CRSU Medical Gas SOW.pdf

Statement of Work for CRSU Medical Gas Services

A. Purpose

The Health and Human Services (HHS), Indian Health Service (IHS), Colorado River Service Unit (CRSU), located in Parker, Arizona, has a requirement for medical gases delivery, pickup and rental services. Services include the delivery, transport, return rental of medical gas cylinders and the procurement of medical gases, liquid medical oxygen. Medical gas products will need to be readily available 12 hours per day 5 days per week 365 days per year which will require various delivery schedules depending on the need to prevent supply outages. The delivery of medical gases and liquid medical oxygen may have two different delivery schedules which are dependent on the responsible program/office duty hours.

B. Scope

The acquisition of medical gases and liquid medical oxygen will provide a steady supply of medical gas to critical departments such as medical clinics, medical wards, emergency departments, etc. for patient use.

Medical gas products will be available in cylinder sizes E, H, & UN#1073 (DOER) 180-Liter liquid oxygen cylinders, which are to connect via piped gas essential for supplying medical oxygen. CRSU will require the medical gas products to ensure adequate supply is available on an “as needed basis”.

The Contractor shall provide repair services necessary to maintain equipment to applicable standards and when requested by the COR or designated point of contact within 48 hours of detection of problem by technician or request by CRSU. These repairs and associated travel shall be performed upon request, 24 hours a day and 7 days per week, shall be invoiced under an shall not exceed the designated emergency repair contract line item.

Medical-Grade Liquid Oxygen:

Delivery and product delivered must meet all applicable codes and standards, including but not limited to USP specifications, OSHA, NFPA code and FDA Guidelines. Bulk oxygen tanks are classified as a drug delivery devices and all contractors must be registered with the Food and Drug Administration.

1. General:

1.1 The CRSU liquid oxygen system consists of two banks connected to the 200-liter tanks. This system supplies all medical oxygen to the medical wards, and clinics.

1.2 The quantities shown in the solicitation Price Schedule are estimates of the CRSU annual requirements. There is no express or implied guarantee that these quantities will be purchased.

1.3 A Contracting Officer Representative (COR) designated in section L is responsible for local contract administration issues such as ordering and providing specific delivery instructions.

Within 15 days after notification of contract award, the contractor shall meet with the COR to ensure mutual understanding of facility requirements relating to the ordering method and specific details of any delivery instructions that are not included in the solicitation schedule.

If agreement cannot be reached between the Contractor and COR regarding any issue the matter shall be referred to the Contracting Officer for resolution.

1.4 Prior to first delivery the Contractor shall inspect the bulk site and identify any conditions they might deem unsafe or unacceptable.

1.5 The contractor shall inspect and review any government owned systems and provide a copy of their standard refill procedure, any preventive maintenance support requirements that may be needed from CRSU and an explanation of all the volume alarm and low-pressure set points.

1.6 The contractor will provide written procedures and training protocols to accomplish emergency shutdowns or other sudden, unplanned termination of the refilling process.

Contractor will provide 24/7 emergency contact nine(s) and telephone number(s).

1.7 Prior to first delivery, and annually thereafter, the contractor will provide, if requested, a written proposal with price to verify accuracy of the bulk gauge(s). The Government may choose to exercise this option at its desire.

C. Requirements

1. Must have the ability and authority to deliver various types of Medical, Food, and Industrial Grade gases.

2. Offeror shall provide Full/In-Use/Empty identification tags and shall be placed on each medical gas cylinder for both H-size and E-size cylinders before or when each new order is delivered

3. All medical gas cylinders must have metal bound rubber gaskets to create a seal at the cylinder value/regulator interface to comply with updated Compressed Gases Policy at the Phoenix Indian Medical Center. Industry standard valve stem post for all cylinders shall be used.

4. All medical gas cylinders rented by CRSU and located on premises must be inventoried by the vendor/contractor inventory manager along with a Materials Management representative from CRSU at least 2X per fiscal year which is October 1st through September 30th of the following calendar year.

