36C25924Q0705_1.docx

To whom it may concern, This is a SOURCES SOUGHT NOTICE for market research purposes only to determine the availability of potential businesses with capabilities to provide the service described in the STATEMENT OF WORK (SOW). Potential offerors are invited to provide information via e-mail to heather.clemons@va.gov. All responses will be used to determine the appropriate acquisition strategy for a potential future acquisition according to SOW.

Potential contractors shall provide, at a minimum, the following information to heather.clemons@va.gov:

1) Name, address, point of contact name, phone number, and e-mail address.

2) Brief capability statement with enough information to determine if the company can meet the requirement. The Capabilities Statement for this sources sought is not expected to be a Request for Quote nor does it restrict the Government to an ultimate acquisition approach, but rather provide a short statement regarding the company's ability to provide the services as detailed in the Statement of Work. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement.

3) Statement attesting inspection and repair technicians are properly certified in accordance with the Statement of Work.

The capabilities will be evaluated solely for the purpose of determining to solicit this requirement. The Government must ensure there is an adequate competition among the potential pool of available contractors using VIP website.

This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government nor will the Government pay for information solicited. This synopsis is not a solicitation announcement for Request for Quote. No formal solicitation document exists at this time, and no contract will be awarded from this announcement. Respondents will not be notified of the results of the evaluation. Due to the urgency of this requirement, interested contractors should notify this office via email by 5:00 PM (MST) on August 16, 2024.

Thank you for your time.

STATEMENT OF WORK: Services George E. Wahlen VA Medical Center 500 Foothill Dr Salt Lake City, UT 84148

PROJECT TITLE:

Medical gas and vacuum (MGV) systems inspection, testing, maintenance, preventative maintenance end repair services for building 1,2,3 and 14 of the medical center at George E. Wahlen Department of Veterans Affairs Medical Center, Salt Lake City, UT

BRIEF DESCRIPTION OF SUPPLIES OR SERVICES

1. This Fixed Firm priced contract is intended to create a multi-year contracting mechanism to provide the following services on medical gas and medical vacuum piping systems and source equipment. Maintenance services to include, but not limited to inspection, testing, maintenance, repair, replacement and/or modification, preventative maintenance and verification of medical gas and vacuum (MG&V) source system components. This task will be performed in Buildings 1, 14, & 3 on the George E. Wahlen Department of Veterans Affairs Medical Center campus in Salt Lake City, Utah. Medical Gas & Surgical Vacuum systems include all Medical Gas and Medical Vacuum Source Systems, Lab Air & Lab Vacuum Source Systems and source system components in Building 1, 14, & 3. Medical gas shall apply to all piped gas systems with a source equipment located in the respective buildings for oxygen, nitrous oxide, medical air, carbon dioxide, nitrogen, and instrument air. Vacuum systems shall apply to all piped systems for medical vacuum, laboratory vacuum, and waste anesthetic gas disposal (WAGD). All building medical gas & vacuum source equipment inventory listed on Attachment 1.

2. This contract shall comply with current industry standards (latest edition of NFPA 99, FGI ) and applicable building/facility safety codes for inspection, testing, maintenance and repair of all medical gas and vacuum (MG&V) systems to ensure uninterrupted supply of medical gas and vacuum (MG&V) to support medical gas and equipment for patient care use. The contract is intended to establish a cost-effective MG&V management program to ensure timely, optimum operation, and uninterrupted operational services, lengthen the life expectancy of equipment, and support the George E. Wahlen Department of Veterans Affairs Medical Center Patient Safety mission. The selected contractor(s) shall have subject matter expertise and provide all resources necessary to perform the specific requirements as defined in the Task Orders.

3. Selected contractor shall adhere to practices which will ensure the highest industry standards of performance, safety, and most energy efficient operation of the equipment and systems, and as necessary to prevent equipment/system failure and extend useful life.

4. The contractor shall furnish all personnel, facilities, equipment, materials, supplies, and services and otherwise do all things necessary for, or incident to, performance of these requirements in accordance with the statement of work (SOW).

