Questions and Answers.pdf

Questions and Answers Bulk Oxygen Delivery | 36C24124Q0607

1. As the NAICS for this RFQ is 325210 Industrial Gas Manufacturing, please confirm whether this is a Service Contract or a Supply Contract.

VA Response: This is a service contract to supply and deliver bulk oxygen, inspect tanks, and provide reports. Upkeep of the system is also expected to include the tanks, telemetry system and other components within the Tank Pad. (see attached photos)

2. What is the current contract number, and who is the contractor/supplier for this requirement?

VA Response: Current contract holder is INNOVATIVE FEDERAL

OPERATIONS GROUP, INCORPORATED, 36C24119P1298.

Tanks are supplied by Matheson and oxygen is delivered by Messer. See oxygen usage tracker excel document.

What is the average daily usage (in inches)?

VA Response: See oxygen usage tracker excel document.

3. What are the current tank set points for the Main and Reserve tanks (in inches) for FULL TRYCOCK, REORDER POINT, REFILL POINT, & LOW-LEVEL

ALARM?

VA Response: See photos and oxygen tracker excel document.

4. Is there a facility map/schematic available? We were unable to locate one on the facility’s site at VA.gov.

VA Response: Attached site plan.

5. When was the most recent annual inspection, and will the GOV provide a copy of this report?

VA Response: Most recent inspection was 08/03/2023.

6. Are there any planned construction projects on site that may hinder delivery access?

VA Response: None

7. Has there been any history of vaporizers icing up due to high volume?

VA Response: No issues

8. TANK SIZE REQUIREMENTS: PG 2 of 10 in the RFQ (Section 3.0, para. 2) states that the facility currently has a 6000-gallon main tank and a 500-gallon reserve tank, but the following sentence lists the requirement of a 1500-gallon tank and a 150-gallon reserve tank for the contract that will result from this solicitation. Please confirm that the facility requires a downgrade in tank sizes, including a 6000-gallon main 1500-gallon main as well as a 500-gallon reserve 150-gallon reserve. Or please clarify if the 1500-gallon main and 150-gallon reserve requirements are in addition to the existing tanks in place. Additionally, Section 5.0 (para. 1) on PG 4 states that “Manifold, cylinders for the reserve supply, liquid converter ... shall be furnished by the contractor, without cost to the facility.” Please clarify whether the VAMC Manchester currently utilizes a 500-gallon reserve tank as detailed on PG 2 or if the facility utilizes cylinders as a reserve back-up per the contractor-furnished equipment requirement listed on

PG 4.

o Please note that the current Google street view is from AUG 2011, so it may be outdated, but it does show a cylinder reserve back-up system:

o

VA Response: Main is 1500gal and reserve is 120gal. If a different supplier is utilized the system shall be replaced to match those requirements. Please see photos for name plate information on existing system.

9. TANK PAD SPECIFICATIONS: PG 2 of 10 in the RFQ (Section 3.0, para. 2) states that “Specifications for this facility are listed in the solicitation schedule; O2 Tank Pad As-Builts, Med Gas EOSC Final Report & Commissioning Report.”

There is no data regarding tank pad specifications included in the RFQ. Please clarify where offerors can access the information.

VA Response: Information not available at time of bid.

10. CONDITION OF TANKS: PG 4 of 10 in the RFQ (Section 5.0, para. 2) states that “All equipment and materials required to perform on the contract (other than what is specifically listed in section 4, Government-Furnished Property) shall be provided by the contractor must be in brand new condition.” Please confirm whether the “brand new condition” applies to the new tanks required under this contract. Contractor-owned tanks are mentioned in Section 4.0 (Government- Furnished Property) but only with the following statement: “The solicitation schedule will identify the bulk oxygen storage tank(s) at this facility as being CO.”

Does the inclusion of this statement in Section 4.0 mean that refurbished tanks are acceptable? Please clarify.

VA Response: Under this new contract Contractor may utilize existing tanks/service through existing supplier/delivery service (see previous RFIs and excel document for information on current expiring contract.). If Supplier/Delivery service is changed than contractor shall provide new equipment.

