36C24725Q0049.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

VISN 7 Network Contracting Activity 501 Greene Street Hatcher Building - Suite 2 Augusta GA 30901

POINT OF CONTACT*

Chelsea Smith chelsea.smith1@va.gov

PLACE OF PERFORMANCE

Atlanta VAMC

Birmingham VAMC

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

This is a Sources Sought / Request for Information (RFI) to determine the availability of potential sources with the skills and capabilities necessary to provide distribution and supply of medical-grade liquid bulk oxygen and tank rentals. All interested vendors are invited to provide information to contribute to this market survey/sources sought, including commercial market information.

THIS IS NOT A SOLICITATION ANNOUNCEMENT. This is a Sources Sought / RFI synopsis only. Questions should be submitted by email to Contracting Specialist Chelsea Smith at Chelsea.smith1@va.gov no later than November 20, 2024. Provide only the requested information below. The purpose of this synopsis is to gain knowledge of potential qualified sources and their size classifications (Service Disabled/Veteran Owned Small Business (SDVOSB/VOSB), Hub zone, 8(a), Small, Small Disadvantaged, Woman Owned Small Business, FSS/GSA contract schedule holders or large business relative to NAICS Code: 325120, Industrial Gas Manufacturing. Responses to this synopsis will be used by the Government to make appropriate acquisition decisions. After a review of the responses to this sources sought synopsis, a solicitation announcement may be published. Responses to this sources sought synopsis are not considered adequate responses to the solicitation announcement. All interested offerors will have to respond to the solicitation announcement in addition to responding to this sources sought announcement.

The Government is not obligated to, nor will it pay for, or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will not be bound to this information if any solicitation is issued.

SPECIFIED REQUIREMENT: The Veterans Integrated Southeast Network VISN 7’s Medical Centers in Georgia and Alabama [Decatur VAMC, Birmingham VAMC, and Central Alabama Veterans Health Care System (CAVHCS)] require the distribution and supply of medical-grade liquid bulk oxygen services with tank rentals. (Draft State)

REQUESTED INFORMATION:

(1) STATEMENT OF CAPABILITY: Submit a brief description, five (5) pages or less, that demonstrates how your company has the supervision, facilities, and experience to provide the services as outlined in the Performance Work Statement.

(2) BUSINESS SIZE AND SOCIO-ECONOMIC STATUS:

(a) Indicate whether your business is large or small.

(b) If small, indicate if your firm qualifies as a small, emerging business, or small disadvantaged business.

(c) If disadvantaged, specify under which disadvantaged group and if your firm is certified under Section 8(a) of the Small Business Act.

(d) Indicate if your firm is a certified Hub-zone firm.

(e) Indicate if your firm is a woman-owned or operated business.

(f) Indicate if your firm is a VIP-certified Service-Disabled Veteran Owned Small Business (SDVOSB) or Veteran Owned Small Business (VOSB).

(g) Include the DUNS number of your firm.

(h) State whether your firm is registered with the System for Award Management (SAM) at https://www.sam.gov/portal/public/SAM/ and/or the VetBiz Registry at http://vip.vetbiz.gov/. If not, please NOTE that any future solicitation could only be awarded to a contractor who is registered in SAM and to receive award based on VOSB or SDVOSB status you must be registered in the VetBiz Registry. If the requirement is available on any Federal Supply Schedule, Please include the schedule number and associated SINs.

(3) Pricing: Provide pricing estimates. What should the VA expect to pay over the next five (5) years for services at estimated quantities in the price schedule? If applicable, this should include any annual pricing increases.

Responses must be emailed to Contracting Specialist, Chelsea Smith at Chelsea.smith1@va.gov no later than 12PM Eastern on November 29, 2024.

Please place " 36C24725Q0049” in the subject line of your email response. This notice is to assist the VA with Market Research. A SOLICITATION IS NOT CURRENTLY AVAILABLE. If a solicitation is issued, it will be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement.