GENERAL REQUIRMENTS

1. The selected contractor(s) shall have subject matter expertise for the MG&V Systems (e.g. mfg. Specifications/mfg. PM recommendations) which support the George E. Wahlen Department of Veterans Affairs Medical Center Complex (Bldgs. 1, 14, 3 & 2) on campus, current training/certification, and capable of obtaining all resources necessary to perform the specific requirements as defined in the Task Orders.

2. The contractor shall ensure that all personnel are qualified, trained, and experienced in the types of medical gas and vacuum system requirements, and processes as described herein. Examples include:

3. Medical gas technicians who repair, maintain, replace or upgrade the integrity of the medical gas system shall be a certified to the most current edition of the NFPA99 & ASSE 6040, Professional Qualification Standard for medical Gas Maintenance Personnel and technically competent on the specific equipment as installed at George E. Wahlen Department of Veterans Affairs Medical Center Salt Lake City.

4. Technicians/personnel who perform welding/brazing work shall have Welding and Brazing Qualifications of the ASME Boiler and Pressure Vessel Code or AWS B2.2, Standard for Brazing Procedure and Performance Qualification, as well as obtain the required ASSE 6010 Medical Gas Installer Qualification, both as modified by NFPA 99 sections code requirements.

5. Following any breach of the medical gas system and its repair, the responsible Contractor shall perform all required medical gas inspections and verifications on new construction work with a current ASSE 6030, Professional Qualifications Standard for Medical Gas Systems Verifiers to verify & test the system, accordingly to NFPA 99. This includes rough inspections “prior to concealment” as required per NFPA99 section 5.1.12.3.1.1 (2021 edition).

6. Contracting company performing scheduled &/or emergency service on the Medical Gas & Vacuum Systems at the George E. Wahlen Department of Veterans Affairs Medical Center Salt Lake City shall be located within a 50-mile radius and have an emergency response time of one (1) hour in the event of an emergency support is needed.

7. Contracting company shall provide documented medical gas equipment training applicable to the MG&V equipment onsite at the George E. Wahlen Department of Veterans Affairs Medical Center SLC. This training shall consist of 7 scheduled training courses accompanied by a pass or fail testing program and shall be completed by a qualified medical gas professional competent in the medical gas field. One of the specified seven training programs shall meet the requirements of NFPA 99 section 5.1.14.1.3.2 (1) Facility Authority educational program, to facilitate training of the VA facility authority and make them familiar with the medical gas systems in all buildings (Buildings 1, 14, & 3) that contain medical gas systems at the George E. Wahlen Department of Veterans Affairs Medical Center campus. The remaining 6 training programs will be for staff members that will routinely be working on facility medical gas equipment located at George E. Wahlen Department of Veterans Affairs Medical Center SLC during this contract and shall meet the requirements of NFPA 99 section 5.1.14.4.2.5 – Maintenance of medical gas & vacuum systems.

8. Any request for substitution or replacement of key personnel or changes in duties from those cited in the contractor’s original proposal shall be submitted in writing to the Project Officer for approval.

9. Contractor shall furnish an adequate number of properly trained personnel as well as competent supervision as necessary to provide the proper service level at all times. All services rendered by contractor, its employees and agents pursuant to this Agreement shall be undertaken and completed in an expeditious, good, and workmanlike manner.

PROJECT MANAGMENT

1. Contractor shall assign a project manager, capable of representing the contractor in all matters related to successful completion of all task orders satisfactory to the P.O.

2. The Account Representative:

3. Shall be the single point of contact.

4. Subject to approval of George E. Wahlen Department of Veterans Affairs Medical Center Salt Lake City project officer

5. Must have a minimum of five years proven experience in inspection/testing, maintenance and repair of medical gas and vacuum (MG&V) systems in hospitals and medical facilities similar in size and scope.

6. Shall be permanently assigned to this work, for the duration of the contract & reside within one (1) hour of George E. Wahlen Department of Veterans Affairs Medical Center in Salt Lake City, UT.

