1. SOW for NIH Oxygen Supply.docx

Statement of Work Hospital Engineering and Facilities Service Bulk Oxygen Supply for Bldg 10 & CRC Hospital

STATEMENT OF WORK

Background Statement The Hospital Engineering and Facilities Service (HEFS), Clinical Center (CC) has a requirement to supply medical grade oxygen to the Clinical Research Center (CRC) hospital. The facility houses inpatient units, day hospitals, and research labs and connects to the original Warren Grant Magnuson Clinical Center. The 870,000-square-foot Hatfield Building has 240 inpatient beds and 82 day-hospital stations. The highly flexible facility can be easily adapted to allow more inpatient beds and fewer day-hospital stations, or vice versa.

(1) Statement of Work.

Introduction / Background: This contract is seeking sources to provide all needed components to support a Food and Drug Administration (FDA) certified bulk oxygen main supply system for medical gas in accordance with National Fire Protection Agency (NFPA) 99. The contract will be based on rental of a 6000 gallon main tank, 500 gallon reserve and a separately located 500 gallon redundant reserve tank. The contract shall include all required components of the bulk oxygen supply including oxygen delivery, preventive maintenance, routine service, equipment repair, annual inspection, certification and training, and emergency service of the bulk systems. The supply systems will be located at the existing pad locations at the National Institutes of Health (NIH) in Bethesda Maryland. The system must be maintained to ensure uninterrupted supply of oxygen to this multi-million dollar medical center.

a. Period of Performance Base year: September 1, 2025 through August 31, 2026 Option Years:

Option Year 1: September 1, 2026 through August 31, 2027 Option Year 2: September 1, 2027 through August 31, 2028 Option Year 3: September 1, 2028 through August 31, 2029

b. Scope and Requirements:

The contractor must be headquartered or have service locations within the Washington Metropolitan area.

All work shall be done in accordance with NFPA 99, Center for Disease Control (CDC), The Joint Commission (TJC) and American Society of Heating, Refrigerating and Air-Conditioning Engineers (ASHRE) Guidelines.

(1) Vendor must be FDA certified to produce medical grade liquid oxygen.

(2) Vendor must have other centrally located FDA certified sites to support facility requirement in the event of emergency situation, i.e. hurricanes, flooding, tornadoes, etc.

(3) Vendor will install and supply complete three (3) bulk oxygen storage and monitoring systems on the two (2) existing concrete reinforced pads.

(4) Must be able to monitor via solar or satellite monitoring system to manage levels of medical gas.

(5) Vendor must be certified to perform and complete FDA annual inspection for bulk liquid oxygen system.

(6) Vendor must have fully trained and certified staff to perform any required maintenance and inspections at the local site or available within one (1) hour during normal working hours or within four (4) hours during weekends, nights and holidays of time of notification by HEFS.

(7) Vendor must be able to deliver medical grade liquid oxygen 24/7 when necessary. Every effort will be made by the CC to provide notification a minimum of four (4) hours in advance, unless requirement or mission dictates otherwise. Usually deliveries are made during normal working hours, Monday through Friday (excluding holidays).

(8) Vendor is responsible for de-icing of evaporators as needed, but at a minimum once per year.

(9) Medical grade liquid oxygen must be 99% pure at time of testing/certification prior to installation into the in-line system.

(10) Vendor must provide packing list at time of installation/delivery to ensure proper payment.

(11) Vendor must be able to have trained and certified repairmen available to make all necessary on-site repairs to the installed bulk system.

(12) Vendor must make all records available on-line via web access, including delivery history, level history, reading history, and account information, in a format that is downloadable to an Excel spreadsheet.

(13) Must have a 24/7 emergency contact system (with a central call number) in place in the event of catastrophic or emergency situations.

(14) Contractor must provide emergency service plan documenting what services will be available in the event of complete loss of system, catastrophic event or emergency situations.

Any work requested beyond the scope of this SOW will require approval from the Hospital Engineering and Facilities (HEFS) Contracting Officer Representative (COR), via delegated authority from the contracting officer for the contract, and an additional purchase order prior to initiating work.

(2) Government Responsibilities The government is responsible to:

a) Provide the contractor access to existing pad locations on the Bethesda NIH campus.

b) Provide mandatory training as required by TJC for security clearance and access to work areas

c) Support the contractor in obtaining necessary identification for campus access.

d) Maintain the existing rebar enforced concrete pad, which meets the minimum standards, at both locations.

e) Perform daily inspections of tank site by NIH staff. NIH will document the following:

· Tank levels

· Visual checks

· Lighting

· Upkeep and grounds maintenance

(3) Contractor Responsibilities

a. All delivery, installation, labor, materials and pick up charges to supply and install complete bulk oxygen storage and monitoring systems describe above.

b. The Contractor (vendor) shall supply:

(1) All materials, equipment, and crane rental for the complete installation of all tanks and equipment to provide uninterrupted liquid oxygen supply.

