Sources Sought Notice - J059--MEDICAL GAS INSPECTION AND TESTING FY25

New Orleans VA Medical Gas Testing and Inspection

SOURCES SOUGHT SYNOPSIS

DESCRIPTION: This "Sources Sought Synopsis" shall be used to determine the availability of potential sources having the skills and capabilities necessary to perform/provide Medical Gas Inspection for SLVHCS- New Orleans, LA. All interested vendors are invited to provide information to contribute to this market survey/sources sought synopsis including, commercial market information. This is not a solicitation announcement. This is a Sources Sought Synopsis only. Provide only the requested information below.

The purpose of this synopsis is to gain knowledge of potential qualified sources and their size classification: Service Disabled/Veteran Owned Small Business. (SDVOSB/VOSB), Hubzone, 8(a), small, small disadvantage, woman owned small business, or large business) relative to NAICS 811210, Electronic and Precision Equipment Repair and Maintenance. Responses to this synopsis will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought synopsis, a solicitation announcement may be published on GSA eBUY or Contract Opportunities website. Responses to this sources sought synopsis are not considered adequate responses to the solicitation announcement. All interested offerors must respond to the solicitation announcement in addition to responding to this sources sought announcement. Please demonstrate the contractor's ability to perform services of this nature as the course of its daily business operations. Services shall be performed in accordance with industry standards and practices by qualified personnel.

Responses must be emailed to Christopher.rossi2@va.gov no later than 13:00 PM CST, April 11th, 2025. Your response should include:

STATEMENT OF CABABILITY

BUSINESS SIZE & SOCIO­ECONOMIC STATUS

GSA CONTRACT (if available)

Please place "Attention: Medical Gas Inspection - SLVHCS", in the subject line of your email. This notice is to assist the VA in determining sources only. A solicitation is not currently available; therefore, DO NOT REQUEST A COPY OF A SOLICITATION. If a solicitation is issued it will be announced later, and all interested parties shall respond to that solicitation announcement separately from the responses to this announcement.

REQUESTED INFORMATION:

(1) STATEMENT OF CABABILITY:

(a) Submit a brief [five (5) pages or less] capability statement explaining your capability to perform commercial and industrial machinery repair and maintenance services.

(b) Include the number of qualified personnel need to accomplish this service.

(c) Include experience in performing these services for the VA, other Government (Federal or State) agency, or for a private medical facility. Please specify your maximum capacity and your availability to start.

(d) Please state the distance of your facility from the Department of Veteran Affairs,

Southeast Louisiana Veterans Health Care System

2400 Canal Street

New Orleans, LA 70119

(2) BUSINESS SIZE AND SOCIO-ECONOMIC STATUS:

(a) Indicate if your firm is a certified Service-Disabled Veteran Owned Small Business (SDVOSB) or Veteran Owned Small Business (VOSB)

(b) If small, indicate if your firm qualifies as a small, emerging business, or small disadvantaged business

(c) If disadvantaged, specify under which disadvantaged group and if your firm is certified under Section 8(a) of the Small Business Act

(d) Indicate if your firm is a certified Hub zone firm

(e) Indicate if your firm is a woman-owned or operated business

(f) Indicate whether your business is large or small

(g) Include the Unique Entity ID of your firm.

(h) State whether your firm is registered with the System for Award Management (SAM) at http://www.sam.gov and/or the VetBiz Registry at http://vip.vetbiz.gov/. If not, please NOTE: any future

solicitation could only be awarded to a contractor who is registered in the System for Award Management

(SAM). To receive award based on SDVOSB or VOSB status you must be registered in the VetBiz Registry.

(3) GSA CONTRACT NUMBER

SPECIFIED REQUIREMENT: The contractor shall communicate its capabilities to accomplish the following: Medical Gas Inspection - SLVHCS" (SEE BELOW DRAFT SOW for detailed information).

Statement of Work

Medical Gas Testing and Inspection

Southeast Louisiana Veterans Health Care System

New Orleans, LA

General Information

The purpose of this service contract is for the Contractor to provide the New Orleans VA Medical Campus with medical gas system inspections and testing. There will be a total of 14 buildings on the campus under this contract.

Project Title

Medical Gas Testing and Inspection

Project Background

The medical gas system at the New Orleans VA Medical Center requires periodic testing and inspection in order to ensure operability for patient and staff use.

The purpose of this contract is for one base year and four option years.

Scope of Work

The Contractor shall provide labor and materials to perform the quarterly, semi-annual, and annual testing, inspections, and certification of the piped medical gas systems housed at the New Orleans VA Medical Center located on 2400 Canal St. New Orleans, LA. Inspection and testing shall include the following systems at a minimum:

Master and area alarms;

Source equipment ;

Zone valves;

Automatic pressure switches;

Shutoff valves;

Flexible connectors;

Outlets, inlets, and flexible connects (wall, ceiling, and boom arm);

Quarterly hydrocarbon testing (Medical air compressors);

And all others as defined by the Project COR. The testing and certification procedures shall follow NFPA-99, 2021 version guidelines or later.

