36C26026Q0754.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

ATTN: V4CONT

1601 E. Fourth Plain Blvd Bldg.17, Suite B428 Vancouver WA 98661

POINT OF CONTACT*

Contracting Officer Nazanin Kreiner nazanin.kreiner@va.gov no phone inquiries

PLACE OF PERFORMANCE

Portland VA Medical Center

3710 SW US Veterans Hospital Rd

Portland OR

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

DESCRIPTION

THIS IS A SOURCES SOUGHT NOTICE ONLY.

This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The purpose of this Sources Sought Notice is to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement. The responses received from interested contractors will assist the Government in determining the appropriate acquisition method.

The intended contract is a firm-fixed price.

The Department of Veterans Affairs (VA), Network Contracting Office (NCO) 20, is conducting market research to identify potential sources which can provide a shielded x-ray cabinet as outlined below in support of the Veterans Health Administration, VA Portland Health Care System, 3710 SW U.S. Veterans Hospital Road, Portland, OR 97239-2964.

Potential candidates having the capabilities necessary to provide for this requirement at a fair and reasonable price are invited to respond to this Sources Sought Notice via e-mail to Nazanin Kreiner at Nazanin.kreiner@va.gov no later than June 26, 2026, 1PM, Mountain Time. No telephone inquiries will be accepted.

RESPONSES SHOULD INCLUDE THE FOLLOWING INFORMATION: Company name, address, SAM UEI, and business size; point of contact name, phone number, and e-mail address; whether services are presently offered on a current GSA Federal Supply Schedule contract, NASA SEWP, or any other Federal contract. Please also state whether the product is Made in America. NAICS Code 325120 with size standard of 1,200 employees, is applicable to determine business size standard. Please indicate whether proposed system is manufactured in the United States. Any questions or concerns may also be directed via email to Nazanin Kreiner at Nazanin.kreiner@va.gov. Telephone inquiries will not be accepted.

STATEMENT OF WORK

1. Contract Title: Research & Development Gas Delivery and Storage

2. Background

The Portland VA Health Care System Research Service requires medical grade specialty gasses to conduct a wide array of scientific experiments. The Research Service constantly has over 200 VA funded research grants which encompasses over 490 active protocols for the various research studies. When a VA grant is awarded, it names a Principal Investigator (PI) that is responsible to complete the AIM and Scope of the project. Each Study is unique, and, in most cases, the PI has completed previous studies and/or has more than one active study.

A hallmark of scientific discovery is consistency of reagents and supplies over many years so this itself does not become a variable. Consistent reagents, such as specialty gases – mixed gases provided during each experiment or something of that nature – allows for data integrity with results shared with other investigators and VA approved repositories. It is imperative that future experiments keep the same scientific continuity as previous experiments with 10-30 years of medical scientific value.

The Research laboratories are located within the Portland VA campus in buildings 100,101,103,104 and 6. These specialty gasses – which are case/study dependent – are required at all these locations.

Collection of scientific data is a continuum and future experiments are based upon previous results. In virtually all labs, the specialty gas comes in direct contact with living cells from many distinct tissue sources and maintaining viability of the cells is critically important. The baseline scientific data mentioned above was derived from many years and hundreds of research studies that included the use of gasses provided via contract.

Due to the specific need to maintain this scientific continuity, the determined delivery schedule is exclusive to the Portland VA Research Service.

3. Scope

The vendor must perform 100% of the contract. Any deviation from performance, the contractor is required to contact the research administration office immediately to ensure zero disruption of research efforts and plan a contingency in place with assigned COR. In the event of any emergencies, the contractor must deliver within 24 hours of initial report and plan future deliveries in the event of potential delays.

The types of gasses needed are listed in Table 1 below along with the inventoried list at the bottom of the SOW. The number and type of cylinders that the Contractor will be providing, and maintaining, varies based on need and projects funded (see Table 1 for the list of requirements).

Flexibility is required on the part of the Contractor to be able to handle specialty orders (custom gas mixes and sizes) as well as emergency orders (delivery within <24 hours of request, with applicable fees) regardless of inclement weather or holiday schedules. If contractor is unable to deliver, contractor will contact research administration within 24 hours.

