MEDICAL GAS SYSTEM Combined_Synopsis-Solicitation.docx

Attachment 1: Combined Synopsis-Solicitation for Commercial Items Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2020-07.

This solicitation is 100% set-aside for Small Businesses

The associated North American Industrial Classification System (NAICS) code for this procurement is 621511, with a small business size standard of $20.5m.

The FSC/PSC is Q515.

The NJ VA HealthCare System for East Orange and Lyons campuses is seeking to purchase services for Medical Gas Preventative Maintenance system.

All interested companies shall provide quotations for the following:

Below is an optional template for pricing. You may also provide your own document, but labor must be broken out to allow for price reasonableness determination.

Services

Statement of Work Medical Gas Systems NJ VA Medical Campuses

Overview:

The New Jersey Healthcare System at Lyons and East Orange campuses has a requirement for preventive maintenance on their medical gas systems. We are currently seeking a full service and preventative maintenance contract for both campuses. The contractor shall perform quarterly preventative maintenance (PM) services on each piece of equipment outlined in this scope of work.

Scope:

The contractor shall provide all labor, materials, and equipment necessary for a full preventive maintenance program. PM shall include annual inspection and testing of the equipment. It shall also include evaluation of the medical gas system in accordance with NFPA 99, VA specifications and the terms within this statement of work. Maintenance of Dental and Medical air compressors and Dental vacuum pumps ARE NOT included in this contract.

Performance Period:

The period of performance for this contract will include a base year plus four option years. Note: the government has the option to not exercise the option years.

The estimated period of performance:

The contractor shall provide quarterly services in December, March, June, and September.

Hours of Work:

All work must be performed Monday through Friday during the hours of 8:00 AM to 4:30 PM; except for the Operating Room and Recovery Rooms, which will be done at night or on weekends as scheduled and approved by the COR. No work shall be performed on Saturdays, Sundays, and Holidays unless otherwise stated and approved by the COR.

Reports:

The contractor will provide a copy of service report to the COR. The report will include a list of all preventive maintenance checks completed, as well as, identified problems and/or deficiencies found. The contractor will provide two inspection reports to the COR following completion of evaluation. The inspection documents will include, as a minimum, test parameters consisting of terminal performance, valve testing, cross connections, alarm testing, leak detection, equipment evaluation, contaminant, particulate and dewpoint testing. The service reports must be signed by both the service provider and the COR at completion of work. An electronic version of same shall be sent to the COR.

PM Procedures:

The contractor shall evaluate each existing oxygen, medical compressed air, vacuum and nitrous oxide systems. Sizing, flow, leaks, accessible piping, terminal performance, compressor or source configuration, valves, gauges, warning systems and alarms, back-up systems, vents, and contamination for compliance with current NFPA 99 specification and requirements.

Contractor employees shall be ASSE 6040 certified to perform maintenance and ASSE 6030 certified for inspection and testing. Minor repairs will be done while on station more difficult repairs or those needing additional parts a quote will be provide for those deficiencies.

(Exception: There will be a system leak check using system gases and operational pressures done by the contractor where needed, tanks of appropriate gases will be used to facilitate testing.)

The system check will include originating equipment, patient rooms, clinic rooms, operating rooms (see Hours of Work), emergency rooms, and any room that contains outlets which are a part of the system. The unique inventory of outlets will be provided.

Terminals: Terminal screws, front and back body O-rings, locking mechanism adjustment, lubrication, cleaning, flow/pressure measurement and locking mechanism verification.

Valves: Rebuild leaking valves (ball type), cleaning and leaking inspection.

Alarms: Contractor will provide lamp replacement, high- and low-pressure alarm calibration, cleaning and accuracy verification. Pro Flo Vacuum Enzyme Solution Injected to Aid SCFM Performance: Pro Flo enzyme solution will be injected into vacuum systems terminals, ringed and verified to maintain maximum SCFM with minimums of 3.0 SCFM required by NFPA, JCAHO Standards.

