Performance Work Statement Medical Gas System Inspection and Services 10-27-25.pdf

B.1 DESCRIPTION OF AGREEMENT

Under this agreement, the IDIQ holder Contractor shall provide all resources necessary to annually inspect, test, and certify Medical Gas Systems to include piped Oxygen, Nitrous Oxide, Nitrogen, Medical Air, Dental Air, Medical Vacuum, Dental Vacuum, and Evacuation/Waste Anesthetic Gas Disposal (WAGD) Systems to all facilities under the Western States Network Consortium purview (Attachment 1). Contractor shall provide reports, remediation/repairs as a result of findings, service calls to maintain optimum medical gas systems, and system shutdowns/standbys for convenience of the government.

All VHA facilities within the Western States Network Consortium are authorized to order any options listed on the Price/Cost Schedule (Attachment A) at the listed price. No options may be ordered off this IDIQ unless they are listed on the Price/Cost Schedule. Additional, related items may be added without further competition to the Price/Cost Schedule with the award of a Modification by the administering Contracting Officer (CO). The administering CO is the only VHA employee authorized to Modify this

IDIQ.

B.2 OBLIGATION OF FUNDS

This IDIQ does not obligate any funds. The Government is only obligated to the extent of authorized Task Orders issued under this IDIQ.

B.3 PRICE/COST SCHEDULE

The Contractor shall provide pricing for each orderable item on the Price/Cost Schedule spreadsheet

B.4 TERM OF IDIQ

This IDIQ is effective from the date of award for a period of 5 years. An annual review will be conducted by the CO, to determine if it is in the best interest of the Government to continue with performance of this

IDIQ.

B.5 AUTHORIZED USERS

All properly warranted COs in the (WSNC) are authorized to place orders under this IDIQ.

With delegation by the administering CO, Ordering Officers (OOs) may be authorized to place orders under this IDIQ. The Contractor shall not accept or perform any purported order that does not contain a Delivery Order number from a CO or designated OO.

B.6 ORDERING

Delivery Orders will be placed against this IDIQ using Outlook Email Messages, Electronic Data Interchange (EDI), FAX Internet portal, paper or oral communications.

B.7 PURCHASE LIMITATIONS

Individual Task Orders (TO) may not exceed $450,000 (TBD) each. The Price Ceiling is TBD $12,250,000 (TBD) over the life of the IDIQ.

B.8 REPORTING

An annual contract utilization report by VHA Facility per Task Order number, CLIN, hours rendered, and final costs shall be sent to the WSNC Acquisition and Utilization Specialist (AUS) and the administering CO that shows usage per facility and pricing generated during the reporting period. The report will be due 45 days after the closure of each government fiscal year.

B.9 PERFORMANCE WORK STATEMENT

Contractor shall provide all resources necessary to annually inspect, test, and certify Medical Gas Systems to include piped Oxygen, Nitrous Oxide, Nitrogen, Medical Air, Dental Air, Medical Vacuum, Dental Vacuum, and Evacuation/Waste Anesthetic Gas Disposal (WAGD) Systems to all facilities under the Western States Network Consortium purview (Attachment 1). Contractor shall provide remediation/repairs as a result of findings, service calls to maintain optimum medical gas systems, and emergency service calls.

B.10 CONTRACTOR FURNISHED ITEMS AND SERVICES

The Contractor shall provide all equipment, supplies, management, supervision, personnel, and transportation necessary to assure that all services rendered are in accordance with this contract and all applicable federal and state laws and regulations. The contractor shall ensure all work meets performance standards specified in this Performance Work Statement (PWS) and referenced documents to include all notes, explanatory material, and appendixes.

B.11 CONTRACTOR QUALIFICATIONS

The Contractor shall perform all work in accordance with NFPA 99 Health Care Facilities Code and ASSE 6000 standards with particular care to separation of duties between installers, inspectors, and verifiers. The Contractor shall be responsible for coordinating between the above stated installers, inspectors, and verifiers for all work.

The Contractor shall be licensed, bonded, and insured in the state of performance for Medical/Dental, Vacuum, and Waste Anesthetic Gas Disposal (WAGD) systems inspections, testing, and maintenance.

The Contractor shall possess all required American Society of Sanitary Engineering (ASSE) 6000 series qualifications and certifications.

Contractor shall provide the correct certification for the work being performed per NFPA 99 guidelines 30 days prior to onsite inspections, testing, and work being performed.

B.12 SAFETY REQUIREMENTS/PROTOCOLS

1. Contractor and their staff or sub-contractors who will perform work at any VA Facility under this contract must take OSHA 10-hour construction safety training course and adhere to OSHA 10 CFR 1910.

2. All personnel employed by the Contractor in the performance of this contract, or any representative of the Contractor entering onto any VA Facility shall comply with the applicable Federal, State, and VA safety and fire regulations and codes.

