36C24226R0023.docx

36C24226R0023

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

528-26-1-7055-0002

12-05-2025 Ryan Seburn 315-751-6369 01-21-2026

4:00PM

EST

Department of Veterans Affairs Network Contracting Office 02 1304 Buckley Road Suite 101 Syracuse NY 13212

X

325120 1200 Employees

N/A

Department of Veterans Affairs Syracuse VA Medical Centers

Addresses can be found in the Statement of Work

Department of Veterans Affairs Network Contracting Office 02 1304 Buckley Road Suite 101 Syracuse NY 13212

Tungsten Network https://www.tungsten-network.com/ customer-campaigns/veteransaffairs/

See CONTINUATION Page The contractor shall provide medical grade gases outlined in the Statement of Work and RFQ.

This procurement is being procured in accordance with FAR 12 Acquisition of Commercial Items and Simplified Acquisition Procedures

Please refer to Section: Instructions to Quoters for how to submit a proper quote and section Evaluation Commercial Item

Contract Specialist: Ryan Seburn, Ryan.Seburn@va.gov Contracting Officer: Corey Swinton, Corey.Swinton@va.gov

SOLICITATION NOTICE OF TIERED EVALUATIONS INCLUDING

LARGE BUSINESS CONCERNS

Last day for questions is 1/02/2026 4PM Local Time

Site visit will be held on Tuesday 12/16/2025

See CONTINUATION Page

Corey Swinton Contracting Officer

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C242 Corey Swinton Department of Veterans Affairs Network Contracting Office 02 1304 Buckley Road Suite 101 Syracuse NY 13212

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 Statement of Work

Medical Gases, Fills and Cylinder Rentals

The Veterans Health Administration (VHA), Veterans Integrated System Network (VISN) 2, Western New York VA Medical Center requires a contractor to provide medical gases for the Syracuse VA Medical Center. The Contractor shall be responsible for providing, filling, transporting, handling, servicing, maintaining, delivering, picking up and storing medical gases and medical gas cylinders/tanks. The VA will be looking to establish a firm fixed price IDIQ with a base pricing period and 4 additional pricing periods.

1. SCOPE

1.1. The VHA, VISN 2, Syracuse VA Medical Center require a contractor to provide medical gases to the VA medical center facilities. The Contractor shall be responsible for providing, filling, transporting, handling, servicing, maintaining, delivering, picking up and storing medical gases and cylinders for all facilities located within VISN 2, Syracuse VA medical center and VA Dental clinic catchment area. All equipment and materials required to perform on the contract shall be provided by the Contractor (other than government-furnished property).

1.2. Establish a committed source of supply and an IDIQ contract with a qualified firm to provide medical gases and cylinder rentals described herein.

Pricing Period 1 – 02/1/2026 – 01/31/2027 Pricing Period 2 – 02/1/2027 – 01/31/2028 Pricing Period 3 – 02/1/2028 – 01/31/2029 Pricing Period 4 – 02/1/2029 – 01/31/2030 Pricing Period 5 – 02/1/2030 – 01/31/2031

1.3. The purpose of this requirement is to establish an improved method for ordering, paying, tracking, and delivering a consistent source supply of medical cylinder gases for the facilities located in VISN 2, Syracuse VA Medical Center catchment area. The medical gases are listed in Section 5.2 below and must meet or exceed the standards cited in the current edition of the United States Pharmacopoeia/National Formulary (USP).

1.4. The list and locations of facilities of VISN 2 Veterans Administration Medical Centers (VAMC) / Health Care System (HCS) are listed below in section 10.3.

1.5. The quantities for each line-item number in the solicitation are estimates only. There is no expressed or implied guarantee that these quantities will be purchased. The actual quantities ordered by the facilities will vary based on the medical needs of each facility. Quantities may increase or decrease based on the volume of Veterans and their medical needs. The contract shall be for the actual quantities as ordered by each VA Health Care facility.

1.6. Acronyms used in this contract shall be interpreted as follows unless the context expressly requires a different construction and/or interpretation.

ARO: After Receipt of Order CFR: Code of Federal Regulations CGA: Compressed Gas Association CGMP: FDA Current Good Manufacturing Practice CBOC: Community Based Outpatient Clinic CO: Contracting Officer COR: Contracting Officer Representative CS: Contract Specialist EDI: Electronic Data Interchange FCSCO: Facility Chief Supply Chain Officer FDA: US Food & Drug Administration GFE: Government-Furnished Equipment (Government-Owned) HCS: Health Care System LIN: Line-Item Number LOU: Loss of Use (missing/unreturned/damaged cylinders) LPM: Liters Per Minute NFPA: National Fire Protection Association OO: Ordering Officer OSHA: US Department of Labor, Occupational Safety and Health Administration PO: Purchase Order POC: Point of Contact USP: United States Pharmacopoeia/National Formulary VA: Department of Veterans Affairs (Government) VAMC: Veterans Affairs Medical Center VHA: Veterans Health Administration VISN: Veterans Integrated Service Network

2. LICENSING, AUTHORIZATION, AND SELLING PERMISSIONS

2.1. If the Contractor is the manufacturer of the medical gases it places into the medical gas cylinders being supplied under this contract, it shall provide verification on an annual basis, that it holds current licensing, permits, certifications, or registrations required by the FDA and the states in which this contract is performed.