All work shall be performed by personnel specifically qualified and trained to test and inspect the medical gas systems described herein. Evidence of all required licenses, as well as documentation of qualifications of personnel, shall be provided to the Contracting Officer (CO) prior to award of contract.

Performance Objectives

The contracted medical gas inspector shall perform all independent testing of the facility s medical gas systems and shall report system compliance in accordance with the Joint Commission, American Society of Safety Engineers (ASSE), American Society of Mechanical Engineers (ASME), National Fire Protection Association (NFPA) 99, NFPA 101, National Institute of Standards and Technology (NIST), American Society of Sanitary Engineers, American National Standard Institute (ANSI). Reporting shall be per the most current edition of all reporting agencies listed here and other Federal Regulations pertaining to medical gas systems in medical and Federal facilities.

Deliverables Schedule

Task #

Task Name

Schedule

Task 1

Contact Information/Key Personnel

Five (5) calendar days after contract award

Task 2

Contract Performance Management

Minimum of three (3) meetings (Contract Award, Semi-Annually, Contract Anniversary)

Task 3

Testing Schedule and Plan

Fifteen (15) calendar days after contract award

Task 4

Inspection and Testing

Quarterly, Semi-annual, Annual inspections to be conducted.

Task 5

Testing and Inspection Reports

Fourteen (14) calendar days after services are rendered unless noted otherwise

Task 6

Company/Technician Certification

Company: Prior to contract award Inspector for the specific test: No later than fourteen (14) calendar days after award. Present certifications in reports

Task 7

Travel Provision

Every inspection

Period of Performance

The period of performance shall be the following:

Base Year July 20, 2025 July 19, 2026

Option Year 1 - July 20, 2026 July 19, 2027

Option Year 2 - July 20, 2027 July 19, 2028

Option Year 3 - July 20, 2028 July 19, 2029

Option Year 4 - July 20, 2029 July 19, 2030

5.2 Should these dates change, the Contracting Officer will issue a modification to the contract reflecting the corrected date. The Contractor is required to proceed as originally scheduled until such modification is issued. The Contracting Officer is the only official authorized to make changes to the contract.

Key Personnel

The Contractor shall submit a list of the points of contact for VA s account pertaining to testing and inspections. Submission shall include the person s name, phone number, email and address for correspondence. For all work completed, the Contractor shall submit proof of medical gas inspection and testing certification for the inspector completing the work.

Place of Performance

The work shall initially be performed at the New Orleans VA Medical Center 2400 Canal St., New Orleans, Louisiana. As additional buildings are turned over to the Department of Veterans Affairs for use, the remaining buildings and associated equipment shall be scheduled for testing and inspection via task order.

The work shall be performed at the New Orleans VA Medical Center 2400 Canal St., New Orleans, Louisiana. Building designations are as follows:

Concourse (A)

Inpatient (B and C)

Diagnostic and Treatment (D, E, F, G)

Outpatient (H, J)

Staff Garage (K)

Patient Garage (L)

Transitional Living (M, R1, R2, R3, R4)

Central Energy Plant (N)

Research (P)

COR Authority

In no event is the Contracting Officer s Representative (COR) empowered to change any of the terms and conditions of the contract. All changes, to any section of this contract, shall be made only by the Contracting Officer pursuant to a properly executed modification. The types of actions within the purview of the COR s authority are to ensure that the Contractor performs the technical requirements of the contract, and to notify the Contracting Officer of any deficiencies observed. A Letter of Designation shall be issued to the COR and a copy shall be sent to the Contractor at the time of contract kickoff meeting or post-award conference setting forth in full the responsibilities and limitations of the COR.

Hours of Work

Normal operational hours for the VA facilities are from 7:30 a. m. 4:30 p. m, Monday through Friday, exclusive of Federal Holidays. At least 75% of all testing is required to occur after hours. For planning purposes, the contractor shall plan as though all testing is to occur after hours.

Contract Award Meeting

The Contractor shall not commence performance on this contract until the Government has conducted a contract kickoff meeting/post-award conference or the COR has advised the Contractor that a kickoff meeting is waived. The following item shall be delivered as part of the initial contract kickoff and submitted either at the kickoff meeting (one electronic and one hard copy) or emailed to the CO should the meeting be waived: Quality Assurance Surveillance Plan (QASP)

General Requirements

All written deliverables shall be phrased in layperson language. Statistical and other technical terminology shall not be used without providing a glossary of terms.

The Contractors shall furnish all labor, transportation, equipment, materials, tools, supplies, supervision, incidental engineering, and management required to test and inspect the medical gas systems listed in accordance with NIST, ASSE, TJC, ANSI, ASME and NFPA requirements.

