Attachment 1- MUS and Tulsa Bulk Oxygen SOW.docx

Statement of Work (SOW) VA Eastern Oklahoma Health Care System Medical Grade Liquid Bulk Oxygen

1) Introduction and Background

The VA Eastern Oklahoma Health Care System is committed to serving our Veterans patients, providing the best possible environment for health care to veterans and the highest standards of service to customers.

2) Objectives

Establish a committed source of supply and an contract with a well-qualified firm to provide medical grade liquid bulk oxygen as described herein, the VA Eastern Oklahoma Health Care System, has established an ongoing requirement that requires a contractor to provide Medical Grade Bulk Liquid Oxygen. For three locations, Jack. C Montgomery (MUS) with 1,500g main & 525g reserve, Tulsa VA Medical Center with 3000g main & 525g reserve, and Tulsa Health Care Center (CBOC) with 1000L microbulk 02 medical skid w/ local alarm panel, these facilities do not own their own bulk oxygen tank system, the contractor shall provide a contractor-owned tank system with an appropriate backup system (i.e., reserve tank or cylinder bank). The contractor shall provide all needed components to support a Food and Drug Administration (FDA) medical grade bulk liquid oxygen tank system in compliance with the National Fire Protection Agency (NFPA) 99: Health Care Facilities Code. Additionally, the contractor must utilize an off-site, automatic monitoring system (telemetry system) that independently monitors the system and notifies the contractor when refills are required.

3) Software Validation

No security accreditation package is required; the Contractor will not have access to any VA sensitive information. This project does not required acquisition of a service that involves storage, transmitting, or exchange of VA sensitive information.

4) Period of Performance

This will be a base plus (4) four option years contract. Estimated below.

· BASE PERIOD –10/1/2025 to 09/30/2026

· OPTION PERIOD ONE – 10/01/2026 to 09/30/2027

· OPTION PERIOD TWO - 10/01/2027 to 09/30/2028

· OPTION PERIOD THREE - 10/01/2028 to 09/30/2029

· OPTION PERIOD FOUR - 10/01/2029 to 09/30/2030

*Adjustments may be made due to transition times.

5) Contract Values

a) The quantities shown in the price cost schedule are estimates of the facility’s annual requirements. There is no express or implied guarantee that these quantities will be purchased. The base contract period under this solicitation will be determined when the contract is awarded. Please note that this contract may include the installation of CONTRACTOR OWNED EQUIPMENT. If the contractor must install their bulk oxygen tank, there is a forty-five (45) days transition period at the beginning and end of the contract period.

b) The contract awarded under this solicitation will include a base period plus four (4) one (1) year option periods which may be exercised at the sole discretion of the VA Medical Centers included in this contract.

6) Responsibilities

Point of Contact (POCs) have been designated for the facility. The POCs are responsible for the local contract administration issues such as ordering and providing specific delivery instructions. Within seven (7) days after notification of contract award the contractor shall meet with the POCs to ensure mutual understanding of the facility requirements relating to the ordering method and specific details of any delivery instructions that are included in the solicitation schedule.

POCs: Judy Chambers, judy.chambers2@va.gov, Prior to the first filling the contractor shall provide written procedures and initial in-service training at the facility, to VA staff on protocols to ensure safety on and around the tank systems at the time of initial filling of any new or upgraded bulk oxygen tank systems and to include the following facets for contractor owned and government owned systems.

a. The refill procedure

b. Any preventive maintenance support requirements that may be needed from the medical center,

c. Review the preventive maintenance schedule on the contractor owned equipment and the frequencies the contractor shall be performing these procedures,

d. An explanation of all the volume alarms and low pressure set points,

e. Ensure that all valves are appropriately labeled in accordance with all rules, regulations, applicable codes, and current NFPA-99 standards,

f. The contractor shall provide additional safety training and written procedures and as needed by each facility to accomplish emergency shutdowns or other sudden unplanned termination of the refilling process.

g. The contractor shall provide 24/7 emergency contract information to include names, telephone number(s), fax number(s) and email addresses that are actively answered 24 hours a day 7 days per week.

