Medical gases to support the needs of Bay Pines VA Healthcare System

Amendment 00001

Statement of Work

Bay Pines VA Healthcare System

10000 Bay Pines Blvd, Bay Pines, Fl 33708

Various Medical Gases



A. GENERAL INFORMATION



1. Bay Pines VA Healthcare System's Medical Gas Services



Scope of Work: The Contractor shall provide all personnel, equipment, tools, materials, supervision, facilities, transportation, and delivery of items and services necessary to supply Bay Pines VA Healthcare System with medical gas cylinders and medical gas refilling services related to this Statement of Work (SOW). To meet the needs of the Government and supply our patients with necessary medical gases, the following minimal requirements are requested:



The Contractor shall provide supplies and services for compressed gas cylinders of industry standard types and sizes and shall ensure that cylinders are tested using hydrostatic testing, painted and labeled for contents or type by industry standards and valves and stems are in good working condition with seals in place.



The Contractor shall provide all requested gases of industry standard and type. Gas provided by the Contractor shall be of good quality, correct content per cylinder, and meet the full quantity fill requirements for the cylinder(s). Upon request, the Contractor is to provide a certificate of purity from the supplier for any supplied gases.



The Contractor shall be able to accept Net 30 and provide a copy of an itemized invoice monthly to ensure verification of delivery and provide accurate and prompt payment.



Contractor shall provide all vehicles, personnel, and equipment for delivery of medical gas and cylinders to requested Bay Pines VAHCS locations. Contractor shall provide regularly scheduled deliveries to each location and shall provide emergency gas services within 12 hours of request. The Contractor shall contact the facility with an estimated time of arrival (ETA) and provide itemized copy of the order upon delivery.



The Contractor shall be available to fill emergency requirements 7 days a week and during holidays. Compliance with any certification for transporting of cylinders of any type adhering to Federal, State, or Local regulations is the responsibility of the Contractor and may be requested as proof of the required activity.



The Contractor shall provide refilling services for Government owned cylinders upon request. All Government owned cylinders are stamped and identified. Contractor shall annotate delivery packing slip with type, size, and quantity of cylinders picked up and returned (filled). The Contractor shall provide a certificate of purity from the supplier for provided gases for all returned cylinders. If a cylinder requires hydrostatic testing or repainting, the contractor must get approval from Bay Pines VAHCS identifying charges prior to service. If the tested cylinder fails hydrostatic testing or any other damage has rendered the cylinder unserviceable, the Contractor must identify and return the tagged cylinder to the Contracting Officer Representative (COR) assigned to contract for the appropriate facility(s).



The Contractor shall conduct an inventory at the convenience to the Government with participation of the COR prior to the end of the contract to verify current inventory and prepare the closing of the current fiscal year billing. The Contractor shall also provide the facility an annual sales report for individual facilities consisting of the type of tanks, quantity, date of delivery, gases provided, cost per tank and any discrepancy such as lost or missing tanks that could not be identified.



Contractor shall be fully licensed and accredited to provide medical gas services in the state of Florida.



Compliance with any certification of transporting cylinders of any type arising from Local, State or Federal Department of Health Regulations is the responsibility of the contractor; and may be requested as proof to the requiring activity at any time. Primary contractor must maintain their own certification regardless of whether or not they will use subcontractors.



2. PERFORMANCE PERIOD:



The Government anticipates the award of a five-year agreement resulting from this solicitation, consisting of a base one-year period and four one-year option periods. Option periods may or may not be exercised; they are at the discretion of the Government. Contractor shall begin performance immediately upon award.



