36C24424Q0651.docx

SUBJECT*

Medical Gas - PM&R | Medical Gas Maintenance Contract | 642-24-1-583-0139 | 36C244-24-AP-0708

GENERAL INFORMATION

Network Contracting Office 4 Service 3 1700 South Lincoln Avenue

POINT OF CONTACT*

Contract Specialist Amanda Lopez amanda.lopez@va.gov

PLACE OF PERFORMANCE

Corporal Michael J Crescenz Veterans Affairs Medic

Philadelphia VA Medical Center

3900 Woodland Avenue

Philadelphia PA

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

This is a SOURCES SOUGHT NOTICE only. Responses to this notice will be used for information and planning purposes. No quotes are being requested or accepted at this time with this notice. The Department of Veterans Affairs, Corporal Michael J Crescenz Veterans Affairs Medical Center (CMCVAMC) located at 3900 Woodland Avenue, Philadelphia PA 19104 has a requirement for inspection, preventive maintenance (PM), inspection, and repair of the medical gas systems. The work required is to ensure that the medical gas systems are operating as designed and in accordance with all applicable codes to include National Fire Protection Association (NFPA) 99, NFPA 50, American Society of Sanitation Engineers (ASSE), National Institutes for Occupational Safety and Health (NIOSH) standards, American National Standards Institute (ANSI), and Compressed Gas Association (CGA) as outlined in the drafted Statement of Work (SOW) (Attachment 1). The North American Industry Classification System (NAICS) code being considered for this procurement is 811210: Electronic and Precision Equipment Repair and Maintenance, and the Product Service Code (PSC) is J065: Maintenance, Repair, and Rebuilding of Equipment – Medical, Dental, and Veterinary Equipment and Supplies. The Small Business Size Standard is $34 million. Responses to this notice should include the following:

1. Company name

2. Data Universal Numbering System (DUNS) number

3. Company’s address,

4. Point of Contact information (i.e. title, phone number and email address)

5. Company’s capability to meet this requirement and any pertinent information which demonstrates the company’s ability to meet the above requirements.

6. GSA Federal Supply Schedule contract number or other applicable contract vehicle contract number, if within scope of this effort (if applicable).

Company’s type of business (small or large) and socioeconomic status whether Service Disable Veteran Owned, Veteran Owned, Hubzone, 8(a), Women Owned, Small Disadvantaged, etc. If applicable, Service-Disabled Veteran Owned Small Businesses (SDVOSB) and Veteran Owned Small Businesses (VOSB) must be verified in VetCert at https://veterans.certify.sba.gov. Response should provide enough information to determine if the vendor can comply with the limitations on subcontracting as defined in VAAR 852.219-74 and all applicable CFR references where applicable.

All responses shall be submitted in writing via email no later than 3:00 pm (EST) May 3, 2024, to Ms. Amanda Lopez at amanda.lopez@va.gov. Facsimile or telephonic responses will not be accepted. There will be no question-and-answer period for this sources sought. Simply responding as an “interested party” does not constitute your company as a source. Offeror must provide the above requested information. After review of the responses to this sources sought notice, a solicitation announcement may be published on the SAM or GSA website in the near future. Responses to this sources sought announcement are not considered adequate responses to the solicitation announcement. All interested offerors will have to respond to the forthcoming solicitation announcement, in addition to responding to this sources sought notice. All interested parties must be registered with System for Award Management (SAM) at https://www.sam.gov in order to be eligible for award of Government contracts.

Sources Sought Notice Sources Sought Notice

Sources Sought Notice

STATEMENT OF WORK

Corporal Michael J Crescenz Veterans Affair Medical Center (CMCVAMC) Medical Gas Testing, Certification, and Preventive Maintenance and Repairs Services

A. Purpose:

Contractor will provide preventive maintenance (PM), inspection, and repair of the medical gas systems for the Corporal Michael J Crescenz Veterans Affairs Medical Center (CMCVAMC). The work required is to ensure that the medical gas systems are operating as designed and in accordance with all applicable codes to include National Fire Protection Association (NFPA) 99, NFPA 50, American Society of Sanitation Engineers (ASSE), National Institutes for Occupational Safety and Health (NIOSH) standards, American National Standards Institute (ANSI), and Compressed Gas Association (CGA).

