ATTACHMENT_A_-_PURPOSE.pdf

Agency and Central Purchasing Use 08/30/2024

Attachment A

Solicitation No. EV00000723 This Solicitation is a Contract Document and is a request for proposal in connection with the Contract awarded on behalf of the Oklahoma Department of Veterans Affairs, ODVA, by and through the Office of Management and Enterprise Services as more particularly described below.

Any defined term used herein but not defined herein shall have the meaning ascribed in the General Terms or other Contract document.

I. PURPOSE

The Office of Management and Enterprise Services (OMES), Central Purchasing Division, is seeking responses on behalf of the Oklahoma Department of Veterans Affairs from potential Suppliers to provide a contract for the purchase of providing Medical and Industrial gases, including cylinder rental, at seven (7) of ODVA’s centers. A Contract resulting from this Solicitation may be designated for use as a Statewide Contract.1

The Contract is awarded on behalf of the Oklahoma Department of Veterans Affairs for providing Medical and Industrial gases, including cylinder rental, at seven (7) of ODVA’s centers.

ODVA Sites and Locations:

Claremore Veterans Center: 3001 W. Blue Starr Drive, Claremore, OK 74017

Ardmore Veterans Center: 1015 South Commerce, Ardmore, OK 73401

Clinton Veterans Center: 1701 S 4th St., Clinton, OK 73601

Norman Veterans Center: 1776 E Robinson, Norman, OK 73071

Sulphur Veterans Center: 304 E. Fairlane, Sulphur, OK 73086

Sallisaw Veterans Center: 2343 S. Kerr Blvd. Sallisaw, OK 74955

Lawton Veterans Center: 501 SE Flower Mound Rd, Lawton, OK 73501

1. Contract Term and Renewal Options:

1.1. The initial Contract term, which begins on the effective date of the Contract, is one year and there are two (2) one-year options to renew the Contract.

1 74 O.S. 85.5(G)(3)

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2. Solicitation Criterion:

2.1. The Bid will be evaluated using the best value criterion, based on the following:

2.1.1. Price

2.1.2. Company Information

2.1.3. Delivery Requirements

2.1.4. Service-disabled veteran business

3. Mandatory Requirements:

3.1 Pickup dates and times will be agreed upon by the ordering Agency and the Supplier.

3.2 After each delivery and pickup, the Supplier shall provide and leave a packing slip or other similar document with the facility contact that contains:

a. Size, serial number and contents of each container delivered

b. Size, serial number and contents of each container rejected

c. Size, serial number and contents of each container ready to be returned

d. Size, serial number and contents of each container returned

e. Date of delivery/pickup

f. Name of driver

g. Signature of driver

3.3 Gas and Containers Specifications and Labeling:

3.3.1 The Supplier’s cylinders shall have a label, meeting US DOT requirements along with gas contents, grade, concentrations, and size designation of cylinder. In addition to labeling containers with the standard DOT labels, each cylinder is to be labeled with the agency and unit to which they are delivered. Labels must be coated with permanent pressure-sensitive adhesive, to ensure that they do not fall off during the period of time they are in ODVA custody.

3.3.2 The Supplier’s Cylinders shall also contain a date, indicating the expiration date, or date the gas would be expected to have deteriorated to the point that the contents contained therein are outside the required standards set out in this RFP.

The expiration date must be a minimum of twelve months from the date of delivery to ODVA.

3.3.3 All cylinders shall be affixed with a label identifying the supplier’s name/logo and address to ensure the correct cylinders are returned to the Supplier.

3.3.4 The purity of medical gases must equal or exceed USP specifications. The gases shall be commercial grade unless otherwise noted.

3.3.5 All medical gases supplied in this contract shall be medical-grade gases and these gases must be manufactured at an FDA-registered facility. All medical gases must meet USP and NFPA regulations.

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3.3.6 For all high purity, ultra-high purity, specialty gases as well as gas mixtures, the contractor must provide, at no cost to the State, a "Certificate of Analysis" (COA) and/or a batch analysis for all gases being delivered under this contract.

Any delivery without a COA and/or batch analysis may be deemed unacceptable and non-compliant to the terms of the contract and may be returned at the Supplier's expense.

3.3.7 Before filling special gases for analytical usage, each cylinder shall have any remaining gas evacuated and be inspected and tested before delivery.

3.3.8 All post-type cylinder valves shall be pin indexed in accordance with Compressed Gas Association regulations.

3.4 Cylinder Fittings:

3.4.1 All cylinder fittings shall be in accordance with the CGA standards. In the event of any modifications by the CGA to these standards the State shall be notified, in writing, thirty (30) days prior to the delivery of any modified cylinders to allow time to obtain new cylinder regulators.

3.4.2 All cylinder valves shall comply with all applicable laws, rules and regulations, including but not limited to those set forth by the Compressed Gas Association and the US DOT.

3.4.3 All cylinders requiring metal caps shall be securely applied on delivery.

3.4.4 All work shall be performed by qualified, trained, and Supplier verified service technicians.

3.4.5 The Supplier shall provide twenty-four (24) hour point of contact phone number(s).

3.4.6 Upon arrival at building, the Supplier shall notify FMS and, at an area designated by ODVA, sign in before work is to start. Document and report any existing damage to equipment or malfunction immediately to the FMS prior to beginning work. When leaving the site, the Supplier shall report to FMS and sign out when work is complete.

3.4.7 Within the first thirty (30) calendar days of award of this contract, the Supplier shall inspect each site for proper operation and setup of chemical feed stations, piping and all other areas within the scope of this contract. If deficiencies are found, a written report is to be given to the FMS for corrective action to be taken by the ODVA.

3.5 Work Scheduling: Services during normal working hours at each facility shall be mutually agreed upon.

3.5.1 The Supplier shall meet the delivery schedules as stated in Exhibit 3:

Delivery Requirements

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3.5.2 If the Supplier is unable to respond to the needs of ODVA for any reason, ODVA reserves the right to call in another qualified, licensed Supplier to perform the work required at that time.

3.5.3 The Supplier shall have sufficient customer service staff to respond to ODVA requests by returning the telephone call within sixty (60) minutes following notification.

3.5.4 If the Supplier is unable to meet a scheduled or unscheduled service, the Supplier shall call the facility to be serviced and schedule the service to be performed within 48 hours.

3.6 Pricing: The response to pricing shall be proposed using Exhibit 2: Pricing

3.7 Invoice Accuracy:

a. Original invoices shall be electronically submitted to ODVA_AP@odva.ok.gov for services delivered and completed.

c. All invoices shall include

i. Purchase Order Number

ii. Complete remittance address

iii. Building where work was performed

iv. Date(s) work was performed

v. Description of services performed

vi. Quantity, Rate and Amount.

vii. MFG part number or Supplier number

d. The invoice is due no later than 15 days from when the service was completed.