Repair Procedures: N/A

Place of Performance: East Orange 385 Tremont Ave E Orange, NJ 07018

Upon arrival the contractor will report to Plumbing Shop Foreman, Bldg. 1, Room B-102, Ext. 3365. The contractor is required to sign out before leaving the facility in order to provide reports as required.

Equipment List for East Orange Location:

Description of system outlets inlets

Bldg. 1 - One (1)16 stories high Central Oxygen System, Approximately 425 oxygen outlets distributed throughout the building.

Bldg. 1 - Two (2) Central Vacuum Systems each consisting of two Nash water-displacement vacuum pumps located within Bldg. 1, C-Level and serving 14 stories Approximately 520 inlets distributed throughout the building.

Bldg. 1 – One (1) Dental Service vacuum system consisting of duplex compressors Approximately 20 inlets Bldg. 1 – One (1) central medical compressed air system consisting of Approximately 250 outlets duplex compressors Bldg. 1 – One (1) Dental Service compressed air system with duplex Approximately 30 outlets compressors Bldg. 1 – One (1) Central Nitrous Oxide distribution system service the Surgical Approximately 21 outlets Suite and Dental Clinic Bldg. 1 – One (1) Central Carbon Dioxide distribution system service the Surgical Approximately 6 outlets (one in each OR) Suite Bldg. 1 – One (1) Central Nitrogen distribution system service the Surgical Approximately 6 outlets (one in each OR) Suite

Bldg. 1, B-Level – One (1) Central Emergency Oxygen manifold system with six (6) Type-H cylinders

Place of Performance: Lyons Campus 151 Knollcroft Lyons, NJ 07939

Upon arrival the contractor will report to M&R Shop Foreman, Bldg. 15, Ext. 4280. The contractor is required to sign out before leaving the facility in order to provide reports as required.

Equipment List for Lyons Location:

Outlets total by type Oxygen Air Vacuum Total Outlets 167 70 82 319 Equipment List: outlets

ALARMS Location Manufacturer

Master Alarm Location Building 3 1st Floor Building 7 2nd Floor Building 1 CDC Police Building 15 Maintenance Office Building 14 Boiler room The contract 36C24220Q1231 period of performance is 10/01/2020 to 09/30/2021.

Place of Performance/Place of Delivery

385 Tremont Ave East Orange, NJ

151 Knollcroft Lyons, NJ

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following solicitation provisions apply to this acquisition:

1. FAR 52.212-1, “Instructions to Offerors–Commercial Items” (JUN 2020) Addendum to FAR 52.212-1 Instructions To Offerors—Commercial Items Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The version of FAR 52.212-1 in the addendum is tailored for Simplified Acquisition Procedures and supersedes the current version of FAR 52.212-1 contained in the FAR.

The following provisions are incorporated into 52.212-1 as an addendum to this solicitation:

FAR 52.212-1 Instructions To Quoters—Commercial Items

(a) North American Industry Classification System (NAICS) code and small business size standard are stated in the combined synopsis/solicitation.

(b) Submission of quotations. Submit quotations to the office specified in this solicitation at or before the exact time specified in this solicitation. Quotations may be submitted on letterhead stationery, or as otherwise specified in the solicitation. As a minimum, quotations must show-

(1) The solicitation number 36C24220Q1231;

(2) The time specified in the solicitation for receipt of quotations;

(3) The name, address, and telephone number of the quoter;

(4) A technical description of the items being quoted in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary;

(5) Terms of any express warranty;

(6) Price and any discount terms;

(7) “Remit to” address, if different than mailing address;

(8) A completed copy of the representations and certifications at FAR 52.212-3 (see FAR 52.212-3( b ) for those representations and certifications that the quoter shall complete electronically);

(9) Acknowledgment of Solicitation Amendments;

(10) Past performance information, when included as an evaluation factor, to include recent and relevant contracts for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information); and

(11) If the quotation is not submitted on the SF 1449, include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Quotations that fail to furnish required representations or information, or reject the terms and conditions of the solicitation may be excluded from consideration.