A testing and inspection schedule shall be submitted by the contractor prior to beginning work. The contractor shall also submit in writing, one (1) hard copy and one (1) electronic copy, of the testing and inspection schedule and testing method to COR and CO at contract award, no later than the initial testing.

Licensing, Supervision, and Testing. The Contractor shall be licensed and certified to provide the testing and inspection services specified in this contract. The Contractor shall hold a current and valid ASSE Medical Gas Verifier 6030 certification, ensuring all qualifications meet the requirements as stated in the 2015 version of NFPA 99. Any personnel representing the contractor and performing the actual inspections shall also be qualified to at least the ASSE Medical Gas Verifier 6030 certification level. The Contractor shall provide copies of the certifications upon acceptance of any contract award or no work shall be performed, nor accepted, until proof of licensing is verified.

The Contractor shall use testing equipment that is calibrated and adheres to the standards and criteria set forth by the National Institute of Standards and Technology (NIST), as recommended by the ISO-9001 requirements. As proof of current calibration, the Contractor shall provide a Traceable Calibration Certificate to the COR or their designee, presented upon initial contract issuance and each time certificates are updated. Evidence of all required licenses, as well as documentation of the qualifications of personnel, shall be provided to the CO and COR prior to award of the contract.

Definitions - Technical

As used throughout this contract, the following terms shall have the meaning set forth below. Additional definitions are in the "DEFINITIONS" clause.

Where as shown , as indicated , as detailed or words of similar import are used, it shall be understood that reference is made to this specification and the drawings accompanying this specification unless stated otherwise.

Where as directed , as required , "as permitted , approval , acceptance , or words of similar import are used, it shall be understood that direction, requirement, permission, approval, or acceptance of the COR is intended unless stated otherwise.

ANSI. The abbreviation of the American National Standard Institute.

ASME. The abbreviation of the American Society of Mechanical Engineers.

ASTM. The abbreviation of the American Society for Testing and Materials

Adjust. To regulate, settle, bring to a more satisfactory state of normal operating condition.

Check. Examine, inspect, test, or verify by trail.

Component Part. Any part of any item or system which is detachable or removable from the main body or main assembly of the item or system; a constituent part or an essential part necessary to the performance of the system.

Contractor. The term contractor as used herein refers to both the prime Contractor and any subcontractors. The prime Contractor shall ensure that his/her subcontractors comply with the provisions of this contract.

Contractor Representative. A foreman or superintendent assigned in accordance with the CONTRACTOR EMPLOYERS .

Control. A mechanism used to regulate or guide the operation of a machine, apparatus, or system.

Frequency of Service.

Quarterly (Q) Services performed four times a year in intervals of every 80-100 days during the period of performance.

Annual (A) Services performed once during each 12 month period of the contract.

Semi-annual (SA) Services performed twice during each 12 month period of the contract at intervals of 160 to 200 calendar days.

Inspect. To examine thoroughly, to view closely in critical appraisal.

NEC. The abberviation of the National Electric Code

NFPA. The abbreviation of the National Fire Protection Association

Quality Assurance (QA). A method used by the Government to provided some measure of control over the quality of purchase foods and services received.

Quality Control (QC). A method used by the Contractor to control the quality of goods and services produced.

Regular Working Hours. The Government's regular (normal) working hours are from 7:30am to 4:30 pm local time, Mondays through Fridays except (a) Federal Holidays and (b) other days specifically designated by the COR.

GOVERNMENT FURNISHED ITEMS.

The Government will not provide office space and operational facilities to the Contractor. The Contractor shall secure and maintain the necessary office space and other facilities required for the performance of this contract at his/her own expense.

Government Furnished Equipment. The Contractor shall furnish all tools and equipment required for the performance of this contract. The Government will not provide tools or equipment to the Contractor.

Government Furnished Material. The Government will not provide any materials to the Contractor.

Availability of Utilities. The Government will furnish the following utility services at existing outlets, for use in those facilities provided by the Government and as may be required the work to be performed under the contract: electricity, natural gas, fresh water, sewage service, and refuse collection (from existing collection points). Information concerning the location of existing outlets may be obtained from the COR. The Contractor shall provide and maintain, at his/her expense, the necessary service lines from existing Government outlets to the site of work.

Utilities specified above will be furnished at no cost to the Contractor.

CONTRACTOR FURNISHED ITEMS. Except for the items listed in previous clauses, the Contractor shall provide all facilities, equipment, tools, components materials, and services to perform the requirements of this contract.

WORK OUTSIDE REGULAR HOURS. Except as may otherwise be specified, all work shall be performed during regular working hours. If the Contractor desires to carry out work on Saturday, Sunday, holidays , or outside regular working hours for tasks outside of those already noted, he/she must submit application to the COR for approval. The COR reserves the right to request scheduling around Federal holidays. Work may only occur under a bilateral agreement between Government and Contractor.

