Page 1 of Page 1 of Combined Synopsis Solicitation Togus, ME Water Sampling & Monitoring Services (i) This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested, and a written solicitation will not be issued. (ii) The solicitation is issued as a request for quotation (RFQ). (iii) A statement that the solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2023-01. (iv) The Government intends to award a firm-fixed price award for Water Sampling & Monitoring Services located at the Togus VAMC. Please see the attached Performance Work Statement for full requirement details. Please complete the Price Schedule below and submit with the quote submission. (v) The Contractor shall provide all resources necessary for Water Sampling & Monitoring Services located at the Togus VAMC IAW the attached Performance Work Statement (PWS). Please see the attached PWS for full requirement details. (vi) The Place of Performance is Togus VAMC as described per the PWS. (vii) Provision at 52.212-1, Instructions to Offerors -- Commercial, applies to this acquisition in addition to the following addendums to the provision: 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998); 52.204-7 System for Award Management (OCT 2018); 52.204-16 Commercial and Government Entity Code Reporting (JUL 2016); 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008) (viii) Provision at 52.212-2, Evaluation -- Commercial Items, applies to this requirement. Submission of Quotes: (1) Quotes shall be received on or before the date and time specified in Section (xv) of this solicitation. Note: Offers received after the due date and time shall not be considered. (2) Offerors shall submit their quotes electronically via email to Kenya Mitchell at kenya.mitchell1@va.gov (3) Questions: Questions shall be submitted to the Contracting Officer in writing via e-mail. Oral questions are not acceptable due to the possibility of misunderstanding or misinterpretation. The cut-off date and time for receipt of questions is Wednesday, 10 September 2025 at 5:00 PM EST. Questions received after this date and time may not be answered. Questions shall be answered in a formal amendment to the solicitation so all interested parties can see the answers. (4) Quote Format: The submission should be clearly indexed and logically assembled in order of the evaluation criteria below. All pages of the quote shall be appropriately numbered and identified by the complete company name, date and solicitation number in the header and/or footer. SAM: Interested parties shall be registered in System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. SAM information can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606- 8220. Interested parties not registered in SAM in sufficient time to meet the VA s requirement will be ineligible to receive a government contract. This determination will be at the discretion of the Contracting Officer. VISTA: The VA utilizes VISTA to issue a purchase order and liquidate invoices. Failure to register in VISTA may result in exclusion from the issuance of a VA contract. This determination will be at the discretion of the Contracting Officer. Interested parties with no prior VA contracts can request a Form 10091 at any time. (x) The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html. The following solicitation provisions apply to this acquisition: 1. FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services 2. FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal 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. The following contract clauses apply to this acquisition: 52.203-16, 52.204-4, 852.203-70 FAR 52.212-4, Contract Terms and Conditions Commercial Products and Commercial Services FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Products and Commercial Services 852.219-73 - VA Notice of Total Set-Aside for Verified Service-Disabled Veteran-Owned Small Businesses. 852.219-75 VA Notice of Limitations on Subcontracting - Certificate of Compliance for Services and Construction The following subparagraphs of FAR 52.212-5 are applicable: 52.204-10, Reporting Executive Compensation & First-Tier Subcontract Awards (JUN 2020), 52.204-27, Prohibition on a ByteDance Covered Application (JUN 2023), 52.209-6, Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (NOV 2021), 52.219-28, 52.219-33, Nonmanufacturer Rule (SEP 2021), 52.222-3, Convict Labor (JUN 2003), 52.222-26, Equal Opportunity (SEP 2016), 52.222-36, Equal Opportunity for Workers with Disabilities (JUN 2020), 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020), 52.225-13, Restrictions on Certain Foreign Purchases (FEB 2021), 52.222-41, Service Contract Labor Standards (AUG 2018), (xiii) All contract requirement(s) and/or terms and conditions are stated above. (xiv) The Defense Priorities and Allocations System (DPAS) and assigned rating are not applicable to this requirement. (xv) RFQ responses are due Monday, 15 September 2025 by 5:00 PM EST. RFQ responses must be submitted via email to: Kenya.Mitchell1@va.gov and David.Valenzuela2@va.gov. Hand deliveries shall not be accepted. (xvi) The POCs of this solicitation is Kenya Mitchell at Kenya.Mitchell1@va.gov PRICE SCHEDULE ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 Water Sampling & Monitoring Services Contract Period: Base 1.00 YR __________________ __________________ 1001 Water Sampling & Monitoring Services Contract Period: OY 1 1.00 YR __________________ __________________ 2001 Water Sampling & Monitoring Services Contract Period: OY 2 1.00 YR __________________ __________________ 3001 Water Sampling & Monitoring Services Contract Period: OY 3 1.00 YR __________________ __________________ 4001 Water Sampling & Monitoring Services Contract Period: OY 4 1.00 YR __________________ __________________ GRAND TOTAL __________________ PAST PERFORMANCE WORKSHEET 1. Name of Contracting Activity, Government Agency, Commercial Firm or other Organization: 2. Contracting Activity Address: 3. Contract Number: 4. Date of Contract Award: 5. Beginning Date of Contract: 6. Completion Date of Contract: 7. Contract Value: 8. Type of Contract: 9a. Technical Point of Contact: 9b. Contracting Point of Contact: Name: Name: Title: Title: Address: Address: Telephone: Telephone: Email: Email: 10. Place of Performance: 11. Description of Work (Use a continuation sheet if necessary): 12. List any commendations or awards received: 13. List of Major Subcontractors: PERFORMANCE WORK STATEMENT DEPARTMENT OF VETERANS AFFAIRS General Information: Title of Project: AAMI ST108 Testing (FY25-30) Background: AAMI ST 108 was published in August 2023 and supersedes AAMI TIR 34 as the governing document for water used to process medical equipment. AAMI ST 108 introduces several new concepts that change how facilitates operate their system and manage their critical water program including water testing types, locations and frequency. The AAMI ST108 applies to all VHA owned or operated facilities or leased facilities on property providing services to VHA. Dialysis testing must be in compliance with AAMI ST108, AAMI ISO23500 and VA DIR 1042. Scope of Work: Overview: Water sampling will be gathered from Dialysis, SPS, and Endoscopy throughout the year at numerous locations from utility water, critical water, and steam sampling locations to monitor water system health. Frequency and quantity will vary based on requirements in AAMI ST108, AAMI ISO23500 and VA DIR 1042 and activities in the spaces. Estimated Sample Volume: The estimated annual volume of water samples to be tested is up to 1,931 samples as an aggregate from all water sources and all departments. The total estimated sample volume over five years is approximately 9,655 tests for all water sources. Of the estimated +/-1,931 annual samples collected VA Maine will provide the labor to collect approximately 864 Dialysis and as needed samples, the successful bidder will be responsible for collection of the remaining +/-1,067 samples to be collected each year. The vendor will be responsible for providing all materials, testing services etc. for processing and resulting all +/-1,931 samples. There are approximately 30 different sample locations and Dialysis that may be tested at VAME over the year. The contractor shall provide staffing to collect monthly, quarterly, semi-annual and annual samples in compliance with the requirements of AAMI ST108, AAMI ISO23500 and VA DIR 1042. Water samples shall be submitted to a single water testing agency capable of performing all the tests required under this contract to meet the standards and directives. Results shall be provided via e-mail and accessible on-line. (VAME has historically sent their SPS, Endo and Dialysis water samples to D&D Laboratory, www.danddlab.com ). Required Water Analysis Tests: Contractor shall provide the following water tests in compliance with the testing standards of AAMI ST108: TABLE 1 Test Type Yearly Estimated Test Amount Vendor Sampled VA Sampled pH 87 70 Total Alkalinity 87 70 Total Hardness 87 72 Bacteria 188 128 Endotoxin 122 100 TOC 16 28 Aluminum 48 24 Chloride 48 24 Copper 48 24 Iron 48 24 Manganese 48 24 Nitrate 48 24 Phosphate 48 24 Sulfate 48 24 Silicate 48 24 Zinc 48 24 Dialysis 156 General Locations of Test Ports: Utility Water Generation: entrance/exit from SPS; 2nd floor Mech room B200 Utility Water Points of Use: 4 Sterilizers (SPS) 1 Ultrasonic (SPS) 2 Washers (SPS) 4 Hand sinks (SPS) 1 - Cart Washer (SPS) 1 Medivator (Endo) Critical Water Generation: entrance/exit (SPS) Critical Water Points of Use: 2 Washers (SPS) 1 Cart Washer (SPS) 1 Ultrasonic (SPS) 3 Sinks (SPS) Steam (as condensate) Points of Use: 4 Steam Sterilizers (SPS) 1 Steam Sterilizer (OR) & 1 Cart Washer (SPS) on House Steam Dialysis Water testing per AAMI ST108, AAMI 23500-1, 2019 and VA Directive 1042: Provide Sample Collection Kits and Supplies for VAME staff to collect Dialysis water testing as follows: Shipping box Freezer pack Requisition Test tubes and bottles Shipment of supplies to Togus Restock kits and re-send to Togus after use VA to collect samples for testing per AAMI ST108, AAMI 23500-1, 2019 and VA Directive 1042, per Tablo machine (typical of three): TABLE 2 LAL Product Water Monthly Colony Count Product Water Monthly LAL Dialysate Monthly Colony Count Dialysate Monthly AAMI panel Quarterly Vendor will provide shipping of kits/supplies to Togus upon award of contract Report results immediately upon completion of testing by email and via website to Karen Ainsworth Karen.ainsworth@va.gov; Mark Audet mark.audet@va.gov; Mark Roberts Mark.Roberts6@va.gov; Daniele Fraser daniele.fraser@va.gov and Barbara Oberg-Higgins barbara.oberg-higgins@va.gov Phone support and email communications to discuss failures or other testing issues Specific Tasks/Deliverables: TABLE 3 Description Requirements Delivery Date Task 1: Water sample collection, Schedules/Recurring Testing Utility Water The Contractor will collect Utility Water samples from the locations outlined in Table 4 on the frequency indicated. Contractor shall ship the specimen bottles to the lab for analysis. The contractor will provide a final report of the results for all samples