3. Contractor shall perform work in strict accordance with existing relevant, accredited standards and codes to minimize the possibility of injury to personnel, or damage to Government equipment. Every effort shall be made to safeguard human life and property.

4. Contractor shall comply with all applicable Federal, State, and local requirements regarding workers’ health and safety. The requirements include, but are not limited to, those found in Federal and State Occupational Safety and Health Act (OSHA) statutes and regulations, such as applicable provisions of Title 29, Code of Federal Regulations (CFR), Parts 1910 and 1926, NFPA 70E, NEC, NFPA 99, Article 130.7 29 CFR 1910.132(d)(1)(iii), 29CFR1910.137

5. Contractor shall provide all necessary tools, and Personal Protective Equipment (PPE) to perform the work safely, effectively, and timely.

6. No shorts or tank tops shall be permitted.

7. Contractor shall comply with Environment Protection Agency standards. No dumping of water or chemicals in the storm drains. Contaminates shall be removed from VA Facility property and shall be disposed of per all Federal, State, and Local EPA regulation and standards at no additional cost to the government.

8. Any penalties incurred due to unlawful disposal of hazardous material or EPA, State, or Local regulation and standards shall be the responsibility of the Contractor.

B.13 GENERAL WORK REQUIREMENTS

1. Contractor shall submit a tentative schedule a minimum of 30 days in advance. Date(s) can change due to the operations and condition of the hospital. COR will confirm any changes to the schedule.

2. Contractor shall be available by phone, fax, or email for consultation during normal business hours at no additional cost to the government.

3. Contractor personnel shall notify the COR of all failed device testing at the time of discovery which requires isolation due to an increased risk to patient, staff, or facilities. All deficiencies shall also be in final report submission.

4. Contractor shall notify the COR 30 days prior to the onsite physical inspection if there is a need to enter a designated confined or restricted space so that appropriate permissions can be obtained in a timely manner by the COR.

5. If work will be conducted in areas identified as containing asbestos materials. Contractor shall comply with the public laws and statues including all changes and amendments of Federal, State, and local environmental statutes and regulations governing Asbestos containing materials-ACM, to include:

• 29 CFR 1926.1101 Asbestos Regulations for the Construction Industry.

• 29 CFR 1910.134 Respiratory Protection Standard.

• EPA, Asbestos Hazard Emergency Response Act (AHERA) protocols.

• Guidance for Controlling Asbestos-Containing Materials in Buildings, EPA 560/5-85-024.

6. Contractors shall be licensed, qualified, and certified to meet all EPA regulations under National Emission Standards for Hazardous Air pollutants-NESHAPS and all applicable federal, state, and local regulations.

7. Contractor shall keep their tools and materials under their control at all times.

8. Contractor shall notify COR at any time the contractor is on VA grounds.

B.14 SPECIFIC WORK REQUIREMENTS

CLIN 1:

A. Conduct all required medical/dental gas, vacuum, and WAGD systems inspections and testing IN

FULL ACCORDANCE with the most current National Fire Protection Association (NFPA) 99 regulations, Joint Commission and Department of Veteran Affairs requirements to include;

1. NFPA 99, Chapter 5: Gas and Vacuum Systems

2. NFPA 99 5.1.14 Operation and Management of Gas and Vacuum Systems

3. NFPA 5.1.12 Performance Criteria and Testing

4. NFPA 5.1.12.4 System Verification

5. NFPA 5.1.14.1.3 Qualifications

6. Joint Commission Management of the Environment of Care (EC) (most current standard)

7. VHA Directive 7515, Medical Gas and Vacuum Systems

**Note: Moving and putting back standard ceiling tiles for checking brazing, labeling, hanging etc. will not be considered an unforeseen circumstance.

B. Contractor shall provide an electronic format report and a paper copy of the Medical Gas System within 20 business days of inspection. Results shall define the scope of the work performed and shall include details of actions and methods used to perform inspection and any repair recommendations.

During data collection, Contractor shall report discrepancies in existing system as they are found to the Contracting Officer Representative (COR).

C. These inspections can be requested on an annual basis, semiannual basis, or quarterly basis.

D. The expectation is 100% inspection of all medical gas systems unless directed otherwise by the Contracting Officer Representative (COR).

E. Minor parts included for repairs during inspections shall be filters, belts, and oil.

CLIN 2:

Repair Findings.

Provide up to an additional 200 hours of labor and repairs to keep medical facility medical gas systems operating in optimum condition during the contract. These hours of labor are for repair services only and not to be construed as the labor to conduct the required NFPA inspections/testing. It can however be used for additional testing of the system on all faulty, or damaged devices/equipment identified during inspections and emergency malfunctions after repairs have been completed. The 200 hours is the normal business hourly rate and holiday/emergency/after-hours rates will be adjusted and calculated from the normal working hours total dollar value. Labor will be pro-rated based on normal working hours to emergency and holiday response hours and invoiced immediately after additional work is completed. Part and shipping will be invoiced separately. Parts will be invoiced in accordance with the stated mark-up percentage. If repairs cannot be made at time of inspection, Contractor will be required to order and provide invoice of order and action plan to include tentative date of repair within five business days of findings. Repairs under this category shall take no more than 6 weeks to complete. The Contractor will be required to provide documentary evidence in the event of any manufacture or shipping delays that would delay repair timelines.

