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Contract Opportunity

1. Contract Title:

Martinsburg, WV Veterans Affairs Medical Center (MVAMC) Outdoor Pool Management and Maintenance.
2. Background.
This contract is a necessary requirement in an effort to obtain an aquatic/pool management company to oversee and execute the daily functional requirements for the MVAMC outdoor pool. This will maximize the opportunities available to our Veterans and MVAMC employees while enabling them to achieve fitness, wellness and overall health goals as part of the Whole Health initiative. Previously, MVAMC relied on Recreation Therapy staff to manage the daily functions of the outdoor pool (100 x 50 ), thus decreasing efficiency of staff that could be utilized for other direct patient related activities.
3. Place of Performance.

Martinsburg, WV VA Medical Center outdoor pool located at: 510 Butler Avenue Martinsburg, WV 25405.

4. Scope.

The Contractor shall provide management of daily functions of the MVAMC outdoor pool including, but not limited to: pool maintenance (in conjunction with MVAMC Water Plant supervisor), daily management, coordination of staff, oversight and obtainment of certified lifeguards, assurance that on duty staff have current certifications and coordination with MVAMC staff/Recreation Therapy for coordination of activities. The Contractor shall provide services on a yearly basis with a base plus four option years contract during the summer season, approximately from 05/08/24 to 08/31/2024.
5. Specific Tasks.

5.1. The Contractor will provide oversight, maintenance and management of MVAMC outdoor pool for one year; with potential base plus four optional years contract.

5.1.1. The Contractor will follow any VHA policy/requirements while on MVAMC premises to include, but not limited to: possession of prohibited items, tobacco-free campus.

5.2. The goals include, but are not limited to: providing Veterans and VA employees opportunities to expand their health and wellness, to achieve personal goals and maximize overall well-being as part of the Whole Health initiative.

5.3. The Contractor will coordinate with the supervisor of MVAMC Recreation Therapy and/or Recreation Therapy staff assigned to the outdoor pool, to ensure that all appropriate demands and functional needs are met. A list containing the names of the MVAMC Recreation Therapy staff and contact information will be provided to the contractor upon awarding of this contract.

5.3.1. The Contractor must provide certified staff holding valid/current credentials, ensure that staff maintain these credentials through the contract period(s) and notify MVAMC Recreation Therapy supervisor, or personnel acting on their behalf, of any credentialing issues immediately.

5.3.2. The Contractor must provide MVAMC Recreation Therapy supervisor with a comprehensive list of all staff names with credentials- including physical copies of certifications, copy of a government issued ID, contact numbers and/or other items as requested.

5.3.3. The Contractor will comply with all West Virginia Bureau of Public Health regulations, specifically ensuring presence of 2 lifeguards at all times for 1-30 people. Lifeguard schedule will be required to be posted at minimum one week in advance for the following week.

5.3.4. The Contractor will ensure that all lifeguard staff has current CPR and First Aid certifications. The Contractor will ensure that all lifeguard staff have reviewed location of MVAMC AED and other emergency equipment with Recreation Therapy supervisor or alternate personnel acting on their behalf.

5.4. The Contractor will perform daily maintenance duties to include, but not limited to: maintaining interior pool cleanliness, vacuuming the pool daily, maintaining cleanliness and safe access to exterior areas of the pool, complete regular inspections of the emergency equipment and locker rooms/restrooms for cleanliness/safety, complete pH, chlorine and water temperature assessments daily prior to opening, perform all other duties as assigned by MVAMC Recreation Therapy supervisor and/or other designated staff. Recreation Therapy supervisor will provide any tracking documents as necessary. The Contractor staff will be notified of location of MSDS information.

5.5. The Contractor must report any needs by a Veteran, VA employee and/or other persons immediately to the MVAMC Recreation Therapy supervisor or the alternate personnel acting on their behalf. Any emergencies or issues must be reported immediately, but no later than within one hour of occurrence. Contact information for Recreation Therapy supervisor/staff and written procedure to be provided.

5.6. The Contractor will enforce all MVAMC swimming pool rules and verify all persons entering the pool have appropriate pool pass and/or identification. MVAMC Recreation Therapy staff will have access to review Veterans approved for pool passes as they must have medical clearance to utilize outdoor pool. Service animals are permitted but not allowed to enter the pool.

