S06. 36C25625Q0790 0001.pdf

5. PROJECT NUMBER (if applicable)

CODE 7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER 3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO. 1. CONTRACT ID CODE

FACILITY CODE CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office. is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30 PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print) (Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

1 11

0001 05-13-2025

586-26-1-583-0018

36C256

Department of Veterans Affairs Network Contracting Office 16 5075 Westheimer Road, Suite 750

Houston TX 77056-5643

36C256

Department of Veterans Affairs Network Contracting Office 16 5075 Westheimer Road, Suite 750

Houston TX 77056-5643

To all Offerors/Bidders

36C25625Q0790

05-07-2025

X

X X

** HOUR & DATE for Receipt of Offers is EXTENDED to: 05-20-2025 5:00 PM CST

X 1 (One)

The purpose of this amendment is to post Questions and Answers (Q&A), update Statement of Work (SOW), and extend the solicitation due date for submission of quotes to the Government.

a. Q&A is attached to this amendment as Attachment A.

b. Updated SOW is attached to this amendment as Attachment B.

c. The updated hour and date specified for receipt of offers is extended to 05-20-2025 at 5:00 PM (CST).

Note: Contractor must acknowledge this amendment by signing in box 15b and submit with quote before the solicitation due date. If amendment is not acknowledged, contractor may be ineligible for award at the discretion of the Contracting Officer.

Marcos A. Madrazo-Jones Contracting Officer

VA-VHA-RPOC-2023-0080

Amendment: 0001 Solicitation: 36C25625Q0790

Attachment A – Question and Answers

The Network Contracting Office (NCO) 16 received questions in response to Request for Quote 36C25625Q0790.

Please see below for the Contractor’s questions and NCO 16’s respective answers accordingly.

Question Number Question Answer

Q1 How many anesthetic gas locations (anesthesia machines) are needed to be tested?

There is no requirement for any rooms of ventilation to be tested because Item E (Ventilation) has been removed from the scope of services.

Q2 How many total rooms of ventilation are needed to be tested?

There is no requirement for any anesthetic gas locations to be tested because Item F (Waste Anesthetic Gases) has been removed from the scope of services.

Q3

I need an inventory of the medical gas systems equipment, source equipment, room/outlet list, area alarms, master alarms, zone valves, and positive/negative pressure rooms for ventilation testing. All of this information is on the previous medical gas reports for G.V. (Sonny) Montgomery VAMC. Can you please provide a copy of a previous year's medical gas report?

Please refer to 2024 Annual Medical Gas Inspection - G.V. (Sonny) Montgomery VAMC

(End of Attachment A)

Attachment B – Updated Statement of Work (SOW)

Updated Statement of Work (SOW)

1. OBJECTIVE: The G.V. (Sonny) Montgomery VA Medical Center (GVSMVAMC) located in

Jackson, MS requires the following services for the facility: Medical Air/Vacuum - Inspection and Repair Service as required by (and in accordance with) Joint Commission Standards, Occupational Safety and Health Administration (OSHA) Standards, and other regulations/policies that are applicable.

2. GENERAL: This is a non-personal services requirement. The Contractor shall provide all management, supervision, labor, transportation, tools, materials, parts, and other items necessary to perform work, execute services, and to successfully complete all deliverables as contained within this SOW. The Government shall not exercise any supervision and/or control over Contractor personnel (which includes Contractor service providers, Contractor representatives, and subcontractors employed with and/or being utilized by the prime Contractor) during all active performance periods of the contract. All contractor personnel shall be accountable solely to the Contractor, who in turn is responsible to the Government.

3. BACKGROUND: The GVSMVAMC, has a requirement for the inspection and repair of (3)

Medical Air Pump Systems, (3) Medical Vacuum Pump Systems, (1) Medical Air Pump System at Dental Clinic, (1) Medical Vacuum Pump System at Dental Clinic, (1) Medical Air Pump System for SPS and the annual Medical Gas Survey of the facility Medical Gas Systems. These medical air systems are an integral part of the facility infrastructure and are a pivotal part of patient care.