MANAGEMENT. The Contractor shall manage the total work effort associated with all services required herein to assure fully adequate and timely completion of these services. Included in the function are a full range of management duties including, but not limited to scheduling, report preparation, establishing and maintaining records, and quality control. The Contractor shall provide an adequate staff of personnel with the necessary management expertise to assure the performance of the work in accordance with sound and efficient management practices.

The Contractor shall submit a testing and inspection plan to the VA for review no more than fourteen (14) calendar days after award. Testing plan shall include at a minimum: number of technicians to complete testing, anticipated testing and inspection methods, anticipated system down time, a copy of the checklists to be used per inspection type, and a copy of the certificates to be submitted upon successful system testing completion.

Work Control. The Contractor shall implement all necessary work control procedures to ensure timely accomplishment of work requirements, as well as to permit tracking of work in progress. The Contractor shall plan and complete work requirements within the specified time limits and in conformance with the quality standards established herein.

Work Schedule. The Contractor shall schedule and arrange work so as to cause the least interference with the normal occurrence of Government business and mission. In those cases where some interference may be essentially unavoidable, the Contractor shall make every effort to minimize the impact of interference, inconvenience, equipment downtime, interrupted service, customer discomfort, etc.

Records. The contractor shall provide the following documentation:

Two physical binders and one electronic copy titled appropriately according to the inspection being rendered.

All reports shall prominently display: The contractor name; The certified technician performing the test; The contractor shall provide the technicians name. The technician shall physically sign the report certifying that the information within is, to best of his knowledge, accurate and true; Inspection dates; Medical facility; Facility contact; and Table of contents.

All contents within the table of contents shall be further subdivided within the document itself via labeled tabs.

The following shall be included in the table of contents at a minimum:

Current Inventory to be conducted by the technician. To include:

Manufacturer

Model number

Description

Master alarms. To include:

Location

System (Air, O2, N2, Vacuum, etc)

Manufacturer

Model

Signal

Condition monitored

Master and/or local alarm panel

Switch or Sensor

Set point

Panel status

Labeling

Status: Pass or Fail

Comments

Area alarms. To include:

Location

System (Air, O2, N2, Vacuum, etc)

Manufacturer

Model

Gauge

Condition monitored

Master and/or local alarm panel

Switch or Sensor

Set point

Panel status

Labeling

Status: Pass or Fail

Comments

Zone valves. To include:

Location

System (Air, O2, N2, Vacuum, etc)

Rooms served

Manufacturer

Type

Gauge

Condition monitored

Master and/or local alarm panel

Labeling

Leaks

General deficiencies

Status: Pass or Fail

Comments

Outlets, inlets and flexible connectors

Room or Bed #

System

Manufacturer

Model

Position

Flow

Pressure

Sufficient terminals

O2 % Cross Connections

General condition (faceplates, connections, visible items)

Leaks

Labeling

Status: Pass or Fail

Recommendations

Gaseous contaminants

Breathing Gas

Source location

Sample location

Contaminants

Carbon Dioxide

Carbon Monoxide

Acetylene

Petrol

Benzene

Halogenated Hydrocarbons

Oil

Other organic compounds

Nitrogen Dioxide, Nitric Oxide

Chlorine

Ozone

Sulphur Dioxide

Hydrogen Sulphide

Odor

Recommendations

Medical air dew point temperature

Location

Dew Point Temperature (max at 32o F)

Water present (yes/no)

Recommendations

Solid particulate contaminants

Location

System type

Time (minutes)

Flow (cubic feet per minute)

Color (black, brown, blue/green, white, red)

Size (shaving, coarse, fine)

Amount (heavy, medium, light, none detected)

Saturated

Recommendations

Oxygen, Medical Air, Nitrogen, Vacuum bulk source

Vacuum bulk source Manifold diagrams

System information

Location

Areas served

Manufacturer

Model

Serial number

Change over actuation

Right and left cylinder bank if applicable

Intermediate

Reserve cylinders

Final line in manifold

Final line in source valve

A list of the inspection checklist, which should include at a minimum (pass/fail status):

Cylinders labeled

Source valve in place/labeled

Main valve in place/labeled

Pipeline labeled

Lockable entry

Cylinders adequately secured

Free of flammable liquids and gases

Flexible pigtail with checks and header checks

Temperatures less than 130o F

Adequate ventilation

Electrical switched and outlets 5 feet or higher

Emergency power

Automatic alternation

Status/warning lights

Relief valves vented outside

Door labeled properly

Recommendations

The Contractor shall, for all reports, note the corrections made and when they were verified and tested (inspector and date).

