6835--Medical Gases
Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, 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 tough Federal Acquisition Circular 2022-04 dated January 31, 2022 This solicitation is Set -Aside for Small Businesses The associated North American Industrial Classification System (NAICS) code for this procurement is 325120, with a small business size standard of 1,000 Employees. The FSC/PSC is 6835. The Network Contracting Office (NCO) 6 Regional Procurement Office (RPO) East is looking to establish consolidated contracts for medical gases with cylinder/tank utilization. All interested companies shall provide quotations for the following: ITEM INFORMATION ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 BASE PERIOD: CYLINDER RENTAL; The contractor shall provide rental medical gas cylinders in accordance with the Statement of Work. Contract Period: Base POP Begin: 06-01-2022 POP End: 05-31-2023 12.00 MO $00.0000 $00.0000 0002 BASE PERIOD: MEDICAL GASES; The Contractor shall provide medical gases in accordance with the Statement of Work. Contract Period: Base POP Begin: 06-01-2022 POP End: 05-31-2023 12.00 MO $00.0000 $00.0000 0003 BASE PERIOD: EMERGENCY DELIVERIES; The Contractor shall provide medical gases and rental cylinders in accordance with the Statement of Work. The unit price for this CLIN represents the contractor's flat price for emergency deliveries. Contract Period: Base POP Begin: 06-01-2022 POP End: 05-31-2023 36.00 JB $00.0000 $00.0000 1001 OPTION PERIOD ONE: CYLINDER RENTAL; The contractor shall provide rental medical gas cylinders in accordance with the Statement of Work. Contract Period: Option 1 POP Begin: 06-01-2023 POP End: 05-31-2024 12.00 MO $00.0000 $00.0000 1002 OPTION PERIOD ONE: MEDICAL GASES; The Contractor shall provide medical gases in accordance with the Statement of Work. Contract Period: Option 1 POP Begin: 06-01-2023 POP End: 05-31-2024 12.00 MO $00.0000 $00.0000 1003 OPTION PERIOD ONE: EMERGENCY DELIVERIES; The Contractor shall provide medical gases and rental cylinders in accordance with the Statement of Work. The unit price for this CLIN represents the contractor's flat price for emergency deliveries. Contract Period: Option 1 POP Begin: 06-01-2023 POP End: 05-31-2024 36.00 JB $00.0000 $00.0000 2001 OPTION PERIOD TWO: CYLINDER RENTAL; The contractor shall provide rental medical gas cylinders in accordance with the Statement of Work. Contract Period: Option 2 POP Begin: 06-01-2024 POP End: 05-31-2025 12.00 MO $00.0000 $00.0000 2002 OPTION PERIOD TWO: MEDICAL GASES; The Contractor shall provide medical gases in accordance with the Statement of Work. Contract Period: Option 2 POP Begin: 06-01-2024 POP End: 05-31-2025 12.00 MO $00.0000 $00.0000 2003 OPTION PERIOD TWO: EMERGENCY DELIVERIES; The Contractor shall provide medical gases and rental cylinders in accordance with the Statement of Work. The unit price for this CLIN represents the contractor's flat price for emergency deliveries. Contract Period: Option 2 POP Begin: 06-01-2024 POP End: 05-31-2025 36.00 JB $00.0000 $00.0000 MEDICAL GAS AND CYLINDER/TANK RENTAL STATEMENT OF WORK SCOPE OF CONTRACT The purpose of this solicitation is to establish consolidated contracts for medical gases with cylinder/tanks utilized at the Central Virginia VA Healthcare System and affiliated outpatient clinics toughout Veterans Integrated Service Network (VISN) 6. The gases to be purchased include, but are not limited to compressed Medical Air USP, Oxygen USP, Carbon Dioxide USP, Nitrogen NF, Nitrous Oxide USP, Helium USP, Liquid Nitrogen, Compressed Air, and Special Medical Gas Mixtures. The contract items will be ordered by and delivered to the individual activities listed in the schedule. The quantities shown in the schedule are estimates of each activity s annual requirements. There is no express or implied guarantee that these quantities will be purchased. The schedule also indicates whether the contractor will fill government-owned (G) cylinders, will provide contractor-owned (C) cylinders, or will be servicing the facility with a combination of both (C/G). The contract awarded under this solicitation will be in effect from tough plus four (4) one-year option periods. A Contracting Officer Representative (COR) has been designated in the solicitation schedule for each ordering facility. The COR is responsible for local contract administration issues such as ordering and providing specific delivery instructions. A letter of the delegation outlines the COR s specific responsibilities and will be provided to the contractor and COR at the time of contract award. Within 15 days after contract award, the contractor shall contact the COR to finalize the ordering method and clarify the specific details of any delivery instructions that are included in the solicitation schedule. If an agreement cannot be reached between the contractor and COR regarding any issue, the matter shall be referred to the Contracting Officer for resolution. PRODUCT SPECIFICATIONS All medical gases shall conform to specifications prescribed in the United States Pharmacopeia and the National Formulary. All medical gas manufacturers and fillers of medical gases shall be registered with the FDA; and all medical gases shall be manufactured, processed, packed, transported, and stored