(2) One (1) Primary 6000 Gallon Capacity Bulk Oxygen Tank located south of BLDG 10.

(3) One (1) 500 gallon reserve tank with the ability to provide uninterrupted service to the hospital in the event of a failure of the primary tank or until the primary tank can be refilled (weekly usage estimated to be 75,000 cu. ft.). Located at an existing rebar enforced concrete pad South of BLDG 10.

(4) One (1) 500 gallon redundant reserve tank with the ability to provide uninterrupted service to the hospital in the event of a failure of the primary system or until the primary system is restored. Located at an existing rebar enforced concrete pad by BLDG 13.

(5) During any tank change out process, the redundant reserve tank located at BLDG 13 must remain in full service until the main/reserves tanks system are certified for use in service and placed back in service. This process will require a separate change out date from the main bulk tank location. This additional process will provide the ability to provide uninterrupted service to the hospital in the event of a failure of the temporary bulk trailer system. The tank is located at an existing rebar enforced concrete pad by BLDG 13.

(6) During any tank change out process, the supply contractor will also provide complete NFPA rated oxygen temporary liquid bulk trailer that includes main and reserve tanks connected to the emergency connection point at the B1 south loading dock.

(7) A Pressure Control Manifold, all lines/piping, connections, required to connect tanks to manifold and to existing hospital piping at pad location. The complete pressure control manifold system shall be enclosed in a single stainless enclosure.

(8) A Pressure Control Manifold, all lines/piping, connections, required to connect tanks to manifold and to existing hospital piping at pad location for redundant reserve location near BLDG 13. The complete pressure control manifold system shall be enclosed in a single stainless enclosure.

(9) An offsite monitoring system for each tank, total of three (wired or wireless system), in which the successful vendor will be able to independently monitor the system and refill requirements.

(10) Provide all equipment required to fill tanks as needed.

(11) Provide Purity of Oxygen: 99.996% - Medical Grade (a.k.a. USP Grade)

(12) Frequency of Fill: As Needed

(13) Vendor shall own and maintain the tanks, including de-icing procedures, manifold system, and all associated equipment from the tanks to the connection point at pad site.

(14) Contractor must provide emergency service plan documenting what services will be available in the event of complete loss of system, catastrophic event or emergency situations.

(15) At the end of the contract period the contractor is responsible for all cost, materials, equipment, and crane rental for the complete removal of all tanks and equipment that have been installed. This contract also includes a separate change out date (later than main tank pad) for the redundant reserve tank at BLDG 13 at no cost to the government.

c. The Contractor (vendor) shall:

(1) Provide preventive maintenance, de-icing when needed, emergency response (on-site within four (4) hours of notification by HEFS or CCMU), routine service (on-site within one (1) hour of notification by HEFS), and management for the Bulk oxygen system at both locations as required by NFPA 99, TJC and CDC requirements.

(2) Provide a complete written preventive maintenance report to the project official listing operation of each device as required by referenced codes.

(3) Provide documented annual, on-site operational training to NIH personnel.

(4) Provide annual re-testing as part of planned maintenance program of all existing medical gas systems.

(5) During the scheduled inspections as required by referenced codes, the contractor will perform a through maintenance check of the system including but not limited to:

a. Documented training for safety plan and daily operations.

b. Document Gas emergency plan JCAHO EC.1.4

c. Reserve supply change over system

d. Redundant reserve supply change over system

e. Vaporizers and automatic switch assemblies

f. Document and inspect all tank and control valves.

g. Check and document all main source alarms for all three tanks.

h. Check and document all gauges

i. Check and document operation of all pressures regulators.

j. Inspect and remove icing from vaporizer as required.

k. Provide a general inspection of all system components including wiring, contacts, air pressure switches, belt tension etc.

(6) Schedule, and participate as needed, in the required annual state inspection of each installed tank.

d. At EACH VISIT

1. The contractor shall ensure technicians have the proper identification to access the NIH campus.

2. The Contractor shall notify a designated department contact in the area where the work is to be performed and the COR of HEFS (or designee), located in Bldg. 10 Room 9D43 (phone 301-496-2862) upon arrival at the facility and prior to beginning work and upon completion of work.

3. Clean-Up: Contractor shall leave the work site in as clean a condition as when work began. Debris accumulated during work procedures shall be removed and the equipment or furniture moved during work procedures shall be repositioned to original locations. Storage space designated for the purposes of this contract must be kept clean and organized.