Qualification statement from the contractor including the following:

Corporate information

Medical gas consultants and technicians involved with the certification and inspection of the system

Company experience pertaining the medical gas testing and inspection

Education of the medical gas consultants

Copy of National Inspection testing certification certificate for:

American Society of Safety Engineers (ASSE) 6020 Inspector with expiration date

ASSE 6030 Verifier with expiration date

Medical Gas Professional Healthcare Organization certification for Credentialed Medical Gas Verifier

Certificate of Liability Insurance for general and errors/omissions insurance

Verification and Inspection Procedures including but not limited to, noting procedures for the following:

Standing pressure test

Cross connection test

Valve test

Alarm test

Piping purge test

Piping particulate test

Piping purity test

Hydrocarbon

Halogenated Hydrocarbon testing

Final tie in test ( as applicable)

Operational pressure test

Medical gat concentration test

Labeling

Source equipment verification

Medical air compressor systems

Medical surgical vacuum systems

Testing equipment outlined with calibration notes, as applicable

Staffing. The contractor shall continuously maintain an adequate staff with suitable management expertise to assure work is scheduled and completed in accordance with these specifications. The Contractor shall maintain an adequate craft work force to complete work in accordance with the time and quality standards specified.

INSPECTIONS, TESTING AND CERTIFICATION. All inspection and testing shall be performed in accordance with ASME, ASSE, NIST, NFPA except as modified herein.

Inspection/Testing Areas. Areas to be inspected and/or tested include the following:

All maintenance practices, cleanliness and maintenance compliance

Panels

Controllers

Indicator lamps

System programming

AOV (Air Oxygen, Vacuum)

Pressure

Manifolds

Ventilation

Lighting adequacy

Automatic and manual emergency fire services

Emergency Power Operations

Maintenance Records

All systems noted in RECORDS section

Inspection shall include all items cited NFPA 99, ASME, ASSE, The Joint Commission at a minimum.

Deficiencies discovered during testing shall be thoroughly documented and the government notified. The COR and/or Contracting Officer shall receive a verbal and written notificaiton of any deficiencies discovered per the following:

Imminent Danger to Life and Safety Within 30 minutes of discovery

Service removing deficiency with no immediate life threat Within 1 hour of discovery

All others During closeout meeting.

Documentation shall be completed and include all necessary information to comply with all Joint Commission requirements. The Contractor shall provide complete service reports to the Facilities Engineering Department in both PDF and Excel format.

The maintenance contractor for this system shall be on standby while the inspection occurs. Should a deficiency be found, the maintenance contractor shall be required to address the deficiency immediately unless otherwise arranged. The inspection contractor shall reinspect the repair immediately upon completion. The Inspection contractor shall properly allot any retesting and re-inspections based on this.

Testing Schedule

All testing for patient side equipment, and alarm testing and inspection shall be conducted annually.

All testing for source equipment, source and alarm testing and inspection shall be conducted semi-annually.

All testing shall conclude no later than 30 calendar days from the first day of testing.

Any outlets that are difficult to access during the initial thirty (30) day timeframe shall be given no more than 60 additional days to complete and shall be on a case by case basis.

Hydrocarbon testing shall be completed on a quarterly basis, within the second month of the quarter. Quarters shall be based on the Federal Fiscal year (October, January, April, July).

At no point shall any testing or inspections noting within this PWS shall interfere with patient care functions of the medical center.

The contractor shall also provide an annual review of the bulk system capacity to ensure source system capacity is sufficient. The contractor shall make recommendations based on their findings.

Service Records and Reports. See the "MANAGEMENT" clause of this Section for service work record keeping and work completion reporting requirements.

Service Work Quality Standards. The contractor shall meet the following service work quality standards:

All work satisfies the recommendations and requirements of the most current edition of NFPA 99, NFPA 101, NEC, ASME, ASSE, TJC, NIST, VA directives

Continuous progress and completion of the work resulting in safe, efficient, and reliable system condition that permits accurate record of state of medical gas systems.

Safe job site during progress of work. Clean job site upon completion of work.

The contractor shall conduct all research and provide all resources required to ensure a smooth transition from the incumbent testing and inspection contracor in accordance with the contract requirements should this occur.

INSPECTOR QUALIFICATIONS

The Contractor shall hold a current and valid ASSE Medical Gas Verifier 6030 certification, ensuring all qualifications meet the requirements as stated in the 2015 version of NFPA 99. Any personnel representing the contractor and performing the actual inspections shall also be qualified to at least the ASSE Medical Gas Verifier 6030 certification level. The Contractor shall provide copies of the certifications upon acceptance of any contract award or no work shall be performed, nor accepted, until proof of licensing is verified.

Specific Mandatory Tasks and Associated Deliverables

Task #

Task Name

Description

Task 1

Contact Information/Key Personnel

The Contractor shall provide contact information for a primary and secondary contact (phone number and email) for VA engineering staff for testing and reporting. See the following section(s):

Section 6; Section 19

Task 2

Contract Performance Management

See the following section(s):

Section 3.6; Section 4; Section 10; Section 12; Section 17; Section 21; Section 22; Section 23

Task 3

Testing Schedule and Plan

The Contractor shall execute the pre-established Testing and Inspection Plan and shall adhere to NFPA 99, ASME, ASSE, NIST and ANSI.

