Medical Oxygen Tank Rental & Supply

THIS SOLICITATION IS LIMITED TO NYS-CERTIFIED MWBE AND SDVOB VENDORS ONLY The New York State Veterans Home at St. Albans intends to procure services for the delivery, handling, rental and supply of medical oxygen tanks pursuant to its discretionary purchasing authority under State Finance Law §163(6). This procurement opportunity is limited to New York State (NYS) businesses certified pursuant to Article 15-A of the NYS Executive Law and are subject to the advertising requirements set forth in NYS Economic Development Law Article 4-C and State Finance Law §163(6). Interested parties should contact Cleo Villegas for more details about this opportunityThis procurement is for Minority-Owned Business Enterprises and Certified Women-Owned Business Enterprises subject to NYS Finance Law §139 j. & k., AKA the Lobbying Law. Therefore, vendors are cautioned that the only permissible contact for this procurement is the individual listed above. Failure to comply with this requirement can range from no contract to debarment from sales to any NYS Agency. Successful contract shall be required to complete and submit documents relating to Vendor Responsibility, NYS Finance Law 139, NYS Tax Law Section 5-a and valid/current NYS Workman's Compensation and Disability Forms. Scope of Work (SOW): Medical Oxygen Supply and Delivery Services 1. Objective & Overview The purpose of this contract is to secure a qualified and licensed vendor to supply, deliver, manage, and maintain medical-grade oxygen cylinders (E-cylinders and K-cylinders) for the residents of the New York State Veterans Home at St. Albans). The vendor will ensure an uninterrupted supply of medical oxygen in strict compliance with all federal, state, and local regulations, ensuring the highest standards of safety and care for our veteran residents. The New York State Veterans Home at St. Albans has the intention to award one vendor for a 5-year contract period. 2. Scope of Supply The vendor shall provide medical-grade oxygen ($O_2$) meeting United States Pharmacopeia (USP) standards in the following formats: E-Cylinders: Portable cylinders used primarily for resident transport, wheelchairs, and emergency backups. Must include standard post valves. K-Cylinders: Large, high-capacity cylinders used for stationary manifold systems, bulk backup, or high-flow clinical needs. Must include standard CGA-540 valves. Equipment Rental/Lease: The vendor will provide the physical cylinders, regulatory tags, and any agreed-upon tracking hardware (e.g., barcodes/RFID) on a lease or exchange basis. 3. Delivery, Handling, and Logistics A. Delivery Schedule & Emergency Requirements Routine Delivery: Delivery shall occur on a fixed weekly schedule x2 a week Tuesday and Thursday during standard business hours (8:00 AM - 4:00 PM, Monday through Friday). To be delivered to Facility at 178-50 Linden Blvd. Jamaica, NY 11434 Emergency Delivery: The vendor must provide 24/7/365 emergency delivery support including weekends. In the event of an urgent shortage or facility emergency, the vendor must deliver the requested cylinders within two (2) hours of notification. B. Chain of Custody & Handling "Full-for-Empty" Exchange: Deliveries will operate on a strict one-for-one exchange basis unless a fluctuating census requires an adjustment to par levels. Safe Handling: Vendor personnel must transport and handle cylinders using appropriate, specialized carts and restraints. Cylinders must never be dropped, dragged, or rolled horizontally. Storage Separation: The vendor's delivery personnel must assist facility staff in ensuring strict physical separation between Full and Empty cylinders within the designated facility storage rooms, adhering to NFPA 99 standards. 4. Regulatory, Safety, and Compliance Requirements The vendor must maintain full compliance throughout the duration of the contract with the following regulatory frameworks: NYS Department of Health (NYSDOH): Adherence to Title 10 NYCRR regulations for nursing homes and residential healthcare facilities. FDA & USP: Oxygen must be certified as medical-grade USP ($>99.5\%$ purity) and lot-tracked. NFPA 99 (Health Care Facilities Code): Strict adherence to Chapter 11 regarding the storage, handling, and transfilling of medical gases. DOT (Department of Transportation): All cylinders must be hydrostatically tested, inspected, and labeled according to DOT regulations. Cylinder Integrity: Every cylinder delivered must be clean, free of rust, dent-free, and fitted with a tamper-evident seal on the valve. 5. Vendor Responsibilities & Quality Control Maintenance and Testing: The vendor is solely responsible for the ongoing maintenance, testing, and certification of all leased cylinders, including valve repairs and hydrostatic testing. Invoicing and Tracking: Invoices must clearly differentiate between the gas commodity cost, cylinder rental fees, and any approved regulatory surcharges. Delivery tickets must specify the exact number of E- and K-cylinders delivered and returned, complete with lot numbers. Staff Training: The vendor will provide annual safety training (or training materials) to Facility staff regarding the safe handling, storage, and connection of E and K cylinders at no additional cost. 6. Facility Responsibilities Access: The Facility will provide the vendor's cleared delivery personnel access to designated loading docks and medical gas storage rooms. Secured Storage: The Facility will maintain code-compliant, temperature-controlled, and locked storage areas for the cylinders. Prompt Reporting: The Facility will promptly notify the vendor of any damaged valves or suspected cylinder leaks. 7. Performance Metrics & Penalties Fill Rate: The vendor must maintain a $100\%$ fill rate on routinely ordered cylinders.Q & A submission due 7/8/2026 4:00 P.M. ESTAgency response due 7/10/17/2026 4:00 P.M. EST Vendor bid submission due 7/20/2026 4:00 P.M. ESTIf you propose to submit a quote, it must be received by the due date listed above. The Home recommends that vendors file the required Vendor Responsibility Questionnaire online via the New York State VendRep System. To enroll in and use the New York State VendRep System, see the VendRep System Instructions available at http://www.osc.state.ny.us/vendrep/vendor_index.htm or go directly to the VendRep System online at https://portal.osc.state.ny.us.Vendors must provide their New York State Vendor Identification Number when enrolling. To request assignment of a Vendor ID or for VendRep System assistance, contact the Office of the State Comptroller's Help Desk at 866-370-4672 or 518-408-4672 or by emailat ciohelpdesk@osc.state.ny.us.Vendors opting to complete and submit a paper questionnaire can obtain the appropriate questionnaire from the VendRep website www.osc.state.ny.us/vendrep or the Office of the State Comptroller's Help Desk for a copy of the paper form.Compliance with PLL:Required Forms: Vendor shall complete, sign and submit the following forms if they are selected:"Offerer's Affirmation of Understanding of an Agreement pursuant to State Finance Law § 139-j (3) and § 139-j (6) (b)""Offerer's Disclosure of Prior Non-Responsibility Determinations" and Disclosure of Certification of Compliance with State Finance Law §139-j and §139- k". For rules and regulations, and more information on the PLL, please visit:http://www.ogs.ny.gov/aboutogs/regulations/advisoryCouncil/F aq.htm (Advisory Council FAQs) http://www.jcope.ny.gov/law/lob/lobbying2.html (New York State Lobbying Act) Business enterprises awarded an identical or substantially similar procurement contract within the past five years: None Service-Disabled Veteran-Owned Business (SDVOB) SDVOB Goal: 6.00% Minority / Women Business Enterprise contracting goals (MWBE) MBE Goal: 15.00% WBE Goal: 15.00%