RFI/Sources Sought Notice, Heterotrophic Plate Count (HPC) Waterline Testing Services, Biloxi, MS, Pensacola, FL and Panama City Beach, FL

1. PURPOSE

The Department of Veterans Affairs (VA) is conducting market research to identify qualified and interested firms capable of providing routine and surge Heterotrophic Plate Count (HPC) testing of potable waterlines at VA facilities along the Gulf Coast. The Government seeks capability statements from Small Businesses (including SDVOSB/VOSB) and other than small businesses, and from GSA Multiple Award Schedule (MAS) holders under SIN 541380 (Testing Laboratory Services). This RFI/Sources Sought Notice (SSN) is issued solely for information and planning purposes and does not obligate the Government to award a contract.

2. BACKGROUND & REGULATORY CONTEXT

HPC (Standard Methods 9215) estimates live culturable heterotrophic microorganisms in water and is used to monitor premise plumbing microbiological condition; consistent method/media selection is essential to preserve trend comparability.

Short, strict hold times for HPC samples require reliable local logistics (cooling/transport and initiation of analysis within program limits—commonly ≤24 hours, and in some jurisdictions ≤8 hours for compliance).

In healthcare settings, CDC expects facilities to operate comprehensive water management programs; EPA notes HPC can indicate general distribution-system water quality status, and ≤500 CFU/mL is used for disinfectant-residual equivalency under SWTR.

3. DRAFT SCOPE OF WORK (SUMMARY)

3.1 Methods

Contractor shall perform HPC under Standard Methods (SM) 9215 using acceptable variants (e.g., 9215B, 9215D/R2A, 9215E). Contractor shall document media, incubation temperature, and duration for each sample; the selected method/media shall remain consistent throughout the period of performance for comparability of trends.

3.2 Certifications & Accreditation

Contractor shall hold current state certification/accreditation explicitly listing HPC under SM 9215 for the place(s) of performance (e.g., MSDH Drinking Water Laboratory Certification in Mississippi; Florida DOH/NELAP in Florida); ISO/IEC 17025 accreditation covering HPC is preferred. Copies of certificates and scopes must be provided.

3.3 Sample Handling & Logistics

Contractor shall provide sampling containers, labels, chain‑of‑custody (COC) forms, coolers, and transport ice/ice packs; maintain 0–10 °C during transport; prevent freezing. Contractor shall initiate HPC analysis within applicable program hold times and in no case exceed 24 hours from collection unless stricter state limits are applicable.

3.4 Turnaround & Reporting

Standard reporting shall be provided within 48 hours of laboratory receipt. Per‑sample reports must include sample ID/location, collection and receipt timestamps, method/media/incubation conditions, HPC result in CFU/mL, and QC/batch identifiers. Contractor shall flag and notify the COR for any sample exceeding 500 CFU/mL and provide interpretive notes consistent with EPA guidance.

3.5 Emergency/Surge Capability

Contractor shall provide rapid response capability for urgent events (e.g., main breaks, disinfection upsets) and identify surge capacity (peak samples/day) to meet VA needs.

4. ACQUISITION PATHWAYS & MANDATORY SOURCES

The Government anticipates competing this requirement via Open Market or GSA MAS SIN 541380 if available. Nothing in this RFI commits the Government to a particular path.

5. SMALL BUSINESS & VETERANS FIRST

VA will consider the results of this market research to determine small business set‑asides and/or the use of Veterans First authorities. SDVOSB/VOSB respondents should indicate VetCert verification status. Any decision to set aside or use VAAR Subpart 819.70 sole‑source authorities (≤$5M) will be made at the Government’s discretion and in the best interest of the Government based on market research outcomes.

6. WHAT TO SUBMIT (Capability Statement – 10 pages max)

A. Firm Information: Legal name, UEI, CAGE, business size/status (SB, SDVOSB, VOSB, HUBZone, WOSB), primary NAICS (541380) and any relevant NAICS.

B. MAS Information (if applicable): GSA MAS contract number; confirmation of SIN 541380 listing; link to eLibrary T&Cs/price list.

C. Certifications: Current state certification/accreditation scopes explicitly listing SM 9215 HPC (e.g., MSDH, FL DOH/NELAP) and ISO/IEC 17025 scope (if held). Attach certificates/scopes.

D. Methods: Identify SM 9215 variant(s) used (B/D/R2A/E) and your approach to method/media consistency for trend comparability.

E. Logistics & TAT: Confirm ability to meet hold‑time limits (≤24 h minimum; stricter limits prevail) and report within ≤48 h; describe courier coverage, latest daily lab receipt times, and COC controls.

F. QA/QC: Proficiency testing participation, batch QC practices, and LIMS/portal capabilities for electronic reporting.

G. Past Performance: Healthcare water microbiology clients (VA/DoD/hospitals). Provide references (optional).

H. Pricing (Non‑binding for planning): Rough order‑of‑magnitude per‑sample pricing; field collection fees; surge/expedite rates.

7. GOVERNMENT FURNISHED INFORMATION

With any future solicitation, the Government may furnish sampling maps, historical HPC data for trend continuity, and site points of contact. (Not provided at the RFI stage.)

8. Instructions and Response Guidelines: Sources Sought responses are due by September 23, 2026 at 10:00 am (CST) via email to anthony.marion2.gov.

All Questions shall be submitted by September 17, 2026 at 10:00 pm (CST) via email to anthony.marion2.gov.

Telephone requests or inquires will not be accepted.

Public Information will not be provided and shall be utilized to the full extent possible.

This a New Requirement.

In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the U.S. Government to form a binding contract. If a solicitation is released, it will be synopsized on Contracting Opportunities (https://beta.sam.gov/) website or GSA. It is the responsibility of the interested parties to monitor these sites for additional information pertaining to this Sources Sought, or future RFP/RFQ.

9. DISCLAIMER

This RFI is not a request for proposals or quotations. The Government will not reimburse costs incurred for responding. The Government reserves the right to use information provided to inform the acquisition strategy. If a solicitation is issued, it will be posted separately on SAM.gov.