B. Objectives:

1. Contract will be awarded for a Base, plus four (4) Option Years.

2. Contractor is responsible for providing all materials, components, labor, tools, inspect, test instruments, and travel necessary to complete work under this contract for the fire protection and monitoring systems. All travel costs associated with the performance of this contract are the responsibility of the contractor and are provided at no additional cost to the Government as part of this contract. Travel costs are defined as but are not limited to time and vehicle costs for personnel in travel to and from job site for all duties outlined in this specification, normal shipping charges on any parts or materials covered by this contract, costs associated with the normal shipping of parts or equipment out for repair that are covered under this contract, etc.

C. Locations:

1. Main Hospital Buildings 1 and 2 3900 Woodland Avenue Philadelphia, PA 19104

Description: Provides inpatient and outpatient services for veterans in areas: Emergency Department, Operating Rooms, Intensive Care Unit, Step down Units, Inpatient Units, Outpatient Clinics, Mental Health Services (inpatient/outpatient services), Food delivery, Education, Research, Utility Building, and Parking Garages.

2. Community Living Center 3461 Civic Center Blvd Building 30 Philadelphia, PA 19104

Description: Houses full-time residents in a nursing home setting and administration functions.

D. Performance Requirements:

1. Contactor staff shall provide staff working under this contract as ASSE 6010 installer certified, ASSE 6040 Maintenance Personnel certified.

2. Supervision - The contractor is required have a competent supervisor on site during all approved work required under this contract. This supervisor must submit certification of completion of OSHA 30 training certificate and ASSE 6020 certified.

3. Contractor shall perform all inspections, testing, and repairs as required by: NFPA 99, NFPA 50, ASSE, NIOSH standards, ANSI, and CGA.

4. Contractor to schedule testing with the Point of Contact (POC) within (3) weeks in advance so proper notification can be made to building occupants. Upon completion of any service, the contractor shall perform general housekeeping to ensure that the designated work area is neat and orderly.

5. The contractor shall provide to the POC documentation of the current certificates of training, licenses, and permits for all employees no later than (7) days prior to that person commencing work under the terms of this contract.

6. Work performed because of misuse, abuse, vandalism, or negligence is the responsibility of the contractor.

7. Contractor shall comply with the following procedures:

a. The contractor shall check in with POC each time they arrive on site. No work can commence without authorization from POC.

b. Upon each departure, contractor will serve notice of disposition of work to the POC or designee. The contractor shall furnish to POC or designee a copy of a work order, service sheet or other such written notification of services performed.

8. Call Backs and Response Times

a. Contractors must respond to POC within 8 hours for routine calls.

b. Contractor must respond to POC or designee within 2 hours for emergency calls, 24 hours, and day 7 days a week.

c. If emergency repair requires on site repair, contractor is required to be on site within 4 hours of receipt of emergent call.

9. All tested devices will be verified to the current inventory. Contractor will update device inventory and provide copy to POC.

10. Security and Privacy Requirements

a. The POC is responsible for ensuring that all Contractors comply with physical security policies. POC will ensure Contractor obtains required security badge. A compliant ID badge must always be worn by Contractors while on VA premises.

b. Contractor may not have access to the VA network or any VA sensitive information under this contract.

c. All Contractors must receive Privacy training annually using one of the following methods:

d. Complete “VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or Use to VA Sensitive Information” training by using VA’s TMS system (https://www.tms.va.gov/). Contractors may use the TMS Managed Self Enrollment method to complete the training in Talent Management System (TMS).

e. Complete the hard copy version of “VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or Use to VA Sensitive Information”. Signed training documents must be submitted to the POC.

f. Training must be completed prior to the performance of the contract and annually thereafter. Proof of training completion must be verified and tracked by the POC.