11. ANNUAL ESTIMATED USAGE: PG 3 of 10 in the RFQ (Section 3.0, para. 6) states that “The contractor shall provide the total cost as well as the unit cost per Cubic Foot (CF) to supply 11,000 CF of medical-grade, liquid oxygen which is the estimated approximate total annual requirement.” CCF (compressed cubic feet) is the standard billable unit within the industry, so 11,000 CF – which equates to 110 CCF – is an incredibly low annual usage estimate for a VAMC, even for a low-volume facility. Please clarify both the unit of bulk oxygen (CCF vs. CF) to be priced as well as the accuracy of the estimated annual usage total.

VA Response: Typical usage is approximately 6,000 Gallons a year.

Contractor to carry an allowance for up to 11,000 (CCF) or 1,100,000 (CF)

12. TELEMETRY / DIGITAL READOUTS: PG 2 of 10 in the RFQ (Section 3.0, para.

2) states that “The contract shall also provide for digital readouts at each separate facility.” Then on PG 5 (Section 6.0, para. 5), it states that “In addition to digital readout of tank parameters, the contractor will provide the Manchester VA

Medical Center personnel with access to their website which shows these parameter values in real time.” Does the requirement for “digital readouts” mean telemetry monitoring? Does the requirement for accessing parameter values in real time mean the facility requires access to the telemetry monitoring? Please clarify. Please understand that the NFPA requires the facility to have a Bulk Gas Monitoring Plan, which is in addition to Telemetry. As a result, it is common practice for VA personnel (typically Engineering) to check the gauges daily to observe and record the readings, which is why we are requesting clarification on the requirement.

VA Response: Telemetry system is the responsibility of the contractor. VA should have access to this data. (typically, accessible via a weblink). VA do checks daily under our own internal program as shown on attached spreadsheet.

13. CLIN QUANTITIES & UNITS OF MEASURE: PGs 1-2 (Supplies/Services) list the CLINs for offerors to price, but clarity is needed regarding the quantities and units of measure. For example:

o BULK OXYGEN DELIVERY: CLIN 0001 (and applicable option years) lists a quantity of “1” and a unit of “YR.” As mentioned in Question #12, the standard unit for pricing Bulk Oxygen is “CCF.” Offerors cannot price Bulk Oxygen as a quantity of “1” for the duration of a year.

Respectfully, we recommend the unit for Bulk Oxygen to be changed to CCF and for the quantity to reflect the facility’s average annual usage per CCF (after confirming accuracy per Q12 request).

o RENTAL OF BULK OXYGEN TANKS: Additionally, CLIN 0002 (and applicable option years) lists a quantity of “1” and a unit of “JB.” PG 6 of 10 (Section 8.0, para. 2) states that “The contractor shall deliver medical-grade liquid oxygen every 21 days on Mondays, or when the reorder point for either tank is reached.” The rental of Bulk Oxygen tanks is not billed per delivery/job; the standard is to invoice for the rental of Bulk Oxygen tanks monthly. Based on deliveries being required every 21 days (on average), we recommend that the quantity be changed to “12” and the unit be changed to “MO” for each rental CLIN to allow for monthly rental billing.

VA Response:

Tank rental is based on a 1 year period.

Deliveries are currently based on reorder point levels. We have seen deliveries typically once per quarter. See Spreadsheet for tracking.

Amount of oxygen is an estimated amount that will be utilized throughout the year of the contract. The contractor shall bill for oxygen used. If less oxygen is used it shall not be billed. If more oxygen is needed the contract shall be modified to accomplish this.

14. TEMPORARY OXYGEN SUPPLY: PG 3 of 10 in the RFQ (Section 3.0, paras. 4-

5) includes language regarding the provision of a temporary oxygen supply while the exchange of tanks/equipment or the relocation of tanks takes place. Para. 4 states that “The Contractor shall provide a separate line-item price for such work to include services and supply costs for a temporary liquid Oxygen service.” The RFQ requires the temporary oxygen supply to be priced separately, but a CLIN is not provided on PGs 1-2. A CLIN is requested to accurately prepare a quote that aligns with the Statement of Work requirements.

o Also related to the provision of a temporary oxygen supply, Section 3.0 (para. 4) states that “The contractor shall coordinate the tie-in of the new system during the weekend hours so as not to impact clinical operations.” Coordinating the installation/tie-in of the new system during weekend hours is not standard as costs are significantly higher and key VA personnel (including decision makers in positions of authority) are rarely on site outside of business hours. We recommend the installation/tie-in be completed during business hours to mitigate costs and to ensure all essential VA personnel are available and on site.