according to the FDA s Current Good Manufacturing Practice (CGMP) regulations and Title 21, Code of Federal Regulations, Parts 210, 211 and 201 for labeling. In addition, the following specifications are incorporated into the solicitation and resulting contracts: Federal Specification BB-A-1034B, Air, Compressed, for Breathing Purposes, dated 27-Dec-1995. Federal Specification BB-C-101D, Carbon Dioxide (CO2) Technical and USP, current edition. Compressed Gas Association (CGA) Publications G-7 Compressed Air for Human Respiration, current edition, and ANSI/CGA G-7.1 Commodity Specification for Air, the current edition. All products, equipment, and services provided under the contracts awarded under this solicitation shall be in compliance with all applicable Federal, state, and local regulations. DELIVERY REQUIREMENTS All transportation of gases under this contract shall be made in accordance with 49 CFR. Deliveries shall be conducted between 0800 and 1200 for each required delivery day. Deliveries shall be completed no later than the 1 calendar day for all orders placed by 1500. The number of days specified shall be the number of calendar days after receipt of the order. The schedule lists delivery instructions that are unique to each facility. FOB point is the destination. All transportation charges for cylinders shall be included in the price of the gas. Additional charges such as delivery fees, hazardous materials fees, fuel surcharges, etc. shall NOT be billed to or collected from the facilities for orders received under this contract. 3.2 Material Safety Data Sheets shall be provided to the facility COR upon request at no additional charge. Upon delivery, the delivery driver, COR, and/or designated Medical Supply Technician will conduct a tank count. Cylinders will be logged in on the ledger with the delivery date and driver ID specified. The tank delivery will be signed for by both the COR and/or designated Medical Supply Technician and delivery driver. This information will be maintained by the COR. Pickup of empty cylinders, the delivery driver, COR, and/or Medical Supply Technician will conduct an empty tank count. Cylinders picked up will be adjusted on the tank ledger with the pickup date and driver ID specified. The tank pick-up will be signed for by both the COR and/or Medical Supply Technician and delivery driver. This information will be maintained by the COR. If for any reason the contractor is unable to deliver at the agreed upon day or time, the contractor will provide 12-hour notice to the COR. The Contractor will find an alternate source and initiate its backup plan. Delivery shall be made within 24 hours of initiating its backup plan. In accordance with VHA Patient Safety Alert dated April 5, 2004, all deliveries must be monitored by an appointed Richmond VA representative. The contractor will be provided with the names and contact information of primary and backup facility representatives. This applies to all deliveries regardless of time or day of execution. Emergency Delivery the contractor agrees to and shall have an emergency response plan that provides for emergency deliveries within 6 hours after notification, 24 hours a day, 7 days a week, in accordance with the contract. The contractor shall provide an emergency plan on the date of solicitation submission. Government facility personnel will be available for receipt of emergent cylinders requested up to the sixth hour after notification. This service shall be provided at a fair market value fee. Deliveries of refills shall be made Monday tough Friday between 0800 and 1200 (excluding holidays which are listed below). If a holiday falls on the specified delivery dates then next-day delivery is expected or immediate delivery arrangements need to be made with the COR. The contractor shall remove all empty cylinders upon each delivery of new cylinder tanks. A contingency plan will be set to the following: If the contractor has not received an order from the medical facility by Friday morning, the contractor will automatically deliver the items identified in the table below on Friday morning between 0800 and 1200. FEDERAL HOLIDAYS OBSERVED: Federal Holidays Date of Observation New Year s Day January 1 Birthday of Martin Luther King, Jr. Third Monday in January Washington's Birthday Third Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Cistmas Day December 25 Any other day designated by Federal law, Executive Order, or Presidential Proclamation. When New Year s Day, Independence Day, Veterans Day, or Cistmas Day falls on a Sunday, the following Monday is observed; if it falls on Saturday the preceding Friday is observed. At the time of each delivery, the contractor shall provide signed and dated invoices. Documents will be counter-signed by the facility representative supervising the delivery. NON-REPAIRABLE GOVERNMENT PROPERTY Prior to disposing of non-repairable government-owned cylinders, parts, fittings, and appurtenances, the contractor shall contact the ordering (owning) activity. The contractor shall make a disposition in accordance with the ordering activity s instructions. Contractors shall be paid for all services performed and authorized by the ordering activity, up to the determination that a cylinder/tank is non-repairable. The contractor shall not charge any