11. Safety

a. Contractor shall adhere to all OSHA, EPA, NFPA Life Safety Codes, and all other regulatory requirements.

b. In performance of this contract, the Contractor shall follow CMCVAMC safety policies and standards for safe work practices and take such safety precautions as the Safety Officer or designee may determine to be reasonably necessary to protect the lives and health of occupants of the building. Contractor is responsible for the supervision of all the employees while on government property.

c. CMCVAMC is a non-smoking facility.

d. Prior to the commencement of the contract, the contractor shall submit to the POC, the Material Safety Data Sheets (MSDS) for all potentially hazardous materials (lubricants, cleaners, working fluids, etc.) to be used in the facility in performance of the contract. The contractor shall maintain a copy of all MSDS at the chemical storage site in a location accessible to CMCVAMC personnel to assure compliance with all laws and requirements regarding the “Right to Know” law.

e. Contractor is responsible to identify, provide and maintain all personal protective equipment required to perform the duties outlined in the contract. In addition, the Contractor is responsible for identifying and providing all applicable safety programs (i.e., lockout/tag out, confined space entry, universal precautions, etc.) required performing the work. Training on required safety programs and the proper use of PPE’s shall be provided, and documentation maintained by the contractor.

12. Medical Surveillance

a. For Tuberculosis - Review of all contract worker Tuberculosis (TB) screening requirements and options (reference VHA Directive 2011-036 Safety and Health during Construction). Contractor is required to annual certify all Contractors working on VAPHS have documented screening for latent Tuberculosis within the last 12 months and every 12 months thereafter while working in this medical center. If screening for latent Tuberculosis is positive, clearance from a physician is required prior to working at VAPHS. The Contractor shall also be notified that anyone failing to meet these requirements is not permitted to work onsite and/or may be removed at any time without notice until these requirements are met. Provide evidence to POC.

b. For Influenza - Per VHA Directive 1192, all Contractors working at VAPHS are required to show documentation of annual seasonal Influenza vaccination. Provide evidence to POC.

13. Uniforms

a. Contractor shall require all employees, including supervisors, to wear distinctive uniform clothing for ready identification, and assure that every employee is always in uniform while working in at CMCVAMC. The uniform shall have the contractor’s name, easily identifiable, affixed thereon in a permanent manner such as a badge or monograms.

14. Emergency Telephone Numbers

a. The Contractor shall provide to POC cellular numbers of superintendent, in order to summon assistance in case an emergency develops. This information shall be provided in writing to the POC, at the contract commencement.

15. Injury or Accident

a. Contractor shall submit to POC a written report to the CMCVAMC within five work (5) days of any incident of a major malfunction, accident or injury involving a contract employee or CMCVAMC system. The report shall state the cause of event. Report shall state what repairs are required to correct the cause of the incident.

16. Hours of work

a. Work required in the performance of this contract shall be conducted during the hours as outlined below:

1. Regular administrative working hours, 7:00 AM- 3:30 PM.

2. Maintenance requiring equipment operational "shutdown" will be performed during non-administrative working hours unless otherwise authorized in writing by the POC or designee.

17. Invoices and Payment

a. Invoices will be submitted monthly in arrears to the Government office designated in the solicitation and include the original and one copy.

b. Invoices shall indicate designate each system, building, and frequency work was performed.

c. This solicitation adheres to the format defined in FAR 12.303 for acquisition for commercial items or services.

