J046--Installation and Maintenance for Water Monitoring System at the Bedford VA Medical Center

2 Description This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) part 12, Acquisition of 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 2026-01, dated 3/13/2026. This solicitation is a Small Business set aside. The associated North American Industrial Classification System (NAICS) code for this procurement is 221310, with a small business size standard of $41.0 million. The FSC/PSC is J046. The Bedford VA Medical center located at 200 Springs Rd in Bedford, MA 01730 is seeking to purchase services to provide Repair and Maintenance Service for a Water Monitoring System at the Bedford VA Medical Center. Wage Determination 2015-4047 is applicable (see Attachment 1). This requirement contains references to Phigenics equipment and systems. These references establish the level of quality, characteristics, and functionality required. In accordance with FAR 11.104 and FAR 52.211-6, Phigenics brand name or equal products and services will be accepted if they meet or exceed the salient characteristics described in this solicitation. Statement of Work Water Management Equipment, Parts, and Monitoring Services Veterans Affairs Medical Center Bedford, MA 1. PURPOSE AND SCOPE The VA Bedford Healthcare System requires equipment, parts, and ongoing monitoring services to support its Water Management Program (WMP) in compliance with VHA Directive 1061(4), Prevention of Health Care-Associated Legionella Disease and Scald Injury from Water Systems (February 16, 2021, as amended). The contractor shall provide chlorine monitoring systems, associated consumables and replacement parts, technical support, and continuous remote water analytics services across all applicable buildings on the Bedford campus. 2. APPLICABLE REGULATIONS AND STANDARDS The contractor shall perform all work in accordance with: VHA Directive 1061(4) and all amendments (most recently October 21, 2024) EPA regulations at 40 C.F.R. Parts 141 142 ASHRAE Standard 188-2018, Legionellosis: Risk Management for Building Water Systems ASHRAE Guideline 12-2020 International Plumbing Code (IPC) American Water Works Association (AWWA) standards All applicable state and local drinking water regulations 3. DELIVERABLES AND SERVICES 3.1 Equipment and Parts (Base Year) The contractor shall furnish and deliver all equipment and parts in accordance with the Price/Cost Schedule. Base Year equipment deliverables include: A Tubing + B Tubing Pairs (WME-3990): 24 pairs to support reagent delivery to CLX chlorine analyzers across monitored systems to ensure accurate parameter readings. pH Sensors (WME-2520): 7 sensors to support water quality parameter monitoring at designated system locations. Three-Foot Intake Tubing (WME-3990): 1 unit for Building 7, Room 233a. Pressure Regulators (WME-1915): 3 units for designated hot water locations to maintain consistent flow and support engineering control compliance. CLX Chlorine Monitors (WME-500): 12 units to support continuous biocide residual monitoring at water system management points throughout applicable buildings, consistent with the continuous monitoring requirements of VHA Directive 1061(4), Appendix A, paragraph 2.a. These will replace certain existing units already installed on Bedford s campus. All equipment shall be delivered in new condition, properly packaged, and accompanied by manufacturer documentation, installation guidance, and applicable warranties. Delivery shall be coordinated with the Contracting Officer's Representative (COR) to ensure minimal disruption to facility operations. 3.2 Technical Support and Start-Up (WME-9950 / WME-9974) The contractor shall provide on-site technical support and system start-up services, to include: Installation verification and commissioning of all CLX Chlorine Monitors and associated components delivered under this contract. Confirmation that all systems are communicating with the Phigenics Data Exchange (PDX) unit and transmitting data to phiAnalytics. Calibration of all installed sensors, including chlorine, pH, conductivity, and temperature sensors, as applicable to system type. Initial operational and overview training for VA Bedford facility engineering staff on PWA system operation, data interpretation, and basic troubleshooting, consistent with the training requirements embedded in the PWA base and advanced service scopes. Completion and submission of a start-up service report within phiAnalytics upon conclusion of start-up activities. Technical support shall be performed by qualified Phigenics personnel. The contractor shall coordinate all site visits in advance with the COR. All personnel entering VA premises shall comply with applicable VA credentialing, badging, and safety requirements. 3.3 PWA Base Monitoring System Service 2.0 WMS-1075 The contractor shall provide ongoing monitoring and maintenance services for 19 PWA base monitoring systems throughout the applicable period of performance. Services under this line item are provided at a flat monthly fee per system and shall include: 3.3.1 Chlorine Analyzer Maintenance Test CLX flow function at each scheduled service visit. Perform calibration of the CLX chlorine analyzer as necessary to maintain measurement accuracy. 3.3.2 Consumable Replacement The contractor shall supply and replace all consumables required for continued accurate system performance, including: Monthly: CLX reagents necessary for colorimetric chlorine measurement. Annually: Reagent tubing and replacement cuvette kits. As Needed: CLX check valve sets, replaced upon identification of wear or failure affecting system performance. 3.3.3 Cellular Connectivity and Data Transmission Provide and maintain monthly cellular service for the Phigenics Data Exchange (PDX) unit at each monitored system location, enabling continuous transmission of water quality monitoring parameters to phiAnalytics. Confirm cellular data connection at each scheduled service visit. Provide basic remote troubleshooting of connectivity issues and communicate recommended corrective actions to the facility. Notify the VA Bedford facility via email in the event of PDX connectivity loss occurring between scheduled service visits. 3.3.4 Reporting and Documentation Complete a PWA service report within phiAnalytics following each service visit, documenting work performed, calibration results, consumables replaced, and any issues identified. 3.3.5 Training Provide PWA system overview and operational training to facility engineering staff during initial system start-up. 3.4 PWA Advanced Monitoring System Service 2.0 WMS-1175 The contractor shall provide ongoing monitoring and maintenance services for 7 PWA advanced monitoring systems throughout the applicable period of performance. All services described under WMS-1075 (Section 3.3) are included. In addition, the following enhanced services shall be provided: 3.4.1 Multi-Parameter Sensor Calibration Calibrate conductivity, temperature, and pH sensors on a monthly basis to ensure continuous accuracy of multi-parameter water quality data transmitted to phiAnalytics. 3.4.2 Enhanced Annual Consumable Replacement Annually: Replace reagent tubing and cuvette kits, replacement cuvette, and pH sensor cartridge to maintain system accuracy and reliability over time. 3.4.3 Reporting and Documentation Complete a PWA service report within phiAnalytics following each service visit, consistent with the requirements described under WMS-1075. 3.5 phiAnalytics Software Service WMS-520 The contractor shall provide continuous access to the phiAnalytics web-based water analytics platform for the duration of each contract period. This platform shall serve as the central repository for all water quality data collected by the PWA systems and shall support the VA Bedford facility's obligations under VHA Directive 1061(4) for data review, trend analysis, and documentation of engineering control performance. The platform shall maintain a complete digital record of monitoring data, alerts, and corrective actions. Visual reports of continuous data monitoring shall be available. The phiAnalytics software must allow users to establish and manage defined control limits for each required parameter with immediate alerts generated if a limit is exceeded. All records management with phiAnalytics shall be managed by NARA approved schedules found in VHA Records Control Schedule 10-1. The platform shall remain operational and accessible 24 hours per day, 7 days per week. 4. COMPLIANCE WITH VHA DIRECTIVE 1061(4) 4.1 Continuous…