4. SCOPE OF SERVICES: Services needed under this effort are described below:

A. Perform Annual Medical Gas Survey

1. Survey will be conducted annually in the month of October, a complete report will be delivered digitally and hard copy within 7 days of completion of inspection, all items listed below will be included in report. Survey will include all components of the medical gas system:

a. Medical Gas & Vacuum Systems - inspection & testing - per NFPA, ANSI, USP, CGA, & TJC specifications & recommendations.

b. System Components - master alarms, area alarms, zone valves, patient terminals, & source equipment (including all control components).

c. Purity & Contaminants - O2, Medical Air, & N2O Gaseous, solid particulate, & medical air dew point.

d. Additional Documentation - Inventory & Recommendations (with deficiency, location, code reference, action recommended & priority O2, Med Air, N2O, N2, and Vacuum.

e. Deficiency list will be provided in report.

B. Non-Emergency or Emergency Repairs

1. Non-emergency repair services are those that do not require immediate attention and can be scheduled for a convenient time without jeopardizing patient safety, facility operations, or compliance with regulatory standards. These services typically involve minor repairs or other activities that can be planned and executed during normal business hours. Examples of non-emergency services include, but are not limited to:

• Minor repairs that do not impact critical operations or pose immediate safety hazards.

• Firmware updates and system diagnostics that can be planned during low-demand periods.

2. Emergency repair services are those that require immediate attention due to the potential for significant negative impact on patient care, safety, and facility operations. These situations demand rapid response and resolution to prevent or mitigate harm. Examples of emergency repair services include, but are not limited to:

• Complete failure of Medical Air/Vacuum System, leading to inadequate suction.

• Any electrical fault or malfunction that poses a safety hazard or threat to life, health, or property.

• Situations where delay in service or repair could result in significant operational downtime or compromise the quality of patient care.

3. The Contractor shall be responsible for the cost of repair services to include parts, labor, and travel, up to an annual limit of $30,000.00 for the medical gas systems.

4. Any individual repair or cumulative repair costs exceeding $30,000.00 within the contract year must be submitted in writing to the Authorized Government Representative (AGR) for prior review and written approval before any work is initiated.

5. A detailed estimate for any repair services will be submitted to the AGR prior to work.

A detailed invoice will be provided to the AGR upon completion of work.

6. Any estimates needed will be submitted to the AGR within 48 hours.

7. Contractor must respond and be on-site within 24 hours of a call for service.

8. Some services may require parts for repair. Those repair services will be scheduled in a timely manner with the AGR so as not to disrupt facility operations.

9. Contractor will be on-site to perform repairs within two weeks barring any delays with acquiring needed parts.

10. The Contractor shall provide complete documentation supporting each emergency or non-emergency repair service for it to be considered applicable toward the annual $30,000.00 limit. The Contractor must specifically identify whether each service is deemed emergency or non-emergency and include justification for the categorization. Invoices for emergency and non-emergency repair services shall include:

• Detailed documentation of the work performed.

• Costs incurred.

• The rationale for the service classification as either emergency or non-emergency.

• Justification for each service classification to validate the need for the repair service at the time it was performed.

C. Inventory

1. 63 - MASTER ALARMS

2. 173 - AREA ALARMS

3. 230 - ZONE VALVES

4. 1705 - OUTLETS

5. 4 - BEACON MEDEAS MEDICAL AIR SYSTEM W/DRYER/MODEL MDD070850

6. 4 - VP2572 BEACON MEDICAL VACUUM SYSTEM/MODEL CT21C025-CE

7. 1 - RamVac Vacuum system.

8. 1 - Quest Medical Air Pump System

5. PLACE AND PERIOD OF PERFORMANCE: Work will be performed, services will be executed, and deliverables will be completed at GVSMVAMC located at 1500 E Woodrow Wilson Drive, Jackson, MS 39216.

The tentative contract period of performance is provided below. The projected start and end date may shift based on the actual execution of award.