E. Required Inspections:

1. Previous Medical gas inspections, resulted in a series of repairs that is required to get corrected within 10 days of award of this contract:

a. Manifold PM Inspection

1. Nitrogen – Amico 4 X 4 – Main Hospital Loading Dock

a. Rebuild both Line Regulators

b. Rebuild Both Primary Regulators

2. Nitrous Oxide Manifold – Amico 4 X 4 – Main Hospital Loading Dock

a. Rebuild Both Line Regulators

b. Rebuild Both Primary Regulators

3. Nitrous Oxide – Western 4 X 4 – 3rd Floor Dental Clinic

a. Rebuild Both Primary Regulators

b. Rebuild Right Line Regulator

c. Rebuild the Intermediate Regulator

d. Rebuild Intermediate Check Valve Rebuild

4. Nitrogen – Amico 1 X 1 – Dental Suite

a. Rebuild Both Line Regulators

b. Left and Right-Side Header Bars require repairs due to leaks

b. Repairs Following Annual Inspection

1. 3rd Floor Dental Room B352

a. MGS will replace leaking Vacuum Hose drop.

2. Area Alarm Repairs

a. It was found that research will be required to determine if Room 3A152 is monitored by the correct alarm panel.

3. Zone Valve Research

a. It was found two zone valve boxes are labeled with Room 3A152. MGS will research to determine which zone valve box is controlling this room.

c. Air Compressor/Vacuum Pump Repairs

1. Powerex 10-20 HP Enclosed Scroll Air Compressor System- Building 2 Room 4B104.

a. Replace the Intake Filters, Final Filters, and Dew Point Sensor.

2. Powerex 10-20 HP Enclosed Scroll Air Compressor System- Building 2 Room 4B104.

a. Replace the Intake Filters, Final Filters, and Dew Point Sensor.

3. Powerex Enclosed Scroll Air Compressor System 30-40 HP-Building 2 Sub-Basement (SB-B2)

a. Replace the Intake Filters, Final Filters, and Dew Point Sensor.

4. Powerex Enclosed Scroll Air Compressor System 30-40 HP-Building 2 Sub-Basement (SB-B2)

a. Replace the Intake Filters, Final Filters, and Dew Point Sensor.

5. Powerex Laboratory Scroll Enclosed Air Compressor System with Premium NFPA Controls 30-40 HP.

a. Replace the Intake Filters, Final Filters, and Dew Point Sensor.

6. Air Compressor – Amico 15 HP Quad – Building 2 Sub-Basement (SB-B2)

a. Replace the Compressor #4 Unloader Solenoid Valve, Intake Filters, Final Filters, Dew Point Sensor, and Desiccant.

7. Air Compressor – Amico 15 HP Quad – 5th Fl. Penthouse Building 21 Research

a. Replace the Compressor #4 Unloader Solenoid Valve, Intake Filters, Final Filters, Dew Point Sensor, CO Monitor, Compressor 3B Discharge Temperature Sensor, Dryer #2 Purge Valve, and Desiccant.

8. Lab Air Compressor – Ingersoll 15 HP Duplex – Building 2 Sub-Basement

a. Replace the Intake Filters, Final Filters, and Dew Point Sensor.

9. Air Compressor – Amico 7.5 HP Duplex – Building 1 10th Floor Penthouse

a. Replace the Intake Filters, Final Filters, Dew Point Sensor, and CO Monitor.

10. Vacuum Pump – Amico 15 HP Triplex – Building 1 Sub-Basement

a. Replace the Motor/Pump Couplings, Motor Starters/Overload Relays, and Gear Oil.

11. Air Compressor – Powerex 10 HP Duplex – 2nd Fl. Mechanical Room 2B104

a. Replace the Intake Filters, Final Filters, and Dew Point Sensor.

12. Vacuum Pump – Amico 7.5 HP Duplex – 5th Fl. Penthouse Bldg. #21 Research

a. Replace the Motor Coupling Inserts, Intake Check Valves, Gear Oil.

b. Install proper Exhaust Screening

13. Vacuum Pump – Amico 15 HP Quad – Building 2 Sub-Basement

a. Replace the Receiver Pressure Gauge, Gear Oil, and Control Panel Cooling Fan.