2.2. If the Contractor is not the manufacturer of the medical gases that are placed into medical gas cylinders being supplied under this contract, the Contractor must provide evidence of the medical gas manufacturer’s current licenses, permits, certifications, or registrations required by the FDA in the states in which this contract is performed, as well as an executed copy of the resellers agreement within ten (10) calendar days of contract award affirmatively demonstrating that the Contractor has authorization by the manufacturer to resell the medical gas and to rent the medical gas cylinders that the Contractor is providing under this contract. In addition, the Contractor shall provide annual updates to any agreements it has with the medical gas manufacturer and medical gas cylinder provider affirmatively demonstrating that the Contractor has authorization by the manufacturer to resell the medical gas and to rent the medical gas cylinders that the Contractor is providing under this contract. In the event of a change in the manufacturer, the Contractor shall provide a minimum of 30 days advance notification, or at the time it is known, to VA of the change in manufacturer, and shall provide evidence of the new medical gas manufacturer’s current licenses, permits, certifications, or registrations required by the FDA and the states in which this contract is performed. The Contractor shall also provide a copy of its signed agreement with the new manufacturer demonstrating that the Contractor has authorization by the manufacturer to resell the medical gases and to rent the medical gas cylinders that the Contractor intends to provide under this contract.

2.3. 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. Contractor must also provide, annually, verification that the manufacturer from which it obtains the medical gases placed into the medical gas cylinders 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.

3. MEDICAL GAS SPECIFICATION AND REQUIREMENTS

3.1. All medical gases provided in this contract shall be medical grade and shall comply with all applicable FDA, CGA, DOT, and all other federal, state, and local acts, regulations, codes, and standards regarding their manufacture, testing, transportation, shipping, and packaging. The Contractor shall comply with the most current and updated version of these codes and standards for the entire period of performance of this contract.

3.2. Material Safety Data Sheets (MSDS) shall be provided to the facility COR upon request at no additional charge. Contractor shall, at the request of the VA, provide training on procedures associated with safety data and maintaining medical gas cylinders while at VA facilities.

4. CYLINDERS AND ASSOCIATED COMPONENTS LAWS AND REGULATIONS

4.1. Cylinders, tanks, valves and other containers for gaseous and liquid forms of gas provided on this contract shall comply with all applicable FDA, CGA, DOT, and all other federal, state, and local acts, regulations, codes and standards in regard to the manufacture, maintenance, filling, marking, labeling, transportation, shipping, packaging, color-coding, valves, valve protection caps, valve brazing, cylinder fittings, hydrostatic cylinder testing, inspections, visual inspection, and 360 degree cryoband placement. The Contractor shall comply with the most current and updated version of these codes and standards for the entire period of performance of this contract.

4.2. The government shall be billed only for the actual amount of gas delivered. In accordance with the most current Federal Food, Drug, and Cosmetic Act codes, including any subsequent updates during the contract’s performance period, the actual contents of the container must appear on the label.

Syracuse VA Medical Center 800 Irving Ave WHSE 90 D Syracuse NY 13210

Syracuse VA Medical Center Dental Clinic 910 Erie BLVD East Syracuse NY 13210

Rome VA outpatient Clinic 125 Brookley Road #510 Rome NY 13441

Binghamton CBOC 203 Court Street Binghamton NY 13901

Vendor will need to verify actual tank sizes as this document provides only best-known information at this time in addition tank storage locations and tank refill quantities are subject to change with supply/demand.

E-Sized oxygen cylinder – fixed regulator system requirements: lightweight aluminum construction; easy-to-carry wide permanent handle to make it easy to lift; minimum flow of 15 Liters Per Minute (LPM); flow rates ranging from 0.25 LPM minimum to 25 LPM; a Diameter Index Safety System (DISS) 50 PSI fitting for transport ventilator hook-up, magnetic resonance imaging (MRI) compatibility and easy to read contents gauge and utilize single-stage valves only. Tanks are required to use RFID technology to better track and report our delivery and rental bills.

4.3. Cylinders shall be filled to the maximum manufacturer’s recommended level during each refilling procedure unless a lesser amount is specified in the facility requirements or as agreed upon in a written document signed and dated by the Contracting Officer (CO).

4.4. Density data and volume measurement equivalents printed in CGA Publication P-6 – Standard Density Data, Atmospheric Gases and Hydrogen, dated October 2012, shall be used when necessary to convert measurement of these gases from one form to another; for example, from cubic feet to gallons https://www.cganet.com/.