Prior to the first filling and annually thereafter alarm set point testing and alarm signal verification at all Master Alarms shall be accomplished. Written verification must be presented through the use of a qualified third-party certifier in accordance with NFPA 99 for contractor owned and government owned systems.

Any code deficiencies in the Medical Center’s existing system as defined by National Fire Protection Association (NFPA) 50, Section 1.3.3 “Bulk Oxygen Systems” shall be identified by the contractor. A detailed explanation of these deficiencies shall be presented in writing to each POC. Receipt of this written explanation must be signed for by each POC.

Prior to first filling and annually thereafter the contractor shall verify in writing the accuracy of all gauges on contractor owned tanks. If the gauges are government owned contractor shall provide if requested after award a written proposal with price to verify the accuracy of the gauges. The US Government may choose to exercise this option at its desire.

7) Acronyms

This section lists acronyms that are used in this Statement of Work and other parts of the solicitation.

· CCF – 100 cubic feet

· CF – Cubic feet

· CGA – Compressed Gas Association

· CGMP – Current Good Manufacturing Practices

· COR – Contracting Officer Representative

· DOT – Department of Transportation

· FDA – US Food & Drug Administration

· GO – Government Owned

· NFPA – National Fire Protection Association

· OGA – Other Government Agency – (other than VA)

· OSHA – US Department of Labor Occupational Safety and Health Administration

· POC- Point of Contact

· USP – United States Pharmacopeia

· VA – Department of Veterans Affairs

8) Delivery of Medical Liquid Bulk Oxygen

Bulk oxygen is ordered by and delivered to the ordering facility in accordance with the unique delivery requirements in paragraph 22 (below).

The contractor shall deliver medical-grade liquid oxygen within the time frame specified in Section 22 for each facility. The time frame identified may be either the number of calendar days after receipt of the Government’s order; the specific days of the week for delivery; the specific time intervals between deliveries; a specified reorder point; or other specified ordering and delivery method(s) and schedule.

If the time frame for contractor delivery is not identified in the facility requirements the contractor shall provide 24-hour notice prior to delivery; or upon mutual agreement between the facility and the contractor, alternate ordering deliver methods such as pre-scheduled deliveries, calling for tank level readings, installing a telemetry unit etc. may be arranged. If for any reason the contractor is unable to deliver at the agreed upon day or time the contractor shall provide a 24-hour notice to the POC so that the facility can initiate an alternate backup action.

In accordance with VHA Patient Safety Alert dated April 5, 2004, all deliveries shall be monitored by a qualified and trained technical representative that will be designed by the facility.

Tank(s) shall be filled to maximum functional capacity each time the tank is refilled or as agreed upon in a written document signed and dated by the POCs.

At the time of each delivery the contractor shall provide to the VA facilities a legible signed and dated document and/or electronic delivery slip that identifies the tank level prior to the fill, after the fill and the quantity delivered at the time of delivery. This document must be countersigned by the facility representative supervising the delivery. Delivery audits shall be performed by the facility and matched for accuracy. The driver shall convert gallons to ft3 (CF) and CCF quantity and shall list these numbers on the delivery slip to be consistent with the detail on the invoice so to provide accuracy for invoice certification.

Emergency delivery shall be provided within 24 hours after receipt of the Government notification. Contractor shall respond to the facility POC by either telephone or email within one hour to confirm receipt of an emergency notification to ascertain the nature of the emergency. The emergency status shall be determined by the Government when conditions warrant, such as an actuated main bulk tank low level alarm, imminent alarm condition, or system leak requires a refill in 24 hours.

NOTE: Failure of the contractor to remain current with agreed delivery schedule and requirements does NOT constitute an “emergency” for the purposes of charging and emergency delivery fee.

Once validated, the facility shall post the facility and Contractor contact names and numbers on the oxygen tank system and at each monitoring point at the facility so that 24/7 supplier staff coverage is assured.