Statement of Work Bulk Liquid Oxygen Delivery and Tank Rentals

REQUIREMENT:

The Veterans Integrated Southeast Network VISN 7’s Medical Centers in Georgia and Alabama [Decatur VAMC, Birmingham VAMC, and Central Alabama Veterans Health Care System (CAVHCS)] require the distribution and supply of medical-grade liquid bulk oxygen services. This solicitation aims to establish a committed source of medical-grade liquid bulk oxygen for the facilities included in the solicitation. The current VAMCs do not own their bulk oxygen tanks, and the contractor shall provide a contractor-owned tank with an appropriate backup system. (i.e., reserve tank or cylinder bank). This will include the installation of new tanks if required. The Government will be responsible for maintaining the areas around and keeping the area up to code if a new vendor is required to replace the current tanks with grandfathered installation.

The Contracting Officer (CO) is requiring all contractors who intend to respond to the solicitation to conduct and inspect each site location before submitting their response. Any contractors who do not conduct a site visit will not be reviewed upon submission due to the possible risk of delays to the government if the vendor is not able to accept current conditions for new tanks to be installed. Any code deficiencies in the Medical Center's existing systems, as defined by NFPA 50, "Bulk Oxygen System," must be identified by the contractor. The contractor shall explain these deficiencies to the Contracting Officer Representative (COR) and CO within 48 hours of the site visit. The COR will maintain a roster of the site visit participants for the solicitation.

The quantities shown in the solicitation schedule are estimates of each facility's site annual requirements. There is no express or implied guarantee that these quantities will be purchased. All contracts awarded under the solicitation will include one Base year and (4) one-year option periods, which the Government may exercise. After notification of contract award, the contractor shall meet with the COR and CO to ensure mutual understanding of facility requirements relating to the ordering method and specific details of any delivery instructions included in the solicitation schedule.

Before the first filling, and annually after that, the contractor must perform an in-service training at each site location to include the following facets for the contractor-owned and government-owned systems:

1. Refill procedures.

2. All preventive maintenance support requirements.

3. Detailed explanation of all the volume alarm and low pressure set points.

4. The contractor must provide written procedures and training for VA staff for protocols to accomplish emergency shutdowns.

5. Per NFPA 99, 2024 Edition, a qualified third-party expert must present written verification for contractors' and government-owned systems.

6. The Contractor shall verify and provide written accuracy of all gauges on tanks; any gauges the contractor does not own will provide the COR with a written proposal with pricing to establish their accuracy. (That proposal is not within the scope of this contract and will require the COR to obtain a new purchase order to correct or replace gauges.) Any contractor-owned gauges are to be replaced at the expense of the contractor, not the government.

The contractor will provide 24/7 emergency contact name(s) and telephone number(s) for each location at the close of the solicitation. Each location shall have at least two (2) Points of Contact in case of an emergency, and one cannot be reached. IF A CALL CENTER HANDLES ALL, THEN ONE NUMBER IS AUTHORIZED; LABEL: “CALL CENTER FOR ALL LOCATIONS. "

Emergency Contact:

1. Name: _____________________________ Phone#: __________________

2. Name: _____________________________ Phone#: __________________

3. Name: _____________________________ Phone#: __________________

4. Name: _____________________________ Phone#: __________________

5. Name: _____________________________ Phone#: __________________

6. Name: _____________________________ Phone#: __________________

BACKGROUND:

The Veteran Affairs Medical Centers currently encompass acute medical, surgical, psychiatric, and long-term care. The hospitals are located at the following addresses, and the point of contact for each location is listed below.

(404) 321-6111 ext.207315 Robert.washinton@va.gov

205.933.8101 victoria.butler2@va.gov

EAST CAMPUS: 2400 Hospital Rd, Tuskegee, AL 36083

WEST CAMPUS: 215 Perry Hill Rd, Montgomery, AL 36109

Bevelyn McCall 334-272-4670 ext. 34475 bevelyn.mccall@va.gov

The Medical Centers currently hold the following Main Tanks and Reserve Tanks information below:

Brand/Model: AirProducts Tank 1987; serial # MLX 600M-256-588 Full Trycock: 285” Reorder point: 140” Refill Point: 100” Low-Level Alarm: 30” Size: 900 Brand/Model: MVE 1987; serial #90M-250-51 Full Trycock: 95” Reorder point: 50” Refill Point: 40” Low-Level Alarm: 34”

Brand/Model: VCS 3000; serial #2164 Full Trycock: 140” Reorder point: 92.5” Refill Point: 32” Low-Level Alarm: 24” Size: 525 Brand/Model: VCS 525; serial #1204 Full Trycock: 95” Reorder point: 75.5” Refill Point: 60” Low-Level Alarm: 34”

