P02 Sources Sought 04222026.pdf

Description H365, Seattle and American Lake VA Medical Centers, Medical Gas Inspection and Service

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 Department of Veterans Affairs (VA), Network Contracting Office (NCO) 20, is conducting market research to identify potential sources which can provide the following services:

• Title: Annual Medical Gas system Inspection and Maintenance Service for Seattle and American

Lake VAMCs

• Background.

Annual Medical Gas system testing and Service: VA Seattle and American Lake

VA Seattle and VA American Lake is required to have Medical Gas testing and servicing annually per Joint Commission. EC.02.05.09, VA Standards, NFPA55, NFPA70, and NFPA99

• Scope.

Medical Vacuum Annual Preventative Maintenance:

Seattle Building 101 EMSE Vacuum System Model# 1DOB5HS120 Per manufacture recommendations.

Medical Vacuum Annual Preventative Maintenance:

American Lake Building 81 EMSE Duplex Vacuum System Model# CPD-V5-208 VC100 Per manufacturer recommendations.

Medical Vacuum Annual Preventative Maintenance:

American Lake Building 200 EMSE Vacuum System Model# CPD-V5-208 Per manufacturer recommendations

Medical Air Annual Preventative Maintenance:

Seattle Building 101 EMSE Model# 3DOHS10PS240D

General Service Call/Investigation: Service call when an alarm sounds for a piece of equipment that has failed. Contractor will provide a service call to investigate, repair if parts are available on hand, provide a quote to complete repairs and replace the components.

Base Year Training only:

Training of 4 personnel Basic Medical Gas Systems Maintenance.

Specific Tasks.

The contractor shall perform the following tasks at the Seattle and American Lake Campuses.

• Bulk Oxygen Supply (If owned by the hospital) o Note data plate information.

o Verify proper function switching from main to reserve.

o Note safeties and burst discs installation date; write estimate to change out if required.

o Inspect site location and condition to NFPA55 and NFPA99 requirements.

o Check for leaks.

o Ascertain correct labeling of components.

o Test local alarms and adjust set points if required.

o Report any discrepancies with possible solutions

• Bulk Oxygen Supply (If leased) o Note data plate information o Inspect site location and condition to NFPA55 and NFPA99 requirements o Check for leaks o Report any discrepancies with possible solutions

• Medical Air Compressor o Note make, model, and serial numbers for all components.

o Inspect site location and condition to NFPA99 and NFPA70 requirements.

o Sample quality of produced medical air for CO and hydrocarbons.

o Calibrate CO monitor.

o Determine accuracy of dew point monitor.

o Take temperature readings of ambient, current, and after 5 minutes run time.

o Adjust run timers if needed.

o Note cut in and cut out.

o Note correct valving of receiver tank.

o Test local alarms.

• Medical Air Compressor Annual Preventative Maintenance Seattle 3DOHS10PS240D:

o Provide and replace intake, pre/post filter elements.

o Provide and replace float drains and belts.

o Test for functionality.

o Inspect package for leaks, loose fittings, fasteners ect.

o Lubricate motor bearings as needed.

o Check and record operating hours, sight glass integrity.

o Check operation of Carbon Monoxide and Dew point monitor and calibrate.

• Vacuum Pump o Note make, model, and serial number for all components.

o Inspect site location and condition to NFPA99 and NFPA70 requirements.

o Take temperature readings of ambient, current, and after 5 minutes run time.

o Adjust run timers if needed.

o Note cut in and cut out.

o Note correct valving of receiver tank.

o Test local alarm.

• Medical Vacuum Annual Preventative Maintenance 1DOB5HS120 Seattle Bldg. 101:

o Provide & replace graphite carbon vanes on both Becker vacuum pumps.

o blow out the housing with dry compressed air.

o Provide & replace coupler inserts.

o Grease pump and motor bearings as needed.

o Provide and replace intake, discharge, and inlet filter elements.

o Test for functionality.

• Medical Vacuum Pump Annual Preventative Maintenance American Lake Bldg. 81

CPD-V5-208 VC100 Duplex Vacuum Pumps:

o Provide & replace exhaust filter elements, external oil filter and intake filter elements.

o Drain and replenish oil.

o Grease pump and motor bearings as needed.

o Test for functionality.