The contractor will visit the Portland Campus, replace empty gas tanks with a full tank on a regular schedule, each week on Tuesday and Friday. Aside from dry ice, Dewars are the only fillable items as needed. Tanks and/or cylinders will be replaced accordingly depending on their levels. The contractor will also deliver dry ice to specific locations identified by Portland Research. Deliveries scheduled for a federal holiday will be rescheduled for the date preceding the original delivery date thus accommodating to the delivery schedule of twice weekly at minimum.

The contractor will notify Portland Research if they do not have the appropriate gas as specific below in the table and, provide a contingency timeframe of next availability of said gas. Large liquid nitrogen tanks will be filled as needed. Other tanks will be swapped as they are depleted.

Specifically, the contractor must not disrupt research laboratories with gaps of service, tank hook-ups, cylinder/tank placements as this would alter or cause critical detriment to the VA facility structure. This is due to the plumbing; any alteration of this could cause critical damage to specimens and/or loss of years of research work with sensitive materials being stored.

Gas consumption – to include O2 & all specialty gasses – are on an as needed basis with requests outside of delivery schedule. Deliveries must be made twice a week to ensure no interruption to study integrity. Company will provide O2 as requested.

Table 1 – Item List

4. Performance Monitoring

Contractor will be provided a list of locations to independently monitor and deliver to. Upon delivery dates, the Contractor’s accounting agent(s) will electronically load corresponding delivery slips with invoices in Tungsten/IPPS system.

Monthly invoices for each account will be electronically submitted per VA contracting guidance. Invoices will summarize the individual delivery slips for each delivery date during the month of service excluding hazardous, delivery, handling, or surcharges.

The Research and Development finance team will reconcile these delivery tickets against the monthly invoices for each account.

Annual tank inventories will be conducted with both VA Research Service assigned COR and Safety Officer. In the event there are location changes, research administration personnel will immediately report the changes to the contractor ensuring uninterrupted delivery schedules. The contractor will need to be available to receive additional orders aside from the regularly scheduled deliveries and billed appropriately.

5. Security Requirements

Vendor will require VA issued PIV Badges for the appropriate number of employees assigned to this account. Badges will be coded appropriately to provide access to the secure research areas on the Portland VA campus for buildings 100,101,103,104 and 6 as gasses are required at all these locations based on their final adjudications. Research service is considered a sensitive department in terms of credentialing & deliverables.

The contractor will obtain required general & biosafety trainings as well as conduct a VMU walk through before obtaining access to sensitive research areas.

Contractor and its agents will comply with all security requirements mandated by local and National sources to ensure its agents can perform work without supervision – this includes providing the research administration office a list of updated names and contact information for technicians requiring secure access. Prior to scheduled deliveries, the contractor will also notify research administration immediately if technician(s) do not have the proper [PIV] credentials to perform the scheduled delivery.

If PIV credentialing is unavailable to the contractor or technician, the research administration office is required to provide escort to the contracted technicians to research areas while the technicians continue to gain PIV credentialing.

PIV credential services must occur (at the least) 30 days prior to delivering within required areas.

6. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI) N/A

7. Other Pertinent Information or Special Considerations

a. Identification of Possible Follow-on Work Contractor shall respond to all emergent requests. Contractor will be prepared to handle specialty orders (custom gas mixes and sizes) as well as emergency orders and provide delivery within 24 hours of request, with applicable fees associated. This is currently in place with the current contract.

b. Inspection and Acceptance Criteria All items will be properly marked for the type of gas (or equipment) being supplied. This will be in accordance with all applicable local, State and Federal regulations and law.

8. Risk Control

In the event of a potential gas leak, Portland Research will cooperate with on-site facilities initially to establish a baseline before reaching out to the contractor for assistance.

9. National Holiday

National holidays observed by the Federal Government:

10. Place of Performance

Veterans Affairs Portland Health Care System – VA Research Labs (Bldgs. 100, 101, 103, 104, and 6)

11. Period of Performance

This request is for five year funding on a task order model. Task orders will to be funded annually or, incrementally each quarter for $50K exactly totaling $200K annually.