The contractor shall not be required to make non-emergency deliveries on federally observed holidays. When the normal delivery day falls on a federal holiday, the contractor shall deliver on the workday preceding that holiday. The following holidays are observed by the Federal Government (as well as any other day that is declared a national Holiday per an Executive Order issued by the President):

o New Year’s Day o Martin Luther King’s Birthday (3rd Monday in January) o President Day (3rd Monday in February) o Memorial Day (last Monday in May) o Independence Day (July 4th) o Labor Day (1st Monday in September) o Juneteenth (June 19th) o Columbus Day (2nd Monday in October) o Veterans Day (November 11th) o Thanksgiving Day o Christmas Day

NOTE: If the holiday falls on a Saturday, it is officially observed on the Friday before the holiday. If the holiday falls on a Sunday, it is officially observed on the Monday following the holiday.

9) Quality Assurance Specifications & Requirements

· All medical gas manufacturers and fillers of medical gases shall be registered with FDA as a drug manufacturer. All oxygen shall be manufactured, processed, packed, transported, and stored according to the FDA’s Current Good Manufacturing Practices (CGMP) regulations and all labeling shall comply with FDA labeling regulations (21CFR Part 201).

All liquid bulk oxygen delivered under this contract shall be medical grade and shall meet or exceed the standards cited in the current edition of the United States Pharmacopoeia National Formulary U.S.P.

A valid certificate of analysis shall be provided with each delivery of liquid oxygen. The certificate shall include at a minimum the following:

1. Supplier’s name and complete address,

2. Name of the Product (i.e., Oxygen U.S.P.)

3. An Air Liquefaction Statement where appropriate,

4. Lot Number or other unique identification number,

5. Actual analytical results for full U.S.P. monograph testing is an FDA regulation under 21 CRF 211 Subpart E. (A statement that only states that the product meets the minimum of purity of 99.5% etc. is NOT acceptable.)

6. Test method used to perform the analysis must be based on approved methods from current good manufacturing practice for medical gases guidance. (A statement such as “Meets U.S.P. specifications” is NOT acceptable nor shall “Tested via Servomex” be acceptable since the specific model number is not provided.)

7. Signature of authorized supplier representative and date.

· A Safety Data Sheet (SDS) shall be provided to each facility POC prior to the first delivery.

A copy of all inspection reports and training certificates shall be provided to each facility POC upon the completion of any Contractor owned or Government owned bulk oxygen system inspections that are required and at a minimum done annually and consistent with NFPA 55 and NFPA 99 code requirements.

All contractors owned bulk tank systems shall be maintained or repaired in accordance with NFPA 50 Code requirements (Current Edition) and FDA’s Current Good Manufacturing Practices regulations.

A copy of the preventive maintenance procedures and scheduled timeframes shall be provided to each POC prior to the exchange of contractor owned equipment and the first fill.

Density data and volume measurement equivalents published in Compressed Gas Association Pamphlet No P-6 titled Standard Density Data Atmospheric Gases and Hydrogen shall be used when necessary to convert measurement of gases from one form to another.

10) Applicable Regulations & Standards

The following is a list of some of the regulations and standards that are applicable to this contract. The list is not comprehensive, and the contractor shall be responsible for ensuring that ALL products, bulk tank systems, and services provided under the contract are in compliance with applicable current Federal, State and Local regulations. If applicable, the editions in effect as of the date of this solicitation are listed. Contractor is responsible for remaining compliant with any future revisions that are effective at the time of contract performance.

Current Edition of:

1. Title 21 Code of Federal Regulations Parts 210 & 211 CGMP regulations for supplying medical grade oxygen.

2. 29 CFR 1910.104 applies to the installation of bulk oxygen systems on industrial and institutional consumer premises.