• Medical Vacuum Pump Annual Preventative Maintenance American Lake Bldg. 200 CPD-

V5-208:

o Provide & replace exhaust filter elements, external oil filter and intake filter elements.

o Drain and replenish oil.

o Grease pump and motor bearings as needed.

o Provide and replace couplers, intake, and exhaust filter elements.

o Test for functionality.

• Manifold o Note make, model, and serial numbers of each manifold.

o Inspect site location and condition to NFPA99 and NFPA70 requirements.

o Test for proper function and switch over.

o Inspect location for correct ventilation, signage, and labeling.

o Test local alarms.

• Master Alarm panels all locations o Inspect site locations and accessibility.

o Determine audio and visual alarms and set points.

o Inspect function and labeling.

o Inspect sensors for correct location and connections to main lines.

Valves

• Source Valves o Verify correct 3-piece valves are employed.

o Verify correct labeling.

o Verify correct location.

o Verify proper pressure switch and gauge locations.

• Main valves o Verify correct 3-piece valves are employed.

o Verify correct labeling.

o Verify correct location.

o Verify proper pressure switch and gauge locations.

• EOSC

o Inspect for proper location and security.

o Inspect vent location.

o Verify correct plumbing into main line.

Patient care areas

• Zone valve boxes o Inspect for proper location o Verify/Correct labeling o Check accuracy of gauge o Inspect code compliance and function o Verify area alarm sensor location (if present)

• Area alarm panels o Inspect for proper location o Verify/Correct labeling o Verify correct set points o Inspect audible and visual alarms o Verify area alarm sensor location o Verify sensors are connected to piping by gas-specific demand check fittings

• Outlets/inlets (Every available outlet at the time of inspection, includes booms) o Test latch function o Inspect for gas specific connection o Qualify flow rate o Verify medical gas concentration o Record outlet/Inlet counts in each room

Reports o Electronic: Created in .pdf and emailed within five business days.

o Hard copy: Printed on heavy paper and organized in a 3-ring binder shipped within five business days.

Other:

- Work shall be performed during regular business hours

- All services must be performed efficiently with minimal disruption to hospital operations.

Period of Performance Anticipated: Estimated 6/1/2026 to 5/31/2031; additionally, FAR 52.217-8 Option to Extend Services for an additional six (6) months is anticipated.

- Base Year: Date of award + 12 months.

- Option Years (1 – 4): Each option year will extend the contract by 12 months upon exercise by the VA.

Deliverables:

- Testing of all Med Gas equipment.

- Annual PM Seattle Building 101 of EMSE Vacuum System Model# 1DOB5HS120

- Semi-annual PM American Lake EMSE Vacuum System Model# CPD-V5-208

- Annual PM Seattle Building 101 EMSE Med Air Model# 3DOHS10PS240D

American Lake building 85 Model# 6916-9050-Z06C

- Contractor will supply a list of repairs needed, and a quote for repairs.

- Base year training only of 4 personnel Basic Medical Gas Systems Maintenance.

Performance Monitoring:

- All work must comply with VA standards, NFPA55, NFPA70, and NFPA99.

- Electronic PDF sent to COR within five business days.

- Printed copy supplied to COR within five business days.

Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI)

The VA will provide:

- VA will provide an escort.

- Escort will grant access to work areas including buildings, rooms, and bulk oxygen supply areas.

Inspection and Acceptance Criteria

All completed work shall be inspected by the contract COR or another designated VA Puget Sound Healthcare FMS official.

Risk Control

Adherence to regulations: Ensure all work complies with Joint Commission standards, VA standards, NFPA55, NFPA70, and NFPA99.

Place of Performance:

- VAMC American Lake 9600 Veterans Drive SW, Tacoma WA 98493

- VAMC Seattle 1660 S. Columbian Way Seattle, WA 98108

Notes: Depending on the results of market research and socioeconomic set-aside decision, the appropriate limitation to subcontracting may be incorporated into the resulting solicitation/contract.

Potential candidates having the capabilities necessary to provide the above stated services, are invited to respond to this Sources Sought Notice via e-mail to Christine Thomas at christine.thomas1@va.gov no later than Thursday, 4/30/2026 at 5PM PDT. No telephone inquiries will be accepted.

RESPONSES SHOULD INCLUDE THE FOLLOWING INFORMATION:

o Company name o SAM UEID# o Address o Business size o Point of contact name, phone number and e-mail address o Capability statement o If applicable, current GSA Federal Supply Schedule contract

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.