7. Shall represent the contractor, and all directions given to the project manager shall be as if given to the contractor.

8. Shall meet the qualifications of & obtain a current ASSE 6030 medical gas verifier certification & be readily available to provide information and assistance as the need may arise.

9. The contractor may not replace the project manager without prior written notification to the COR and CO.

CONTRACT SPECIFICS

This is a Fixed Firm Priced contract for service and maintenance for the medical gas systems included in Attachment 1, for one-year base period and four one-year option periods.

PROJECT SCOPE

1. Initial Conditions Assessment.

2. The Contractor shall conduct an initial assessment/evaluation of all Medical Gas and Vacuum Source Systems (i.e. Gas Manifolds, Medical Air Compressor Systems, Medical Surgical & Laboratory Vacuum Systems) for existing conditions and to develop a preventive maintenance plan.

3. Provide written assessment of conditions with recommendations for improvement or system replacement.. The contractor shall provide preventive and corrective maintenance services for medical gas and vacuum (MG&V) source systems for specified systems in identified locations listed in buildings 1, 14, 3 & 2 of the George E. Wahlen Department of Veterans Affairs Medical Center Salt Lake City campus including, but not limited to:

· Develop a comprehensive Preventive Maintenance Program (PMP) for specified medical gas and vacuum systems based on the maintenance recommendations found in the NFPA 99 Annex or ASSE Series 6000 Annex D.

· Preventive maintenance program shall minimize equipment repairs and maintenance costs as well as ensure uninterrupted facility operations through improved preventive maintenance (PM) and predictive maintenance (Pd.M.) measures.

· Program (PMP and Pd.M.) technical approach details shall be submitted in response to this base contract agreement and will be reviewed and approved at the start of the contract.

· The contractor shall inform the COR of any unforeseen items that may need to be addressed under the contract and shall supply quotes to have added to the contract and inventory list after cast changes are completed.

· The contractor will maintain a log of all medical gas equipment inventoried and maintained for the government and shall be left at the SLCVA medical center in hard copy and digital to be left with the intent of government ownership.

· Inspect, test and maintain/service all MG&V source systems identified in Medical Gas and Vacuum Source Equipment list (Attachment 1) IAW the manufacturer’s recommendations, prevailing industry standards, VAMC-SLC requirements, and local, state, national, and international (where applicable) codes.

· Inspection, testing, and all maintenance procedures will be clearly defined by the Contractor and approved at the start of the contract.

· Conduct and document annual inspection of systems/equipment to ensure compliance with industry standard requirements (e.g. ASSE). The contractor shall deliver all reports and required documents to the Facility Authority (as per NFPA 99 section 5.1.14) at the VA medical center. All documentation shall contain and reflect the associated “permit to work” information as per NFPA 99 section 5.1.14.2 for document compliance.

· Inspect and service the source equipment distributing gas to the medical gas pipeline for the following gases: medical surgical vacuum, medical air, waste anesthetic gas disposal (WAGD), laboratory vacuum, laboratory air, nitrous oxide, carbon dioxide, instrument air and nitrogen as per equipment manufacturers recommendations and as per ASSE Series 6000.

· Description of equipment under service contract will be from the inlet piping of the compressors, to the source valve of the distribution piping. From the exhaust piping connection on all vacuum systems to the source valve of the distribution piping. From the connection of the bottles on all manifolds to the source valve of the distribution piping.

· Conduct an independent Medical Gas Source System overall performance evaluation every 12 months.

SYSTEM OVERSITE AND RESPONSE.

1. Provide afterhours immediate contact/notification support to assess any medical gas emergencies within one (1) hours and be able to respond / troubleshoot and address or attempt to repair any failed items/systems within 48 hours.

2. For estimating purposes provide costs to respond after-hours and assess current condition of medical gas system condition 12 times per calendar year (up to 2 hours of afterhours immediate support per call).

3. Repair and Replacement Services. The contractor shall provide repair services for medical gas and vacuum (MG&V) source systems for specified systems in identified locations within the George E. Wahlen Department of Veterans Affairs Medical Center Salt Lake City Campus including, but not limited to

· Equipment preventive maintenance repairs.