See the following section(s):

Section 3; Section ; Section 17

Task 4

Inspection and Testing

The contractor shall complete quarterly, semiannual, and annual testing per the directives noted herein. See the following section(s):

Section 3; Section 11; Section 12; Section 17

Task 5

Testing and Inspection Reports/Records

See the following section(s):

Section 3; Section 4; Section 11; Section 12

Task 6

Company/Technician Certification

See the following section(s):

Section 6; Section 11; Section 12; Section 17

Task 7

Travel Provision

See the following section(s):

Section 11; Section 15

Changes to Requirement

In the event that VA modifies the medical gas system, in part or in whole, during the inspection and testing period, Contractor shall be required to verify that the system, as newly modified or added, is consistent with the manufacturer s requirements; any verification performed will be equitably adjusted under the Changes clause. The post contract modification or addition to the medical gas system shall not void the continuing requirements under this contract. The contract will be equitably adjusted under the Changes clause for such additional performance.

Any changes to this PWS shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

Travel

The contractor is responsible for providing transportation/travel for all materials, supplies, personnel and all items needed for the duration of this contract unless stated otherwise elsewhere.

Government Responsibilities

The Government shall provide access to the facilities as necessary for services to commence. The VA Engineering, Safety or Police Services will also provide notification of any systems outages, testing or downtime to affected VA staff.

Removing Employees for Misconduct or Security Reasons. The Government may, at its sole discretion, direct the contractor to remove any contractor employee from U.S. VA/VHA facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under any Contract awarded. The Contracting Officer will provide the contractor with a written explanation to support any request to remove an employee.

Contractor Personnel Requirements

All qualified, experience, and license personnel for the service will be provided by the contractor. All medical gas system inspectors shall be certified to perform testing and inspections on Medical Gas Systems per ASSE, NFPA 99, ASME requirements for certified medical gas inspectors and verifiers.

Proof of personnel experience shall be provided by the Contractor to the VA to include, but is not limited to:

Certification for independent medical gas inspection and certification;

State certification (showing categories);

Past experience of no fewer than three (3) years inspecting medical gas systems. Past experience shall be comparable in system size.

No portion of the work shall be subcontracted without prior written consent of the Contracting Officer. In the event that the contractor desires to subcontract some part of the work specified herein, the contractor shall furnish the Contracting Officer with the names, qualifications and experience of their proposed subcontractor(s). The contractor shall, however, remain fully liable and responsible for the work to be done by his subcontractor(s) and shall assure compliance with all requirements of the contract.

Contractor employees shall present a professional appearance at all times and their conduct shall not reflect discredit upon the United States and or the VA/Veterans Health Administration (VHA).

Conflict of Interest. The contractor shall not employ any person who is an employee of the United States Government if that employment would appear to cause a conflict of interest.

Uniforms. The contractor shall require all employees, including supervisors, to wear distinctive uniforms or clothing for easy identification, and assure that every employee is in uniform or clothing no later than the time specified by the COR, or otherwise no later than ten (10) working days from the date an employee first enters on duty. The uniform or clothing shall have the contractor's name, easily identifiable, affixed thereon in a permanent or semi-permanent manner, such as a badge or monogram.

Smoking: Employees are strictly prohibited from smoking anywhere in medical center buildings.

Supervision of Employees: The contractor shall be responsible for all means, methods, techniques, sequences and procedures, and for coordinating all portions of the work under the contract except where otherwise specified in the contract documents. The contractor shall, at all times, enforce strict discipline and good order among the workers, and shall not employ on the work any unfit person or anyone not skilled in the work assigned to him/her.

Protection of Person and Property

The contractor expressly undertakes , both directly and through its subcontractor(s), to take every precaution at all times for the protection of persons and property, including Medical Center employees and property and its own.

The contractor shall be responsible for initiating, maintaining and supervising all safety precautions and programs in connection with the work.

The contractor shall continuously maintain adequate protection of all work from damage and shall protect the Medical Center property from injury of loss arising in connection with this contract. The contractor shall make good any such damage, injury or loss, except as may be by agents or employees of the Medical Center.

In an emergency affecting the safety or life of individuals, or of the work, or of adjoining property, the contractor, without special instruction or authorization from the Medical Center, is hereby permitted to act, at the contractor's discretion, to prevent such threatened loss or injury. Also, should the contractor, in order to prevent threatened loss or injury, be instructed or authorized to act by the Medical Center, he shall so act, without appeal. Any additional compensation or extension of time claimed by the contractor on account of any emergency work shall be determined by mutual agreement.

Security Requirement

All contractor personnel must check-in with their designated VA point of contact or other identified staff prior to beginning any work.

