36C24726Q0852_1.docx

Presolicitation Notice Presolicitation Notice

GENERAL INFORMATION

SET-ASIDE

Ralph H. Johnson VA Medical Center

Attn: Engineering

109 Bee Street

Charleson SC

CONTACT INFORMATION

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs Tuscaloosa VA Medical Center 3701 Loop Road East Tuscaloosa AL 35404-5088

POINT OF CONTACT*

Contracting Officer Terri Hudson terri.hudson@va.gov

***EMAIL ONLY***

ADDITIONAL INFORMATION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

The Department of Veterans Affairs at Ralph H. Johnson VA Medical Center 109 Bee Street Charleson, SC 29401 anticipates a requirement to repair a MEDICAL GAS LEAK. This contract will be Firm Fixed Priced (FFP). The performance will be at the Government’s location and furnished property will not be provided.

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 request for information only for market research purposes. Questions should be submitted by email to terri.hudson@va.gov. 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, PC3/Choice Program providers and/or large business) relative to NAICS 561210.

POTENTIAL SOURCES SHALL PROVIDE THE FOLLOWING INFORMATION IN THEIR RESPONSE:

1) Company name, address, phone number, primary contact(s), e-mail address, NAICS code(s), business size (i.e., small/large), size classification and UEI Number.

2) Provide a Statement of Capability that demonstrates the offeror's past performance in providing this type of service.

3) Submit Capability Statements via email to terri.hudson@va.gov by August 18, 2026. Responses should be received no later than 11:00 AM EST.

4) AT THIS TIME NO SOLICITATION EXISTS.

(DO NOT REQUEST A COPY OF THE SOLICITATION). A FUTURE NOTICE WILL BE POSTED WHEN THE SOLICITATION WILL BE RELEASED.

5) Disclaimer and Important Notes: This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities. However, responses to this notice will not be considered adequate responses to a solicitation.

6) No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).

Repair Medical Gas Leak Statement of Work A. Introduction: The purpose of this Statement of Work (SOW) is to define the requirements for Repair Medical Gas Leak at the Ralph H. Johnson VA Medical Center, Charleston SC.

B. Scope of Work: The contractor shall provide all labor, materials, equipment, and supervision necessary to repair the backup oxygen header and install 26 zone valves in the medical gas system at the Ralph H. Johnson VA Medical Center.

C. Task Requirements

a. Pre-Work Inspection

i. The contractor shall conduct an initial assessment of the existing conditions to determine process for repairing backup oxygen header.

ii. The contractor shall conduct an initial assessment of the spaces where zone valves are needed to determine where medical gas services will be affected during valve installation.

iii. The contractor shall develop a comprehensive plan and schedule for valve installations that strategically segments medical gas outages into manageable phases, facilitating effective coordination and minimizing disruptions to facility operations.

b. Repair Backup Oxygen System Header:

i. Diagnose and repair the leak in the backup oxygen system header.

ii. Isolate and depressurize the system per VA protocols and applicable NFPA 99 standards before any work.

iii. Perform required repairs using industry best practices and approved materials.

iv. Pressure test the repaired header to confirm leak elimination and system integrity.

v. Restore the backup oxygen system to full operational status.

c. Install Missing Zone Valves

i. Survey the medical gas system to identify specific locations for missing zone valves, based on facility-provided documentation and/or field verification.

ii. Procure and install zone valves compliant with all applicable national and local codes.

iii. Test and commission each new valve to verify proper operation and absence of leaks.

iv. Label all valves per VA and NFPA standards.

d. General Requirements

i. Protect existing systems and minimize interruption to patient care and facility operations during all phases of work.

ii. Coordinate with VA personnel to schedule service shutdowns and ensure affected areas/users are notified in advance.

iii. Remove all debris and restore work areas to their original condition.

iv. Provide a detailed report of completed work.