· Complete repairs on source equipment identified through predictive maintenance evaluations (e.g. replacing or upgrading a system component prior to failure).

· Complete/conduct comprehensive system repairs, while minimizing down time to system or facility.

· Work close with Facility Authority (as per NFPA99) to schedule any maintenance/ repairs that may require temporary system redundancy interruption.

· Emergency Maintenance/Repair. Be able to provide support within one (1) hour of notification to assess an emergency and be able to respond/troubleshoot and address or attempt to repair any failed items/systems on-site within 4 hours.

· System(s) Replacement and Installation.

· In the event of system(s) failure and need for system(s) or MG&V related parts/piping replacement, contractor shall have access to industry experts and designers to not only be able to plan the replacement, but also provide a temporary system or alternative measures to ensure minimal- interruption of service.

· If replacement is determined to be the best approach, quote replacement.

· Follow on task will be issued to contractor detailing the project requirements of system replacement. However, contractor must be capable of providing the following services as part of system replacement/installation.

· Contractor must submit a detailed plan demonstrating the execution of this work as part of their technical proposal.

· All new equipment/systems must be prepared and installed in accordance with NFPA, ASSE, & CGMA industry codes & standards for MG&V systems. All system verification testing, commissioning, and documentation to be performed as required per current code, federal authority having jurisdiction, & The Joint Commission requirements.

· Medical Gas and Vacuum System outages must be minimized to the maximum extent possible to support buildings 1, & 14 - Critical Patient Care Areas which provide 24 hours a day, 7 days a week patient care.

· The government’s preference is to have all work in place so that ONE extended outage (less than 24-hours) can occur to connect new or temporary systems.

· Contractor must demonstrate they can assist in connecting all systems within the same outage period.

· Installation of all new medical gas equipment & piping must be performed by ASSE Certified 6010 medical gas installer and verified by an ASSE certified 6030 Verifier as per NFPA 99 code requirements. Current certification credentials required to be listed on all documentation.

· As-Built Drawings. The contractor shall provide changes to as-built drawings to the P.O. for any work performed by contractor or subcontractor personnel which causes changes including, but not be limited to, plant layout, piping or equipment design or detection of an error within 15 days of the change. Changes shall consist of marked-up (red-lined) copies of affected drawings.

· Perform/complete corrective maintenance associated with repairing MG&V system(s) per manufacture recommendations and industry standards; or as directed in a specific task.

TASK MANAGEMENT / DOCUMINTATION / REPORTING.

1. Contractor shall track and document all inspection, testing, maintenance, repairs/tasks/activities and visits under this contract so staff can upload all documentation to the Computerized Maintenance Management System (CMMS) as well as the permit to work system.

2. All tasks or periodic monitoring points will be entered into the system as maintenance is assigned to systems/equipment, building/location.

3. All preventive inspection, testing, and maintenance inspections and routines are conducted & documented electronically through a computer.

4. Contractor shall indicate & record any discrepancies found upon performing all inspections, testing, & maintenance checklists. All failed inspection points and out of range parameters, to include recommended repair actions.

5. Contractor shall provide all annual/routine inspection reports to the Facility Authority staff member so they can enter everything into the CMMS system within five (5) business days of completing the inspection.

6. Sample deliverables: As part of the bid package, upon request from the Facility Authority, contractor shall provide samples of inspection and testing checklist/ documents for the Medical gas and vacuum systems listed in attachment 1.

7. It is the expectation that the contractor will provide documentation that as a minimum meets industry standard (e.g. NFPA 99 and ASSE).

8. It is the contractor’s responsibility to upload these reports as documents associated with the respective pieces of equipment or in the electronic ‘Binder’ within the CMMS system if requested by the Facility Authority.

MEDICAL GAS SYSTEM SHUTDOWN.

