J046--36C25926Q0425 00004 | Request for Quote on Reverse Osmosis Water System Maintenance and Service for Rocky Mountain Regional VA Medical Center Unrestricted

Amendment / Modification

This document is Amendment 0004 to Solicitation 36C25926Q0425. It provides responses to questions submitted by vendors regarding the Reverse Osmosis Water System Maintenance and Service for the Rocky Mountain Regional VA Medical Center.

• Questions and Answers for RODI Maintenance and Service (attached document).

• The response date for quotes remains unchanged: June 16, 2026, at 12:00 PM Mountain Time, Denver, USA.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the Reverse Osmosis (RO) Water System Maintenance and Service for the Rocky Mountain Regional VA Medical Center.

• Equipment Identification: Serial numbers for specific RO units are listed on page 1 of the PWS.
• Service Scope: A single contractor is required to service all 17 units, regardless of brand. Subcontracting with OEM-authorized providers is permitted.
• Performance Period: The contract includes a base year (07/22/2026 – 07/21/2027) and four option years.
• Equipment Condition: Data on equipment age, service history, and current component status will be provided upon award.
• Response Times: Emergency service requires a 4-hour onsite response. Regular service requests have a response time of a few business days.
• Included Parts: The contractor is responsible for furnishing all replacement components, including membranes, pumps, motors, sensors, UV lamps, media, and miscellaneous fittings. No capital equipment exclusions apply to these routine parts.
• Laboratory Testing: Required testing includes quarterly residual strip testing, and monthly incoming water, system performance, and RO water testing. Third-party labs are acceptable if accredited. Results are due within 24 hours, and the contractor is responsible for retesting failed samples.
• DI Tank Exchange: The contractor must provide and manage contractor-owned DI tank exchanges, with a minimum frequency of once every six months per tank.
• Training: Fully qualified Field Service Engineers (FSEs) require successful completion of factory training and a minimum of two years of field experience on the covered equipment.
• Unscheduled Maintenance: Emergency labor and replacement parts will be billed under the Unscheduled Maintenance Not-to-Exceed (NTE) CLIN.
• System Replacement: The contractor must evaluate and propose replacement of entire equipment or systems when repair is not feasible, subject to Government approval and funding.

These clarifications provide specific details on equipment, service responsibilities, performance periods, and required testing, which bidders should consider when preparing their proposals.

Amendment / Modification

• The response date for quotes has been extended.

• Response Date/Time/Zone: Extended to 06-16-2026 12:00 MOUNTAIN TIME, DENVER, USA.

• Bidders now have until June 16, 2026, at 12:00 PM Mountain Time to submit their quotes. All other terms and conditions of the original solicitation remain unchanged.

Amendment / Modification

• The response date for quotes has been extended.

• The response date for quotes is extended until 06/09/2026 at 12:00 PM MT.

• The new response deadline is June 9, 2026, at 12:00 PM Mountain Time.

• All other terms and conditions of the original solicitation remain unchanged.

Amendment / Modification

This amendment provides the following updates to the solicitation:

• A site visit is scheduled for Tuesday, May 19th, 2026, at 9:00 AM MT.

• The response date for questions has been extended to May 21st, 2026, at 10:00 AM MT.

• The response date for quotes has been extended to May 29th, 2026, at 10:00 AM MT.

• Response dates for questions and quotes.

• Introduction of a site visit.

• Bidders now have until May 29th, 2026, to submit their quotes.

• Bidders have until May 21st, 2026, to submit questions.

• A site visit has been scheduled for May 19th, 2026. Vendors wishing to attend must provide Name, Company Name, Email Address, and Phone Number to Lynn.Lim@va.gov and Noaa.Lanotte@va.gov by Monday, May 18th, at 2:00 PM MT. If no advance notice is given, the site visit will be cancelled.

Other / Unclassified

This document is a Service Contract Act Wage Determination (WD 2015-5419, Revision 31) dated December 3, 2025. It lists various occupational classifications and their corresponding minimum hourly wage rates and fringe benefits applicable to federal contracts in Colorado, specifically for the counties of Adams, Arapahoe, Broomfield, Clear Creek, Denver, Douglas, Elbert, Gilpin, Jefferson, and Park.

This wage determination is crucial for potential bidders on federal service contracts in the specified geographic area. It outlines the minimum labor costs that must be factored into proposals, covering a wide range of occupations from administrative support and clerical roles to technical, maintenance, and transportation positions. It also details required fringe benefits, including health and welfare provisions and paid sick leave under Executive Orders 13706 and 13658. Bidders must ensure their proposed wages and benefits meet or exceed these minimums to comply with the Service Contract Act.

Solicitation / RFP / RFQ

This is a Request for Quote (RFQ) for Reverse Osmosis Water System Maintenance and Service for the Rocky Mountain Regional VA Medical Center. The solicitation is unrestricted.

Details regarding the specific maintenance and service requirements for the Reverse Osmosis Water System are provided in the attached Combined Synopsis-Solicitation and the Performance Work Statement (PWS).

• Response Date: May 15, 2026, 12:00 PM Mountain Time, Denver, USA.

• Archive Date: 1 day after the response date.