3. 49 CFR; Transportation

4. Federal Food, Drug and Cosmetic Act

5. NFPA 55: Compressed Gases and Cryogenic Fluids Code

6. NFPA 99; Standard for Health Care Facilities Code

7. U.S.P. 23

8. ANSI/CGA M-1 2018 Standard for Medical Gas Supply Systems at Health Care Facilities.

11) Government-Furnished Property

The Solicitation shall identify the bulk oxygen storage tanks(s) at the facility as either owned (Government Owned (GO)) or rented (Contractor Owned (CO))

Government owned bulk oxygen storage tanks and appurtenances will be maintained by and at the expense of the Government in a manner that will ensure compliance with applicable federal and state regulations, standards, and commercial practices. The government is responsible for providing a pad sufficiently rated by a Certified Project Engineering to support main and reserve tanks filled to full capacity. This includes security fencing, NFPA 55 & 99 code compliance, and safe access for resupply operations.

If the facility requires installation of contractor owned equipment the facility shall provide a suitable location and foundation for the installation of the contractor owned bulk oxygen tanks(s).

Additionally, each facility shall provide access to an electrical power source and hook-up to a facility-maintained alarm system. The contractor shall assist VA electricians with hooking up the facility-maintained alarm system, consistent with NFPA 55 & 99 code requirements, which require an uninterrupted electrical connection between the alarm panel(s) inside the facility and the gauges on the tanks. The contractor must have the required conduits on site.

Upon award of the contract, all Government Owned bulk tank systems and materials must be inspected by the contractor at the contractor's expense. Upon inspection, the contractor shall immediately notify the Contracting Officer if the contractor will not be able to fill the bulk oxygen tank system because of issues related to the tank system, pad, or access to the tank system. Each facility will provide the contractor reasonable access to the areas where work is required to be performed. Additional issues associated with Government-Owned equipment are the responsibility of the Government. The contractor shall determine the pressure and rate of flow needed at each facility based on VA provided information listed in Section 21.

The Government will be responsible for annual maintenance and testing of Government Owned property to ensure safety, in accordance with applicable regulations and standards.

The contractor is responsible for performing minor maintenance on the Government Owned bulk tank systems. Minor maintenance required of the contractor includes validating that the fittings are securely fastened to the system, testing, minor de-icing, and adjusting alarms as required. Also, if applicable, the contractor shall provide documentation and training on how to de-ice the tank system in order to prevent damage (which could void the warranty between the VA and the tank manufacturer). In the event ice build-up occurs that cannot be remedied by the contractor during regular minor maintenance, the contractor shall furnish the VA with a quote to remove the ice buildup from the liquid bulk oxygen tank system. After the VA reviews and approves the quote, it may place a stand-alone order to authorize the work.

12) Contractor Furnished Equipment

For those facilities having contractor owned bulk tank systems the contractor shall provide, install and maintain bulk oxygen tank system(s) with an appropriate back-up system through the duration of the contract. The contractor may either purchase the existing bulk liquid oxygen tank system from the incumbent (if available) or replace the current bulk liquid oxygen tank system with its contractor owned bulk liquid oxygen tank system. Throughout the duration of the contract, the contractor shall be liable for the integrity, suitability and safety of contractor owned tank system(s) that will ensure compliance with applicable regulations standards, and commercial practices. The tank capacity and reserve system shown in the schedule are minimum capacities required by the facility. The manifold or liquid converter must deliver medical-grade liquid bulk oxygen at a pressure and rate of flow adequate to supply the system. Each liquid oxygen storage container must have an outlet that allows access for testing the purity of the oxygen.

The bulk oxygen for Jack C. Montgomery VA Medical Center (MUS) and the Tulsa Health Care Center (CBOC) will need bulk oxygen delivery start on 10/1/2025.

In Tulsa, OK (Tulsa VA Medical Center) installation will not be permitted to start prior to 09/15/2025 and finish no later than 10/31/2025. This facility is currently under construction.

The contractor shall install required valves in a location to allow for proper operation without the potential interference of ice buildup. Pipe insulation shall be installed to prevent ice buildup on piping, valves, unions, etc. prior to the first fill.

The facility having contractor owned tanks, the contractor shall provide telemetric equipment to take daily tank readings automatically. The facility which has contractor owned tanks, this is a mandatory requirement.