1. In the event of a planned medical gas system shutdown, the contractor shall ensure to perform the following:

2. Prepare and submit a written shutdown plan which includes, but not limited to the following: (a) identifying the gas systems to be shutdown, (b) describing/specifying the installation and verification testing procedures and techniques to be performed (c) identifying prefabrication opportunities (d) identifying valve(s) (in collaboration with the facility authority) that will need to be shutdown (e) identifying and verifying the areas to be affected by the shutdown (f) define the duration of the shutdown (e.g. allow for piping work, installer testing, gas activation, and notification to all departments that system is acceptable for patient use)

3. Acquire/schedule all necessary materials, equipment, labor and outside services required for the shutdown. As well as provide documentation/memorandum that the equipment and material used are per current NFPA 99 code requirements.

4. Coordinate and schedule all work with Facility Authority/PO/CO/FM. Contractor must meet and coordinate with Facility Authority prior to any work scheduled for review.

5. Notify the PO and Facility Authority when ready to commence work and when work is completed.

6. Conduct and provide verification test result report per NFPA 99 code and ASSE requirements to PO and Facility Authority.

7. The government’s preference is to have all work in place so that ONE extended outage (less than 24-hours) can occur to connect the systems.

GENERAL REQUIREMENTS

1. The contractor shall follow all facility requirements, e.g. facility entry standard operating procedures. Work may be after-hours.

2. The services described or specified shall not be deemed to be all encompassing having the effect of excluding services not specifically mentioned but necessary to execute the contract.

3. Problem Solving - Inherent with the performance of the Contractor services is the cooperation, advice and actions necessary to identify, resolve, and implement expeditious solutions to problems arising during the execution of the project.

4. Contractor shall complete all required facility specific training required by the End User in advance of performing any work.

5. Contractor shall provide proof of qualifications of technician/verifier to conduct testing, inspection, and installation/replacement or perform any other related work on Medical Gas and Vacuum systems for systems specified.

6. All required shutdowns and lock out, tag outs shall be coordinated with Facility Manager or Facility Authority. Work shall be coordinated and scheduled with CO/PO/FM. Contractor must meet and coordinate with FM prior to any work scheduled for review.

7. Contractor shall perform all work in a safe manner, using proper PPE and following proper procedures related to SDS as appropriate.

8. Contractor shall be responsible for housekeeping during the performance of all work and from services they perform, which includes, but is not limited to removal of all debris, proper disposal of debris, and cleaning of the area/equipment/systems, as appropriate.

9. All materials and equipment incorporated into the work shall be new and for the purpose intended, unless otherwise specified, and all workmanship shall be of good quality and performed in a skilled manner as determined by the Facility Authority/CO.

10. Unless specified otherwise in the Task Order, all documents prepared under this contract shall comply with the latest edition of the applicable design policies, guidelines, codes and standards as well as National & International codes, standards & regulations.

11. All services rendered by contractor, its employees and agents pursuant to this Agreement shall be undertaken and completed in an expeditious, good, and workmanlike manner.

12. Piping replacement materials must be in accordance with NFPA99 & meet all system manufacturers requirements. Contractor shall provide all necessary supplies and equipment to complete any repairs.

13. All shutdowns require a minimum of 15 days for approval. Work shall be coordinated and scheduled with the Project Officer (P.O.), Facility Manager, Facility Authority and coordinate with VA Medical Center -SLC Leadership and end users. Contractor must meet and coordinate with Facility Authority prior to any work scheduled for review.

14. All materials and equipment incorporated into the work shall be new and for the purpose intended, unless otherwise specified, and all workmanship shall be of good quality and performed in a skillful manner as determined by the Contracting Officer.

15. When system replacement is recommended, the contractor is responsible for hiring and managing a 3rd party verifier agent to confirm proper installation of the system. This cost shall be included in proposals submitted in response to specific tasks. Contractor shall complete all commissioning requirements for all equipment in accordance with manufacturer/industry standards and comply with current NFPA 99 code requirements.

16. Badging - ID Badge, is an identification credential issued to identify individuals who are in a short-term or intermittent position that requires physical access to the VAMC SLC campus and/or facilities. The contractor and subcontractor(s) shall always wear their VAMC SLC issued ID badge prominently while on campus.