4.5. All transportation charges for empty government-owned and contractor-provided cylinders shall be at the expense of the Contractor and shall be transported using normal commercial practice to prevent damage to cylinders.

5. GOVERNMENT FURNISHED EQUIPMENT (GFE) - MEDICAL GAS CYLINDERS

5.1. The Contractor is required to pick up GFE medical gas cylinders including attached appurtenances. These cylinders shall be inspected and filled to the maximum functional capacity during each refilling procedure. Each Government-owned medical gas cylinder and appurtenance shall be returned one for one to match the pick-up number. Empty Government-owned cylinders that are picked up from an ordering facility for re-fill or servicing shall be transported according to the DOT regulations, using normal commercial practices to prevent damage to cylinders.

5.2. All GFE will be labeled, colored, and tagged for identification and tracking by VA. Contractor shall provide accurate GFE cylinder counts for both pickup and delivery on each delivery. If receipts of filled tanks are not complete according to the purchase order(s)/delivery order(s), the missing cylinder quantities will be identified and documented on the delivery slip of government-owned cylinders. A regular review of VA’s tracking of the cylinders shall be used to determine if the Contractor lost any government-owned medical gas cylinders and appurtenances. The Contractor will be responsible to pay for lost or damaged government-owned medical gas cylinders and appurtenances at agreed upon rates.

5.3. Any GFE (cylinders, parts, fittings, and appurtenances) found not to meet compliance requires the Contractor to inform the COR and OO both in writing (or via email) and by telephone to give them the opportunity to revise the order. The Contractor shall return the non-compliant GFE back to the ordering facility on the next delivery to VA with documentation and clear marking on the GFE to label it defective.

5.4. GFE shall remain the property of the individual facility for which the order was placed. GFE items are not exchangeable for other GFE from different VA facilities. Contractor shall fill and return GFE to the specific ordering facility for which the order was placed.

5.5. At the request of the VA facility, the Contractor shall perform Hydrostatic testing on GFE at the price indicated in the LIN on this contract. Contractor shall provide results in writing for each specific tank tested indicating whether the tank is compliant or not compliant. The Contractor shall return any non-compliant GFE back to the ordering facility on the next delivery to the VA with documentation and clear marking on the GFE to label it defective. The Contractor shall proceed to fill all compliant GFE cylinders and deliver them per normal procedure.

CONTRACTOR-PROVIDED MEDICAL CYLINDERS

5.6. Contractor-provided equipment shall be kept in good operating condition and appearance (i.e., clean, rust free, labeled) and be in accordance with applicable regulations and standards by the Contractor and at the Contractor’s expense. Each station shall provide the Contractor reasonable access to the facilities for this purpose. Contractor shall provide documentation of all safety testing of contractor-provided medical cylinders and appurtenances, including cylinder hydrostatic testing, to the VA upon their request at no additional charge.

5.7. All VISN 2, Syracuse VA Medical Centers have the right to refuse dirty cylinders or cylinders that do not meet applicable regulations and standards. The Contractor must replace rejected cylinders within 24 hours.

5.8. The Contractor shall provide training to VA staff upon request. The training shall insure that VA employees are proficient and able to safely operate medical gas cylinders and appurtenances in the event of equipment change, technology upgrades and/or any new system/manufacturer specification change.

5.9. Daily rental charges.

5.9.1. Upon the delivery of contractor-provided cylinders, daily rental rates shall apply to those cylinders beginning on the day of delivery and shall be subject to verification of receipt by the VA facility. Upon the pickup of emptied contractor-provided cylinders, as noted on the delivery slip by the Contractor’s delivery driver, the rental charges shall cease as of that date for the returned cylinders.

5.9.2. The Contractor shall track the number of contractor-provided cylinders on hand at each facility and shall take note of the beginning balance for cylinders on hand at each facility at the beginning of each rental period. Each monthly rental period shall begin on the first day of the calendar month and shall end on the last day of the calendar month. The Contractor shall adjust the inventory counts for each type of cylinder based on each delivery and pickup throughout the rental period. Contractor shall take note of the ending balance at the end of each rental period and assess the monthly charges for that rental period based on that ending balance. Rental pricing shall be assessed using the LIN prices for monthly rental of cylinders, which can be found in the Schedule of Items.

5.9.3. The Contractor shall provide, within five (5) business days after the end of the rental period, a monthly summary for each delivery location (sub-accounts) to the individual facility COR(s) showing the following:

· Beginning balance for the rental period

· Cylinders delivered by date

· Cylinders picked up by date

· Ending balance for the rental period

5.9.4. The VA COR will verify the number based on the delivery slips for the rental period and will address any inconsistencies, errors, or omissions and seek to rectify them with the Contractor within five (5) business days of receipt of the monthly summary. The VA COR shall insure the accuracy of invoicing based on the verified number of rental charges reported on the VA COR verified monthly summary.

