J046--Reverse Osmosis Systems PM

This is a Sources Sought Notice for Reverse Osmosis Water System Maintenance Services as identified in the Statement of Work (SOW) for the Ann Arbor VA Medical Center in Ann Arbor, Michigan. The contractor shall furnish all necessary tools, parts, labor, supplies, materials, equipment, supervision and transportation necessary to furnish the services noted below. A DRAFT SOW is attached to this notice and is subject to change should a solicitation be issued as a result of this notice. Please respond if you have the ability and actual intention to complete this requirement. All of the following information is required in your response: SAM UEI NUMBER provide this in the email text GSA Contract Number provide this in the email text Capabilities Statement Confirmation of actual intent to submit an offer should an RFQ be posted in future Company name and address Point of contact information (name, phone, email) Socioeconomic size status (example: large business, small business, WOSB, SDVOSB, etc.) provide this in the email text This Sources Sought Notice is intended to locate any business capable of performance. The anticipated NAICS Code for this requirement is 221310. This is not a Request for Quotation and quotes shall not be reviewed at this time. The Government shall not be responsible for any costs incurred by the contractor because of this Sources Sought Notice. This notice shall not be construed as a commitment by the Government to ultimately award a contract, nor does it restrict the Government to any particular acquisition approach. All information submitted in response to this announcement is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. Responses shall be submitted by email only, to Jeannie Ortiz, at jeanne.ortiz@va.gov by Monday, February 16, 2026, at 10:00 AM Eastern Time (ET). Responses MUST include 36C25026Q0271 in the subject line. PHONE CALLS SHALL NOT BE ACCEPTED FOR THIS NOTICE. DRAFT STATEMENT OF WORK GENERAL: Contractor shall provide all labor, parts, materials, personnel, transportation and supervision to perform preventive maintenance and non-routine emergency maintenance services of the Reverse Osmosis (RO) Equipment Systems located at the Ann Arbor VA Medical Center (AAVA) located at 2215 Fuller Road, Ann Arbor, MI 48105. The Reverse Osmosis (RO) Water Equipment Systems are comprised of one set of RO water systems serving Sterile Processing Service (SPS) and one set of RO water systems serving Laboratory Department (Lab). Preventive maintenance services consist of evaluating system components, replacing consumable system components, generating Field Service Reports and recommending corrective actions for deficiencies. Emergency maintenance services consist of making timely and critical repairs to reverse osmosis equipment to ensure uninterrupted operation of the process water. CONFORMANCE STANDARDS: Services provided in this contract shall conform to original equipment manufacturer maintenance and operation instructions, ST108 Standard, AAMI Standard 79, and AAMI TIR 34:2014 recommendations for the water quality necessary for the reprocessing of medical instruments, and all other applicable AAMI Standards. SCOPE OF WORK: The Preventive Maintenance Service shall consist of quarterly, semi-annual, annual visits to meet scheduled maintenance intervals. Preventive Maintenance shall be performed on the components listed below at the specified intervals and Emergency Services will be performed on an as needed basis: Sterile Processing Service (SPS) Reverse Osmosis Water Systems Preventive Maintenance Services SPS - Preventive Maintenance Quarterly: Replace Hot Water Prefilter Housing (Part No.: W2T934190, Quantity: 5) Replace Cold Water Prefilter Housing (Part No.: W2T159682, Quantity: 5) Replace 20", "Big Blue" Inlet Pre-Filter (Model No.: FCXBF2005, Part No.: W2T150325, Quantity: 1) Deliver 3.6 cu. ft. Mixed Bed Tank and Replace as indicated by monthly evaluations (Part No.: W5TDIMB10360FSP, Quantity: 1) SPS - Preventive Maintenance Semi-Annually: Replace 3.6 cu. ft. Carbon Tank (Part No.: W5TDIRAC0360FSP, Quantity: 1) Replace 10", 0.2 Micron Filter (Model No.: FCWNF09S2, Part No.: W2T177036, Quantity: 1) Replace Ultraviolet Bulb (Model No.: ZCSPL3084, Part No.: W2T472870, Quantity: 2) Replace Ultraviolet Quartz Sleeve (Model No.: ZCSPQ3184, Part No.: W2T164367, Quantity: 2) SPS - Preventive Maintenance Annually: Replace Reverse Osmosis Membrane Filters (Part No. W2T844451, Quantity: 6) Perform Loop Sanitizing (Part No. W3TSP4707) Replace Filter Cartridges, 20", 0.05um HLLW FBR UF CODE (Part No.: W2T149000, Quantity: 7) Replace Filter, 10", 0.2um, Code F Pleated Vent (Part No.: W2T915015, Quantity: 1) Replace Filter Cap, 0.2UM 1-2 NPT (Part No.: W2T165344, Quantity: 6) Laboratory Department Reverse Osmosis Water Systems Preventive Maintenance Services Medica 15, Room E326 (Serial No.: ME00015946, ID No: 0013008807) Semi-Annually: Replace Pre-Treatment Cartridge For Small O (Part No.: W2T167305, Quantity: 1) Replace Filter CTRDG, Deionization DI Twin Pac (Part No.: W2T167306, Quantity: 1) Replace Filter Cap, In Line 0.2um (Part No.: W2T167312, Quantity: 1) Replace Filter, Composite Vent Air 0.2um (Part No.: W2T167303, Quantity: 1) Replace Cart 20 5um Code F PP String Wound (Part No.: W2T170725, Quantity: 1) Replace Lamp, UV 254 NM for Optn 2/4/5 Medi (Part No.: W2T167317, Quantity: 1) Replace RO Cartridge 7.5 LPH Flow Rate (Part No.: W2T167307, Quantity: 2) Replace Duplex, Pretreatment kit for Small B (Part No.: W3T185358, Quantity: 1) SDI React