additional types of fees, other than those specified above in paragraph 3.3, for the return of non-repairable cylinders to the ordering activity. If the activity requests and the contractor agree to dispose of any non-repairable government-owned property, the fee shall be negotiated and agreed upon between the two parties prior to the disposal of the property. CYLINDERS AND OTHER CONTAINERS Laws and Regulations Cylinders and other containers for gaseous and liquid forms of gases shall comply with the Department of Transportation specifications and shall be maintained, filled, marked, labeled, and shipped to comply with current DOT regulations (Title 49-Transportation, Code of Federal Regulations.) Filling, packaging, labeling, etc., for medical gases, shall also comply with the Federal Food, Drug, and Cosmetic Act. Marking In addition to marking required by the aforementioned laws and regulations, the marking shall comply with CGA Publication C-7 Guide to Preparation of Precautionary Labeling and Marking of Compressed Gas Containers, current edition. Color Coding Cylinders shall be color-coded in accordance with CGA Publication C-9 -- Standard Color Marking of Compressed Gas Containers Intended For Medical Use, a dated current edition. Valves Valves shall comply with CGA Safety Bulletin SB-26 current edition and CGA Publication V-1 -- Compressed Gas Association Standard for Compressed Gas Cylinder Valve Outlet and Inlet Connections, current edition. Valve protection caps for cylinders designed to receive such caps shall be securely attached to the cylinders in a manner to protect the valves from injury during transit and delivery to the purchaser's receiving area. For liquid containers, all fittings must be permanently brazed to prevent their removal. In addition, each container should contain a 360-degree cryoband applied at the top of the container with the drug product name repeated around the entire container. Hydrostatic Testing Retest Date: If applicable DOT regulations would require retesting of cylinder/tank within tee (3) months after the scheduled date of shipment to Continental U.S. destination, or within six (6) months after the scheduled date of shipment to an overseas destination, cylinder/tank shall be retested. The contractor will be required to retest any Government-Owned cylinder/tank when requested by ordering activity, regardless of scheduled retest data. Method: Government-owned cylinders which are eligible for extended hydrostatic retest period, testing by modified hydrostatic method, or visual inspection in lieu of hydrostatic testing, shall be serviced by the most economical means which will comply with Department of Transportation regulations (49 CFR 173.34) unless otherwise specified by the ordering activity. When modified or reduced DOT test requirements are contingent upon past usage of the cylinders, a written statement from the ordering activity indicating that the cylinders have been used exclusively for a specific gas may be considered acceptable evidence of the cylinders' eligibility for modified testing or inspection. Hydrostatic testing shall be performed in accordance with CGA s Publication -- C-1, Methods For Hydrostatic Testing of Compressed Gas Cylinders, current edition. Visual inspection shall be performed in accordance with the applicable CGA Publications C-6 --Standards for Visual Inspection of Steel Compressed Gas Cylinders, current edition or C-6.1 -- Standards for Visual Inspection of High-Pressure Aluminum Compressed Gas Cylinders, current edition. The contractor shall be responsible for all testing of contractor-owned cylinders at no additional cost to the Government. The government shall pay for the hydrostatic testing of government-owned cylinders at the prices listed in Schedule B. Cylinder/tank Sizes Cylinder/tank sizes shown in the item description indicate the product capacity of the cylinder/tank currently being used. All capacities are approximate, and the Government shall be billed only for the actual amount of gas delivered. In accordance with the Federal Food, Drug, and Cosmetic Act, the actual contents of the container must appear on the label. Individual Agency Ownership of Cylinders Government-Owned cylinders shall remain the property of the individual ordering (owning) agency and shall not be exchanged for other cylinders, either government-owned or contractor-owned, without authorization of the ordering agency. Lost or Damaged Contractor-Owned Cylinders The contractor must submit a list, quarterly, of lost or damaged cylinders to include replacement costs for any of the individual cylinders that get lost or damaged while in the government facility s custody. Loss of usage must not commence prior to 60 days of notification of any such loss or damage. For each contractor-owned cylinder/tank lost or damaged beyond repair while in the Government s possession, the Government shall pay to the Contractor the replacement value, less the allocable rental paid for that cylinder. These cylinders shall become Government property. If any lost cylinder/tank is located within 30 calendar days after payment by the Government, it may be returned to the Contractor by the Government, and the Contractor shall pay to the Government an amount equal to the replacement value, less rental, computed in accordance