Brand/Model: MVE 1500, serial #2649M Full Trycock: 120” Reorder point: 77.5” Refill Point: 35” Low-Level Alarm: 17” Size: 300 gallons Brand/Model: RYAN Inc. VLS300, serial #10685 Full Trycock: 75” Reorder point: 42” Refill Point: 25” Low-Level Alarm: 15”

Brand/Model: Taylor Wharton TM1500; serial #C3790 Full Trycock: 135” Reorder point: 92.5” Refill Point: 50” Low-Level Alarm: 24” Size: 264 Brand/Model: Taylor Wharton HRS160; serial #6710003BB4 Full Trycock: 52” Reorder point: 50” Refill Point: 48” Low-Level Alarm: 42”

Government Furnished Property:

Each Government facility site that requires the installation of contractor-owned equipment shall provide a suitable location and foundation for the installation of the contractor-owned bulk oxygen tank(s). Additionally, each facility shall provide access to an electrical power source and hook up to a facility-maintained alarm system. The contractor shall assist in hooking up contractor-owned equipment to the facility-maintained alarm system.

PERIOD OF PERFORMANCE:

The period of performance is a one-year Base Year with four one-year options listed below.

Delivery of Medical Liquid Bulk Oxygen Bulk oxygen is ordered by and delivered to the individual ordering facilities.

The list of facilities and information regarding their unique delivery requirements is included in the solicitation schedule.

The contractor shall deliver medical-grade liquid oxygen within two (2) days After Receipt of the Order (ARO) or within the time frame specified when the order is received. The timeframe identified may be the number of calendar days after receipt of the Government's order, the specific days of the week for delivery, the specific time intervals between deliveries, a specified reorder point, or other ordering and delivery methods. If the time frame for contractor delivery is not identified in the facility requirements, the contractor must provide 24-hour notice prior to delivery or upon mutual agreement between the facility and contractor, alternate ordering/delivery methods such as pre-scheduled deliveries, calling for tank level readings, installing a telemetry unit, etc. may be arranged. If, for any reason, the contractor is unable to deliver at the agreed-upon day or time, the contractor will provide 24-hour notice to the COR so that the facility can initiate an alternate backup action. In accordance with the VHA Patient Safety Alert dated April 5, 2004, all deliveries must be monitored by a qualified and trained technical representative that each facility will designate. The contractor will be provided with the names and contact information of primary and backup facility representatives. This applies to all deliveries regardless of time or day of execution. VA Staff will provide qualified and trained technical representatives to monitor all deliveries.

Tanks(s) will be filled to maximum functional capacity at each refilling procedure unless specified in the facility requirements or as agreed upon in a written document signed and dated by the COR. At the time of each delivery, the contractor must provide a legible, signed, and dated written document that identifies the tank level before fill, the level after fill, and the quantity delivered. This document must be counter-signed by the facility representative supervising the delivery. Emergency delivery will be provided within 24 hours after receipt of Government notification. The contractor must respond to the facility by either telephone or email within one hour to confirm receipt of the emergency notification and ascertain the nature of the emergency. The Government determines Emergency status when conditions warrant, such as an actuated main bulk tank low-level alarm, imminent alarm condition, or system leak. The contractor's failure to remain current with the agreed delivery schedule and requirements does not constitute an "emergency" to charge an emergency delivery fee.

VA Staff will verify all accuracy of documents for the quantity before and after each fill. The COR and Point of Contact at each location are responsible for ordering and providing specific delivery instructions.

Contractor: Provide valid certification of analysis with each delivery to include:

· Supplier’s name and complete address

· Name of the produce (i.e., Oxygen I.S.P.)

· An Air Liquefaction Statement where appropriate

· Lot number or other unique identification number

· Actual analytical results for full USP monograph testing. (A statement that only states that the product meets the minimum purity 99.5% is not acceptable.)

· Test method used to perform the analysis

· Signature of authorized supplier representative and date.

The contractor will comply with all OSHA standards and applicable safety requirements, including signage, personnel use, and protective equipment. The contractor will deliver medical-grade liquid oxygen within the time frame specified in the facility's schedule. The contractor will provide a legible, signed, and dated written document that identifies the tank level before filling at each delivery.

· Level after the fill

· Quantity delivered.