All equipment and materials required to perform the work in this contract (other than what is specifically listed in Government Furnished Property) shall be provided by the contractor. The contractor owned equipment shall be installed, inspected and maintained by the contractor without additional cost to the Government. (i.e., all installation, inspection and maintenance costs shall be included in the contractor’s monthly equipment rental fee for the facility. The contractor owned equipment shall be kept in commercial operating condition and appearance in accordance with applicable regulations standards and normal good practices. (Like-new condition). The contractor shall be provided reasonable access to the bulk oxygen systems for this purpose. The oxygen tanks shall be secured behind fence secured with a VA owned lock.

The option for a facility to expand its capacity to ensure the facility is meeting minimum needs for growth throughout the life of the contract will be assessed by the individual facility. Each facility will identify any additional Bulk Oxygen Tank Systems it may need on its campus. The contractor shall work with the VA facility engineers and plumbers to locate the correct pipes for temporary tank system hook up. The VA facility will have full H cylinders as backup measures on hand to cover every inpatient bed currently hooked up to receive bulk oxygen from internal pipes.

If the incoming contractor subleases the liquid bulk oxygen tank system from another company, the contractor shall provide a copy of the lease agreement to the VA. The contractor shall then, prior to the initial filling of the tank system, conduct necessary inspection and testing of the tank system to ensure proper and safe function and shall provide a certificate of analysis of the system to the VA. The contractor shall be responsible for maintaining the sub-leased liquid bulk oxygen tank system and must perform all required distribution fills and maintenance of the equipment.

In addition to the maintenance requirements identified above, the contractor is also responsible for performing minor maintenance on all contractor-furnished bulk tank systems. Minor maintenance from the contractor shall include validating that the fittings are securely fastened to the system, testing, minor de-icing, and adjusting alarms as required. Training staff on de-icing is required for stations that reserve the right to de-ice. If false alarms are pinging from the tank system, the contractor shall fix and resolve the issue at no cost to the Government. GOV understands that the Contractor is not responsible for any false alarms internal the hospital if they are not ringing at the tank pad.

The VA will report to the contractor any instances of major ice build-up on the tank system, vaporization tubes, or any connecting valves, tubing or pipes, or any other maintenance issue not covered by the minor maintenance performed by the contractor. Upon notification of the issue, the contractor shall perform an on-site inspection of the major icing issue/maintenance issue. The contractor shall furnish a detailed quote utilizing contract pricing for the removal of the ice within 24 hours of inspection. The VA will review the quote and, if the VA approves, issue a separate delivery order/task order to have the contractor perform the needed maintenance service. Contractor shall then perform the quoted service in order to maintain the equipment, so as not to cause damage and to ensure the continued proper operation of the bulk liquid oxygen tank system. The performance of this delivery order/task order is to be completed within 72 hours after receipt of order.

13) Installation of Contractor Owned (CO) Bulk Tank System

In coordination with the using facility and the incumbent contractor, contractor-owned bulk tank systems must be installed, connected, and fully functional within forty-five (45) days of the effective date of the contract. If the contractor’s bulk tank system replaces the incumbent’s bulk tank system or a GO bulk tank system already in use, the exchange of bulk tank system must be accomplished without interruption of medical grade liquid bulk oxygen supply to the using facility. Contractor installed bulk tank system shall remain the property of the contractor and shall be removed upon termination of the contract, when directed by the ordering facility and in full cooperation with the succeeding contractor to avoid interruption of medical grade liquid bulk oxygen supply.

The contractor shall provide a complete contingency plan that must be approved and tested by VA’s Emergency Management Department prior to swap out. Portable tank systems, including refills if necessary, during the swap out, liquid converter, alarm switch, regulator, valves, level indicator, and any other devices or connections required for proper tie-ins with the facility's medical-grade liquid bulk oxygen system must be furnished by the contractor without cost to the Government during the swap out. If the VA requires additional contingency items, such as more than one portable tank system, the contractor shall provide these systems at no additional cost to the Government and remove them within a week after the swap out.

Phase-in rental: The initial rental period shall begin on the date the bulk tank system is 100% operational. The initial rental amount shall be pro-rated based on the remaining days in the month the system becomes operational.