with section 8 of this Statement of Work. Method of Shipment Empty Government-owned cylinders that are picked up from an ordering facility for re-fill or servicing shall be transported according to the Department of Transportation Regulations, using normal commercial practice to prevent damage to cylinders. Transportation of Cylinders All transportation charges for empty government-owned and contractor-owned cylinders from the ordering facility to the contractor s facility shall be at the expense of the contractor. REQUIRED MEDICAL GASES AND CYLINDER ESTIMATED VOLUME The following table outlines the list of required medical gases and cylinders along with additional information regarding tank capacities and estimated annual usage. Estimated annual usage is based on historical data regarding the number of cylinders purchased within a year. PRICE OF SERVICES FOR GOVERNMENT-OWNED AND CONTRACTOR-OWNED CYLINDERS Services Included in the Price of Gas (both Government and Contractor-Owned Cylinders): The offeror s price for the gas shall include the furnishing, at no additional cost, of all services which are required at each and every filling of a cylinder/tank to comply with applicable regulations, specifications, and normal good practices. Such services shall include, but not be limited to: tags indicating cylinder/tank is "Full," In Use," or "Empty"; inspection, testing, evaluation, and cleaning services required at each and every filling; pin-indexing, when required, and attachment of Government-furnished warning tags, when required. Attaching of oxygen cylinders to manifold systems, when required, shall also be performed by the contractor at no additional cost. In addition to the services listed in this paragraph, the contractor is responsible for all maintenance and testing of contractor-owned cylinders. Services Not Included in Price of Gas for Government-Owned Cylinders: When required, the contractor shall perform additional services as described below. The price of these services shall not exceed the prices listed below. These rates are the maximum rates that shall be billed to the facility. The contractor shall not bill at a rate that is higher than their standard commercial rate if those rates are lower than the prices listed below. All materials and components shall be furnished by the contractor. Unlisted Services: Unlisted services (including palletizing, when needed) are not covered by this contract and should be obtained by the ordering office according to applicable procurement regulations. The contractor shall provide an itemized list for all contracted medical gases and cylinder/tank rental prices to aid in the order and invoice reconciliation process. Listings for medical gases shall include: Item Number Description Gas Type (Gaseous, Liquid, other as applicable) Gas Purity Cylinder/Tank Size Cylinder/Tank Capacity Unit of Issue (UOI) Price per UOI Cylinder/tank Rentals Cylinder/tank Size Cylinder/tank UOI List of gases that the Cylinder/Tank is utilized for Price per UOI MEASUREMENT AND CONVERSION COMPUTATION, ATMOSPHERIC GASES, AND HYDROGEN Density data and volume measurement equivalents printed in CGA Publication P-6 -- Standard Density Data, Atmospheric Gases, and Hydrogen, current edition shall be used when necessary to convert the measurement of these gases from one form to another: for example, from cubic feet to gallons. CONTRACTOR RESPONSIBILITIES The contractor shall be qualified and have the required levels of professional and technical experience to perform the work required by the performance work statement. The contractor shall comply with any certifications required by Local, State, or Federal Department of Health regulations for transporting cylinders of any type. Proof may be requested by the requiring facility at any time. PERMITS AND LICENSES - The contractor shall provide copies of permits and licenses required by Federal, State, and local laws, regulations, and ordinances demonstrating that they are qualified by training and experience to perform the required work. Documents provided at the time of award for the delivery personnel. The contractor shall, within 60 days after contract award, contact the COR to verify the ordering method and clarify the specific details of any delivery instructions outlined in the solicitation schedule. The contractor shall have 24-hour/7day emergency service response available for delivery of urgent VAMC medical gasses or repair of liquid systems. Refer to 3.6. The contractor shall ensure the cylinders are in compliance with applicable Federal and State Regulations. Annual cylinder/tank testing/inspections, i.e., hydrostatic tests or leak pressure test requirements by NFPA, shall be coordinated with the COTR. Invoices shall be submitted separately every month identifying what was delivered, the quantity delivered, what was picked up, and pricing The contractor shall provide all equipment and materials necessary to perform the requirements of the contract. The contractor shall ensure that Government-owned and rented oxygen cylinders are labeled according to any applicable FDA, DOT, OSHA, or other requirements. The contractor shall agree to a minimum 60-day transitional period to allow sufficient time to utilize all medical gas inventory contained in cylinders while transferring to