(c) Late submissions

(1) Quoters are responsible for submitting quotations so as to reach the Government office designated in the solicitation by the time specified in the solicitation.

(2) Any quotation received at the Government office designated in the solicitation after the exact time specified for receipt of quotations is late and will not be considered unless it is received before purchase order issuance and the Contracting Officer determines that accepting the late quotation would not unduly delay the acquisition.

(3) If an emergency or unanticipated event interrupts normal Government processes so that quotations cannot be received at the Government office designated for receipt of quotations by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of quotations will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.

(d) Data Universal Numbering System (DUNS) Number. (Applies to all quotations exceeding the Micro-Purchase Threshold (MPT), and quotations of MPT or less if the solicitation requires the Contractor to be registered in the System for Award Management (SAM) database.) The quoter shall enter, in the block with its name and address on the cover page of its quotation, the annotation “DUNS” or “DUNS+4” followed by the DUNS or DUNS+4 number that identifies the quoter’s name and address. The DUNS+4 is the DUNS number plus a 4-character suffix that may be assigned at the discretion of the quoter to establish additional SAM records for identifying alternative Electronic Funds Transfer (EFT) accounts (see FAR Subpart 32.11) for the same concern. If the quoter does not have a DUNS number, it should contact Dun and Bradstreet directly to obtain one. A quoter within the United States may contact Dun and Bradstreet by calling 1-866-705-5711 or via the internet at http://fedgov.dnb.com/webform. A quoter located outside the United States must contact the local Dun and Bradstreet office for a DUNS number. The quoter should indicate that it is a quoter for a Government contract when contacting the local Dun and Bradstreet office.

52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998) 52.204-7 System for Award Management (OCT 2018) 52.204-16 Commercial and Government Entity Code Reporting (AUG 2020) 52.217-5 Evaluation of Options (JUL 1990) 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008)

(End of Addendum to 52.212-1)

Addendum to 52.212-2 Evaluation—Simplified Acquisition Procedures

(a) Basis for Award. The Government will issue a purchase order to the responsible quoter whose quotation conforming to the solicitation will be most advantageous to the Government, price and other factors considered.

(b) The following factors shall be used to evaluate quotations: Award shall be made to the quoter whose quotation offers the best value to the government, considering technical capability, past performance, and price.

(1) Technical Capability

(2) Past Performance

(3) Price ( c) Evaluation Approach. Award shall be made to the contractor whose quotation offers the Lowest Price Technically Acceptable (LPTA) to the government. The evaluation will be done considering technical capability, past performance, and price. The government shall evaluate information based on the following evaluation criteria:

1) Technical Capability: The quotation will be evaluated to the extent to which it can meet and/or exceed the Government’s requirements as outlined in the solicitation and based on the information requested in the instructions to quoters section of the solicitation. The interested parties must provide a capabilities statement, of length no longer than five pages, reflective of the company’s ability to meet this requirement.

a) The contractor must provide certification for ASSE 6040 certified to perform maintenance and ASSE 6030 certified for inspection and testing.

b) Contractor must provide a list of completed contracts during the past three years, and all contracts and subcontracts currently in process for the medical gas preventative maintenance systems.

2) Past Performance: The past performance evaluation will assess the relative risks associated with a quoter’s likelihood of success in fulfilling the solicitation’s requirements as indicated by the quoter’s record of past performance. Contractor must provide three references of similar scope of complexity. PPIRS will also be reviewed for performance ratings. Past performance information will be evaluated as acceptable or not acceptable. Companies with no past performance will receive a neutral rating.

3) Price: The Government will evaluate the price by adding the total of all line item prices, including all options. The Total Evaluated Price will be that sum. Labor and materials must be broken out to allow for price reasonableness determination. The government will evaluate offers for award purposes based on the pricing for the total requirement. Offers for partial requirement will not be evaluated and will be deemed non-responsive upon receipt.