D. Safety and Compliance

a. The contractor shall adhere to VA safety policies and OSHA regulations.

b. Personal protective equipment (PPE) shall be used at all times during work activities.

c. The contractor shall coordinate with VA personnel to minimize disruption to hospital operations.

d. Infection Control Requirements shall be followed in accordance with an Infection Control Risk Assessment (ICRA). Dust, dirt, and debris shall be contained appropriately when working inside patient care and admin space areas. If it is determined that an Infection Control permit will be necessary, contractor will follow all guidelines set forth in the permit and report daily observance to COR.

e. Adhere to VA safety policies, Infection Control Risk Assessment (ICRA) protocols, and OSHA regulations at all times.

f. Comply with all local, state, and federal codes/regulations governing medical gas systems E. Hours of Work

a. Normal working hours are 8:00 – 4:30 Monday to Friday, except for federal holidays. All work during normal hours shall be completed at the end of that working day. Contractor shall provide a detailed schedule to meet the requirements. All schedules and work hours shall be requested, coordinated, and approved through the COR.

Federal Holidays: New Year’s Day, Martin Luther King's Birthday, President's Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran's Day, Thanksgiving Day, and Christmas Day and any other day specifically declared by the President of the United States to be a national holiday.

F. Period of Performance

a. The contractor shall complete all work within 60 days from the start date, as agreed upon with the VA contracting officer.

G. Deliverables

a. Pre-work assessment report.

b. Work plan and schedule.

c. Post-work report documenting completed repairs including pressure test results and zone valve installation with location map.

RECORDS MANAGEMENT OBLIGATIONS

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 [Agency] records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their [Agency] 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, Contractor shall maintain all records created for Government use or created in the course of 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. [Agency] 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 [Agency] or destroyed except for 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, Contractor must report to [Agency]. 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 [Agency] 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 [Agency] 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 [Agency] policy.

8. The Contractor shall not create or maintain any records containing any non-public [Agency] information that are 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 [Agency] 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 [Agency] 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 [Agency]-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.

Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.] 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.

RECORDS MANAGEMENT AND CONTRACT SECURITY

A. Contractor shall comply with VA Handbook 6300.1 Records Management Procedures and VA Handbook 6500.6 Contract Security. Both can be found at:

https://www.va.gov/vapubs/search_action.cfm?dType=2 **Note: This link is the complete list of VA Handbooks and are in sequential order.

**Instructions for accessing VA Handbooks at link listed above:

• Click on link above and once it is opened, please scroll down on the left side until you get to VA Handbook 6300.1.

• Once there, go to the PDF Format Column and click on PDF.

• VA Handbook 6300.1 will then ask you to open or save the document.

B. Please follow the same instructions listed above for accessing VA Handbook 6500.6.

• All contractor employees working on this requirement are required to complete mandatory annual training entitled, “VA Privacy and Information Security Awareness” and “HIPPA Training” prior to providing service for each year of the contract with copies sent to the COR for each and available for audit as requested. The course numbers are VA10203 and VA 10176. You must select that you are a contractor. Contractor employees are to self-enroll into TMS via the link: https://www.tms.va.gov/learning/user/SelfRegistrationUserSelection.do •A VA employee will escort the contractor when contractor is required to enter/work in sensitive areas.

E. IDENTIFICATION, SMOKING AND VA REGULATIONS

The Contractor's FSE shall wear visible identification always while on the premises of the Augusta VA Medical Center. Contractor shall contact the Contracting Officer’s Representative (COR) upon contract award, to receive instructions on how to obtain a VA Identification Badge during the performance of this contract. Augusta VA Medical Center is a smoke free campus which includes both tobacco and e-cigarettes; tickets can be issued by Police Services. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. Photography or Video on medical center premises is strictly prohibited. Additionally, pursuant to 38 CFR 1.218(b) (23) Use of recording devices of any kind to record patients or employees is strictly prohibited.

F. INVOICES:

a. Payment will be made upon receipt of a properly prepared detailed invoice, prepared by the Contractor, and submitted through Tungsten Network (formerly known as OB10) http://www.tungsten-network.com/us/en/. A properly prepared invoice shall contain:

· Invoice Number and Date

· Contractor’s Name and Address

· Accurate Purchase Order Number

· Supply or Service provided

· Period Supply or Service Provided

· Total Amount Due

b. Please begin submitting your electronic invoices through the Tungsten Network for payment processing, free of charge.

c. If you have questions about the e-invoicing program or Tungsten Network, contact information is as follows:

Web Address: HTTP://WWW.FSC.VA.GOV/EINVOICE.ASP

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