Annual Numbers: (based on FY24 historical data) Decatur VAMC

Birmingham VAMC:

** 1 Delivery during non-working hours: the driver must contact the VA Police to access the locked tank enclosure. Phone# (205) 933-8101**

East Campus CAVHCS: Tuskegee VAMC

West Campus CAVHCS: Montgomery VAMC

Contractor-owned equipment will be:

Installed, inspected, and maintained by the contractor without additional cost to the Government, all installation, inspection, and maintenance costs will be included in the contract’s monthly equipment rental fee for this facility.

The contractor-owned equipment will be kept in good operating conditions and appearance in accordance with the applicable regulations, standards, and normal good practices. For this purpose, the contractor will be provided reasonable access to the bulk oxygen systems.

The equipment exchange will be accomplished without interruption of gas supply to the using facility. The contractor-installed equipment will remain on the property. It will be removed upon contract termination or completion when directed by the ordering facility in full cooperation with the succeeding contractor to avoid gas supply interruption.

Contractor Requirements:

· The contractor will provide the facility COR a Material Data Safety Sheet.

· The contractor will provide a copy of all inspection reports to the COR and Engineers upon completion of any contractor-owned or Government-owned bulk oxygen system inspections required by regulation.

· The contractor will be responsible for all testing required by regulation of contractor-owned equipment at no additional cost to the Government.

· Markings must comply with American National Standards.

· Valves: Caps must be securely attached to the cylinder

· Color Coding: Color-coded according to GGAP standards.

Emergency

· Contractor will deliver product within 24-hours after receipt of Government notification.

· Contractor must respond to the facility by either telephone or email within one hour to confirm receipt of emergency notification to a certain the nature of the emergency.

Non-emergency Failure of the contractor to remain current with the agreed delivery schedule and requirement does not constitute an “emergency” for the purpose of charging an emergency delivery fee.

· A valid certificate of analysis will be provided with each delivery of liquid oxygen.

CHECK-IN REQUIREMENTS:

All Contractor’s Service Personnel will check in and out with ECC before performing and upon completion of all required services. This information is required to contact mechanics in case of an emergency during regular hours.

SAFETY REQUIREMENTS:

The contractor will ensure that all tools and equipment are secured at all times.

· Tools and equipment must be removed from open areas or stored in a secured location during breaks, lunch, and/or at the end of each workday.

· All debris must be removed from the facility upon completion of service each day.

· The contractor will ensure proper signage, barriers, and/or blockage of the service area are provided where applicable, especially at hoistway doors, and clearly visible to ensure patient/employee safety is adhered to.

Smoking is not permitted in the VA Medical Center at any time. All smoking will be conducted at designated areas on the facility grounds only.

TRAINING REQUIREMENTS:

Confined Space

Vendor Electronic Invoice Submission Methods Facsimile, e-mail, and scanned documents are unacceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below:

The Contractor shall submit invoices electronically to the Tungsten Network website at http://www.tungsten-network.com/us/en/veterans-affairs Content of invoices. (1) A proper invoice must include the following items:

(a) Name and address of the contractor.

(b) Invoice date and invoice number. (Contractors should date invoices as close as possible to the date of mailing or transmission.)

(c) Contract number or other authorization for supplies delivered or services performed (including order number and line-item number).

(d) Description, quantity, unit of measure, unit price, and extended price of supplies delivered, or services performed.

(e) Shipping and payment terms (e.g., shipment number and date of shipment, discount for prompt payment terms).

(f) Name and address of contractor official to whom payment is to be sent (must be the same as that in the contract or in a proper notice of assignment).

(g) Name (where practicable), title, phone number, and mailing address of person to notify in the event of a defective invoice.

(h) Taxpayer Identification Number (TIN). The contractor must include its TIN on the invoice only if required by agency procedures. (See 4.9 TIN requirements.)

(i) Invoices shall be submitted monthly in arrears. Invoices are due within seven (7) calendar days following the month the services were performed. The Contractor will submit invoices covering the services performed under this Contract. Hours billed for but not sufficiently documented will not be reimbursed. The Contractor will be paid for actual hours worked. Invoices will contain the total hours worked for the month and the associated price. Sums due the Contractor will be paid monthly in arrears upon receipt of a properly prepared invoice. The invoices will contain the following information:

PRICE SCHEDULE

Sources Sought Notice