4. Disposal of all residue shall be done off-site in strict accordance with all applicable Federal, State and local regulations.

5. Protect adjacent structures, equipment, vehicles and vegetation during the performance of specified work.

6. Report all discrepancies noted, that are not within the scope of this agreement, along with estimated additional cost to the COR.

7. Any work or materials not within the scope of this agreement, which will result in additional cost, shall not be accomplished until approved by the contracting officer.

8. Adheres to TJC requirements, HEFS work guidelines (Attachment 1) and all other applicable building and safety codes.

9. The Contractor shall:

a. Provide all labor, all materials necessary for proper installation, supervision, maintenance, repairs, and transportation required to perform the services provided in this SOW as assigned by the COR or designated individuals in HEFS Clinical Center.

b. Provide documentation (electronic and hard copy) of hours for each job performed.

e. Paid visitor parking is available on the NIH campus

f. PERIODIC MEETINGS: The Contractor may be asked to meet periodically with the COR to discuss future schedules, progress or updates.

g. SAFETY REQUIREMENTS:

In the performance of this contract, the Contractor shall take such safety precautions as the Contracting Officer or his designee may determine be reasonably necessary to protect the lives and health of staff. The Contracting Officer or his designee will notify the Contractor of any non-compliance with the foregoing provisions and the actions to correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his representative at this site of work, shall be deemed sufficient for the aforesaid. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all or part of the work and hold the Contract in default.

(7) Deliverables.

a. Provide all labor, delivery, installation, materials, supervision, tools, and transportation required to provide bulk oxygen services to the Clinical Center as directed in this SOW and by the COR, HEFS, or designee.

b. Provide detailed documentation of the work that was performed on the monthly invoice, as outlined in SOW.

c. All deliverables to be delivered electronically..

d. Satisfactory performance of the final contract shall be deemed to occur upon performance of the work described in the Statement of Work/Specifications and upon delivery and acceptance by the Contracting Officer, or the duly authorized representative, of the following items in accordance with the stated delivery schedule:

e. The items specified below as described in the REPORTING REQUIREMENTS Article in SECTION C of this contract will be required to be delivered F.o.b. Destination as set forth in FAR 52.247-35, F.o.b. DESTINATION, WITHIN CONSIGNEES PREMISES (APRIL 1984), and in accordance with and by the date(s) specified below [and any specifications stated in SECTION D, PACKAGING, MARKING AND SHIPPING, of this contract]:

On-going

(8) Required Contractor Qualifications The contractor must be headquartered or have service locations within the Washington Metropolitan area.

All work shall be done in accordance with NFPA, Center for Disease Control (CDC), Joint Commission for Accredit Hospital Organization (JCAHO) and American Society of Heating, Refrigerating and Air-Conditioning Engineers (ASHRE) Guidelines.

· Vendor must be FDA certified to produce medical grade liquid oxygen.

· Vendor must have other centrally located FDA certified sites to support facility requirement in the event of emergency situation, i.e. hurricanes, flooding, tornadoes, etc.

· Must be able to monitor via solar or satellite monitoring system to manage levels of medical gas.

· Vendor must be certified to perform and complete FDA annual inspection for bulk liquid oxygen system.

· Vendor must have trained and certified staff to perform any required maintenance and inspections at the local site or available within 1 hour (normal working hours) or within 4 hours (off-hours, weekends and holidays) of time of notification.

The Contractor must provide evidence of experience and qualifications of the company in providing comparable services in a complex health care institution with the same or similar complexity and needs. All key personnel must be in place and fully qualified prior to award of this contract. The contractor must provide evidence of supervisory staff who may be contacted with questions/concerns about the product or work performance.

The Clinical Center reserves the right to thoroughly inspect and investigate the establishment, facilities, equipment, business reputation, and other qualifications of any bidder, and to reject any and all offers irrespective of price, that shall be administratively determined by the Contracting Officer to be lacking in any essentials judged necessary to assure acceptable standards of performance on this contract.

(9) Hours of Operation Routine service and preventative maintenance will be performed during the hours of 7:00 a.m. until 6:00 p.m., Monday through Friday, excluding holidays and any day declared an official Federal Holiday. The ten holidays observed by the Federal Government are as follows:

· New Year’s Day

· Martin Luther King Jr.’s Birthday

· Inauguration Day*

* Federal employees in the Washington, DC area are entitled to a holiday on the day a President is inaugurated, January 20 for each fourth year after 1965

· President’s Day

· Memorial Day

· Juneteenth Independence Day

· Independence Day

· Labor Day

· Columbus Day

· Veterans Day

· Thanksgiving Day

· Christmas Day Also, any other day declared by the President of the United States to be a national holidays.