CLIN 3:

Routine Service Calls/Repairs (Outside of Inspection Results).

Provide minor repairs and services as needed. When the medical gas system requires repair or malfunctions occur, the contractor shall provide free quote for parts and repairs. This includes the cost of travel, labor, parts, and shipping. Parts and shipping will be invoiced separately. Parts will be invoiced in accordance with the stated mark-up percentage. Response time must be within 1 business day of receiving request/call. Contractor will be required to order and provide action plan to include tentative date of repair(s) within five business days of findings. Repairs under this category shall take no more than 6 weeks to complete. The Contractor will be required to provide documentary evidence in the event of any manufacture or shipping delays that would delay repair timelines.

CLIN 4:

System Shutdown/standby.

The government may direct the contractor to shut down the system at its convenience to allow other Government or contract work to be performed in that area. A minimum lead time of 7 business days will be given to the contractor to prepare for the shutdown and be onsite. The contractor shall be responsible for shutting the system down, standing the system back up, testing, and providing a report confirming that the system is ready for service. Presence on-site during the shutdown period is not mandatory unless directed by the Contracting Officer’s Representative (COR). The Contractor will be compensated for the actual time it takes to shut down the system and the actual time it takes to turn-on the system, perform testing, and provide a system start-up and certification. Standby requires the Contractor to be at the job site during specified periods, as directed by the COR. Standby may be required when the system is shutdown or when other work (i.e., construction, electrical outages etc.) may adversely affect the system.

The Contractor will be compensated for the entire standby period.

B.15 DOCUMENTATION REQUIREMENTS

1. The Contractor shall provide a fully typed paper copy report and a searchable adobe acrobat version to the COR within twenty (20) calendar days of completion of inspection and testing.

2. The report shall have a title page with date, project name and address, inspector name, inspector license number, email, telephone and address, Facility COR name, email address, telephone number, contract holder name if different than the inspector, contract number and PO number.

3. Within the report, the Contractor shall separate out reports per system(s), that includes inventory of all components inspected, with model and serial numbers, organized by zones.

4. Each report shall include a summary sheet of findings & deficiencies along with a recommendation for remediation or repair to bring device(s) into compliance with applicable code requirements.

6. Copies of professional certifications are required with report.

7. A signed compliance statement from the certification holder and Contractor.

8. Code Required Specifications MUST BE noted along with the actual test results.

B.16 PERFORMANCE MONITORING:

The facility COR shall monitor Contractor work based on the following criteria but not limited to:

1. Knowledge of Medical Gas System inspection procedures, and all regulatory requirements and compliance of.

2. Schedules inspections with COR/VA Representative at least 30 days in advance.

3. Provides timely delivery of services, meets response times as defined in CLINS.

4. Informs COR/VA Representative of all failed device testing at time of discovery.

5. Provides report of all findings within 20 business days.

6. Follows NFPA, VA, Joint Commission for all Medical Gas System work.

7. Follows OSHA safety protocols in work performance.

8. Provides required certification(s) to perform work in Medical Gas Systems prior to beginning inspection(s).

9. Does not cause any medical gas outages while conducting inspection(s).

10. Informs COR/VA Representative when on VA grounds.

11. Informs COR/VA Representative at least 30 days in advance when access to confined spaces is required.

12. Utilizes appropriate PPE and has appropriate tools at time of work.

13. Conduct is professional and courteous at all times.

14. Quality of services and repairs.

15. Performs cost control.

16. Business or Management Relations.

B.17 HOURS/DAYS OF PERFORMANCE

Unless otherwise specified and/or directed by the Contracting Officer (CO) or the Contracting Officer’s Representative (COR), all contract work shall be performed during the hours of 8:00 a.m. to 4:30 p.m.

Monday through Friday, except federal holidays. Contractor may have to work outside normal business hours without additional charge to the government due to clinical requirements in some areas such as surgery, recovery, GI Clinic, and the Emergency Department.

B.18 FEDERAL HOLIDAYS

The 11 holidays set by law (5 U.S.C. 6103) that are observed by the VA, i.e., New Year’s Day, Birthday of Martin Luther King, Jr., Washington’s Birthday, Memorial Day, Juneteenth National Independence Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day and any other day declared by Executive order to be a federal holiday.

B.19 SECURITY REQUIREMENTS

1. The C&A requirements do not apply, and a Security Accreditation Package is not required.