the future awardee s contractors. During the time of transition, the government facility will continue to incur and pay rental charges accordingly under the existing awarded contract. The contractor shall, in conjunction with medical center staff, provide up to two on-site inventories per year per medical center as requested by the upon medical center request. When a Central Virginia VA Healthcare System employee place an individual purchase card order for the same gas contained in this contract, the contractor will be held to the standard detailed within. QUALITY ASSURANCE SPECIFICATIONS AND REQUIREMENTS: All medical gas manufacturers and fillers of medical gases shall be registered with FDA as drug manufacturers. All oxygen shall be manufactured, processed, packed, transported, and stored according to FDA s Current Good Manufacturing Practices (CGMP) regulations, and all labeling shall comply with FDA s labeling regulations (21 CFR Part 201). All oxygen delivered under the contract shall be medical-grade and shall meet or exceed the standards cited in the current edition of the United States Pharmacopoeia/National Formulary (U.S.P.). A valid certificate of analysis shall be provided with each delivery of oxygen. The certificate shall include, at a minimum: Supplier s name and complete address Name of the product (i.e. Oxygen U.S.P.) An air Liquefaction Statement where appropriate The lot number or other unique identification numbers Actual analytical results for full U.S.P. monograph testing. (A statement that only proclaims that the product meets the minimum purity of 99.5%, etc. is not acceptable.) The test method was used to perform the analysis. (A statement such as Meets U.S.P. specifications is not acceptable; nor would Tested via Servomex be acceptable since the specific model number is not provided.) Signature of authorized supplier representative and date. A copy of all inspection reports conducted by OSHA, JC. Or any other regulatory agency shall be delivered to the facility COR, upon the completion of any oxygen system inspections that are required by regulation. QUALIFICATIONS AND TRAINING: The contractor shall provide records of training and competency assessment of contractor personnel involved with the performance of this contract (Delivery). All new contractor personnel will have completed all required training (i.e. the safe use, storage, and handling of medical gases/cylinders, dangers, etc.) prior to delivery of oxygen and/or other medical gases. Documentation will be provided to the VA Contract Officer at the time of solicitation submission. The contractor will provide initial training and annual refresher training (i.e. the safe use, storage, and handling of medical gases/cylinders, dangers, etc.) at no extra cost, to any of the following hospital personnel i.e. Security police, COR or maintenance staff involved with the delivery procedure. This training may need to be conducted at various times to accommodate different shifts. RELEASE OF LIABILITY Hold harmless and indemnification agreement: Contractor shall save and hold harmless and indemnify the government against any and all liability, claims, and cost of whatsoever kind and nature for injury to or death of any person or persons and loss, or damage to any property occurring in connection with or in any way incident to or arising out of the occupancy, use, service, operations, or performance of work under the terms of this contract, resulting in whole or in part from the negligent acts or omissions of Contractor, any subcontractor, or any employee, agent or representative of contractor or subcontractor. Damage to government property from a cause other than contractor s negligence: Nothing in the above paragraphs shall be considered to preclude the government from receiving the benefits of any insurance the Contractor may carry which provides for indemnification for any loss or destruction of or damage to property in the custody and care of the contractor where such loss, destruction of, or damage to property in the custody and care of the contractor where such loss, destruction of, or damage is to the government right to recover against third parties for any loss, destruction of or damage to government property, and upon the request of the Contracting Officer shall, at the government s expense furnish to the government all reasonable and cooperation including assistance in the prosecution of suit and the execution of instruments of in favor of obtaining recovery. Laws and Ordinances: The Contractor shall comply with all laws, ordinances, and regulations (federal, state, country, city, or otherwise) covering work of this character and shall include all costs, if any, of such compliance in the price quoted in this offer. Workman s Compensation: The Contractor shall maintain workman s compensation insurance as may be required by law covering its employees who performed the services. A copy of this insurance shall be provided to the VA Contracting Officer. IDENTIFICATION: The Contractors employee(s) shall wear visible identification at all times while on the premises of the VA medical facility, Warehouse, CBOC, etc. CONTRACTING OFFICER S REPRESENTATIVE (COR): The contractor will be provided the contact information by the COR prior to the start date. Performance of work under