Base Period: April 1st, 2015 through March 31st, 2016

Option Year One: April 1st, 2016 through March 31, 2017

Option Year Two: April 1st, 2017 through March 31, 2018

Option Year Three: April 1st, 2018 through March 31, 2019

Option Year Four: April 1st, 2019 through March 31, 2020



3. TYPE OF CONTRACT: Indefinite Delivery, Indefinite Quantity



4. PLACE OF PERFORMANCE



C.W. Bill Young VAMC

10000 Bay Pines Blvd

Bay Pines, FL 33744



Lee County VA Healthcare Center

2489 Diplomat Parkway East

Cape Coral, FL 33909



Bradenton Community Based Outpatient Clinic

5520 S.R. 64

Bradenton, FL 34208



Naples Community Based Outpatient Clinic

2685 Horseshoe Drive South, Suite 101

Naples, FL 34104



Palm Harbor Community Based Outpatient Clinic

35209 US Highway 19 North

Palm Harbor, FL 34684



Sarasota Community Based Outpatient Clinic

5682 Bee Ridge Road, Suite 100

Sarasota, FL 34233



Sebring Community Based Outpatient Clinic

5901 U.S. Highway 27 South

Sebring, FL 33870



St. Petersburg Community-Based Outpatient Clinic

840 Dr. MLK Jr. Street N

St. Petersburg, FL 33705





**Additional facilities may be added based on Bay Pines VA Healthcare System requirements.



INITIAL TANKS PROVISIONS:



The Government currently owns a limited number of cylinders; contractor shall agree to provide all initial cylinders to meet the Government requirement to transition via the initial outfitting of each listed and future facilities of this contract award. Daily rental charges must be of fair market value. At the end of the contract or termination of the awarded contract, a listing of all outstanding non-Government owned cylinders shall be returned and charges must be received by COR within 10 business days to reconcile all facility accounts.



5. DELIVERABLES (all quantities are monthly estimates which may increase or decrease based on care provided to our veterans).





2. Performance Based Contract Management:



a. The Contractor shall assign an Account Manager who will serve as the point of contact throughout the duration of contract performance. The contractor shall also designate an alternate Account Manager (local) who will serve as the POC when the Account Manager is not available (illness, vacation, training, etc.).



b. The VA will assign a Contracting Officer who will be the only individual authorized to effect changes in the contract.



c. The Contracting Officer (CO) shall delegate the authority to manage all technical aspects of the multifunction printer lease project to a Contracting Officer's Representative (COR).





d. Invoices - All invoicing by the Contractor for multifunction printer devices will be submitted monthly and in arrears to: VA Financial Service Center, 149971, Austin, TX 78714-9971.





B. CONTRACT AWARD MEETING



The contractor shall not commence performance on the tasks in this SOW until the CO has conducted a kick off meeting or has advised the contractor that a kick off meeting is waived.



C. GENERAL REQUIREMENTS



1. For every task, the contractor shall identify in writing all necessary subtasks (if any), associated costs by task, and together with associated sub milestone dates. The contractor's subtask structure shall be reflected in the proposal.



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



3. Only offers including personnel, equipment, tools, materials, supervision, facilities, transportation, and other items and services necessary to perform refilling of government owned or rental Medical Gas Cylinders demonstrated through the RFI to meet Department of Veterans Affairs will be considered.





D. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES



Description of Tasks and Associated Deliverables: The contractor shall provide all personnel, equipment, tools, materials, supervision, facilities, transportation, and other items and services necessary to perform refilling of government owned or rental Medical Gas Cylinders



Task One: Vendor shall be able to provide the following various medical gases. The number of cylinders delivered monthly varies depending on the facility and type of gas from 1 to 700.





Deliverable One: Types of medical gases required by the facility. Additional requirements may be added at the needs of the government.