analyzed (i.e. including negative and positive results) to the COR in specified format within 5 business of sample receipt. At the time of sampling, temperature, color, turbidity, and conductivity, will be taken, recorded and provided with the report on each sample. A copy of the field data will be provided to the Facility at the time of sample collection. Results Within 5 business days of initial receipt of water samples. Task 1A: Water sample collection, Event/Incident Testing Utility Water The Contractor will collect Utility Water samples from the indicated location a time of incident as outlined in Table 7 for day one. Contractor shall ship the specimen bottles to the lab for analysis. VA will collect samples on day 2 and 3 utilizing materials and shipping good provided by vendor for these types of events. The contractor will provide a final report of the results including all three days of samples for all samples analyzed (i.e. including negative and positive results) to the COR in specified format within 5 business of sample receipt. At the time of Contractor sampling, temperature, color, turbidity, and conductivity, will be taken, recorded and provided with the report on each sample. A copy of the field data will be provided to the Facility at the time of sample collection. Results Within 5 business days of initial receipt of water Task 1B: Water sample collection, A-La-Cart Testing Utility Water VA will collect Utility Water samples from the indicated location a time of incident as outlined in Table 10 utilizing materials and shipping good provided by vendor for these types of events. The contractor will provide a final report of the results for all samples analyzed (i.e. including negative and positive results) to the COR in specified format within 5 business of sample receipt. Results Within 5 business days of initial receipt of water Task 2: Water sample collection, Schedules/Recurring Testing Critical Water The Contractor will collect Critical Water samples from the locations outlined in Table 5 on the frequency indicated. Contractor shall ship the specimen bottles to the lab for analysis. The contractor will provide a final report of the results for all samples analyzed (i.e. including negative and positive results) to the COR in specified format within 5 business of sample receipt. At the time of sampling, temperature, color, turbidity, and conductivity, will be taken, recorded and provided with the report on each sample. A copy of the field data will be provided to the Facility at the time of sample collection. Results Within 5 business days of initial receipt of water samples. Task 2A: Water sample collection, Event/Incident Testing Critical Water The Contractor will collect Critical Water samples from the indicated location at time of incident as outlined in Table 8 for day one. Contractor shall ship the specimen bottles to the lab for analysis. VA will collect samples on day 2 and 3 utilizing materials and shipping goods provided by vendor for these types of events. The contractor will provide a final report of the results including all three days of samples for all samples analyzed (i.e. including negative and positive results) to the COR in specified format within 5 business days of sample receipt. At the time of Contractor sampling, temperature, color, turbidity, and conductivity, will be taken, recorded and provided with the report on each sample. A copy of the field data will be provided to the Facility at the time of sample collection. Results Within 5 business days of initial receipt of water Task 2B: Water sample collection, A-La-Cart Testing Critical Water VA will collect Critical Water samples from the indicated location at time of incident as outlined in Table 11 utilizing materials and shipping good provided by vendor for these types of events. The contractor will provide a final report of the results for all samples analyzed (i.e. including negative and positive results) to the COR in specified format within 5 business of sample receipt. Results Within 5 business days of initial receipt of water Task 3: Water sample collection, Schedules/Recurring Testing Steam (as condensate) The Contractor will collect Steam samples from the locations outlined in Table 6 on the frequency indicated. Contractor shall ship the specimen bottles to the lab for analysis. The contractor will provide a final report of the results for all samples analyzed (i.e. including negative and positive results) to the COR in specified format within 5 business of sample receipt. At the time of sampling, temperature, color, turbidity, and conductivity, will be taken, recorded and provided with the report on each sample. A copy of the field data will be provided to the Facility at the time of sample collection. Results Within 5 business days of initial receipt of water samples. Task 3A: Water sample collection, Event/Incident Testing Steam (as condensate) The Contractor will collect Steam samples from the indicated location at time of incident as outlined in Table 9 for day one. Contractor shall ship the specimen bottles to the lab for analysis. VA will collect samples on day 2 and 3 utilizing materials and shipping goods provided by vendor for these types of events. The contractor will provide a final report of the results including all three days of samples for all samples analyzed (i.e. including negative and positive results) to the COR in specified format within 5 business days of sample receipt. At the time of Contractor sampling, temperature, color, turbidity, and conductivity, will be taken, recorded and provided