17. Properly marked company vehicles and equipment required in the performance of the work shall be permitted to park within the project approved staging area(s). Personal vehicles are prohibited from parking within the staging areas.

18. Invoicing Instructions – Per procedures on Standard Form 1442 provided by the contracting officer.

SAFETY

1. VA SLC is committed to providing a safe environment for its employees, guests, and patients. Safety, as demonstrated during previous contracts, may be used in the performance evaluation of a Contractor’s ability to build, design, construct, develop, field or operate a system, building or facility. This effort has two aspects, design/ construction of buildings & facilities and design, development, production and fielding of systems.

2. Interim Life Safety Measures/Construction Risk Assessment / Infections Control Risk Assessment. Contractors performing work in the buildings 1, 2, 3, or 14 of the VA SLC Complex must comply with all requirements of the current VA SLC Facilities Development Manual (FDM), with special emphasis on Section 3-10 Interim Life Safety Measures (ILSM) Infections Control Risk Assessment (ICRA) and Construction Risk Assessment (CRA), and Section 3-16 CCC Construction and Above Ceiling Permit. This procedure applies to all construction and maintenance support projects located in the VA SLC Complex.

3. Contractors and all subcontractors that will be conducting work at VA SLC that receive a Task Order with the Office of Research Facilities as a result of this solicitation are required to enroll in the Contractor Safety Assessment Program (CSAP) within 10 calendar days from the receipt of award.

4. The Contractor shall provide an accident prevention plan for each work activity to be performed at the VA SLC.

Period of Performance The work shall proceed promptly upon execution of this contract and only after the issuance of the Notice to Proceed (NTP) by the Government for the activities indicated. The Period of Performance shall be for 12 months with option to renew at the Government's sole discretion.

· Base Year: 10/1/2024 – 9/30/2025

· OY1: 10/1/2025 – 9/30/2026

· OY2: 10/1/2026 – 9/30/2027

· OY3: 10/1/2027 – 9/30/2028

· OY4: 10/1/2028 – 09/30/2029

Statement of Work (SOW) -ATTACHMENT 1- George E. Wahlen Department of Veterans Affairs Medical Center campus Salt Lake City campus SOURCE EQUIPMENT INVENTORY LIST Building 14

Medical Air:

Patton's Medical Scroll Medical Air Compressors w/ Duplex Desiccant Dryer

Serial #62-75557

Lab Air:

Atlas Copco SF-15 scroll compressor system with Duplex Refrigerated Dryers

Serial #000612918

Medical Surgical Vacuum:

Becker Tri-plex Oil Lubricated Rotary Vane Vacuum System

Serial #F2402118

Lab Vacuum:

Becker Tri-plex Oil Lubricated Rotary Vane Vacuum System

Serial #E1910854

Nitrous Oxide:

Amico High Pressure Manifold 3X3

Serial #20120414-B-A

Nitrogen:

Amico High Pressure Manifold 5X5

Serial #20120412-D-A

Instrument Air:

Amico High Pressure Manifold 2X2

Serial #20120415-B-B

Carbon Dioxide:

Amico High Pressure Manifold 2X2

Serial #20120417-B-C

Building 1

Medical Air:

Atlas Copco SF-15 scroll compressor system

Serial #000685696

Medical Surgical Vacuum:

Becker Tri-plex Oil Lubricated Rotary Vane Vacuum System

Serial #F2402244

Lab Vacuum:

Becker Tri-plex Oil Lubricated Rotary Vane Vacuum System

Serial #E1910869

Nitrogen:

Amico High Pressure Manifold 2X2

Serial #20040723-D-A

Building 2

Lab Air:

Atlas Copco SF-15 scroll compressor system with Duplex Refrigerated Dryers

Serial #000612918

Lab Vacuum:

Becker duplex Oil Lubricated Rotary Vane Vacuum System

Serial #F2403697

All services will accompany documentation that is in compliance with TJC, NFPA99, ASSE, & customers Facility Authority

DISCLAIMER

This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.