VA Response: Provide a separate line item for temporary liquid oxygen service. Tie in of the temporary liquid oxygen can be done during normal hours.

15. CERTIFICATE OF COMPLIANCE: PG 9 of 10 includes the VAAR 852.219-75 Certificate of Compliance for Services and Construction as an applicable clause in the RFQ. However, 852.219-75 is the incorrect Certificate of Compliance regarding the Limitations on Subcontracting for the provision of medical-grade Bulk Oxygen. The correct one is VAAR 852.219-76 Certificate of Compliance for Supplies and Products. Please confirm that the correct clause of 852.219-76 is applicable to this acquisition and that 852.219-75 is not required.

VA Response: Clause 852.219-76 is applicable.

16. LICENSING: PG 6 of 10 (Section 7.0, para. 3) states that “Throughout the term of this contract, Contractor shall maintain all federal, state, and local licenses applicable to the Contractor as well as any required FDA certifications.” The same section (para. 2) also states that “If the Contractor is not the manufacturer of the medical grade oxygen being supplied under this contract, the Contractor shall annually provide verification that the manufacturer from which it obtains the medical grade bulk liquid oxygen provided to VA under this contract holds current licensing, permits, certifications or registrations required by the FDA and the states in which this contract is performed.” However, there is no language requiring the SDVOB Prime Contractor to comply with New Hampshire regulations to wholesale/distribute medical-grade oxygen (classified by the FDA as a prescription drug), as required on PG 6 of 10 in order for the Contractor to maintain compliance with “federal, state, and local licenses.”

o Per the New Hampshire Code of Administrative Rules, Chapter Ph 1000 – Standard of Practice for Manufacturers, Wholesalers and Distributors, Part Ph 1001 – Licensing, Section Ph 1001.01 License required: “(a) No person shall manufacture or act as a wholesale distributor of prescription drugs or prescription devices without first obtaining a license to do so from the board pursuant to this chapter. No license shall be issued or renewed for a manufacturer or wholesale drug distributor unless the same shall be operated in a manner prescribed by law and according to the rules adopted by the board with respect thereto.” Please see:

https://www.gencourt.state.nh.us/rules/State_Agencies/ph100- 2600.html o Please clarify that the GOV is stating that the Offeror must comply with New Hampshire Board of Pharmacy regulations in regards to the wholesale/distribution of Prescription Drugs/Cryogenic Gases (often requires license of the offeror at the time of bid submission) and that any state-regulated compliance cannot be delegated to the subcontractor (further exemplified in the 852.219-76 Certificate of Compliance, where the offeror states in writing that they take ownership/possession of the product, which in this case is a prescription drug)? If so, is the GOV affirming that a non-licensed offeror in the state of New Hampshire would be considered not technically acceptable?

VA Response: If the Contractor is not the manufacturer of the medical grade oxygen being supplied under this contract, the Contractor shall annually provide verification that the manufacturer from which it obtains the medical grade bulk liquid oxygen provided to VA under this contract holds current licensing, permits, certifications or registrations required by the FDA and the states in which this contract is performed.

17. INSURANCE REQUIREMENTS: There is no mention of offerors being required to have any General Liability Insurance, a common requirement for NAICS 325120 contracts. How is the GOV going to discern that the offeror is properly insured for NAICS 325120 to supply medical-grade Bulk Oxygen? This is important because there are very few underwriters that will insure small businesses for compressed gases and why confirmation of whether the Insurance Certificate lists the applicable NAICS is requested, in addition to confirming if the offeror is insured for this work IAW FAR 52.228-5 – Insurance Work on a Government Installation.

VA Response: Clause 52.228-5 will be included in the contract.

18. EMERGENCY DELIVERIES: PG 7 of 10 in the RFQ (Section 8.0, para. 6) details the emergency delivery requirements, but there is no CLIN provided on PGs 1-2 to price Emergency Delivery costs. The addition of an Emergency Delivery CLIN is requested so that offerors can provide an accurate pricing schedule that meets the Statement of Work requirements.

