36C25625Q0003.docx

SUBJECT*

Medical/Dental Gas Service Contract

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 16 Gulf Coast Veterans Healthcare System 400 Veterans Avenue Biloxi, Mississippi 39531

POINT OF CONTACT*

Contracting Officer Justin Taylor Justin.Taylor5@va.gov

(228) 229-9936

PLACE OF PERFORMANCE

ADDRESS

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

This is a SOURCES SOUGHT NOTICE ONLY This SOURCE SOUGHT NOTICE is for the purpose of Market Research. Response to this notice will be used for information and planning purposes. No proposals or quotes are being requested or accepted with this notice. THIS IS NOT A SOLICITATION FOR PROPOSALS or QUOTES and NO CONTRACT SHALL BE AWARDED FROM THIS NOTICE. This notice shall NOT be construed as solicitation or as an obligation on the part of the Department of Veterans Affairs (VA). Responses to this notice is not a request to be added to a prospective bidders list or to receive a copy of the solicitation.

The Network Contracting Office (NCO) 16 is seeking preferably Service-Disabled Veteran Owned Small Businesses or Small Businesses (but will accept other than small business for market research purposes), capable of providing Patient identification software maintenance for the Gulf Coast veterans’ Health Care System Biloxi as per the draft statement of work below.

See DRAFT Statement of Work for detailed services.

The NAICS code is 811210, other Computer Related services the Size Standard is $30 million. Responses must be received no later than 12:00 p.m. Central Time, Friday, August 16, 2024. Responses shall be emailed to Justin.Taylor5@va.gov Response shall contain Capabilities Statements to include Unique Entity Identification (UEI) number, proof that you are an authorized dealer of software and any qualifying certifications that may be required. Facsimile or Telephonic responses will not be accepted.

Note: All interested parties are reminded to be registered, active and verified in the following to be considered for Award.

· SAM:

SAM.gov | Home

· VETCert Veteran Small Business Certification (sba.gov)

· Vet 4212 (Veteran owned small Business are reminded of Reporting Requirements) VETS-4212 Federal Contractor Reporting | U.S. Department of Labor (dol.gov) Sources Sought Notice Sources Sought Notice

Sources Sought Notice

PERFORMANCE WORK STATEMENT (PWS)

Medical Gas / Air and Vacuum Systems Service Contract Gulf Coast Veterans Healthcare System Biloxi, Mississippi 39531 03/15/2024

1. GENERAL:

This is a non-personnel services contract to provide all labor, equipment, tools, supervision, transportation, administration and parts and materials (including lubricants and filters) to provide bi-monthly maintenance, repairs, and preventative maintenance to all facility Medical Gas, Medical Air, Medical Vacuum, Desiccant dryers, and all ports and plumbing within the Medical Air, Dental Air, Medical Gas and Medical and Dental Vacuum systems located at the Gulf Coast Veterans Healthcare System in Biloxi, MS. 39531. This also includes conducting the facility wide Annual Medical Gas inspection due each December 1st for the duration of this contract. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1. Description of Services/Introduction:

The contractor shall provide all personnel, equipment, supplies, transportation, tools, materials, supervision, and other items and non-personal services necessary to support the continuous and reliable operation of all Medical Gas, Medical Air, Medical Vacuum, Desiccant dryers, HEPA Filtration, all service ports, plumbing and utilities, alarm panels (Area and Master) associated with all such equipment as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract and in accordance with VHA Directive 7515 (1), the most current edition of the National Fire Prevention Association or NFPA- 99 and OEM or original equipment manufacturer recommendations. Contractor shall record all inspections and equipment status and findings, in the logbooks located at each piece of equipment anytime the equipment is inspected. Contractor will perform and verify the Annual Medical Gas / Air / Vacuum inspection for the facility each December for the duration of this Contract and will provide an Inspection Field Affidavit immediately following the inspection and to be followed up by a full report of findings to the COR with 10 business days of the inspection.

1.2. Background:

This is a new Medical Gas, Medical Air, Medical Vacuum, Desiccant Dryers, and all ports and plumbing and utility maintenance, repair, and preventative maintenance service requirement.

1.3. Objectives:

The selected Medical Gas/Air/Vacuum Preventative Maintenance Contractor shall provide services, which include the maintenance, repair, scheduled preventative maintenance (PM) and testing for all equipment associated with Medical Gas/Air/Vacuum, alarm panels, to include desiccant dryer, HEPA filtration systems, service ports, valves and associated plumbing located throughout the medical facilities on the campus of the VA Gulf Coast Health Care System, Biloxi, Mississippi. Contractor will also perform and verify the Annual Medical Gas/Air/Vacuum inspection for the entire campus each December for the duration of this Contract and will provide an Inspection Field Affidavit immediately following the inspection and to be followed up by a full report of findings to the COR with 10 business days of the inspection.

PERIOD OF PERFORMANCE:

The period of service for this requirement will include base year with four possible options years (should the government decide to exercise those option years).