This service shall be provided free of charge to the Government.

D. Contractor Requirements

1. Contractor will create an online account for CRSU for online ordering, invoice retrieval, report retrieval, etc.

2. Contractor will assign a Client Services Manager for the CRSU account. The contractor Client Service Manager will be available for any applicable initial medical gases safety training consultation for the CRSU Contracting Officer Representative (COR) and staff.

3. Contractor will provide a sales order at the point of delivery identifying at least but not limited to the service type, description, quantity, cost, unit of measure of products delivered and the sales order number, organization name, phone number, account number of receiving facility, the name or code of the delivery driver representing the contractor and the inventory quantity and description of all empty medical gas cylinders picked up at the point of delivery.

4. Contractor shall ensure sufficient quantities of products identified are readily available for next business day delivery if the order is placed within the vendor’s/contractor’s cut-off time of 1:00pm

PST.

5. Contractor shall ensure all deliveries for medical gas cylinders are made within the business hours of the Property and Supply Department Monday-Friday 8:00am-5:00pm.

6. Contractor shall ensure all safety guidelines are followed by the employee or representative of the contractor for medical gas distribution to ensure the safety of the contractor employee and the customer at all times.

7. Contactor will contact the CRSU Property and Supply department at 928-669-3346 before the delivery of all medical gas cylinders.

8. Contractor will provide a monthly report of all cylinders presently on-hand or in-use at CRSU and the cylinder delivery/pick up inventory variance.

9. Contractor will notify the CRSU point of contact (POC) or COR associate of any changes within the control and changes out of the control of the contractor area of responsibility that can adversely affect CRSU’s inventory balances and use.

10. PAR Levels:

The following PAR levels must be maintained in the warehouse storage. Any item owed by the facility is to be requested as an as needed basis.

Item No. Item PAR

Levels Cylinder size (Cubic Feet) Owed by Facility

Parker Indian Health Center Medical Grade Gases

1 Oxygen (O2) 34 H-size 200 CGA 540 (251 CF) No

2 Oxygen (O2) 5 E-size CGA 870 (24 CF) No

3 Oxygen (O2) 40 E-size WOB (24 CF) No

4 Oxygen (O2) 54 E-size WOB+ (24 CF) No

5 Oxygen (O2) 8 D-size CGA 870 (15 CF) No

6 Oxygen (O2) 2 M6-size (6 CF) No

7 Oxygen (O2) 2 M9-size (9 CF) No

8 Nitrous Oxide (N2O) 10 USP E-size CGA 910 7lb (24

CF)

No

9 Liquid Oxygen (O2) 3 DEWAR 160LT 230 PSI (4578

CF)

No

11 Nitrogen (N2) 1 H-size 2000 CGA 580 (230 CF) No

12 Nitrogen (N2) 1 DEWAR Refill (25L) Yes Parker Indian Health Center

Industrial Grade Gases 13 Acetylene (C2H2) 1 Industrial 3 (65 CF) No

14 Acetylene (C2H2) 2 Size MC CGA 200 (8 CF – may vary)

No

15 Welding Gas (16%CO2/AR) 2 Size 125 High Pressure (132 CF) No

16 Nitrogen (N2) 3 Size 60 High Pressure (52 CF) No

17 Oxygen (O2) 1 Size 125 High Pressure (127 CF) No

18 Oxygen (O2) 7 Size 20 High Pressure (19 CF) No

19 Carbon Dioxide (CO2) 1 FG/IND 35 Lb. Alum Yes Peach Spring Health Center

Medical Grade Gases 20 Oxygen (O2) 2 E-size CGA 870 (24 CF) No

21 Oxygen (O2) 40 E-size WOB (24 CF) No

The Contractor shall be solely and completely responsible for initiating, maintaining and supervising all safety precautions during the delivery Liquid Medical-Grade Oxygen.

The Contractor shall take all necessary precautions for the safety of, and shall provide necessary protection to prevent injury to all employees on the work site and other persons including, but not limited to, the general public who may be affected thereby.