Physical Security & Safety Requirements:

The Contractor and their personnel shall follow all VA policies, standard operating procedures, applicable laws and regulations while on VA property. Violations of VA regulations and policies may result in citation and disciplinary measures for persons violating the law.

The Contractor and their personnel shall wear visible identification at all times while they are on the premises. The contractor shall sign in the VA Police services prior to beginning work each work day.

VA does not provide parking spaces at the work site; the Contractor must obtain parking at the work site if needed. It is the responsibility of the Contractor to park in the appropriate designated parking areas. VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

Smoking is prohibited inside/outside any building other than the designated smoking areas.

Possession of weapons is prohibited.

The Contractor shall obtain all necessary licenses and/or permits required to perform the work, with the exception of software licenses that need to be procured from a Contractor or vendor in accordance with the requirements document. The Contractor shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract.

Access To VA Information And VA Information Systems

A Contractor/Subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, Subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

All Contractors, Subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for Contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

The C&A requirements do not apply and that a Security Accreditation Package is not required.

Confidentiality and Nondisclosure

It is agreed that:

The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this task order, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order.

The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order, presented to the contractor, shall be submitted to the CO for response.

Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.

Quality Control

The contractor shall meet the following service work quality standards:

Operational and other inspections and tests incidental to or arising from the replacement of certain parts and components are satisfactorily performed, as recommended or required by ASME, ASSE, NFPA 99, TJC.

Continuous progress and completion of the work resulting in safe, efficient, and reliable system condition that permits the restoration of system service.

Safe job site during progress of work. Clean job site upon completion of work.

Unserviceable parts and components removed from Government property unless directed otherwise by the COR.

The contractor shall provide and maintain an inspection mechanism acceptable to the COR covering all services under this contract. Complete records of all inspection work performed by the contractor shall be maintained and made available to the COR (through formal report submissions and at Government request) during contract performance and for as long afterward as the contract requires.

In reference to specific testing and overall execution of the Inspection and Testing Plan, the following is applicable:

Any Government employee that observes unacceptable services, either incomplete or not performed, for any of the above performance objectives should immediately contact the COR and the COR will complete appropriate documentation to record the complaint. The COR will consider the customer complaint valid upon receipt from the customer. The COR should inform the customer of the approximate time the unacceptable performance will be corrected and advise the customer to contact the COR if not corrected. The COR will consider customer complaints as resolved unless notified otherwise by the customer. The COR shall notify the Account Point of Contact to the Contractor (APCC) via a written customer complaint, followed by a verbal compliant depending on the urgency of the item.

A defect will not be recorded if proper and timely correction of the unacceptable condition(s) is accomplished. The APCC shall return the written customer complaint document, properly completed with actions taken, to the COR, who will file the complaint for monitoring future recurring performance. Repeat complaints indicating the same deficiency shall not exceed three (3) times. If a repeat customer complaint is received indicating the same deficiency during the service period (month, quarter, etc.), the COR should contact the Contracting Officer for appropriate action.

After contract award, the Contractor shall implement and follow the Quality Control Plan or Quality Assurance and Surveillance Plan (QASP) that it submitted as part of its proposal, and accepted by the Government. The Contractor will provide full access of its internal QASP for the COR to monitor performance. The Contractor s submitted QASP must, at a minimum, incorporate the items listed above.

Quality Assurance

As stated in the Quality Control Plan or QASP, the Government shall evaluate the Contractor's performance under this agreement. For those tasks listed in the Quality Control Plan or QASP, the COR or evaluators shall follow the methods of surveillance specified in this agreement. The Government shall record all surveillance observations. When an observation indicates defective performance, the COR shall forward the observation to the Contractor manager or alternate(s), who shall initial the observation. The initialing of the observation does not necessarily constitute concurrence with the observation, only acknowledgment that he or she has been made aware of the defective performance. Government surveillance of tasks not listed in the Quality Control Plan/QASP or by methods other than those listed in the Quality Control Plan/QASP may occur during the performance period of this agreement. Such surveillance shall be done according to standard inspection procedures or other agreement provisions. Any action taken by the Contracting Officer as a result of surveillance shall be in accordance with the terms of this agreement.

The COR has the right to inspect all services called for by the contract, to the extent practicable at all times and places during the term of the contract. The COR shall perform inspections in a manner that will not unduly delay the work.

If any of the services do not conform to contract requirements, the COR may require the contractor to perform the services again in conformity with contract requirements at no increase in contract amount. When defects in service cannot be corrected by re-performance, the COR may:

Report deficiencies to the procurement office for further action

Reject any invoices that contain work not found acceptable IAW the requirements as described in the award document.