1.4. Relevant Experience & Technical Capability:

· The contractor shall have as a minimum, 5 years’ experience in maintenance, repair, and preventative maintenance of medical gas / air / vacuum systems in a VA Medical Center Facilities and / or business of comparable size and complexity. Contractor and employees must have all required and current ASSE (American Society of Sanitary Engineering) Series 6000 certifications required to perform all tasks in this Performance Work Statement. Contractor shall submit 3 relevant (hospital medical gas / air / vacuum maintenance, repair, and preventative maintenance) completed in the last six years. Each project shall contain information demonstrating the relevance of the experience as it relates to this Medical Gas / Air / Vacuum and all associated equipment, maintenance. Relevant experience is (hospitals) same in size, and fully operational.

· Contractor’s employees shall be knowledgeable of original equipment manufacturers standards associated with conducting maintenance, repair and preventative maintenance on all equipment listed in Schedule “A”. Contractor will be required to provide proof of their experience and technical capabilities/qualifications of technicians by submitting certifications or written letter of qualification from an ASSE 6050 instructor. Offerors shall include as part of their submission a description of the skills, abilities, knowledge, and experience of the personnel who will be responsible for carrying out Performance Work Statement tasks. Resumes shall be provided for each personnel / staff member that will be performing work and/or the progress of the requirement in a director or indirect capacity. Required documents (or other documents that are provided) are required for both the prime contractor and subcontracting personnel to verify their capabilities, qualifications, and experience. Subcontractors (and subcontracting personnel) that are to be utilized for this requirement shall be identified by the prime contractor. Subcontracting personnel must meet the minimum qualification standards.

1.5. Scope/General Information:

· Contractor shall perform all maintenance, repairs, and preventative maintenance (PM) checks and services according to the latest edition of the National Fire Prevention Association or NFPA-99 and OEM (Original Equipment Manufacturer) recommendations and VHA Directives to include all labor, travel, and materials required to perform any maintenance, repair, and preventative maintenance checks and services on all equipment listed in this Performance Work Statement, all included in the total cost of the maintenance service agreement. See Equipment Listing (Schedule A)

· Contractor will annotate an hourly rate all-inclusive of labor and travel for any repair and/or replacement of parts not deemed routine. Those parts will be paid for outside of this Preventive Maintenance contract. Refurbished parts or gray market parts will not be accepted. A preventative maintenance schedule/checklist for all included equipment must be completed and provided as part of their Bid / Quote.

· Standard service requests made, beyond the preventative maintenance services provide above will be responded to via phone, email or in person, within 6 hours of the request with a timeline for the repair. Every effort is made to reduce downtime and ensure the facility continues to operate at peak performance. ‘Emergency’ service requests, beyond the preventative maintenance services provided will require an immediate response by phone, email/text or in person and a qualified technician directly engaged either onsite or via a remote internet connection, within 2 hours. Service work requested, either ‘Standard’ or ‘Emergency’ will be started within two (2) business days of the request from the COR (contracting officer representative) and guaranteed up time shall be within three business days, unless a part is not on hand or must be ordered, in that situation, contractor will give notification to the COR of ETA of part and estimated up time in writing / e-mail. Contractor shall only respond to requests for service from VA Medical Center COR or the Contracting Officer. If service is requested from any other source the Contractor is to advise the caller of this requirement and refuse to respond. Any billing resulting from unauthorized service will not be paid by the government.

· The schedule of preventative maintenance (PM) checks and services shall be conducted in accordance with the Original Equipment Manufactures recommendations and the NFPA-99. Vendors must submit a Checklist detailing items that will be addressed and covered in the contract for each piece of equipment during each Site Visit / Preventive Maintenance Service. The Checklist must include all parts and labor that will be covered in the contract. Checklists must be provided with Contractors bid submission. These Checklists should mirror the Preventive Maintenance Schedules in the Maintenance Manuals for each piece of equipment listed in schedule “A”. These Checklists must be used during the Site Visits / Preventive Maintenance Service and signed by the Technician indicating that all applicable services were completed for each piece of equipment.

· Contractor shall provide all labor, materials, and equipment necessary for protection of VAMC personnel, furnishings, equipment, and buildings from damage, and shall replace or repair any damage due to work performed under this contract equal to its original construction and finish. Contractor must have adequate insurance protection against negligent work and other forms of liability and follow all Federal, State, Local, and VA Regulations related to this requirement.

· Supervision/Communication. At all times during the performance, the contractor’s superintendent (if applicable) shall be available by cellular phone. Prior to beginning any work, the Contractor shall supply the COR with the telephone number for the superintendent. The Contractor’s “Competent Person” must possess the 30 hour and 10-hour OSHA training certification and must be physically always located on site during the performance of the contract. If the contractor’s Competent Person is absent from the job site for an extended period, the COR may send all Contractor/sub-contractor employees off the job.

