PM visit.
2" RO HOUSING ASSEMBLY (6)
75 GPD RO CARTRIDGE, 2/PK (1)
60 GPD RO CARTRIDGE, 2/PK (1)
Note: RO cartridges will be purchased only in BASE YEAR.
A written report, either a hard copy or PDF, will be provided to the POC by the contractor detailing all work performed on the instrument(s) within 7 days of the visit.
Access to a Technical Support Hotline to diagnose, investigate, solve customer issues, and schedule service visits when required.
The contracted work will be performed only by Millipore trained and authorized service in accordance with the manufacturer s specifications.

Option year four services to be performed.
The contractor will provide one annual preventative visit for each of the covered units in accordance with the recommendations by the manufacturer, EMD Millipore.
The visit will include a comprehensive checkup of system specification and operational functions and preventative replacement of the following parts:
MAINTENANCE KIT INT (2)
UV LAMP FOR TANKASM/RIOS/ELIX-L (3)
MILLIPAK EXPRESS 40 FILTER, 1/BX (5)
SDS TANK ELIX VENT FILTER (3)
PROGARD TS2 (3)
MQ INTEGRAL 10,15 PREVENTIVE MAINTENANCE (2)
QUANTUM TEX CARTRIDGE, 1/PK (2)
A10 UV LAMP (2)
ELIX REF/ADV 10,15 PREVENTIVE MAINTENANCE (1)
PREPAK 1 PRETREATMENT PACK, 2/BX (2)
Replacement of the RO cartridges, when deemed necessary during the annual PM visit.
2" RO HOUSING ASSEMBLY (6)
75 GPD RO CARTRIDGE, 2/PK (1)
60 GPD RO CARTRIDGE, 2/PK (1)
Note: RO cartridges will be purchased only in BASE YEAR.
A written report, either a hard copy or PDF, will be provided to the POC by the contractor detailing all work performed on the instrument(s) within 7 days of the visit.
Access to a Technical Support Hotline to diagnose, investigate, solve customer issues, and schedule service visits when required.
The contracted work will be performed only by Millipore trained and authorized service in accordance with the manufacturer s specifications.

Place of Performance.
Research Services, Building 117, Boise VA Medical Center: 500 West Fort Street, Boise, Idaho 83702.

Period of Performance.
Base Year: September 20, 2024 September 19, 2025
Option Year One: September 20, 2025 September 19, 2026
Option Year Two: September 20, 2026 September 19, 2027
Option year Three: September 20, 2027 September 19, 2028
Option Year Four: September 20, 2028 September 19, 2029

6.0 Performance Monitoring.
The tasks will be monitored and confirmed as complete by the point of contact (POC). Instrument users may serve as POC designees to report on contractor performance, if the POC is not available.
Inspection and Acceptance Criteria. The POC, or designee, will verify that the system is working within manufacturer s specifications after completion of service. The POC will provide the AO of Research with a copy of the service report from each service call as a confirmation of services rendered.

Security Requirements. The contractor will not need nor have access to patient information, hardware, or software containing patient information and the contractor will not have access to the VA network. The C&A requirements do not apply, and a Security Accreditation Package is not required. The contractor will require intermittent access to the Research facility. Physical access to the contracted equipment will be limited and arrangements must be scheduled prior to the contractor s service visit. The contractor will check-in with and be escorted by the POC, or designee.

Other Pertinent Information or Special Considerations. Only Millipore manufacturer trained and authorized service engineers/technicians may perform services and repairs. The contractor must possess the specialized experience required to perform scheduled preventive maintenance.

Risk Control. The Research building is designated as a BSL-2 facility with limited access. The contractor will sign in and be escorted by the POC while in the Research building. All rooms are marked to denote specific hazards that are currently in use. There are no patients and no patient care occurring in the Research building. In the areas where the contract work will be performed, the PPE requirements will be noted, as per policy and the appropriate PPE will be made available to the contractor. Additionally, the contractor will take all precautions necessary to protect persons and property from injury or damage during the performance of this contract.

Payment. Invoices will be submitted via the Financial Services Center mandatory Electronic Invoice System, Tungsten for payment. The invoices will include the following information: contractor name, purchase order number and the period of service the billing covers.

Hours of Coverage & Federal Holidays. Planned maintenance service visits will be provided during regular coverage hours of 8:00am to 4:00pm, five (5) days a week, excluding holidays. The contractor will schedule all service visits with the POC or their designee prior to commencing any work on the premises. Services will not be performed on the following legal government holidays:

New Year s Day Jan 1st
Martin Luther King Day 3rd Monday in January
President s Day 3rd Monday in February
Memorial Day Last Monday in May
Juneteenth June 19th
Independence Day July 4th
Labor Day 1st Monday in September
Columbus Day 2nd Monday in October
Veteran Day November 11th
Thanksgiving 4th Thursday in November
Christmas December 25th

Delivery Schedule.

SOW
Task#

Deliverable Title

Format

Documents
Calendar Days After
CO Start
3.1
Field report of services/work performed
PDF of service report of visit
1 copy to POC
Within 7 days of service
6.0
Annual invoice
Invoicing through Tungsten
1 copy to Tungsten
TBD by final contract terms
3.2
Field report of services/work performed
PDF of service report of visit
1 copy to POC
Within 7 days of service
3.3
Field report of services/work performed
PDF of service report of visit
1 copy to POC
Within 7 days of service
3.4
Field report of services/work performed
PDF of service report of visit
1 copy to POC
Within 7 days of service
3.5
Field report of services/work performed
PDF of service report of visit
1 copy to POC
Within 7 days of service

Potential candidates having the capabilities necessary to provide the above stated supplies at a fair and reasonable price are invited to respond to this Sources Sought Notice via e-mail to Nazanin Kreiner at nazanin.kreiner@va.gov no later than April 29, 2024, 1:00PM MDT. No telephone inquiries will be accepted.
RESPONSES SHOULD INCLUDE THE FOLLOWING INFORMATION: Company name, address, SAM UEI and business size; point of contact name, phone number, and e-mail address; whether services are presently offered on a current GSA Federal Supply Schedule contract. NAICS Code 811210 Size Standard: $34 Million is applicable to determine business size standard. Any questions or concerns may also be directed via email to Nazanin Kreiner at nazanin.kreiner@va.gov.
Disclaimer and Important Notes: This Sources Sought Notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. The Government will treat any information received as proprietary and will not share such information with other companies. Any organization responding to this Sources Sought Notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. The Government may or may not issue a solicitation as a result of this announcement. There is no solicitation available at this time.

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