this contract shall be subject to the technical direction of the COR, or a representative designated in writing. Technical direction MUST be within the scope of the SOW. The COR DOES NOT have the authority to issue technical direction that: Constitutes a change of assignment or additional work outside the specification(s)/work statement. Constitutes a change as defined in the clause entitled Changes . In any manner cause an increase or decrease in the contract price, or the time required for contract performance. Changes any of the terms, conditions, or specification(s)/work statement of the contract. Interferes with the Contract s right to perform under the terms and conditions of the contract. Directs, supervises, or otherwise controls the actions of the Contractor s employees. Technical direction may be oral or in writing. The COR shall confirm the oral direction in writing within tee (3) workdays, with a copy to the CO. The Contractor shall proceed promptly with the technical direction issued by the COR. If in the opinion of the Contractor, any direction of the COR, or his/her designee, falls within the limitations in (ii) above, the contractor shall immediately notify the CO no later than the beginning of the next workday. Failure of the Contractor and the Contracting Officer to agree that technical direction is within the scope of the contract the direction shall be subject to the terms of the clause entitled Disputes . CONTRACTOR MANAGEMENT: The contractor shall provide a point of contact (POC) and perform continual management of the functional areas contained in this SOW. A Contractor employee shall be designated to act for the POC when work is being performed in the Contract Manager s absence. KEY PERSONNEL: Key personnel are defined as the Contract Manager, and other designated individuals submitted by the contractor. CONDUCT OF PERSONNEL: Personnel employed by the Contractor in the performance of this SOW or any representative of the Contractor entering the VA premises shall be subject to inspections by the Government. The contractor is responsible for the conduct of his or her employees. The conduct includes, but is not limited to personnel appearance, inappropriate or offensive clothing which could be construed as being lewd, obscene, racially or sexually offensive, etc. Contractor employees shall conduct their selves in a manner socially acceptable. Loudness, vulgarity, rudeness, or other similar offensive conduct by an employee of the Contractor will be grounds for denying the employee further access to the VA premises. Contractor employees shall not consume alcohol or illegal drugs during working hours or at any other time the employees are performing work under this SOW. VEHICLE CONDITION AND MARKINGS All Contractor-owned vehicles shall be maintained in an operational condition. Contractor vehicles shall be marked with identification. Markings shall include but are not limited to, the Contractor s name and telephone number on all equipment and vehicles used to carry out the requirements of the SOW. Contractor name. Telephone. State license tag. All required regulatory information. REVIEWS Contracting Officer or COR is authorized to review by on-site survey, review of records, or by any other reasonable manner, the quality of services rendered under this contract. All records will be reviewed by the COR or other designated representatives of the VA. Payments will be denied when such service does not support the charges or if the service is deemed not necessary or inappropriate. Such determinations shall be made by the CO or COR, whichever is appropriate. COR or Facility POC will conduct a quarterly inventory to reconcile the number of cylinders on hand to the number of cylinders held on the ledger. A report of the inventory will be provided to the COR, CO, and FCLO. CONTRACT AWARD AND ADMINISTRATION: The Contracting Officer must include the 60-day transition period in the contract to allow for adequate funding of rental charges and allow for sufficient time to utilize all medical gas inventory contained in the existing cylinders. The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. In the event the Contractor affects any changes at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof. Invoice and Payment Payment to be made monthly, in arrears, upon receipt of a properly prepared invoice by the designated POC. The invoice must be itemized to include the following information: Period of service Contract Line-Item Number (CLIN) Description of services to include type and quantity of cylinders, and stock number Dates each gas was delivered Unit Cost billed Extended amount due Invoice number Date of service Contract number Invoices rendered not containing the above information are considered incomplete and will be returned for immediate correction. No contract will be awarded, nor payment made to any individual or entity that appears on the Health and Human Services Office of Inspector General s (HSS/OIG) List of Excluded Individuals/Entities, or any other Government-sponsored list that identifies Contractors as being ineligible for contract award(s). The contract period of performance is 06/01/2022 05/31/2025 SPECIFIC DELIVERY INSTRUCTION Central Virginia VA Healthcare System is located at 1201 Broad Rock Blvd, Richmond VA. Henrico