· Special Qualifications. The contractor shall have at least 5 years’ experience in the maintenance, repair and preventative maintenance of all equipment listed in Schedule “A" of this Performance Work Statement and located throughout the facilities located at the VA Gulf Coast Veterans Healthcare System Medical Center facilities and/or business of comparable size. Contractor’s employees should be knowledgeable of original equipment manufacturers standards and the latest edition of the NFPA-99 requirements associated with the maintenance, repair and preventative maintenance on all Medical/Dental Gas/Air/Vacuum and all associated equipment, and specifically, the types of equipment listed in Schedule “A” of this Statement of Work. Contractors shall provide all required and appropriate ASSE 6000 series certifications required to perform all tasks listed in this Performance Work Statement and ensure that employees have been properly trained and are qualified to service the equipment detailed in Section 3.0 Schedule A. Training certifications particular to the equipment listed shall be provided with contractors bid submission. Evidence must be provided of training being current on each piece of equipment by evidence of the correspondence being dated within the calendar year of the bid submission.

· Upgrade the system operating program/operator interface whenever factory upgrades become available.

· Provide training as needed or directed by COR for new or existing personnel in system operation, maintenance and record keeping requirements.

· Record all required parameters on the logs (described above), review recent data for trend analysis, adjust operating set points as required.

· Recommend a list of replacement filters, media, and spare parts that would ensure timely repair to the system in the event of a component failure.

· Inventory replacement filters and other spare parts to ensure timely replacement of any required media.

· Generate a quarterly report detailing the systems performance, including a copy of the logs as applicable, make recommendations regarding the performance of the system and any deficiencies.

2. Work Hours and Scheduling Arrangements:

Except by special alternative arrangement, scheduled PM will be performed only during VAMC’s normal working hours (8:00 a.m. to 4:30 p.m. Monday through Friday excluding Federal holidays). Downtime of any system for PM / Services must be scheduled through the COR at least 2 days in advance. When downtime for service / repairs is needed, notify COR the same day as soon as possible upon observation. The Federal Holidays which are observed by the Federal Government are annotated below.

-New Year’s Day -Martin Luther King’s Birthday -President’s Day -Memorial Day -Independence Day -Labor Day -Columbus Day -Veterans Day -Thanksgiving Day -Christmas Day -Any other day specifically declared to be a national holiday (per Federal Statute, Executive Order, or by the President’s Proclamation).

Usually, holidays that fall on Saturday are observed on the preceding Friday and holidays that fall on Sunday are observed on the following Monday. Any questions pertaining to scheduling will be directed to the COR.

Documentation:

Contractor shall provide the VAMC/COR with individual service reports within 7 business days of maintenance (e-mailed to the COR for verification), which describes the maintenance and / or repair services performed on the equipment. The report must also include any needed repairs and recommended parts for future visits to keep machines in good running condition. No additional work will be conducted outside of the scope of work of the contract without a Purchase Order being issued to the Vendor from the VAMC for the required parts / work.

Calibration of Contractor’s equipment:

Contractor shall provide proof of certification yearly attesting that all gauging and measurement equipment used has been currently calibrated according to the manufacturer’s specifications. Provide the COR documentation of proof of yearly calibration if required.

Check in/out procedures:

Prior to commencement of and immediately after each service visit, the contractor and/or contractor’s authorized repair technician must check in and out with the VAMC COR or GM Shop staff. Due to heightened security requirements, the contractor and/or contractor’s authorized service representative will be required to wear an ID Badge which will be signed for upon arrival and turned in when leaving. This badge must be turned in before leaving the premises; otherwise, the vendor/contractor will be required to pay for the unreturned ID Badge.

3. Contracting Officer Representative (COR):

The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially regarding changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

Identification of Contractor Employees:

Contractors’ employees should be uniformed, displaying contractor name or logo. Uniform may consist of collared or tee shirts, but must be in good, clean condition.

The Selected Contractor(s) staff is required to have a VA Contractor identification badge issued to each member of performing preventative maintenance. A VA Contractor Badge Application will be provided to Selected Contractor after contract awarded. This will need to be completed before Contractor staff arrives on site to Security Office. Badges are to be worn always while on the premises of the Biloxi VAMC. Badges will be placed in a visible location, above the waist, clipped to the front of apparel with photo and name clearly visible. Contractor ID badges will be turned in to the assigned VAMC representative (COR) on duty when the contract has expired. The COR will then forward the badges to the VA Police Service within (5) working days.

Contractor must ensure that the following Identification Requirements are followed by each staff member applying for a VA Contractor Badge at the Security Station on campus:

1. Must provide (1) photography ID consisting of either a current Driver’s License, Military ID, U.S. Passport, Student ID which includes a Social Security number (will not accept expired IDs)

2. Must provide either an original Social Security card or Birth Certificate (a copy will not be accepted)

If both valid ID requirements are not present at time of badge processing, the incompliant Contractor staff will not be able to work on VA Gulf Coast Health Care System premises.

EQUIPMENT LISTING (SCHEDULE A)

The contractor shall perform all maintenance, repairs, and preventative maintenance (PM), maintain, check and calibrate according to OEM (Original Equipment Manufacturer) recommendations and the latest edition of the NFPA-99 in the location indicated below on all equipment as follows:

U083505237/ U083505239 2D140/3

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