5.6.1. The Contractor will follow any check-in process necessary, identified by the Recreation Therapy Supervisor.

5.7. Veteran and VA employee access to the MVAMC outdoor pool will be dependent upon the staffing, management and guidance of The Contractor in regards to safety, weather conditions, availability of staffing, pool conditions and other factors as deemed necessary.

5.7.1. The Contractor will ensure that all lifeguard staff is compliant with ADA regulations related to outdoor pools. Lifeguards cannot assist with individuals entering/exiting the pool, as patrons are required to enter/exit on their own.

5.7.2. The Contractor will monitor weather conditions/lightening meter (provided by MVAMC) and follow established safety procedures for determining if weather is conducive for opening or closing the pool.

5.7.3. An annual inspection is completed by the Berkeley County Health Department prior to the opening of the pool. An additional unannounced inspection is conducted by the Berkeley County Health Department at a later date while the pool is still in operation.
6. Performance Monitoring

Contractor performance will be assessed at least once a week for the first 2 weeks, then at minimum every 30 calendar days thereafter, with an unannounced inspection to ensure all criteria of the Contract are being met. Monitoring will be completed by the COR (Contracting Official Representative), or the personnel acting on their behalf, in collaboration with MVAMC Recreation Therapy supervisor and/or other involved Recreation Therapy staff.
7. Security Requirements
The Contractor will not require access to patient records, data of VA computer systems under the requirements for this Contract. Upon arrival to MVAMC, Contractor staff will report to Recreation Therapy Supervisor and/or staff designated to function in the capacity/on the behalf of Recreation Therapy Supervisor.

8. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI).

The Contractor shall have access to MVAMC pool and equipment necessary to ensure safety of all Veterans/VA employees/approved guests, complete daily management tasks and maintain clean facilities.
9. Risk Control
Previous risk assessment of the MVAMC outdoor pool was completed by MVAMC Safety office and Recreation Therapy during May 2020. Recreation Therapy supervisor has access to this report and will communicate with MVAMC Safety Office as necessary. MVAMC Safety Office will be alerted for any safety related issues and may visit MVAMC outdoor pool at any time.
10. Period of Performance (Expected)
May 8th, 2024, to May 7th, 2025, with option of base plus four optional years contract. Services provided upon award of contract with pool closing August 31st, 2024.
11. Delivery Schedule.

The Contractor will provide daily services Monday through Sunday, from approximately 11:30am to 6:00pm (times to be further clarified upon award of the contract) at the MVAMC outdoor pool, per the contract guidelines, from 05/08/2024 to 08/31/2024, as weather and adequate staffing allows.

Opening and closing dates of the pool for the following option years will be clarified during the release of the full solicitation.

Interested & Capable Responses

NCO 5 is seeking responses from businesses that are interested in this procurement and consider themselves to have the resources and capabilities necessary to provide these services. Please respond with your:

1. Business name, business type, socio-economic status (e.g., Veteran-Owned, Woman-Owned, Disadvantaged Small Business, 8(a), etc.), and person of contact (including telephone number & email address) with proof of a System for Award Management (SAM.gov) registration.

2. Applicable GSA contract number; if you have one.

3. Capability statement and summary of relevant experience performing the duties related services requested in the Request for Information for VHA and other healthcare entities.

4. Ballpark cost estimate and suggested price schedule of what VHA could expect to pay your company to perform the work described above (i.e., monthly price, hourly price, season price, date to date price)

5. Preferred NAICS code used for the requirement.

Responses to the information requested above must be submitted via email to ethan.mauzy@va.gov, by April 12th, 2024 NLT 11:00hrs EST.

Any and all questions fielded by the contracting office during this RFI will be forwarded to the program office following the closing of the RFI. Those questions and answers will be used to help clarify the final solicitation prior to posting.

This request for information/sources sought notice is for planning purposes ONLY. The results of this market research will assist in the development of (1) the requirement, and (2) the acquisition strategy (e.g., small business set-aside, full and open competition, etc.). VA assumes no responsibility for any costs incurred associated with the preparation of responses submitted as a result of this notice.

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