J045--Annual Backflow Inspections and Repair Services

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 SOW Period: Base  1  YR    1001 Backflow device inspection and PM IAW the SOW Period: OY1  1  YR    1002 Contingency amount for backflow device repair IAW the SOW Period: OY1  1  YR  $10,000.00 NTE   1003 Contingency amount for backflow device replacement IAW the SOW Period: OY1  1  YR  $5,000.00 NTE   2001 Backflow device inspection and PM IAW the SOW Period: OY2  1  YR    2002 Contingency amount for backflow device repair IAW the SOW Period: OY2  1  YR  $10,000.00 NTE   2003 Contingency amount for backflow device replacement IAW the SOW Period: OY2  1  YR  $5,000.00 NTE   3001 Backflow device inspection and PM IAW the SOW Period: OY3  1  YR    3002 Contingency amount for backflow device repair IAW the SOW Period: OY3  1  YR  $10,000.00 NTE   3003 Contingency amount for backflow device replacement IAW the SOW Period: OY3  1  YR  $5,000.00 NTE   4001 Backflow device inspection and PM IAW the SOW Period: OY4  1  YR    4002 Contingency amount for backflow device repair IAW the SOW Period: OY4  1  YR  $10,000.00 NTE   4003 Contingency amount for backflow device replacement IAW the SOW Period: 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 Agency 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 receive