5.9.5. The VA and the Contractor shall perform an annual, on-site inventory, of all contractor-provided cylinders to verify the accuracy of the end-of-month balance of rental cylinders on the most recent invoice (see Section 13). Each VA facility will coordinate the taking of this inventory with the Contractor. Contractor representative(s) shall participate on-site in the annual inventory audit with the designated VA personnel. VA is responsible for obtaining access to all pertinent areas for the purpose of counting existing contractor-provided cylinders at the specific VA facility.

· After the inventory audit, if more cylinders are found than indicated on the most recent end-of month invoice, the inventory count shall be increased to that number and shall be the beginning balance for the next monthly rental period.

· After the inventory audit, if less cylinders are found than indicated on the most recent end-of-month invoice, the inventory count shall be decreased to that number and shall be the beginning balance for the next monthly rental period.

· The Contractor shall invoice each individual VA facility for the quantity and type of unaccounted cylinders (LOU) noted in the annual inventory audit using the relevant LIN on the Schedule of Items.

· The quantity and type of cylinders that are LOU shall be removed from the beginning balance for the next monthly rental period once the cylinder type and count are agreed upon.

· Once the VA pays the LOU invoice for unaccounted cylinders, those cylinders become VA property (see Section 8.3).

5.10. Outside of normal pickup/deliveries, no rental charges shall be applied to any cylinder five business days (Saturdays, Sundays, holidays excluded) after the ordering facility has notified the Contractor that said cylinders are ready to be picked up. The day the Contractor is notified is excluded from the five-day period. If the Contractor is verbally notified of empty cylinders, the ordering facility will document the notification by making a record of the date, time, and Contractor’s representative contacted.

6. TRANSITION / IMPLEMENTATION OF CONTRACTOR-PROVIDED MEDICAL GAS CYLINDERS

6.1. The Contractor shall provide an orientation meeting and training for the main VA facility within 20 business days of contract award. This orientation meeting will cover information on delivery, orders, Contractor’s points of contact, etc.

6.2. In the event that the awardee of this contract is not the incumbent Contractor (outgoing Contractor), or that the medical gas cylinders and appurtenances furnished by the awardee are not the property of the incumbent Contractor the incoming Contractor shall work with the VA and incumbent Contractor during the phase-in transition period so it can be accomplished without disruption in supplies and services. Beginning on the effective date of the contract and subject to the establishing of Ordering Officers, facilities will begin placing orders for the medical gases listed on this contract. As the outgoing Contractor’s cylinders are collected, they must be stored apart from the incoming Contractor’s cylinders so as not to encourage the pickup of returned cylinders by the incorrect Contractor.

6.3. Within 90 days after an annual audit or the end of the contract, if lost cylinders for which the Government has paid the Contractor the loss of use fee are found and the Contractor is informed that they are ready to pick up, the Contractor shall credit the Government the lost fee(s) on said tanks.

7. ORDERING PROCESSES

7.1. Ordering Officers (OOs) and Contracting Officers (COs) shall be authorized to place orders against this contract for the VA facilities located in VISN 2, Syracuse VA medical center and VA Dental clinic catchment area. The use of OOs will be the primary method used to place orders. Delivery orders may be issued by the CO if needed.

7.2. The Contractor will be provided with the names and contact information of the primary Contracting Officer Representatives (CORs) within 20 days after award of the contract for each ordering facility.

7.3. The Contracting Officer shall furnish the Contractor with the names of individuals delegated as OO authority by separate letter upon issuance of the contract or agreement within 20 days of contract award. When COs appoint OOs after award, the CO will furnish the Contractor with an updated list of individual OOs authorized to place orders against the contract or agreement. OOs may not negotiate contract terms and conditions, modify any of the terms and conditions of the contract, determine price reasonableness, or determine best value. OOs are responsible for issuing and administering orders placed under the contract or agreement identified in the appointment letter. The CO must approve any changes or deviations from the terms and conditions of the contract or agreement in writing prior to the OOs placing orders invoking those terms and conditions. The Contractor shall accept orders against the contract or agreement only from the CO or authorized OOs. Fulfilling orders from persons other than the CO or OO may result in an unauthorized commitment.

7.4. In the event that orders are issued by electronic means i.e., email, telephone, facsimile, Electronic Data Interchange (EDI), the CO and authorized OOs will utilize the Line-Item Number (LIN) structure outlined in the Schedule of Items identified in the awarded contract. OOs will place orders based on facility needs on any day of the monthly billing period. Contractor shall acknowledge receipt of order within two (2) hours of order placement and deliver the order according to the parameters set forth in Section 10 of this SOW.

