United States - Q--Medical Grade Liquid Bulk Oxygen Base with Four 1-year Option Periods VA Medical Center Perry Point

Description

Added: Sep 09, 2019 2:31 pm

This is a COMBINED SYNOPSIS/SOLICITATION for commercial items prepared in accordance with the format in Subpart 12.6 and is being conducted under FAR Subpart 13; simplified acquisition procedures apply. VA will conduct the procurement according to a combination of FAR Part 12, Acquisition of Commercial Items and Part 13, Simplified Acquisition Procedures as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.

(ii) The solicitation number is 36C24519Q0606 and is issued as a Request For Quotation (RFQ).

(iii) The provisions and clauses incorporated into this solicitation document are those in effect through Federal Acquisition Circular 2019-01, fiscal year 2019. Provisions and clauses incorporated by reference have the same force and effect as if they were given in full text. The full text of the Federal Acquisition Regulations (FAR) and Veterans Affairs Acquisition Regulations supplement (VAAR) can be accessed on the Internet at http://www.arnet.gov/far (FAR) and http://vaww.appc1.va.gov/oamm/vaar (VAAR)

(iv) This requirement will use the cascading set-aside strategy, compliant with 38 U.S.C. 8127 (AKA Kingdomware). The evaluation of offers received in response to this solicitation will use a tiered or cascading order of precedence. "Tiered evaluation of offers." also known as "cascading evaluation of offers," is a procedure used in negotiated acquisitions when market research is inconclusive for justifying limiting competition to small business concerns or sub-categories of small business concerns. Offers from both small and other than small business concerns will be evaluated in the following tier order: Service-Disabled Veteran-owned Small Business (SDVOSB), Veteran-owned Small Business (VOSB), all other small business concerns, other than small business. The North American Industry Classification System (NAICS) code is 325120, and the size standard is 1,000.

(v) This requirement consists of one (1) line items:

ITEM NUMBER

DESCRIPTION OF SUPPLIES/SERVICES

QUANTITY

UNIT

0001

Medical Grade Liquid Bulk Oxygen/Tank Rental

Base with 4 one-year options

EA

(vi) To be acceptable, the proposal shall meet all requirements listed below in the Statement of Work and the price must be reasonable. Please include DUNS in proposal.

Statement of Work

Medical Grade Liquid Bulk Oxygen

General

1.1 The purpose of this solicitation is to establish a committed source of supply of medical-grade liquid bulk oxygen for the Perry Point VA Medical Center. The PPVAMC does not own its own bulk oxygen tank, therefore, the contractor shall provide a contractor-owned tank with an appropriate back-up system approved by the COR. Specifications are listed in the Facility Requirements Schedule of Supplies section of this Statement of Work.

1.2 The quantities shown in the Schedule of Supplies and Services are estimates of the PPVAMC s annual requirements. There is no express or implied guarantee that these quantities will be purchased. The base contract period under this solicitation will be October 1, 2019 September 30, 2020. Please note that if this contract includes the installation of contractor-owned equipment it will include a 90 day transition period at the beginning and end of the contract period. (See page 7, paragraph 5.1). Any contract awarded under the solicitation will be an Indefinite Delivery/Indefinite Quantity for a period of 1 year with 4 options, pending availability of funds.

1.3 Contractor will be provided with names and contact information of primary and back-up COR s upon award of this solicitation for each ordering facility. This applies to all deliveries regardless of time or day of execution. Tanks(s) will be filled to maximum functional capacity at each refilling procedure unless otherwise specified in the facility requirements or as agreed upon in a written document signed and dated by the COR. At the time of each delivery, contractor must provide a legible signed and dated written document that identifies the tank level prior to fill, the level after fill, and the quantity delivered. This document must be counter-signed by the facility representative supervising the delivery. The COR is responsible for local contract administration issues such as ordering and providing specific delivery instructions. A letter of delegation that outlines the COR s specific responsibilities will be provided to the contractor and COR at the time of contract award. Within 15 days after notification of contract award, the contractor shall meet with the COR to ensure mutual understanding of facility requirements relating to the ordering method and specific details of any delivery instructions that are included in the solicitation Schedule of Supplies and Services. The facility COR shall forward a written copy of the mutual agreement signed by both parties to the Contracting Officer for incorporation into the contract by written modification within 30 days after contract award. If agreement cannot be reached between the contractor and COR regarding any issue that the COR has delegation from the CO to administer, then the matter shall be referred to the Contracting Officer for resolution.

1.4 Prior to first filling and annually thereafter, contractor must perform in-service training to all VA staff at the site and will include the following facets for contractor owned Medical Grade Bulk O2 systems: the refill procedure, any preventive maintenance support requirements that may be needed from the medical center systems, and an explanation of all the volume alarm and low pressure set-points. The contractor will provide written procedures and training for VA staff for protocols to accomplish emergency shutdowns or other sudden, unplanned termination of the refilling process. Contractor will provide 24/7 emergency contact name(s) and telephone number(s).

1.5 The Contractor, prior to first filling and annually thereafter, must conduct alarm set-point testing and written verification must be presented through the use of a qualified third party expert per NFPA 99, 2005 Edition for contractor owned and government owned systems. Any Code deficiencies in the Medical Center s existing system, as defined by NFPA 55, Chapter 9 Bulk Oxygen System , must be identified by the contractor. A detailed explanation of these deficiencies must be presented in writing to the COR. Receipt of this written explanation must be signed for by the COR.

1.6 Prior to first filling and annually thereafter, the contractor must verify, in writing, the accuracy of all gauges on contractor owned tanks. If the gauge(s) are government owned, contractor will provide, if requested after award, a written quote with price to verify accuracy of the gauge(s). The Government may choose to exercise this option at its discretion.