Carbon .25CF FLAT P Carbon Tank (Part No. W5TDIRAC0025FFP) Emergency Services: Contractor shall provide the Service POC/COR with emergency telephone numbers to call in the event of an emergency. At least one of the emergency telephone numbers shall be manned twenty-four (24) hours per day, 365 days per year. This information shall be provided in writing to the Service POC/COR. Contractor shall respond to all callbacks and be prepared to take corrective action at the site within 8 hours for all emergency service calls. Callbacks hours are not to take time away from preventive maintenance hours required under this contract. Equipment malfunctions shall be corrected the same day that the emergency service call was made. If circumstances beyond the Contractor s control preclude resolution of the problem that day, the Service POC/COR must be notified in writing with an explanation of the delay. All AAMI required tests shall be performed at the conclusion of emergency work and reported in accordance with Section E. COVERED EQUIPMENT: The following equipment and/or components shall be covered for emergency service. Contractor staff shall be qualified to service, adjust and maintain: Sterile Processing Service: W2T164518, HOUSING FLTR INDUSTRIAL 304SS 5 RD - Prefilter Housing Qty 2 W5TDIRAC0360FSP, SDI REACT CARBON 3.6CF FBGLS STD PO Qty 1 W3T332697, M41RGP 3 MEMB VERT 460VAC (M41RGPV003D) Qty 1 W5TDIMB10360FSP, SDI MIXBED1 3.6CF FBGLS STD POT Qty 1 W2T813107, TANK,CONE BTM 500GAL PE STD Qty 1 W2T165787, CART 10" 0.2UM CODE F PLTD VNT Qty 1 W2T179895, PUMP MULTI CEN 3PH 460 CRNE5-5, Qty 2 W2T185418, Panel Qty 1 W2T144487, UV UNIT,DISFECT MP2SL 120V/60HZ NO OPTNS; Qty 1 W2T541231, TRANSMITTER,M800 ISM/PULSE 120VAC 4 CH; Qty 1 W2T149000, 7 Round Ultrafilter Housing Qty 1 Lab Services: W3T317159, Kit, Leak Prevent 115 .500 No BRS VLV; Qty 1 W2T809169, Valve, PRV .50 .25 NPT F I/O 250 PSI BRZ; Qty 1 W2T177833, Medica 15 W/BOOSTER PUMP; Qty 1 W2T159477, DV25 MODUL DOCK VSL 25 LIT; Qty 1 W2T183873, BRACKET, WALL MOT 25/40L RESERV; Qty 1 W2T169124, VALVE, SHUT OFF 0.3125 USH FIT, Qty 7 W5TDIRAC0025FFP, Carbon Tank, Qty 1 DELIVERABLE REPORTS: Contractor shall deliver legible field service reports immediately at the completion of each visit. Reports shall detail the work performed and include work technician name(s), arrival and departure times, issues found, and any deviations from planned work. REPORTING REQUIREMENTS: The Contractor is required to schedule an appropriate service date with Facilities Management two weeks in advance of performance. The service dates will be subject to short notice or immediate change based on operational needs of the affected departments. The Service POC/COR will coordinate with Sterile Processing Service to minimize operational impacts and preserve the schedule as best as possible. The Service POC/COR shall have final approval of the day and time for the Preventive Maintenance. Contractor check-in is mandatory. Contractor staff shall check-in with the Plant Supervisor or designee, located in the Energy Center, Building 32, and sign into the Plant daily logbook with arrival time, name of technician(s) and general nature of the visit. Scheduled services will be performed during normal business hours, Monday through Friday, 8:30 am to 4:30 pm. The VA reserves the right to request certain services be performed after hours or weekends based on the needs of the facility, at no additional/variable cost. No services shall be scheduled on a federal holiday or any day the President of the United States declares a federal holiday. For a list of federal holidays, please visit: https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/ The Contractor shall document services rendered on a legible field service report and deliver to the Plant Supervisor or designee following the completion of service work. The Contractor shall sign out of the plant daily logbook, with departure time, name of technician(s), and any deviations to the planned work. Check out is mandatory. SAFETY REQUIREMENTS: Contractor shall take such safety precautions as OSHA may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Service POC/COR shall notify Contractor of any safety issues found and the action necessary to correct them. Such notice, when served on the Contractor or his representative at the work site, shall be sufficient for the corrective actions to be taken. If Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all or part of the work and hold the Contractor in default. COMPENTENCY OF SERVICE PERSONNEL: All contractor personnel shall complete VA Privacy and Information Security Awareness and Rules of Behavior Training at https://www.tms.va.gov/learning/user/login.jsp. The contractor shall deliver copies of the completion certificates for all contractor personnel to the Service POC/COR. The certificates shall be delivered before or at the time the personnel arrive at the VA facility. Failure to complete the mandatory annual training and sign the Privacy Training annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete. Contractor must present the Service POC/COR copies of trainings, licenses and/or certifications for each contractor personnel that will be performing the work, within three (3) business days from the date of contract award. An employee demonstrating the minimum experience level must always be physically present to supervise the task performance of lesser qualified technicians. The Service POC/COR will have final approval authority related to the technical acceptability of the contractor s merits.