7.5. Orders placed without the use of EDI ordering processes shall be placed via delivery order using an agreed upon form established by the Contractor and the Government. Orders shall contain at a minimum the following information:

· Date of Order

· Company Name (Contractor)

· Contract number

· VA Facility Name

· VA Facility Purchase Order (PO) number

· Line-Item Number (LIN)

· Item Description

· Manufacturer’s part number (if applicable)

· Quantity Ordered

· Unit Price

· Total Amount

· Place of Delivery

7.6. The following shall apply to orders placed/accepted via the Electronic Data Interchange (EDI) ordering option:

7.6.1. Fill/Call: value added option that allows facilities to either have an unfilled order or a portion of an unfilled order either killed (cancelled) or allow the undelivered items to be backordered. Contractor must first call facilities and obtain a decision.

7.6.2. Fill/Kill: an order or a portion of an order cancelled (killed) due to the non-shipment of products from the Contractor to the customer by the required delivery order date unless the ordering facility has previously approved the delivery of a substitute product.

7.6.3. EDI Order Confirmation (Applicable to VA facilities only): in the case where VA facilities submit orders through EDI, the Contractor shall generate EDI order confirmation to ordering facilities within two (2) hours after transmission of EDI orders. An alternate communications method allowing for the transfer of EDI data directly to the site is also available utilizing the Applicability Statement 2 (AS2) secure internet data transfer protocol.

7.6.4. Confirmation Content: all unfilled or partially filled purchase order line items from the Contractor shall be listed on the order. Facilities shall be able to print the confirmation. At a minimum, the order confirmation shall include the following information:

· VA Facility Name

· VA Facility Purchase Order Number

· Federal Government Product Contractor Item Number (LIN)

· Manufacturer’s part number

· Item Description

· Unit of Purchase

· Quantity Ordered

· Quantity Confirmed and to be delivered

· Status of non-confirmed or backordered line item(s)/Quantities to include their estimated time of arrival

· Note for Pre-approved Product Substitution (yes/no)

· Line-Item Unit of Purchase Price

· Line-Item Price

· Total Cost of Order

· Identification of Cancelled Gases

7.7. In the event the Contractor is unable to provide the LIN ordered, they may propose a substitute item that is on the contract. The Contractor shall contact the COR or the OO by telephone and give details of the proposed substitution. VA shall evaluate the clinical compliance of the proposed substitution and the COR or OO shall advise the Contractor if it is acceptable or not acceptable. If the proposed substitution is found to be acceptable by VA and is listed on the contract, the OO may authorize the substitution. If the Contractor proposes a substitution with a product that is not listed on the contract, the VA facility shall contact the CO to request a modification to the contract if the CO determines a modification is necessary. In the event the facility cannot wait for the contract to be modified they will proceed with the open market purchase of the approved substitution. The substitution shall be in compliance with all federal, state, and local regulations, codes, and standards and shall not in any way cause detriment of care to VA patient(s). Contractor shall provide training on all substitute items at the request of VA at no additional charge.

7.8. VA shall, at its discretion, be able to place emergency orders with the Contractor. These orders shall be placed by OOs via telephone, to a phone number designated by the Contractor. Contractor must respond to the facility by either telephone or email within one (1) hour to confirm receipt of an emergency notification and obtain specific delivery details unique to said emergency to ensure their best response. Emergency orders shall be delivered within 24 hours after being placed, including after business hours, on both weekdays and weekends, as needed. Emergency orders will be subject to the emergency delivery LIN on the Schedule of Items.

7.9. An authorized Ordering Officer may place orders that are emergency (delivery within 24 hours) or routine. The Contractor must designate the points of contact i.e., email, fax, and/or phone number(s) for emergencies, to which all orders will be sent. The Contractor is required to have the capability to receive, manage, and fulfill manual orders in instances where there are power outages, security breaches, or other electronic systems issues.

7.10. Confirmation of order entry by the Contractor: The Contractor must respond to the facility by electronic commerce other than EDI transmission within twenty-four (24) hours after receipt of order for non-emergency delivery orders. If a delivery order is placed on a Friday, the delivery confirmation shall be the following Monday. If the following Monday falls on a federal holiday, then the delivery confirmation shall be Tuesday (the day following the federal holiday).

8. DELIVERY REQUIREMENTS

Medical gases are ordered by and delivered to the individual ordering facilities. The following information applies to all deliveries, regardless of the time or day of execution.

8.1. The Contractor is required to provide a legible signed and/or electronic delivery slip/ticket that has been signed and dated by the delivery driver, as well as countersigned by the VA facility representative supervising the delivery. Upon delivery, the delivery driver and VA facility representative will conduct a cylinder count of all cylinders being delivered and all cylinders being picked up. Both cylinder counts will be noted on the delivery slip/ticket or electronic delivery slip with the delivery date and delivery driver ID. The delivery slip shall be signed by both the VA facility representative and delivery driver.

