36C24124Q0254.pdf

Special Notice

*= Required Field Special Notice

SUBJECT* Annual Medical Gas Inspection Services

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE*

SOLICITATION NUMBER*

RESPONSE DATE/TIME/ZONE

ARCHIVE

RECOVERY ACT FUNDS

PRODUCT SERVICE CODE*

NAICS CODE*

CONTRACTING OFFICE ADDRESS

POINT OF CONTACT*

04330

36C24124Q0254

03-06-2024 10:00AM EASTERN TIME, NEW

YORK, USA

15 DAYS AFTER THE RESPONSE DATE

N

H168

541380

Department of Veterans Affairs

VA Boston Healthcare System

Contracting Officer (90C)

940 Belmont Street

Brockton, MA 02301

Contract Specialist

Subrena Magee subrena.magee@va.gov

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

The Department of Veterans Affairs, Network Contracting Office (NCO 01) located in Brockton, MA intends to enter into a sole source procurement, pursuant to the authority of FAR 6.302-1, with BEACONMEDAES.

Background: Contractor shall perform the Annual Medical Gas Inspection per NFPA 99 Health Care Facilities - prior to use of any medical gas piping system for patient care, the facility shall ensure that all tests required have been successfully conducted and permanent records of the testing is maintained in the facility required for Joint Commission. Failure will affect direct patient care in the operating rooms and other clinic areas.

1. Scope of Work: The vendor shall successfully conduct an annual inspection of the Medical Gas Systems at VHA Boston Healthcare System – Brockton, West Roxbury and Jamaica Plain Divisions and provide (2) permanent record binder of the completed tests, deficiencies, repairs, and annual inspections to be maintained at the facility for documentation that is required for Joint Commission and other jurisdictions that may review the Medical Gas System. The facility must be ready to provide documentation of tests and inspections, certificates, and records of all testing performed on the Medical Gas System which included but is not limited to:

a. Master Alarms

b. Area Alarms,

c. Zone Valves,

d. outlets / inlets,

e. Flexible Connects

f. Gaseous Contaminants,

g. Medical Air Dew Point

h. Medical air temperature,

i. Bulk Oxygen storage and monitoring,

j. Nitrous Oxide,

k. Medical Vacuum & WAGD, Medical Air,

l. Boom hoses inspection and source equipment

m. Vacuum System

1.1 Vendor shall review all final test reports from repairs and/or changes to the Medical Gas system at VHA Boston from renovation or construction projects to ensure no issues. All reviews shall be documented and placed in the permanent record maintained by Facility Engineering Manager.

1.2 Vendor shall provide a (2) “Hard Copy” combine binder that contain all the documentation from the Annual Medical Systems Evaluation done at this facility with a complete survey of outlets, valves, alarms, and source equipment. This binder shall show and documents discrepancies and proposals of corrective action measures for the hospital system to bring it up to current code standards.

1.3 The Vendor shall ensure the equipment has been functional tested, and adjusted for optimum performance as needed and certified safe for patient use. This shall be completed after the Annual Medical Gas Inspection and testing is completed and corrective maintenance has been implemented.

1.4 Repairs - Vendor shall provide all necessary parts for repairs. These parts shall be new and shall comply with applicable performance and reliability specifications according to the NFPA 99C. Repairs that are determined by the vendor to be beyond the scope of preventative maintenance shall be reported to the COR for approval prior to commencing repairs. Below are repairs that are considered within scope:

1. Outlet/Inlet Repair, front assembly replacement, and rebuild with testing after completion.

2. Relabeling of zone valves and area alarms to match rooms that are monitored and controlled.

3. Adjustment of area alarm and master alarm set points.

4. Replacement of hoses and/or hose parts.

1.5 Standards - comply with all applicable VA guidelines, medical center by-laws, rules and regulations, hospital policies/procedures, and act in accordance with current Joint Commission standards.