Base Year: 11.01.2026 – 10.31.2027

OY 1: 11.01.2027 – 10.31.2028

OY 2: 11.01.2028 – 10.31.2029

OY 3: 11.01.2029 – 10.31.2030

OY 4:11.01.2030 – 10.31.2031

12. Delivery Schedule

Deliverables of specialty gasses will occur on a weekly basis each Tuesday and Friday of the week unless a federal holiday is in place. See Scope for detail on holidays. Deliveries will be made to Portland VA Research Labs only on PVAMC Campus. Labs & Room numbers listed below.

13. Room Inventory List

Quality Assurance Surveillance Plan (QASP) The Vendor will be evaluated in accordance with the QASP.

The QASP provides a systematic method to evaluate performance for the stated CONTRACT.

This QASP explains the following:

This QASP does not detail how the vendor accomplishes the work. Rather, the QASP is created with the premise that the vendor is responsible for management and quality control actions to meet the terms of the CONTRACT. It is the Government’s responsibility to be objective, fair, and consistent in evaluating performance.

This QASP is a “living document” and the Government may review and revise it on a regular basis. However, the Government shall coordinate changes with the vendor through CONTRACT modification. Copies of the original QASP and revisions shall be provided to the vendor and Government officials implementing surveillance activities.

Government Roles and Responsibilities:

The following personnel shall oversee and coordinate surveillance activities.

Performance Standards:

The Vendor is responsible for performance of ALL terms and conditions of the CONTRACT. POCs will provide CONTRACT progress reports annually to the CO reflecting performance on this plan and all other aspects of the resultant CONTRACT. The performance standards outlined in this QASP shall be used to determine the level of vendor performance in the elements defined. Performance standards define desired services. The Government performs surveillance to determine the level of vendor performance to these standards.

Methods of QA Surveillance:

Various methods exist to monitor performance. The POC shall use the surveillance methods listed below in the administration of this QASP.

Performance Requirements:

The Performance Requirements are listed below. The Government shall use these standards to determine vendor performance and shall compare vendor performance to the standard and assign a rating. At the end of the performance period, these ratings will be used, in part, to establish the past performance of the vendor on the CONTRACT and for purposes of providing the CO with information for inclusion on CPARS:

Requirement

Method

Prior to delivery within 24 hours, the contractor will also notify research administration immediately if technician(s) do not have the proper [PIV] credentials to perform the scheduled delivery.

Confirmations of fulfillment – by vendor and receipt by customer/lab – will be provided to POC immediately.

POC will keep receipts filed appropriately for billing purposes.

Billing for orders outside of regular deliveries will be invoiced separately from regular deliveries by vendor and, paid timely by reviewing POC on weekly basis.

If vendor performance does not meet the Acceptable Quality level, the CO shall inform the Vendor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the CO shall document the discussion and place it in the contract file. When the POC and the CO determines formal written communication is required, the POC shall prepare a Contract Discrepancy Report (CDR), and present it to CO. The CO will in turn review and will present to the vendor's program manager for corrective action.

The Vendor shall acknowledge receipt of the CDR in writing. The CDR will specify if the Vendor is required to prepare a corrective action plan to document how the Vendor shall correct the unacceptable performance and avoid a recurrence.

The CDR will also state how long after receipt the Vendor has to present this corrective action plan to the CO. The Government shall review the Vendor's corrective action plan to determine acceptability. The CO is ultimately responsible for the final determination of the adequacy of the vendor’s performance and the acceptability of the vendor’s corrective action plan. Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO or for purposes of reporting vendor past performance on CPARS.

Disclaimer and Important Notes: This Sources Sought Notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. The Government will treat any information received as proprietary and will not share such information with other companies. Any organization responding to this Sources Sought Notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. The Government may or may not issue a solicitation as a result of this announcement. There is no solicitation available at this time.

Sources Sought Notice image4.png image5.png image1.png image2.png image3.png