• Base Period: October 1, 2025 – September 30, 2026

• Option Period 1: October 1, 2026 – September 30, 2027

• Option Period 2: October 1, 2027 – September 30, 2028

• Option Period 3: October 1, 2028 – September 30, 2029

• Option Period 4: October 1, 2029 – September 30, 2030

6. WORK HOURS AND SCHEDULE: All work, execution of services, and completion of deliverables must be accomplished during normal business hours, 8:00 a.m. through 4:30 p.m. Monday through Friday, Federal Holidays excluded. Prior to work being performed proper coordination shall be initiated between the Contractor and the Government to ensure that services/work can be executed when scheduled. Any work, services, and/or other tasks performed during other than normal business hours must be approved in advance by the AGR, Contracting Officer (CO), and/or other authorized facility designee/representative before such work begins. The Federal Holidays that are currently being observed by the facility are listed in the table below.

New Year’s Day January 1

Martin Luther King ‘s Birthday Third Monday in January

President’s Day Third Monday in February

Memorial Day Last Monday in May

Juneteenth Independence Day June 19th

Independence Day July 4

Labor Day First Monday in September

Columbus Day Second Monday in October

Veterans Day November 11

Thanksgiving Day Fourth Thursday in November

Christmas Day December 25

Other Federal Holidays (that could occur)

Any other day specifically declared to be a national holiday (per Federal Statute, Executive Order, or by the President’s Proclamation).

An alternative schedule (different from the schedule described above) may be utilized if there is mutual agreement between the Government and the Contractor regarding this alternative schedule if implemented.

7. PERSONNEL PERFORMING WORK/SERVICES - REQUIRED “CORE

COMPETENCIES”: No unqualified individual shall be allowed to perform work, execute services, and to complete deliverables at any time under the contract. Personnel performing work, executing services, and completing deliverables during the active performance periods of the contract shall possess the knowledge, skills, and abilities required to successfully complete all requirements as contained within this SOW. All services, repairs and inspections must be performed by an ASSE 6040 certified technician. Licensing and certifications shall be provided to the AGR before commencing work.

8. CONTRACTOR POINT OF CONTACT (POC): The Contractor shall designate a POC (to be contacted by the Government when needed) regarding performance of work, execution of services, and completion of deliverables as contained within this SOW. The Contractor shall notify the AGR in writing of the name, phone number, and email address of the Contractor designated POC. The designated POC must have sufficient knowledge to be able to respond to technical questions by the Government.

9. RECORDS MANAGEMENT:

a. 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.

b. 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.

c. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created while 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.

d. The GVSMVAMC 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 Department of Veterans Affairs (VA) 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 (HCA).

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 the VA. The agency must report promptly to NARA in accordance with 36 CFR 1230.

e. The Contractor shall immediately notify the appropriate CO 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. 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 HCA. Contractor personnel shall sign VA Form 10-0708 “Employee Clearance from Indebtedness” before resigning or termination from Contractor working for GVSMVAMC and Facility Records Officer must sign form. A copy of completed signed VA Form 10-0708 (Contractor personnel and Facility Records Officer signatures) shall be place in each competency folder. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to the VA 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 CO or address prescribed in the contract vehicle. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

f. The Contractor is required to obtain the CO'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 VA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

g. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with GVSMVAMC policy.

h. The Contractor shall not create or maintain any records containing any non-public GVSMVAMC information that are not specifically tied to or authorized by the contract.

i. 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.

j. The GVSMVAMC 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 GVSMVAMC 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.

k. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VA 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. Talent Management System (TMS) course VA 4192704: “Records Management for Everyone”.

l. 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, 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.