1.5.1 Vendor must follow all Department of Veterans Affairs regulations when working on VA equipment. Vendor shall be escorted by Engineering staff while working in sensitive areas of the facility (i.e., patient care areas, etc.)

1.6 Vendor shall report and sign-in to the Engineering Section and obtain an identification badge which shall be always worn while on station.

1.7 An electronic report of work performed (PDF) shall also be submitted via email within 72 hours of each service visit.

1.8 Performance measures include VA interest items such as timely appointments for annual preventive maintenance visits and for unscheduled corrective maintenance visits, availability of appropriate replacement parts, and timely, detailed equipment service reports following every on-site service.

2. Work Hours and Period of Performance – VHA Boston normal working hours are Monday through Friday 0700-1600, excluding federal holidays. Inspections and repairs for critical areas (operating suites, ICU’s, procedure rooms) will be completed with least impact to Medical Center Operations. This will be off hours coordinated through the POC at each site.

Locations:

1. Brockton Medical Center

a. Address: 940 Belmont St, Brockton, MA 02301

2. West Roxbury Medical Center

a. Address: 1400 VFW Pkwy, West Roxbury, MA 02132

3. Jamaica Plain Medical Center

a. Address: 150 Huntington Avenue, Boston, MA

2.1 Period of Performance

The anticipated period of performance shall be one Base Year with Four (One) Year Options, if exercised.

2.2 Response times – The Vendor’s response time to phone inquiries shall be within two (2) hours. The Vendor’s on-site response time for service calls shall be within two (2) business days.

2.3 Test Equipment – VHA Boston will not furnish test equipment for the performance of this contract. It is the responsibility of the Contractor to bring the appropriate equipment and/or supplies necessary to complete the work as required within unless otherwise specified elsewhere in this document.

3. Qualifications – The Contractor shall be responsible for ensuring that each Medical Gas Inspector or qualified Technician providing maintenance, inspection and repair services under this contract is fully trained and certified to perform the required services covered by this contract. Contractors Technicians/Engineers shall be capable of ensuring the covered equipment is returned and certified to optimum performance according to the manufacturer’s service documentation manual of the NFPA99.Contractor must be Qualified and who has successfully fulfilled the conditions of eligibility in accordance with procedures formulated and approved by the National Inspection Testing and Certification Corporation (NITC) Examination Board for Gas and

Vacuum System NFPA 99C in one of the following Certifications. ASSE 6020 Medical Gas Inspector, ASSE 6030 Medical Gas Verifier, ASSE 6040 Medical Maintenance Repairs Technician.

4. Records Management

A. Applicability

This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions

“Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. Includes VHA records.

2. Does not include personal materials.

3. Applies to records created, received, or maintained by Contractors pursuant to their VHA contract.

4. May include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C.

552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, the Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. VHA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VHA or destroyed except in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, the Contractor must report to VHA. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment.

Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records, and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records, and/or equipment is no longer required, it shall be returned to VHA control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material, and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VHA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VHA policy.

8. The Contractor shall not create or maintain any records containing any non-public VHA information that is not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The VHA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VHA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

** VHA training for contractors is available in Talent Management System (TMS):

Records Management for Records Officers and Liaisons, Item #3873736

D. Flow down of requirements to subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms, and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

The NAICS Code for this requirement is 541830.

BEACONMEDAES is the only contractor capable of performing the required services because the Medical Gas System equipment is originally manufactured by BEACONMEDAES. The annual inspections must be conducted by a BEACONMEDAES service technician.

This notice of intent is not a solicitation nor is it a request for proposal. However, instead parties that believe they can satisfy the requirement listed above must clearly identify their capability to do so in writing by Wednesday, March 6, 2024 at 10:00AM EST. Responses should be sent to Subrena Magee at subrena.magee@va.gov. Information submitted in response to this notice will be used solely to determine whether competitive procedures could be used for this acquisition. A determination not to open the requirement to competition based upon responses to this notice is solely within the discretion of the Government.

mailto:subrena.magee@va.gov