with the report on each sample. A copy of the field data will be provided to the Facility at the time of sample collection. Results Within 5 business days of initial receipt of water Task 4: Sample Results Reporting Sample results, signed by the Laboratory manager or director and QA/QC manager, shall be reported to the Facility electronically from each discrete sampling event in an Excel spreadsheet template (e-mailed), and made available through a secure online access site at no additional cost. Within 3 business days of receiving the results from the laboratory Task 5: Responding to Technical Question Pertaining to Water Sampling Results Contracted Lab will respond to basic inquiries and clarifications of sample results within 24 hours of inquiry from the COR, or FMS Chief. This does not include extensive consulting engagements, or in-depth discussions with committees such as water safety. Within 24 hours of inquiry Task 6: Water Sample Testing - Dialysis VA will collect Dialysis Water samples as outlined in Table 2 utilizing materials and shipping goods provided by vendor for these tests. The contractor will provide a final report of the results for all samples analyzed (i.e. including negative and positive results) to the COR and distribution outlined in the SOW in specified format within 5 business of sample receipt. Points of Contact: VA Maine Healthcare System 1 VA Center, Augusta, ME 04330 POCs: Karen Ainsworth, Assistant Chief of FMS 207-623-8411 ext. 5156 karen.ainsworth@va.gov Mark Roberts, Chief of FMS, 207-623-8411 ext. 5151 mark.roberts6@va.gov Chris Curtis, Maintenance Shop Supervisor, FMS, 207-623-8411 ext. 5842 christopher.curtis2@va.gov General Requirements: The Contractor shall ensure that services provided to the Government comply with all applicable Federal, State and local laws, statutes, regulations, and guidelines. The Contractor shall also ensure that all services provided to the Government comply with all VA- and VHA- mandated policies, procedures, standards, and requirements. For water samples, contractor will email results in PDF signed by the Laboratory director/manager and QA/QC manager, and summary results in a Microsoft Excel spreadsheet provided by the COR. A link shall be included with each results report for accessing the online results database. The Contracted laboratory testing shall be certified, and shall maintain all licenses, permits, accreditation and certifications required by law AAMI and VHA Directive, throughout the entire Period of Performance The Contractor has an ongoing obligation throughout the Period of Performance to timely notify the Contracting Officer immediately, in writing, upon its loss (or any of its subcontractors) of any required certification, accreditation, or licensure. Contractor shall follow VA requirements for physical and information security. Contractor s assigned employees will be subject to background investigation and shall obtain temporary contractor badging for all employees servicing the contract prior to performing site work. For all types of water tests/samples the contractor will provide one price of each test that is sampled by the contractor at the VHA facility and then tested by the Laboratory and one price for each test that is sampled by the facility and directly sent to the Laboratory. Should a sample leak, become damaged or get lost in transit to the laboratory, the Contractor will, at no cost to the Government, conduct a resample and submit for analysis. All communication will include 402-25-203SC in the subject/header. Any/all service providers reporting to station shall first report to B202 (engineering) and sign in documenting arrival on station; check in with one of the POCs listed on this contract. Once provider effort has concluded provider will return to B202 to sign out and speak with the POC prior to departing the station. All vendors shall obtain a security badge and display the badge while working on station. Service provider s employees shall not enter the facilities without appropriate badge. They may also be subject to inspection of their personal effects when entering or leaving the facilities. Service providers are required to have a badge request form filled out for all personnel (employees, sub-service providers, consultants, inspectors, etc.) Who will be on-station. Service provider will bring completed request forms to the project COR for signature. Service provider will then take signed badge requests to the VAME police department for processing at least one (1) week prior to arrival of personnel on station. Service provider shall arrange with the police department for a time to return to pick up temporary badges. Any employee who will perform work on station for longer than six months is required to be issued a flash badge. For any employee requiring a flash badge, the Service provider will need to bring the badge request form (with police department approval) back to the COR. The COR will arrange to have employee sponsored in the system. Employee will be notified via e-mail once they are in the system. Employee will then need to arrange a time to complete finger printing and visit the VAME PIV office to be issued their flash badge. No personnel are allowed to perform any work on station before being issued a badge. No personnel are allowed to perform work on station if their badge is expired. No photography of VA premises is allowed without written permission of the contracting officer. Patients and staff are not to be photographed at any time. Sampling will be performed during the hospital s regular