If the contractor fails to promptly perform the services again or to take the necessary action to ensure future performance in conformity with contract requirements, the Contracting Officer may:

Have the service performed by a separate vendor and charge the additional costs to this contract

Terminate the contract for default

Performance Evaluation Meeting

The Contractor and COR will be required to meet at the following intervals: Contract Award, 6-month or and the Semi Annual point of the contract (+/- 10 calendar days), and at the end of the contract (+/- 10 calendar days).   A review will be conducted of any deficiencies noted throughout the contract period and address any outstanding items.

Compliance with Applicable Laws/Regulation

The Contractor shall ensure that services provided to the Government under this agreement comply with all applicable laws, statutes, regulations, and guidelines that govern the operation of systems by the Government. The Contractor shall also ensure that all services provided to the Government under this agreement comply with all Government mandated procedures, standards, and requirements.

As the Government develops and implements new or modified policies and procedures either to comply with internal agency rules and procedures or to comply with applicable rules, regulations, statutes, or other binding obligations ("Additional Compliance Terms"), the Government reserves the right to incorporate such Additional Compliance Terms into this Agreement. The Contractor hereby acknowledges and agrees that such Additional Compliance Terms shall become part of this agreement. The Government shall provide the Contractor with prior written notice regarding the date by which the Contractor shall comply with each set of Additional Compliance Terms ("Compliance Date"). Failure to comply with the Additional Compliance Terms prior to the Compliance Date shall be cause for the Government to immediately terminate this agreement. In the event that the Government terminates this agreement because of the Contractor's failure to comply with Additional Compliance Terms by the Compliance Date, the Contractor shall be liable for such reasonable costs as may be associated with the Government s efforts to procure a replacement Contractor and associated systems and services.

Hours of Operation

The contractor shall coordinate with the Mechanical Shop Supervisor to decide when testing can be performed. Testing can be performed during normal business hours when it does not interfere with building or patient operations or unless otherwise noted herein. For the purposes of this contract, the contractor shall plan on conducting all testing and inspection outside of regular hours. When testing will interfere with building operations; it shall be performed after normal business hours. Normal business hours are between the hours of 7:30 a.m. to 4:30 p.m., Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closing.. Authorization shall be at the discretion of the COR.

Recognized Federal Holidays:

*Note, if a federal holiday occurs on a Saturday, the holiday will be observed on the preceding Friday; if the holiday occurs on a Sunday, the holiday will be observed on the following Monday.

New Year s Day

January 1*

Martin Luther King Jr. Day

Third Monday in January

Washington s Birthday (President s Day)

Third Monday in February

Memorial Day

Fourth Monday in May

Juneteenth

Third Monday in June

Independence Day

July 4*

Labor Day

First Monday in September

Columbus Day

Second Monday in October

Veterans Day

November 11*

Thanksgiving

Fourth Thursday in November

Christmas

December 25*

Administrative Information

The Department of Veterans Affairs Facilities Management (VA Engineering) Point of Contact is:

Shane Brodine

General Engineer, M&R

Primary Contracting Officer s Representative

504-507-7036

michael.brodine@va.gov

Josh Blackman

Mechanical Shop Supervisor

Secondary Contracting Officer s Representative

504-507-7888

Josh.blackman@va.gov

New Orleans VA Medical Gas Testing and Inspection Attachment 1

New Orleans VA Medical Gas Testing and Inspection - Attachment 1

LIST OF ATTACHMENTS

TABLE OF CONTENTS

ATTACHMENT

DESCRIPTION

Attachment 1

Medical Gas Inventory

Attachment 2

Applicable Applications

ATTACHMENT 1

INVENTORY OR EQUIPMENT

Estimated Valve Box and Alarm Panel counts by Building:

1.      Pan Am 0

2.      Inpatient 12

3.      Outpatient 19

4.      TLR 6

5.      Concourse 0

6.      CEP Master Alarm Panel located on third floor in room 3N119 (New 3N109B)

7.      Dixie 0 medical gas but has lab air, lab vacuum and natural gas not monitored

8.      DNT 63

Outlets: Not to exceed 3500

ATTACHMENT 2

APPLICABLE PUBLICATIONS

Publications and references listed here are classified as either advisory or mandatory. Those publications/reference classified as advisory are identified to the contractor to provide guidance as to the standards of performance that the Government will use in evaluating the Contactor's overall work performance. The contractor must comply with those publications/references classified as mandatory during the duration of this contract.

ITEM

TITLE & AVAILABLE FROM

CLASSIFICATION

ASME

American Society of Mechanical Engineers

MANDATORY

ASSE

American Society of Safety Engineers

MANDATORY

NFPA 99; Chapter 5:

Gas and Vacuum Systems

National Fire Protection Association

MANDATORY

NFPA 99; Chapter 11

Gas Equipment

National Fire Protection Association

MANDATORY

NFPA70

National Electric Code (NEC)

National Fire Protection Association

MANDATORY

NFPA 101

Life Safety Code

National Fire Protection Association

MANDATORY