VA Response: Contractor to provide a CLIN for one job – Emergency Delivery. Contractor will utilize existing oxygen quantity Line item to fill. If more than one emergency delivery is required the contract shall be modified to accomplish this.

19. FACILITY-MAINTAINED ALARM SYSTEM: PG 4 of 10 in the RFQ (Section 4.0, para. 2) states that “This facility will provide access to an electrical power source and hook-up of additional contractor owned equipment to the facility-maintained alarm system. The contractor shall perform the hook-up of contractor owned equipment to the facility-maintained alarm system.” These (2) sentences contradict each other – one is stating that the facility will provide an electrical source and hook-up of contractor equipment to the alarm system, and the following is stating that the contractor will perform the hook-up of equipment to the alarm system.

o Please note that the industry standard is for the supplier/install technician to “assist” a VA Electrician in the hook-up (physical hook-up must be completed by a VA Electrician; supplier/install technicians cannot directly hook up the alarm system due to liability reasons).

Language used in other Bulk Oxygen bids regarding this same topic includes: “The Contractor shall assist VA electricians with hooking up the facility-maintained alarm system, consistent with NFPA 55 & 99 code requirements, which require an uninterrupted electrical connection between the alarm panel(s) inside the facility and the gauges on the tanks.”

o We ask that the sentence requiring the contractor to perform the hook-up of equipment to the facility-maintained alarm system be replaced in the SOW with language specifying that the contractor will “assist” a VA Electrician.

VA Response: The Contractor shall assist VA electricians with hooking up the facility-maintained alarm system, consistent with NFPA 55 & 99 code requirements, which require an uninterrupted electrical connection between the alarm panel(s) inside the facility and the gauges on the tanks.

20. DELIVERY HOURS: PG 6 of 10 in the RFQ (Section 8.0, para. 1) states that

“Delivery hours are before 8:00am or after 4:00pm, Monday through Friday.”

Para. 2 of the same section goes on to state that “...all deliveries must be monitored by a qualified and trained technical representative that will be designated by the facility.” If all deliveries are required outside of a standard 8-hour delivery window during business hours (i.e., 7AM-3PM or 8AM-4PM), please confirm that the VAMC has qualified/trained staff available 24/7 in order to comply with monitored deliveries that take place before 8AM and after 4PM.

Additionally, is this delivery timeframe a new requirement, or is the current supplier delivering before 8AM and after 4PM?

VA Response: VA has trained personnel available 24/7. Delivery can occur during normal business hours, however that delivery needs to be schedule 72 hours in advance to coordinate access and allow for uninterrupted delivery.

21. TECHNICAL SUBMISSION: PG 10 of 10 in the RFQ requires offerors to “provide specification sheets for the proposed equipment and include within the solicitation response” as part of our Technical submission. The provided language is vague; please clarify what the VA is looking for regarding the types of equipment that require “specification sheets” and what specs are required as this is an irregular request for a NAICS 325120 bid submission.

VA Response: If contractor is not utilizing existing subcontract contractors, (Matheson for tanks, Messer for deliveries) and equipment will be removed for new oxygen supplier, all new equipment information shall be sent to over the VA including cutsheets on the equipment for informational purposes.

22. SF1449: As there is no SF1449 provided to include with an offeror’s bid submission, please confirm that a cover letter including the contractor’s Technical Lead contact information and company identifying information (SAM UEI, DUNS, TIN, etc.) will suffice as a signed document formally submitting a quote under this solicitation?

VA Response: We confirm that a cover letter is sufficient.

23. FAR CLAUSES LINK: PG 8 of 10 in the RFQ includes a link where all FAR provisions and clauses can be accessed: “The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.” This link does not work and routes to the following:

VA Response: Please visit https://www.acquisition.gov/ for full text of FAR provisions and clauses.

Attached Photos Below Tank Information and usage excel spreadsheet attached.

Existing Tank Pad Setup

Main Tank Nameplate

Reserve Tank Nameplate

Telemetry System

Main Tank Gauge

Reserve Tank Gauge