10. OTHER REQUIREMENTS:

a. Check In and Check Out Procedures: Before beginning any work at any time during the active performance periods of the contract personnel performing services must physically check in with the appropriate facility representative to obtain approval and confirmation of the expected work to be performed and services to be executed. Check out procedures will be the same once work has been completed and services have been executed. Check in and check out procedures shall include the following: 1). Written documentation of the contractor’s arrival and departure while on site and 2). Written documentation showing the expected work to be performed, approval of such work before such work begins, and confirmation/completion status of the planned work that was scheduled to be performed. Contractor must check in with AGR or Plumbing Shop Supervisor when on site. Failure to do so will constitute that no work had been completed.

b. Identification and Badges: Any individual performing work under this contract shall wear a badge or other identification while on site that is clearly always displayed. While on site, any person performing work directly or indirectly must be able to specify their authorized purpose for their presence at the facility if such information is requested by VA facility personnel.

c. Parking: It is the responsibility of the Contractor to park in the appropriate designated parking areas, to avoid ticketing or towing. Information on parking is available from the facility if requested by the Contractor.

d. Contract Administration: The CO is the only person authorized to approve changes or modify any of the requirements under this contract.

The Contractor shall communicate with the CO on all matters pertaining to contract administration. Only the CO is authorized to make commitments or issue changes that will affect price, quantity, or quality of performance of this contract. In the event the Contractor makes any such change at the direction of any person other than the CO, this change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof.

All changes to the contract will be issued via a modification in writing from the CO to the Contractor.

e. VA authorized personnel who may contact contractor for repair service (Note: names will be provided but are subject to change)

• Authorized Government Representative (AGR)

• Plumbing Shop Supervisor

• Contracting Specialist (CS)

• Contacting Officer (CO)

f. Reports: All reports required will be digital in nature and must be submitted to the AGR within 7 days of completion of services. At minimum, reports will have equipment that services were performed on, date and time, services performed, and any deficiencies.

g. Warranty: Contractor shall provide a one (1) year warranty on all equipment/services, completed by the contractor, for all performance periods. Warranty letter due at the completion of the project.

h. Conformance Standards: Services shall be performed, and equipment shall function in conformance with all VA safety standards, manufacturer’s/industry standards, the latest published edition of NFPA-99, FDA, OSHA, JC, and other applicable national standards.

i. Smoking Policy: Smoking is not permitted within or around the VA except in designated areas.

j. Invoicing and Payment: Contractor is authorized prompt payment in accordance with applicable regulation following the successful performance of work, execution of services, and completion of required deliverables. Contractor invoices shall be submitted IAW VAAR Clause 852.232-72 Electronic Submission of Payment Requests. Invoices submitted for payment must be detailed to the extent necessary to reflect the work done and the services performed during the time periods when completed so an accurate assessment can be made by the facility for certification of these invoices for payment.

Advance payments are not authorized, and Contractor is not authorized payment for future work not performed and/or for work that has not been successfully completed.

k. Final Invoicing Instructions: It is your firm’s responsibility to submit a completed and signed Final Invoice Memo (see attached template) in accordance with the terms and conditions of this contract.

The Final Invoice Memo must be signed and attached to your firm’s submission of the final invoice for final payment or within seven (7) calendar days after the period of performance or contract expiration. If the CO or designated representative does not receive a signed copy of the Final Invoice Memo with your firm’s final invoice for final payment and/or if the Government does not hear from your firm via e-mail after seven

(7) calendar days, after the period of performance or contract expiration, the Government will accept that there is adequate evidence that all supplies and services have been delivered and accepted, all invoices have been paid, and that there are no outstanding invoices or issues concerning this contract; thus, the Government will continue with a unilateral de-obligation of any remaining funds and issue the signed modification to all parties. Further, failure to submit a signed Final Invoice Memo could result in a negative CPARS entry as a lack of business-like concern for the interest of the customer—which in this case is the VAMC. Notwithstanding the claim period stated in FAR 52.233-1, Disputes, and pursuant to FAR 33.206, Initiation of a Claim, the Contractor agrees to submit any claim related to this contract within 12 months after accrual.

l. Authorized Government Representative (AGR): The AGR will be responsible for technical monitoring of the Contractor's performance and deliveries. The AGR and the Contractor's representative shall work together to ensure that all contractual requirements are being met. The AGR will interpret specifications or technical portions of the work. The AGR for this contract is:

Willard Rushing

(601) 364-1512 willard.rushing@va.gov

(End of Updated Statement of Work)

(End of Attachment B) mailto:willard.rushing@va.gov