J065--Medical Air and Vacuum Systems Maintenance and Repair

The Department of Veterans Affairs Network Contracting Office 2 is issuing this source sought synopsis as a means of conducting market research to identify parties having an interest in and the resources providing Medical Air and Vacuum Systems Maintenance at the James J. Peters V.A. Medical Center Campus located at 130 West Kingsbridge Road, Bronx, New York 10468.

The result of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 811310.

The VA requires a 12-month base year, plus four 12-month options contract. This contract will be inclusive of all labor, tools, material, and special equipment necessary to perform quarterly and yearly preventative maintenance, repairs and emergency services on the facility medical air and medical vacuum systems and associated equipment.

BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION.

Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.

Submission Instructions: Interested parties who consider themselves qualified to perform the above listed services are invited to submit a response to this Sources Sought Notice by February 12, 2025, at 12:00PM EST.

All responses under this Sources Sought Notice must be emailed to Lee.Kern@va.gov.

Please see the below Performance Work Statement (PWS):

General:

The contractor shall provide all labor, tools, material, and special equipment necessary to perform quarterly and yearly preventative maintenance, repairs and emergency services on the facility medical air and medical vacuum systems and associated equipment at the James J. Peters V.A. Medical Center Campus located at 130 West Kingsbridge Road, Bronx, New York 10468. This is an annual based requirement.

At the completion of all testing, maintenance and repairs; contractor must provide documentation certifying compliance with current National Fire Protection Association (NFPA) - 99 (Health Care Facilities Code latest edition), Compressed Gas Association (CGA) and The Joint Commission Organization (TJC) - latest edition or other applicable current recommendations.

In the event such systems and equipment do not meet requirements of the previous reference documents or other applicable documents, contractor will issue certifying documentation subject to listed recommendations (provide a summary sheet detailing discrepancies and recommendations to resolve discrepancies) to bring system and equipment into compliance with standards.

Conformance Standards:

All services provided under this contract must be performed in conformance with the NFPA, CGA and ASSE specifications and regulations. The requirement for this contract shall be one (1) annual yearly inspection for the medical piped gas systems. (www.nfpa.org) (www.asse.org) (www.cganet.com)

Contractor shall provide a quote for any parts to be replaced and any unscheduled repairs to the Contracting Officer (CO) or the Contracting Officer s Representative (COR) or designated alternate point of contact.

Facility will receive pm documentation sheets for each system on each visit.

All testing complies with NFPA 99-2012 Codes and Standards 5.1.14.2.

5.1.14.2 Maintenance of Medical Gas, Vacuum, WAGD, and Medical Support Gas Systems.

5.1.14.2.1* General - Health care facilities with installed medical gas, vacuum, WAGD, or medical support gas systems, or combinations thereof, shall develop and document periodic maintenance programs for these systems and their subcomponents as appropriate to the equipment installed.

5.1.14.2.2.5 Qualifications - Persons maintaining these systems shall be qualified to perform these operations. Appropriate qualification shall be demonstrated by any of the following:

(1) Training and certification through the health care facility by which such persons are employed to work with specific equipment as installed in that facility.

(2) Credentialing to the requirements of ASSE 6040, Professional Qualification Standard for Medical Gas Maintenance Personnel

(3) Credentialing to the requirements of ASSE 6030, Professional Qualification Standard for Medical Gas Systems Verifiers.

Scope of Work:

The following preventative maintenance shall be performed quarterly on the medical vacuum and medical air systems by the contractor.

MEDICAL VACUUM SYSTEM

Check coupling integrity

Grease motor bearing, if needed

Change gear oil as required

Drain oil and liquids from all drip legs

Remove used oil from premises

Test voltage, amperage and alternation

Test all local alarms (lag, hi temp, etc.)

Test control panel circuits, relays, and fuses

Test pump run and cycle timing

Test all check valves

Check inlet and exhaust filters

Test for back pressure on each pump

Verify accuracy on all gauges

Test receiver tank drains

Overhaul of dryer package

Replacement of compressor unloaders

MEDICAL AIR SYSTEM

Check belt condition and proper tension

Grease motor bearing, if needed

Check the electric and manual auto drains on receiver tank

Test and verify compressor check valves

Test voltage, amperage and alternation

Test all local alarms (lag, hi temp, etc)

Test control panel circuits, relays, and fuses

Test compressor run and cycle timing.

Test and calibrate dew point monitor.

Test and calibrate carbon monoxide detector.

Test and calibrate main line regulators to required house pressure.

Test accuracy of all gauges.

Test unloaders on each pump.

Test desiccant dryer package solenoids.

Test desiccant dryer package inlet filters.

Test desiccant dryer package hygrometer calibration.

Test desiccant dryer package check valves.

Test desiccant dryer package outlet filters.

Test and verify desiccant package tower desiccant integrity.

Overhaul of dryer package.

Replacement of compressor unloaders.

The following preventative maintenance shall be performed annually on the medical vacuum and medical air systems by the contractor:

MEDICAL VACUUM SYSTEM:

1. Change inlet filters (external Solberg)

MEDICAL AIR SYSTEM:

Change belts

Change inlet filters

SERVICE CALLS, REPAIRS & PARTS:

Emergency Repair Services - The Contractor shall provide non-emergency repair services for all equipment on this contract. Non-emergency repair services are defined as repairs necessary to maintain the equipment in accordance with the manufacturer s standards. All calls must be responded to within twenty-four (24) hours or less after the initial call. Repairs may be conducted during or after normal business hours, applicable pre-negotiated labor rates shall apply. The Contractor will be responsible for obtaining approval from the COR prior to accessing the worksite and coordinating any shutdown(s) to perform repairs.

The Contractor shall provide emergency repair services for all equipment on this contract. Emergency repair services are defined as repairs required to maintain the operational readiness of the Medical Vacuum and Medical Air systems. the Contractor will have a 2-hour or less response time for all emergency repairs. Repairs may be conducted during or after normal business hours, applicable pre-negotiated labor rates shall apply. The Contractor will be responsible for obtaining approval from the COR prior to accessing the worksite and coordinating any shutdown(s) to perform repairs.

REPORTING REQUIREMENTS:

The Contractor shall be required to report to Facilities Management Office (or designated location), pursuant to any start of work during normal working hours. Normal business hours are Monday-Friday 8:00am to 4:30pm. This check in is mandatory. When the service is complete, the Contractor shall document services rendered on a legible field service report. The Contractor shall log out at the Facilities Management Office, (or designated location), and submit the field service report to the Contracting Officer Representative (COR) for a signature, during normal working hours.

INSPECTIONS:

VA personnel and the contractor shall inspect any work that is performed and agree on the condition and any existing damage or failures prior to beginning work. A final inspection for quality assurance will take place after completion of the work by VA personnel prior to acceptance.

DAYS AND HOURS OF OPERATION:

Monday Friday, 8:00 AM 4:30 PM, excluding federal holidays:

New Year s Day

Martin Luther King Jr s. Day

President s Day

Memorial Day

Juneteenth

Fourth of July

Labor Day

Columbus Day

Veteran s Day

Thanksgiving

Christmas Day

SAFETY REQUIREMENTS:

In the performance of this contract, the Contractor shall take such safety precautions as OSHA may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contracting Officer shall notify the Contractor of any safety issues and the action necessary to correct these issues. Such notice, when served on the Contractor or his representative at the work site shall be deemed sufficient for the corrective actions to be taken. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all or part of the work and hold the Contractor in default.