The Contractor shall perform the work in accordance with all applicable Local, State and Federal regulations . If requested by the COR, the Contractor shall provide the COR with a copy of all applicable licenses and/or permits required by the State of Arizona for the performance this type of work.

The Contractor shall maintain positive control of all tools, material and equipment during the execution of the delivery of Bulk Liquid Medical-Grade Oxygen.

The Contractor shall provide all equipment, including power, centrifuge, filters, etc. required to perform the scope of work outlined in this agreement.

Contractor shall provide all hoses, connectors and adapters required to interconnect the Reserve Medical Oxygen Primary and Reserve Storage Tank to the Contractor's equipment.

E. Delivery

1. Delivery of medical gas contained in cylinders are to be delivered between 8:00am –5:00pm Monday –

Friday accompanied by a detailed vendor/contractor sales order identifying all products delivered with quantity and costs.

2. Delivery of liquid nitrogen, refill for 50-liter container, is to be made upon request and delivered with the next scheduled delivery date.

3. Contractor hours of operation at the below facility shall commence not earlier than 8:00 am and continue no later than 4:30pm, Monday through Friday (excluding federally recognized holidays) or as agreed upon between the COR and the Contractor. Federally recognized holidays can be found online at http://www.opm.gov/fedhol/index.asp

F. Period of Performance

Contract performance shall be for a base year commencing on date of contract award. If the Government exercises its option pursuant to FAR 52.217-9, “Option to Extend the Term of the Contract”, extension of services will be on the basis of the performance and availability of funds.

The Contractor shall provide a 1-month transition period due to large quantities of rental tanks.

G. Site Location

Parker Indian Health Center 12033 W Agency Ave.

Parker, AZ 85344 T: 928-669-2137 F: 928-669-3191

Peach Spring Health Center 943 Hualapai Way Peach Spring, AZ 86434 T: 928-769-2204

H. Points of contact

1. Arlin Billy is the Contracting Officer Representative (COR) and the local point of contact (POC). Arlin

Billy can be reached at 928-669-3190, or Arlin.Billy@ihs.gov.

2. Richard Tahbo is the Maintenance Supervisor and maybe contacted in lieu of COR or POC at 928-669- 3194, Gary.Polacca@ihs.gov.

3. Communication including issuing reports shall be sent to the COR and the Maintenance supervisor.

I. Price Schedule

The Offeror shall enter proposed pricing for the base year and option years. Totals for all years shall be listed and added together for a grand total.

This is a Firm-Fixed Price contract.

Contractor shall propose a detailed list of services and supplies to be purchased for this requirement using the attached Price Schedule (Attachment 2) Contractor shall also include a brochure with gas and tank selection and service specifications of the proposed services to be used for this requirement. Minimum Qualifications

1. Contractor shall have a minimum of 10 years of experience.

2. Contractor shall be certified and authorized to handle, transport and dispose of medical air, oxygen and other medical gases. Evidence of this certificate and/or licensure shall be provided to the Contracting Officer and COR and shall be maintained in an active and current status throughout the performance period. Evidence of renewals shall be provided to the Contracting Officer and COR upon request.

3. Certification and/or licensure shall include the following:

Evidence of motor carrier license as required by the Arizona Department of Transportation, applicable permits/certificates to transport medical, specialty and industrial gases.

J. Contractor Personnel

The Contractor personnel performing work under this agreement must possess the knowledge, skills and experience to perform all aspects of the delivery of Medical-Grade Oxygen in a safe and workmanlike manner.

CRSU retains the sole authority to determine the acceptability of any Contractor personnel to person any tasks that are required by the terms of the contract and to deny access to the site for just cause.

The Contractor shall provide Personal Safety Equipment for the Contractor's employees. (i.e. hardhats, safety glasses, hearing protection, gloves, etc.)

K. HHS Green Purchasing Program

E.O. 13423 and E.O. 13514 require that federal agencies expand their waste prevention and recycling programs and implement affirmative procurement programs to procure environmentally preferable products and services.