All contractor owned bulk tank systems must be installed in accordance with NFPA 55: Compressed Gases and Cryogenic Fluids Code, Current Edition, NFPA 99: Health Care Facilities Code, Current Edition, and FDA's Current Good Manufacturing Practices (CGMP) Regulations. The contractor shall comply with all OSHA standards and applicable safety requirements, including proper signage and use of personal protective equipment.

Contractor shall have a CERTIFIED mobile portable unit available during the transition between the old and new systems. This system shall be used during the removal of the old system and prior to the final gas analysis testing and acceptance of the new system. In the event the hospital has a 50 PSI inlet, the portable system shall be 50 PSI compatible.

NOTE: There shall be no interruption of service to the facility.

To permit orderly transition from one contractor to another, the contractor shall continue to honor the contract’s monthly equipment rental fee and bulk oxygen contract price for forty-five (45) days beyond the scheduled expiration of the contract period (with required modification), unless transition from one contractor to another is completed prior to the forty-five (45) days transition period. For any partial month the contractor shall prorate the monthly equipment rental fee accordingly. The contractor shall continue to provide and maintain its equipment during the transition period.

No guarantee is given or implied that the data included in the schedule regarding contractor owned equipment currently located at the facilities is complete and accurate as to the factors affecting the cost of furnishing and installing the required contractor owned tanks and appurtenances. Offerors are strongly encouraged to visit the facility site prior to submitting a bid and to take other steps as may be reasonably necessary to ascertain the nature and location of the work, the general and local conditions which can affect the work; any requirements to supply temporary fencing per OSHA standards; or the cost thereof. Failure to do so shall not relieve the offerors from the responsibility of estimating properly the difficulty and cost of successfully performing the work. Site visits may be arranged by contacting the Contracting Officer designated in the solicitation.

14) Licensing, Authorization, and Selling Permissions

If the contractor is the manufacturer of the medical grade bulk oxygen being supplied under the resulting contract, it shall provide verification at the time of quote submission that it holds current licensing, permits, certifications or registrations required by the FDA and the state(s) in which this contract is performed to distribute the medical grade oxygen and annually prior to any option year start date.

If the contractor is not the manufacturer of the medical grade oxygen being supplied under this contract: the contractor, at the time of quote submission, shall provide verification that the manufacturer from which it obtains the medical grade bulk oxygen provided to VA under this contract holds current licensing, permits, certifications or registrations required by the FDA and the state(s) in which this contract is performed to distribute the medical grade oxygen. This proof/verification shall be submitted at the time of quote submission as part of the evaluation to determine contractor responsibility for award. In addition, the contractor shall provide annual updates to any agreements it has with the medical-grade oxygen manufacturer affirmatively demonstrating that the contractor has authorization by the manufacturer to resell the oxygen the contractor is providing under this contract. A copy of the agreement be submitted at the time of quote submission as part of the evaluation to determine the contractor responsibility for the award. In the event of a change in manufacturer, the contractor shall provide advance notice to the VA prior to the change taking place and shall provide copies of the new medical grade oxygen manufacturer’s current licenses, permits, certifications or registrations required by the FDA and the state(s) in which this contract is performed to distribute the medical grade oxygen. The contractor shall also provide a copy of its agreement with the new manufacturer demonstrating that the contractor has authorization by the manufacturer to resell the oxygen the contractor intends to provide under this contract.

Throughout the term of this contract, the contractor or its bulk oxygen delivery company shall maintain all federal, state, and local licenses applicable to the contractor as well as any required FDA certifications to distribute the medical grade oxygen.

15) Liability Insurance Requirement

The contractor or its subcontracted delivery company shall maintain liability insurance in the amount of at least $1 million per occurrence and shall provide an annual Certificate of Liability to the VA. This proof of liability insurance shall be submitted at the time of quote submission as part of the evaluation to determine contractor responsibility for award.

16) Conduct of Personnel

Contractor/Sub-Contractor employees shall conduct themselves in a professional and/or a socially acceptable manner. Loudness, vulgarity, rudeness, or other similar offensive conduct by an employee of the Contractor/Sub-Contractor shall be grounds for denying the employee further access to the VA premises.

