36C24126Q0275.pdf

Special Notice

*= Required Field Special Notice

SUBJECT* Medical Gas Pump Preventive Maintenance Services

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 02301

SOLICITATION NUMBER* 36C24126Q0275

RESPONSE DATE/TIME/ZONE 02-20-2026 10:00AM EASTERN TIME, NEW

YORK, USA

ARCHIVE 15 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

PRODUCT SERVICE CODE* J065

NAICS CODE* 333912

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office 1 (NCO 1)

Contracting Officer (90C)

940 Belmont Street

Brockton, MA 02301

POINT OF CONTACT*

Contract Specialist

Subrena Winfield

Subrena.Winfield@va.gov

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

The Department of Veterans Affairs, Network Contracting Officer (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 for the following requirement:

STATEMENT OF WORK

Medical Gas Preventive Maintenance

VA Boston Healthcare System, Brockton

Medical Gas Source Preventive Maintenance VA Boston Healthcare System – Brockton Campus

I. GENERAL

The Department of Veterans Affairs (VA) Boston Healthcare System, Brockton Campus, requires a qualified contractor to provide all preventive maintenance on all

BeaconMedaes medical gas sources located at the (Brockton) facility. The contract includes one (1) Base Year and four (4) Option Years.

All work shall comply with:

• VHA Directive 7515(1) (Medical Gas and Vacuum Systems)

• NFPA 99 – Health Care Facilities Code

• NFPA 55 – Compressed Gas

• Manufacturer requirements (BeaconMedaes)

C. All technicians must be NITC ASSE 6040 certified to work on medical gas systems per NFPA code requirements.

D. The contractor shall provide all maintenance/replacement parts, materials, tools, lubricants, filters, fluids, test equipment, labor, travel, and documentation necessary to perform this work.

II. APPLICABLE REFERENCES

• VHA Directive 7515(1) (Medical Gas and Vacuum Systems)

• NFPA 55

• NFPA 99

• Per OEM Manufacturer recommendations

III. SCOPE OF WORK

A. The contractor shall perform a complete annual preventive maintenance service on all

BeaconMedeas medical gas source equipment As Per OEM Manufacturer recommended maintenance service and interval. PM shall include, but not be limited to, the following:

The contractor shall perform:

• A thorough maintenance service complete with all solenoids and seals checked at manufacturer’s recommended service intervals for Medical Air System Serial

Number HOP450909

• A thorough maintenance service complete with all solenoids and seals checked at manufacturer’s recommended service intervals for Medical Air Dryer system Serial

Number HOP550528

• A thorough maintenance service complete with all solenoids and seals checked at manufacturer’s recommended service intervals for Medical Vacuum System Serial

Number HOP301141

• A thorough maintenance service complete with all solenoids and seals checked at manufacturer’s recommended service intervals for Medical Vacuum System Serial

Number HOP353874

• A thorough maintenance service complete with all solenoids and seals checked at manufacturer’s recommended service intervals for Dental Air Compressor System

Serial Number API777790

• A thorough maintenance service complete with all solenoids and seals checked at manufacturer’s recommended service intervals for Dental Air Dryer System Serial

Number API154703

• A thorough maintenance service complete with all solenoids and seals checked at manufacturer’s recommended service intervals for Medical High Pressure Manifold

System Serial Number USZ809905

SECUIRTY REQUIREMENT

1. All contractor personnel shall obtain a short-term identification badge issued by the COR or government designated representative. Such badges shall be worn by the individual and prominently always displayed while on VA Property. No employee of the contractor shall enter the project site without a valid identification badge issued by the VA. To obtain a short-term identification badge, contractor personnel shall present to the COR a valid (non-expired) photo identification issued by a US federal, state or local government agency.

2. The Contractor shall be subject to the Federal laws, regulations, standards, and VA

Directives and Handbooks regarding information and information system security as delineated in standard acquisition guidelines. Per the VA handbook 6500.6, no VA sensitive information will be transferred, shared, or stored with said vendor. As such, no additional mechanisms will be needed to ensure the protection of information.

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 while 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 333912.

This notice of intent is not a solicitation nor is it a request for proposal. However, all responsible sources may submit a capability statement demonstrating the ability to provide the requested services, in writing by Friday, February 20, 2026 at 10:00AM EST time. Responses should be sent to Subrena Winfield at subrena.winfield@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 direction of the Government.

mailto:subrena.winfield@va.gov