8.1.1. The delivery slip/ticket for GFE must include:

· The number of cylinders at the Contractor’s facility prior to delivery

· The number of cylinders being delivered

· The number of cylinders being picked up

· If one for one matching is not accurate, missing cylinder quantities will be identified and documented on the delivery slip of government-owned cylinders

8.1.2. The delivery slip/ticket for contractor-provided cylinders must include:

· Contract Number, Facility PO Number or Delivery Order number

· Account number for the specific delivery location

· Date of Order

· Date of Delivery

· Line-Item Number(s) and/or product identification number(s)

· Quantity of each gas and/or cylinder ordered

· Items ordered and not delivered

· The number and type of cylinders being delivered

· The number and type of cylinders being picked up

8.2. Contractor shall provide access to the scanned copy of the delivery slip to the COR through electronic means (email or otherwise).

8.3. All orders shall be delivered in accordance with the delivery parameters set for at each location below:

Syracuse VA Medical Center, 800 Irving Ave Syracuse NY 13210

Syracuse VA Medical Center Dental Clinic, 910 Erie BLVD East Syracuse NY 13210

Rome VA outpatient Clinic, 125 Brookley Road #510 Rome NY 13441

Binghamton CBOC, 203 Court Street Binghamton NY 13901

8.4. Backorder Notification for any affected LIN shall be immediately provided to each facility COR or designated POC when back order is known. Contractor must also provide estimated lead time for the medical gas and provide details of the shortage in the marketplace. Each week the back order is not filled, a status update must be provided to the COR or designated POC.

8.5. All medical gas deliveries shall be made in accordance with each state’s Department of Transportation (DOT) regulations. Similarly, empty government-owned cylinders that are picked up from an ordering facility for refill or servicing shall be transported according to DOT regulations, using normal commercial practices to prevent damage to cylinders.

8.6. Non-emergency delivery of medical gases shall be completed between the hours of 8:00 AM to 2:00 PM local time, Monday through Friday, excluding federal holidays. The Contractor shall deliver medical gases within the time frame shown in section 5.2 Listed above.

8.7. The following holidays are observed by the Federal Government:

· New Year's Day (January 1st)

· Martin Luther King's Birthday (3rd Monday in January)

· Presidents Day (3rd Monday in February)

· Memorial Day (last Monday in May)

· Independence Day (July 4th)

· Labor Day (1st Monday in September)

· Juneteenth (June 19th)

· Columbus Day (2nd Monday in October)

· Veterans Day (November 11th)

· Thanksgiving Day (4th Thursday in November)

· Christmas Day (December 25th)

· Any day specifically declared by the President of the United States to be a national holiday.

Note: if the holiday falls on a Saturday, it shall be officially observed on the Friday before the holiday. If the holiday falls on a Sunday, it shall be officially observed on the Monday following the holiday.

8.8. Routine orders shall be accepted by the Contractor until 12:00 PM, local facility time, the day before the required delivery.

8.9. The prices listed on the Schedule of Items shall be all-inclusive prices. All transportation charges for delivering/picking up cylinders shall be included in the price of the medical gas. Additional charges such as delivery fees, hazardous material fees, fuel surcharges, cylinder tracking fees, etc., shall NOT be billed to, or collected from, the facilities for orders received under this contract.

8.10. Emergency deliveries shall be delivered within twenty-four (24) hours after being placed, including weekends. Emergency status is determined by the Government. Failure of the Contractor to remain current with the agreed delivery schedule and requirements does not constitute an “emergency” for purposes of charging an emergency delivery fee.

9. EMERGENCY DELIVERY REQUIREMENTS

9.1. The Contractor shall provide a written action plan and have protocols in place to ensure compliance with the VA’s requirements under the contract, specifically, in the event of a declared National or State Emergency which may impact the Contractor’s ability to perform. In the event the plan is implemented, the Contractor shall provide notification of the implementation of the action plan and protocols within 48 hours of any declared National or State Emergency to the CO and COR.

10. PRICE OF SERVICES FOR GOVERNMENT-OWNED/CONTRACTOR-PROVIDED CYLINDERS

10.1. Services included in the Price of Gas (Both GFE and contractor-provided cylinders): The Contractor’s price for the gas(es) listed in Section 5.2 shall be an all-inclusive price. Prices shall include delivery, taxes, fees, maintenance, storage, tracking, testing of contractor-provided cylinders and all required services needed at each cylinder filling, to comply with applicable regulations and specifications. Such services shall include but are not limited to: tags indicating cylinders as “Full”, “In Use”, or “Empty”; inspection; testing and evaluation required at each filling; pin-indexing (when required); and attachment of government-furnished warning tags (when required).

10.2. The Contractor shall ensure all cylinders are clean, free from dirt/rust, and in acceptable use for both inpatient/outpatient Health Care Environments.