(d)Options. The Government will evaluate quotations for award purposes by adding the total price for all options to the total price for the basic requirement. The government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluations of options shall not obligate the Government to exercise the option. Options will be evaluated at time of award

2. FAR 52.212-3 “Offerors Representations and Certifications–Commercial Items” (AUG 2020)

Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, “Offerors Representations and Certifications–Commercial Items.” If paragraph (j) of the provision is applicable, a written submission is required.

The following contract clauses apply to this acquisition:

· FAR 52.212-4 “Contract Terms and Conditions–Commercial Items” (OCT 2018)

Addendum to FAR 52.212-4 Terms and Conditions – Commercial Items

52.252-2 Clauses Incorporated by Reference (FEB 1998) 52.204-13 System for Award Management Maintenance (OCT 2018) 52.204-18 Commercial and Government Entity Code Maintenance (AUG 2020) 52.217-9 Option to Extend the Term of the Contract (MAR 2000) 52.219-6 Notice of Total Small Business Set-Aside (DEVIATION 2019-01) 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013)

852.212-70 Provisions and Clauses Applicable to VA Acquisition of Commercial Items (APR 2020) 852.203-70 Commercial Advertising 852.215-70 Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors 852.215-71 Evaluation Factor Commitments 852.232-72 Electronic Submission of Payment Requests 852.270-1 Representatives of Contracting Officers

(End of Addendum to 52.212-4)

· FAR 52.212-5 “Contract Terms and Conditions Required to Implement Statutes or Executive Orders” (AUG 2020)

The following subparagraphs of FAR 52.212-5 are applicable:

52.209-6 Protecting the Government’s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (JUN 2020) 52.219-6 Notice of Total Small Business Set-Aside (MAR 2020) 52.219-28 Post Award Small Business Program Rerepresentation (MAY 2020) 52.222-3 Convict Labor (JUN 2003) 52.222-21 Prohibition of Segregated Facilities (APR 2015) 52.222-26 Equal Opportunity (SEP 2016) 52.222-36, Equal Opportunity for Workers with Disabilities (JUN 2020) 52.222-50 Combating Trafficking in Persons (JAN 2019) 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020) 52.232-33 Payment by Electronic Funds Transfer—System for Award Management (OCT 2018) 52.222-41 Service Contract Labor Standards (AUG 2018) 52.222-44 Fair Labor Standards Act and Service Contract Labor Standards--Price Adjustment (MAY 2014) 52.222-55 Minimum Wages Under Executive Order 13658 (DEC 2015) 52.222-62 Paid Sick Leave Under Executive Order 13706 (JAN 2017)

The Service Contract Act of 1965 does apply to this procurement, the applicable wage determination we feel applicable to this combined synopsis/solicitation are:

East Orange, NJ: Wage Determination No.: 2015-4212 Revision No.: 14 Date Of Last Revision: 04/20/2020

Lyons, NJ: Wage Determination No.: 2015-4210 Revision No.: 14 Date Of Last Revision: 04/20/2020

All quotes shall be sent to the Contract Specialist, Mariangie Rivera email address Mariangie.Rivera@va.gov

To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

Quoters shall list exception(s) and rationale for the exception(s), if any.

Submission of your response shall be received not later than 10:00AM EST on 09/25/2020 at Mariangie.Rivera@va.gov for submission of quotes. Quotes will only be accepted by email.

Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below.

RFI will not be accepted after Wednesday September 23, 2020 at 10:00 AM EST.

Point of Contact Mariangie Rivera 518-626-6246 Mariangie.Rivera@va.gov VHAPM Part 813.106 SAP: Soliciting Competition & Evaluation of Quotations SOP Page 3 of 5 Original Date: 10/12/17 Revision 04 Date: 06/10/20