2. Provide semi-annual preventative maintenance (PM)/Inspections for (4) manifold systems – source equipment and piping.

3. Provide semi-annual PM/Inspections for (25) medical air and vacuum systems. (7) Medical Air, (12) Medical Air, (6) Lab Air

4. Provide semi-annual testing of medical gas master alarm system throughout the medical center.

5. Provide 18-month inspection of medical booms identified under this contract as required by NFPA.

a. NFPA 99 Sections: 5.1.4.2.3

b. Comprehensive inspection of all flexible internal gas lines.

c. Movement of boom through its movable positions to ensure all booms move to each operating position and function.

d. Leak test per boom manufacturer’s recommendations.

e. The system pressure to nonstationary booms and articulating arms shall be maintained at operating pressure until each joint has been examined for leakage by effective means of leak detection that is safe for use with oxygen.

f. Safe working condition of the flexible assemblies shall be confirmed.

g. Diameter Index, Safety System (DISS) connectors internal to the boom and assemblies shall be checked for leakage.

h. Clean internal components of the booms with HEPA vacuum unit.

i. Boom inspection and repairs shall be performed on off hours to minimize disruption to the operations of the medical center.

F. Required Repairs:

1. Due to the critical components of the piped medical gas and vacuum systems and the seriousness and impact of a utility failure on patients, all repairs found during testing cycles must be completed under this contract. This is inclusive of emergency repairs as a result of failure.

2. The contractor will provide a quote to Contracting Officer (CO) and POC within 5 days of results of test for each component.

3. The proposal will be reviewed by POC, and the contracting officer will approve any repair costs before contractor can execute repairs.

G. Inventory of Medical Gas System and Components:

1. Medical Gas System

a. 568 vacuums

b. 434 oxygen outlets

c. 325 medical air outlets

d. 30 nitrogen outlets

e. 18 nitrous oxide outlets

f. 64 zone valve boxes

g. 9 equipment sources

h. 4 nitrogen oxide manifolds

i. 2 oxygen tanks

j. 1 oxygen manifold

2. Boom Inventory.

a. Cath Lab Room 8A 140 A-1

b. Cath Lab room 8A102 A-2

c. OR 1, Room 5A168

d. OR 2, Room 5A167, Boom 1

e. OR 2, Room 5A167, Boom 2

f. OR 3, Room 5A166, Boom 1

g. OR 3, Room 5A166, Boom 2

h. OR 4, Room 5A165, Boom 1

i. OR 4, Room 5A165, Boom 2

j. OR 5, Room 5A164, Boom 1

k. OR 5, Room 5A164, Boom 2

l. OR 6, Room 5A161, Boom 1

m. OR 6, Room 5A161, Boom 2

n. OR 7, Room 5A160, Boom 1

o. OR 7, Room 5A160, Boom 2

p. OR 8, Room 5A136

H. Deliverables:

1. All report to be submitted to POC within 5 days of inspection. Ant failed device must be communicated to the POC on the date of inspection.

2. Reports will be submitted to POC in electronic format on Spreadsheet.

3. Medical Gas and Vacuum System and Components

a. Contractor will prepare and submit to POC inspection report outlining inspection results as described below:

1. All reports are required to include

a. Date of inspection

b. Name of certified inspector with copy of certification

c. Location of inspection

d. System Type being inspected

e. Findings of each system tested with code reference

f. Actions taken

g. Required for repairs

h. Follow up reports are required for repairs made under this contract with. Repair reports will follow requirement under the contract.

4. Boom Inspection

a. Contractor will prepare and submit to POC inspection report outlining inspection results as described below:

1. Boom location: Department and Room Number

2. Date Boom installed

3. Boom manufacturer

4. Serial number

5. Boom Stops – Functional or Non-functional

6. Validation of Flexible connections made above ceiling Yes or No

7. Indicate Gas outlets type tested

8. Static Pressure drop Yes or No

9. Ultra-Sonic leak check Yes or No

10. Boro/Endo Scope check

11. Boom Condition

12. Recommended repairs

End of Document