The Contractor/Sub-Contractor employee(s) shall always wear visible identification on uniform shirt and badge while on the premises. The delivery truck must be clearly and appropriately labeled with Contractor/Sub-Contractor signage when on VA medical facility and/or Warehouse.

17) Emergency Supply Support

The contractor shall, upon contract award, provide a written action plan and protocols in place that shall ensure compliance with the VA’s requirements under the contract in the event of a declared National or State Emergency which affects the Contractor’s ability to perform. The contractor shall provide annual updates to this plan over the life of the contract. In the event the plan is implemented the contractor shall provide notification of implementation of the action plan and protocols within 48 hours of any declared National or State Emergency to the Contracting Officer and POC. In the event that a declared National or State Emergency has been declared at the time of award the contractor shall submit the written action plan and protocols to the Contracting Officer and POC within 72 hours of award notification.

18) De-Installation of Contractor Furnished Tank System

Phase Out: The contractor realizes that the supplies being provided under this contract are vital and must be continued uninterrupted. The outgoing contractor shall not remove any bulk tank system from the facility until a replacement bulk tank system or a temporary liquid bulk oxygen supply has been successfully installed guaranteeing supply to the VA facility. In the case where the incoming contractor is not the incumbent, the outgoing contractor shall coordinate bulk tank system/services transition with the incoming contractor beginning prior to the end of the contract, assuming a new contractor has been identified at that time. The contractor shall continue to provide and maintain its bulk tank system during this transition period. If additional transition time is required beyond contract expiration, a separate Purchase Order will be issued to the contractor for the payment of services on a pro-rated basis. Pro-rated monthly rates are based on a 30-day month. Contractor agrees that the rates in effect at the time its contract expires will remain in effect under this separate purchase order.

19) Invoice and Payment

At the time of delivery, a legibly signed and dated proof of delivery (POD) document must be provided by the contractor that identifies the tank system level prior to filling, the level after fill, and the quantity delivered in gallons, CFs and CCFs. The driver shall insure that the conversion between gallons, ft³ (CF), and CCF quantity is accurate so that these numbers listed on the delivery slip will be consistent with the details on the resulting invoice in order to facilitate invoice certification. The invoice that is submitted must match the delivery quantity on the POD document and must be invoiced in CFs.

20) Security

Delivery personnel must have in their possession for inspection by VA Police Department a valid state or government issued identification such as drivers’ license or passport.

Personnel may be required to surrender their ID to the VA Police to obtain a temporary day pass at the discretion of VA Police. ID will be returned upon leaving US Government property.

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

21) Additional Requirements

Contractor shall complete a risk assessment for the bulk oxygen storage & supply system location.

Contractor shall complete a risk assessment to determine the need for a secondary emergency fill location.

Contractor shall provide the POC with a written electronic and hard copy of the risk assessments as mentioned above within 30 days of award.

The cost of installation of any systems recommended by these risk assessments is specifically NOT included in the cost of this contract and shall be borne by the US Government.

The contractor shall furnish evidence, at the time of quote submission, that it has sufficient quantities of portable emergency, 50 psi tank or bulk system trucks to provide in an emergency which renders the hospital’s liquid bulk oxygen system non operational. Evidence shall include how many such trucks are available in their region, the extent of their region, and the minimum amount of time it would take to have a truck on-site, barring a natural disaster which affects multiple hospitals. Contractors which do not have adequate back up emergency vehicles available as deemed by the VA will not be considered for this solicitation. A minimum response time would be 8 hours.

22) Place of Delivery

Jack C. Montgomery VA Medical Center (MUS) 1011 Honor Heights Drive Muskogee OK 74401

Delivery Time: M-F from 08:00am - 3:00pm

Tulsa VA Medical Center 440 S Houston Ave Tulsa, OK 74127

Delivery Time: M-F from 08:00am - 3:00pm

Tulsa Health Care Center (CBOC) 8921 S. Mingo Tulsa OK, 74133

Delivery Time: M-F from 08:00am - 3:00pm