11. CYLINDER INVENTORY AUDITS

11.1. The COR or Facility POC will conduct, at a minimum, an annual review of cylinder inventories to reconcile the number of cylinders on hand in comparison to the number of cylinders held on the delivery ticket. The annual cylinder inventory audits must occur for each main VA facility, within 45 calendar days of the end of an ordering period. An inventory report will be provided to the COR, CO, and the FCSCO.

11.2. Cylinder inventory audits, conducted annually, at the main VA facility, generally require a minimum of one day with at least one vendor representative present while the audit is conducted. CBOC locations can submit the results of annual cylinder inventory audits via those VA personnel who are on-site and responsible for conducting the annual audit.

11.3. Contractor representative must be present until the audit has been completed in its entirety. The COR will only sign completed audits that are mutually agreed upon. Audits may be performed outside of normal business hours.

11.4. Each facility must approve the final amount/number of missing/damaged cylinders (Loss of Use or LOU). If discrepancies ensue, the Contractor must return to the facility at a mutually agreed upon date to redo the audit. If the facility is unable to reschedule within 90 days, the facility must honor the audit findings (see Section 7.5.5. for LOU rental and invoicing information).

12. REPORTS

12.1. A tracking system will be provided and maintained by the Contractor. Access to this tracking system will be given to each delegated COR/facility in order for each facility to review their reports when needed. The tracking system shall provide the ability to:

· Review all legible delivery tickets that have been countersigned by the facility

· Review all past invoices

· Review all countersigned and mutually agreed upon audits

· Current cylinder counts

13. INVOICES

13.1. No advance payments shall be authorized. Rentals will be paid and invoiced on a monthly basis in arrears. Invoices should be submitted both proper and timely. A proper invoice must include:

· Name and address of contractor

· Facility’s name and address where supply was delivered

· Invoice date and invoice number

· Contract number and Purchase Order (PO) number

· Contract Line-Item Number (LIN)

· Description, quantity, unit of measure, unit price and extended price (total price) of item(s) ordered

· Name and address of authorized official to whom payment is to be sent

· Name, title, phone number, email of person to be notified if invoice is defective LINs listed on the invoice shall correspond directly to the LINs on the referenced Purchase Order/Delivery Order, and shall match the description, quantity, and pricing of the ordered LINs. Invoices not submitted correctly will be short paid as appropriate or will be denied payment until the incorrect information on the invoice is revised in accordance with this section of the SOW, and the invoice is resubmitted for payment.

14. PERSONNEL

14.1. The Contractor shall provide one (1) representative who shall act as the primary liaison between the VISN 2, Syracuse VAMC and the Contractor regarding this contract.

14.2. The representative shall be available regardless of ordering method. No later than 20 days after contract start date, VA shall be provided with a list of liaisons serving the VISN 2, Syracuse, Rome and Binghamton catchment areas covered under this contract. The contact list shall include name, phone, and email.

14.3. The name of the person shall be designated in writing to the Contracting Officer. The Contractor’s liaison shall have full authority to act for the Contractor on all matters related to:

· Daily operations of the contract

· Assisting in resolving invoice issues

· Assisting in resolving delivery issues

· Serving as the point of contact for arranging annual cylinder audits

15. CONDUCT OF CONTRACTOR PERSONNEL

15.1. Contractor employees shall always wear visible identification while on the premises of the VA medical facility, warehouse, CBOC, etc.

(END OF SOW)

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

Syracuse All in One E Tanks - CF per tank - 24 Please include Delivery and Gas as all one Delivery on Demand - Auto delivery M, W,F - Estimate 3X a week Quantity of tanks on site 120.Tank Type - Aluminum Medical Grade Oxygen Contract Period: Pricing Period 1 POP Begin: 02-01-2026 POP End: 01-31-2027 PRINCIPAL NAICS CODE: 325120 - Industrial Gas Manufacturing PRODUCT/SERVICE CODE: 6835 - Medical Gases

Syracuse Medical O2 Gas Form D Tanks - CCF per tank - 15 Please include Delivery and Gas as all one Delivery on Demand - Auto delivery M, W,F - Estimate 3X a week Quantity of tanks on site 18

POP Begin: 02-01-2026 POP End: 01-31-2027

Syracuse Medical VA Oxygen (247 CF)

POP Begin: 02-01-2026 POP End: 01-31-2027

SYRACUSE MEDICAL CARBON DIOXIDE USP 50LB VAPOR

POP Begin: 02-01-2026 POP End: 01-31-2027

SYRACUSE MEDICAL CARBON DIOXIDE SIZE E 7 LBS

POP Begin: 02-01-2026 POP End: 01-31-2027

SYRACUSE BREATHING AIR USP E(22CF)

POP Begin: 02-01-2026 POP End: 01-31-2027

SYRACUSE BREATHING AIR USP(232CF)

POP Begin: 02-01-2026 POP End: 01-31-2027

SYRACUSE NITROGEN USP (230CF)

POP Begin: 02-01-2026 POP End: 01-31-2027

SYRACUSE MEDICAL NITROUS OXIDE (487CF)