Satellite Clinic is located at 7702 East Parham Rd, Suite 201, Henrico VA, 23294-4371 POINTS OF CONTACT Contracting Officer (CO) Ronnie Gregory Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667 Contracting Officer s Representative (COR) Todd Barbour Department of Veterans Affairs Central Virginia VA Healthcare System 1201 Broad Rock Blvd. Richmond VA, 23249 The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html. FAR 52.212-1, Instructions to Offerors Commercial Items Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The version of FAR 52.212-1 in the addendum is tailored for Simplified Acquisition Procedures and supersedes the current version of FAR 52.212-1 contained in the FAR. The following provisions are incorporated into 52.212-1 as an addendum to this solicitation FAR 52.212-3, Offerors Representations and Certifications Commercial Items All offerors must be registered in System for Award Management (SAM) at http://www.sam.gov to be considered for an award of a federal contract. The record must be complete and not missing elements such as representations and certifications. Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required. The following contract clauses apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions Commercial Items (NOV 2021) Addendum to Far 52.212-4 Show FAR clauses followed by VAAR clauses in numeric order. List all clauses incorporated by reference in numeric order under 52.252-2, starting first with FAR and followed by VAAR. 52.252-2 Clauses Incorporated by Reference (FEB 1998) http://acquisition.gov/comp/far/index.html. 52.204-13 System for Award Management (OCT 2018) 52.204-18 Commercial and Government Entity Code Maintenance (AUG 2020) 52.217-8 Option to Extend Services (NOV 1999) 52.217-9 Option to Extend the Term of the Contract (MAR 2000) 52.222-19 Child Labor Cooperation with Authorities and Remedies (JAN 2020) 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (NOV 2021) 852.212-70 Provisions and Clauses Applicable to VA Acquisition Items (APR 2020) 852.203-70 Commercial Advertising 852.232-72 Electronic Submission of Payment Requests (NOV 2018) 852.273-70 Late Offers 852.212-71 Gray Market Items. (APR 2020) (End of Addendum to 52.212-4) FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders (JAN 2022) The following subparagraphs of FAR 52.212-5 are applicable: 52.209-6 Protecting the Government s Interest When Subcontracting with Contractors, Debarred, Suspended, or Proposed for Debarment (NOV 2021) 52.219-6 Notice of Total Small Business Set-Aside (NOV 2020) 52.219-28 Post Award Small Business Program Representation (SEP 2021) 52.219-33, Nonmanufacturer Rule (SEP 2021) 52.222-3 Convict Labor (JUN 2003) 52.222-50 Combatting Trafficking of Persons (OCT 2020) 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020) 52.225-1 Buy American-Supplies (NOV 2021)) 52.232-33, Payment by Electronic Funds Transfer - System for Award Management (OCT 2018) 2019) VHA Supplemental Contract Requirements for Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors Contractor employees who work in or travel to VHA locations must comply with the following: Documentation requirements: If fully vaccinated, shall show proof of vaccination i.NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within tee calendar days prior to desired entry date. The test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor s order or an FDA-approved over-the-counter test. Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel. Documentation will not beA collectedA by the VA;A contractorsA shall, at all times,A adhere to and ensure compliance withA federal laws designed to protect contractor employee health informationA and personally identifiable information.A Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening, process contractors may be asked screening questions found on the following website:A COVID-19 Screening Tool.A Regularly check the website for updates. Contractor employees who work away from VA locations, but who will have direct patient contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance each day that they will have direct patient contactA and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces.A ContractorsA shall, at all times,A adhere to and ensure compliance withA federal laws designed to protect contractor employee health informationA and personally identifiable information.A Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities. Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side-by-side pairwise comparison of quotes based on factors resulting in a Contracting Officer's decision for the quote most favorable to the Government. The award will be made to the response most advantageous to the Government. Responses should contain your best terms and conditions. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows: "The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." OR "The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:" Quoters shall list exception(s) and rationale for the exception(s) if any. Submission of your response shall be received no later than 12:00 on May 20, 2022, at Ronnie.Gregory@Va.gov Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below. Point of Contact Ronnie Gregory, Ronnie.Gregory@va.gov
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