administrative working hours, 7:00 AM 3:30 PM, Monday through Friday observing all federal holidays. Per VA Directive 1085, smoking, vaping and smokeless tobacco are prohibited on the grounds of VA facilities, including in vehicles. This Directive applies to all Service provider and their employees. All employees of the service provider shall comply with VA security management program and obtain permission of the VA police, be identified by service and employer, and restricted from unauthorized access. VA reserves the right to close down or shut down the facilities and order Service provider s employees off the premises in the event of a national emergency. The Service provider may return to the site only with the written approval of the contracting officer. Prior to commencing work onsite, and each year thereafter, all Service providers and their provider personnel shall provide proof of receipt of seasonal influenza vaccination in compliance with VHA Direction 1013. Prior to commencing work onsite, all Service providers and provider personnel shall provide proof of receipt of required COVID vaccinations and boosters in compliance with current VHA Directives. Prior to commencing work onsite, all Service providers and provider personal shall provide proof of receipt of required Tuberculosis testing in compliance with VHA Directive 1131(5), dated June 4th, 2021 Parking for Service provider and its employees shall be in designated areas only. Service provider to coordinate with Contracting Officer s Representative. Parking shall be first-come first-serve. The Service provider shall confine all operations (including storage of materials) on government premises to areas authorized or approved by the contracting officer. The Service provider shall hold and save the government, its officers, and agents, free and harmless from liability of any nature occasioned by the Service provider's performance. Working space and space available for storing materials shall be as determined by the COR. Workers are subject to rules of Medical Center applicable to their conduct. Execute work in such a manner as to interfere as little as possible with work being done by others. Provide COR with a report or statement of work completed monthly and include statements with requests for payment. Statement should include service completed and the date each service items was completed. Period of Performance: The testing start date shall be within 30 days after a signed contract authorizes the service. The period of performance is a base year, with up to four (4), one-year option years, based on satisfactory prior performance. COR Authority: In no event is the COR empowered to change any of the terms and conditions of the contract. All changes, to any section of this contract, shall be made only by the Contracting Officer pursuant to a properly executed written modification. The types of actions within the purview of the COR s authority are to ensure that the Contractor performs the technical requirements of the contract, and to notify the Contracting Officer of any deficiencies observed. A Letter of Designation shall be issued to the COR and a copy shall be sent to the Contractor at the time of award setting forth in full the responsibilities and limitations of the COR. Confidentiality and Nondisclosure: Acceptance of contract award shall constitute agreement by the Contractor and any of its Subcontractors authorized under this Contract that: The preliminary and final deliverables and all associated papers, results, electronic files, and other material deemed relevant by the Government which have been generated by the Contractor in the performance of this contract are the exclusive property of the U.S. Government and shall be submitted to the Contracting Officer at the conclusion of the contract. The Contracting Officer will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this Contract. There shall be no information released by the Contractor. Any request for information relating to this contract presented to the Contractor or any of its Subcontractors shall be submitted to the Contracting Officer for response. Press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the Contracting Officer. All selected Contractor personnel assigned to work on this project shall be required to sign a non- disclosure statement regarding key aspects of the project and project content. Quality Control and Assurance: QASP: After contract award, the Contractor shall implement and follow the Quality Control Plan or Quality Assurance and Surveillance Plan (QASP) that is submitted as part of this proposal and accepted by the Government. Using the Quality Control Plan or QASP with performance goals and acceptable quality levels is necessary to ensure quality for this project. The Contractor shall address any issues meeting established Government performance goals as needed. The Government shall evaluate the Contractor s performance under this agreement. Government surveillance of tasks not listed in the Quality Control Plan/QASP or by methods other than those listed in the Quality Control Plan/QASP may occur during the performance period of this agreement. Performance Evaluation Meetings: The Contracting Officer may require the Contractor to meet with the CO and COR on at least a quarterly basis as needed. The Contractor may request additional meetings with the Contracting Officer or COR when Contractor believes such a meeting is necessary for the efficient administration of this Contract. TABLE 4 TABLE 5 TABLE 6 TABLE 7 TABLE 8 TABLE 9 TABLE 10 TABLE 11