POP Begin: 02-01-2026 POP End: 01-31-2027

SYRACUSE BREATHING TESTING MIX

POP Begin: 02-01-2026 POP End: 01-31-2027

SYRACUSE 5%CO2 5%H2 IN NIT

POP Begin: 02-01-2026 POP End: 01-31-2027

ROME MEDICAL USP ALL IN ONES

POP Begin: 02-01-2026 POP End: 01-31-2027

BINGHAMTON MEDICAL USP OXYGEN ALL IN ONES

POP Begin: 02-01-2026 POP End: 01-31-2027

SMALL MEDICAL CYLINDER RENTAL

POP Begin: 02-01-2026 POP End: 01-31-2027

DAILY RENTAL EW/OXY-GEN I

POP Begin: 02-01-2026 POP End: 01-31-2027

SPECIALTY GAS CYLINDER RENTAL

POP Begin: 02-01-2026 POP End: 01-31-2027

EMERGENCY DELIVERY

POP Begin: 02-01-2026 POP End: 01-31-2027

HYDROSTATIC TESTING VA TANKS AS REQUESTED

POP Begin: 02-01-2026 POP End: 01-31-2027

Syracuse All in One E Tanks - CF per tank - 24 Please include Delivery and Gas as all one Delivery on Demand - Auto delivery M, W,F - Estimate 3X a week Quantity of tanks on site 120.Tank Type - Aluminum Medical Grade Oxygen Contract Period: Pricing Period 2 POP Begin: 02-01-2027 POP End: 01-31-2028

Syracuse Medical O2 Gas Form D Tanks - CCF per tank - 15 Please include Delivery and Gas as all one Delivery on Demand - Auto delivery M, W,F - Estimate 3X a week Quantity of tanks on site 18

POP Begin: 02-01-2027 POP End: 01-31-2028

Syracuse Medical VA Oxygen (247 CF)

POP Begin: 02-01-2027 POP End: 01-31-2028

SYRACUSE MEDICAL CARBON DIOXIDE USP 50LB VAPOR

POP Begin: 02-01-2027 POP End: 01-31-2028

SYRACUSE MEDICAL CARBON DIOXIDE SIZE E 7 LBS

POP Begin: 02-01-2027 POP End: 01-31-2028

SYRACUSE BREATHING AIR USP E(22CF)

POP Begin: 02-01-2027 POP End: 01-31-2028

SYRACUSE BREATHING AIR USP(232CF)

POP Begin: 02-01-2027 POP End: 01-31-2028

SYRACUSE NITROGEN USP (230CF)

POP Begin: 02-01-2027 POP End: 01-31-2028

SYRACUSE MEDICAL NITROUS OXIDE (487CF)

POP Begin: 02-01-2027 POP End: 01-31-2028

SYRACUSE BREATHING TESTING MIX

POP Begin: 02-01-2027 POP End: 01-31-2028

SYRACUSE 5%CO2 5%H2 IN NIT

POP Begin: 02-01-2027 POP End: 01-31-2028

ROME MEDICAL USP ALL IN ONES

POP Begin: 02-01-2027 POP End: 01-31-2028

BINGHAMTON MEDICAL USP OXYGEN ALL IN ONES

POP Begin: 02-01-2027 POP End: 01-31-2028

SMALL MEDICAL CYLINDER RENTAL

POP Begin: 02-01-2027 POP End: 01-31-2028

DAILY RENTAL EW/OXY-GEN I

POP Begin: 02-01-2027 POP End: 01-31-2028

SPECIALTY GAS CYLINDER RENTAL

POP Begin: 02-01-2027 POP End: 01-31-2028

EMERGENCY DELIVERY

POP Begin: 02-01-2027 POP End: 01-31-2028

HYDROSTATIC TESTING VA TANKS AS REQUESTED

POP Begin: 02-01-2027 POP End: 01-31-2028

Syracuse All in One E Tanks - CF per tank - 24 Please include Delivery and Gas as all one Delivery on Demand - Auto delivery M, W,F - Estimate 3X a week Quantity of tanks on site 120.Tank Type - Aluminum Medical Grade Oxygen Contract Period: Pricing Period 3 POP Begin: 02-01-2028 POP End: 01-31-2029

Syracuse Medical O2 Gas Form D Tanks - CCF per tank - 15 Please include Delivery and Gas as all one Delivery on Demand - Auto delivery M, W,F - Estimate 3X a week Quantity of tanks on site 18

POP Begin: 02-01-2028 POP End: 01-31-2029

Syracuse Medical VA Oxygen (247 CF)

POP Begin: 02-01-2028 POP End: 01-31-2029

SYRACUSE MEDICAL CARBON DIOXIDE USP 50LB VAPOR

POP Begin: 02-01-2028 POP End: 01-31-2029

SYRACUSE MEDICAL CARBON…