DESCRIPTION:



Air o Medical Grade o Size E

Industrial Grade Argon o Size 40 o Customer-owned Tank

Argon High Purity Size 6K-6000 PSI

Carbon Dioxide o Medical Grade o 50 LBS

Carbon Dioxide o Medical Grade o Size E

Helium o Industrial Grade o Size 200

Helium o High Purity Grade o Size 6K

Helium o Medical Grade o Size E

Helium o Medical Grade o Size M4

Hydrogen o Industrial Grade o Size 200 CGA 350

Hydrogen o Industrial Grade o Size 80

Nitrogen o Medical Grade o Size 200

Nitrogen o Cryofill o Size 30L

Nitrous Oxide o Medical Grade o Size H

Oxygen o Medical Grade o Size 125

Oxygen o Medical Grade o Size D

Oxygen o USP o Size Da CGA 870

Oxygen o Medical Grade o Size E

Oxygen o Medical Grade o Aluminum o Size E

Oxygen o Medical Grade o Walk-O2-Bout o Size E

Oxygen o Medical Grade o Size M6

Oxygen o Medical Grade o Size M9

Ethylene Oxide/Nitrogen Mix o Size 150

5 PPM EO/N2 D AI o Disposable

Lung Diffusion o 0.3% CO, 0.3% CH4 21% O2 Bal N2 o Size 200



**Further information regarding the specifics on types/numbers of cylinders is listed on the attached spreadsheet.



Task Two: Vendor will annotate delivery packing slip with type, size, and quantity of cylinders picked up and returned (filled). All government owned cylinders are stamped and identified as such.



Deliverable Two: The contractor will perform all duties of this contract during normal work hours and after hours if emergencies arise.



Task Three: Compliance with any certification of transporting cylinders of any type arising from Local, State or Federal Department of Health Regulations is the responsibility of the contractor



Deliverable Three: Contractor must produce proof to the requiring activity at any time.



Task Four: Contractor will identify current usage of each gas and tank size/type prior to first delivery.



Deliverable Four: Contractor will conduct an inventory of tanks used throughout the Bay Pines VA Healthcare System to determine base rental requirements.



E. CHANGES TO STATEMENT OF WORK



Any changes to this SOW 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.



F. REPORTING REQUIREMENTS



Vendor will annotate delivery packing slip with type, size, and quantity of cylinders picked up and returned (filled). Vendor will be required to provide a usage report at any time the government deems necessary



G. TRAVEL [If applicable]



Does not apply to this project.



H. GOVERNMENT RESPONSIBILITIES [If applicable]



VA Police will issue photo identification badges directly to contractors' and sub-contractors' superintendents and foremen. These ID badges must be worn by these individuals at all times while on VA property. VA shall provide access into areas needed to perform the duties of this contract.





I. CONTRACTOR EXPERIENCE REQUIREMENTS - KEY PERSONNEL



Contractor's Past and Present Performance will be reviewed by the Contracting Officer (CO) and Contract Officer's Representative (COR) on an annual basis. This survey will be documentation of the contractor acceptable or unacceptable performance during the contract period.



J. SECURITY



Contractor employees who will be accessing the VA facilities must complete a background investigation. Once this is complete and positively adjudicated the VA Police will issue photo identification badges directly to contractors' and sub-contractors' superintendents and foremen. These ID badges must be worn by these individuals at all times while on VA property.



Contractor Personnel Security



ID badges must be worn by the contracted employees at all times while on VA property.



1. Background Investigation



Required



2. Contractor Responsibilities



The contractor will be responsible for the actions of all individuals provided to work for the VA under this contract. In the event that damages arise from work performed by contractor provided personnel, under the auspices of this contract, the contractor will be responsible for all resources necessary to remedy the incident."



3. Government Responsibilities



VA shall provide access into areas needed to perform the duties of this contract.





K. CONFIDENTIALITY AND NONDISCLOSURE



It is agreed that:



1. The preliminary and final deliverables and all associated working papers, application source code, and other material deemed relevant by the 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 COR at the conclusion of the task order.



2. The COR will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the 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 COR for response.



3. 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 COR.



L. SAFETY - It is agreed that: Vendor shall meet all local, state and federal safety requirements during the installation and lease period. All tanks must be securely transported and stored in racks of by chains in accordance with all local, state, and Federal Department of Health Regulations.



M. SERVICE CALLS - The contractor shall respond to service calls immediately upon receipt of the service call.