• Place of Performance: Rocky Mountain Regional VA Medical Center, 1700 N Wheeling Street, Aurora, CO 80045, USA.

• Solicitation Number: 36C25926Q0425.

• Contracting Office Address: Department of Veterans Affairs, Network Contracting Office NCO 19, 6162 South Willow Drive, Suite 300, Greenwood Village CO 80111.

• NAICS Code: 811210.

• Product Service Code: J046.

• Set-Aside: SBA (Small Business Administration).

• Attached Documents:

  • Combine Synopsis RODI Maintenance and Services
  • PWS RODI Maintenance and Services
  • Service Contract Act WD 2015 5419 Revision 31 December 03 2025

• Point of Contact: Lynn Lim, Contract Specialist, lynn.lim@va.gov.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation (RFQ #: 36C25926Q0425) for commercial items, seeking quotes for Reverse Osmosis (RO) Water System Maintenance and Services for the Rocky Mountain Regional VA Medical Center. The government anticipates awarding a firm-fixed-price contract. The solicitation is unrestricted, with a NAICS code of 811210 and a small business size standard of $34 Million.

The core requirement is the maintenance of various RO water systems across different buildings at the medical center. This includes:

• Portable Dialysis RO Units Maintenance (QTY 3 in Clinic Building North/Dialysis (G))
• Portable Dialysis RO Units Maintenance (QTY 8 in G-3 Dialysis (G) & H -1 SCI Renal Dialysis (H))
• Sterile Processing Service (SPS) Reverse Osmosis (RO) Water System Maintenance (Diagnostic and Treatment (DAT))
• Pathology and Laboratory Service RO Water System Maintenance (Diagnostic and Treatment (DAT))
• Research Laboratory RO Water System Maintenance (Research (B))
• Dialysis G-3 RO Water System Units Maintenance (QTY 2 in Clinic Building North/Dialysis (G))
• Unscheduled Maintenance (Not-To-Exceed $11,000.00)

These services are required for a Base Year (07-22-2026 to 07-21-2027) with four (4) option years.

• Contract Type: Firm-Fixed-Price

• Period of Performance: Base Year (07-22-2026 to 07-21-2027) plus four option years. The total duration, including options, shall not exceed 5 years and 6 months.

• Questions Deadline: 4:00 PM MT, May 07, 2026 (submit in writing).

• Quote Submission Deadline: 12:00 PM MT, May 15, 2026, via email to lynn.lim@va.gov (4MB email limit).

• Evaluation Factors: Technical capability/quality, Price, and Past Performance.

• Award will be made on an "All or Nothing" basis.

• This solicitation is unrestricted.

• If set-aside for SDVOSBs/VOSBs, status must be VetCert verified in SBA database at time of quote submission and award.

• Refer to the attached Performance Work Statement (PWS) for detailed requirements.

• Offerors must submit quotes in three volumes: Technical Capability, Price, and Past Performance.

• Department of Labor Wage Determination 2015-5419 Revision Number 31 applies.

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide scheduled and unscheduled maintenance, and periodic preventive maintenance inspections for Reverse Osmosis (RO) Water Systems located at the Rocky Mountain Regional VA Medical Center in Aurora, CO.

• Furnish labor, parts, supplies, and equipment for maintenance and repair of specified RO water systems.

• Ensure equipment functions in conformance with NFPA-99, OSHA, CDRH, JCAHO, FDA, and manufacturer specifications.

• Services include all labor, parts, supervision, and transportation for full-service maintenance and repair.

• Maintain continuity of services without disruption to medical center operations.

• Portable Dialysis RO Units (3 units)

• Portable Dialysis RO Units (8 units)

• Sterile Processing Service (SPS) RO Water System (1 unit)

• Pathology and Laboratory Service RO Water System (1 unit)

• Research Laboratory RO Water System (1 unit)

• Dialysis G-3 RO Water System Units (2 units)

• Scheduled Preventive Maintenance (PM) must be completed annually, within a year of the previous service.

• Specific PM tasks are detailed for both portable and central RO systems (e.g., filter changes, water analysis, calibration, inspections).

• Unscheduled maintenance requires on-site response within four hours of request.

• Parts for repair must be provided within 24 hours of problem diagnosis.

• All maintenance and repairs must adhere to manufacturer specifications and relevant industry standards.

• Location: Rocky Mountain Regional VA Medical Center, 1700 N Wheeling Street, Aurora, CO 80045.

• Hours of Coverage: Monday through Friday, 8:00 a.m. to 5:00 p.m., excluding federal holidays.

• Contractor must furnish all spare and replacement parts; costs are included in the contract coverage.

• Contractor must provide tools, test equipment, service manuals, and diagnostic software.

• Field Service Engineers (FSEs) must be fully qualified, factory-trained, and have a minimum of two years of experience.

• Contractor must provide copies of FSE factory certificates.

• All contractor-supplied test equipment must be properly calibrated and certified, traceable to a national standard.

• Documentation requirements include detailed Engineer Service Reports (ESRs) for all services performed.

• Contractor must immediately notify the POC of any defects or repairs required due to "abuse" or "damage" to the equipment.