2. Acronyms

2.1 This section lists acronyms that are used in this Statement of Work and other parts of the solicitation.

ARO After Receipt of Order

CCF 100 cubic feet

CF Cubic feet

CGA Compressed Gas Association

CGMP Current Good Manufacturing Practices

CO Contractor owned

COR - Contracting Officer s Technical Representative

DOT Department of Transportation

FDA U.S. Food & Drug Administration

GO Government Owned

PPVAMC Perry Point Veteran Affairs Medical Center

NFPA National Fire Protection Association

OSHA U.S. Department of Labor, Occupational Safety and Health Administration

RST Reserve Tank

USP United States Pharmacopeia

VA Department of Veterans Affairs

3. Government-Furnished Property

Not applicable

4. Contractor-Furnished Equipment

4.1 The PPVAMC requires installation of contractor owned equipment and shall provide a suitable location and foundation for the installation of the contractor owned bulk oxygen tank(s)in accordance with NFPA Standard 55 2010 Edition Chapter 9. Additionally, the PPVAMC shall provide access to an electrical power source and hook-up to a facility-maintained alarm system. The contractor shall perform the hook-up of contractor owned equipment to the facility-maintained alarm system. The Contractor shall be liable for, and shall indemnify and hold harmless the Government against, all actions or claims for loss of or damage to property or the injury or death of persons, resulting from the fault, negligence, or wrongful act or omission of the Contractor, its agents, or employees.

4.2 The contractor may negotiate with the current bulk oxygen vendor to purchase the bulk oxygen tank already installed on the PPVAMC property.

4.3 The contractor shall provide, install and maintain bulk oxygen tank(s) with appropriate back-up system(s) with approval from the COR. Through the duration of the contract, the contractor shall be liable for the integrity, suitability, and safety of contractor owned tank(s) that will ensure compliance with applicable regulations, standards and normal good practices. The tank capacity and reserve system shown in the Schedule of Supplies and Services are minimum capacities required by the using facilities. Manifold, cylinders for the reserve supply, liquid converter, alarm switch, regulator, valves, level indicator, and any other devices or connections required for proper tie-ins with the facility s gas system shall be furnished by the contractor, without cost to the Government. The manifold or liquid converter shall deliver gas at a pressure and rate of flow adequate to supply the system. Each liquid oxygen storage container shall have an outlet that allows access for testing the purity of the oxygen.

4.4 All equipment and materials required to perform on the contract shall be provided by the contractor. Contractor owned equipment shall be installed, inspected and maintained by the contractor at the Contractor s expense (i.e., all installation, inspection and maintenance costs shall be included in the contract s monthly equipment rental fee for the applicable facility.) Contractor owned equipment shall be kept in good operating condition and appearance, in accordance with applicable regulations, standards and normal good practices. The contractor shall be provided reasonable access to the bulk oxygen systems for this purpose.

5. Installation of Contractor-Owned Equipment

5.1 Unless otherwise directed by the using facility, contractor owned equipment shall be installed by the effective date of the contract and shall be connected to the medical gas system on that date; provided: that the contractor shall be allowed a maximum of ninety days after receipt of notice of award to complete installation. If the contractor s equipment replaces equipment already in use, the exchange of equipment shall be accomplished without interruption of gas supply to the using facility. Contractor installed equipment shall remain the property of the contractor and shall be removed upon termination of the contract, when directed by the ordering facility and in full cooperation with the succeeding contractor so as to avoid interruption of gas supply.

5.2 To permit orderly transition from one contractor to another, the contractor shall continue to honor the contract s monthly equipment rental fee and bulk oxygen contract price for a maximum of ninety days beyond the scheduled expiration of the contract period, unless transition from one contractor to another is completed prior to the ninety day transition period. For any partial month, the contractor shall prorate the monthly equipment rental fee accordingly. The contractor shall continue to provide and maintain its equipment during this transition period.

5.3 No guarantee is given or implied that data included in the Schedule of Supplies and Services regarding contractor owned equipment currently located at the facilities is complete and accurate as to the factors affecting the cost of furnishing and installing the required contractor owned tanks and appurtenances. Offerors are strongly encouraged to visit the facility site prior to submitting a quote and take other steps as may be reasonably necessary to ascertain the nature and location of the work, and the general and local conditions which can affect the work or the cost thereof. Failure to do so shall not relieve offerors from the responsibility of estimating properly the difficulty and cost of successfully performing the work.

5.4 All contractor owned equipment shall be installed in accordance with NFPA 55: Standard for Bulk Oxygen Systems at Consumer Sites, 2010, NFPA 99 Standard for Health Care Facilities, 2005 Edition, and FDA s Current Good Manufacturing Practices (CGMP) Regulations. The contractor shall comply with all OSHA standards and applicable safety requirements, including proper signage and use of personal protective equipment.

6. Delivery of Medical Liquid Bulk Oxygen

6.1 Bulk oxygen is ordered by and delivered to the PPVAMC. Information regarding the facility s unique delivery requirements is included in the solicitation Schedule of Supplies and Services.

6.2 The contractor shall deliver medical-grade liquid oxygen within the time-frame specified in the Schedule of Supplies and Services for each facility. The time-frame identified is the number of calendar days after the Government places the order. If the time frame for contractor delivery is not identified in the facility requirements, the contractor must provide 24-hour notice prior to delivery or upon mutual agreement between the facility and contractor, alternate ordering/delivery methods such as pre-scheduled deliveries, calling for tank level readings, installing a telemetry unit, etc. may be arranged. If, for any reason, the contractor is unable to deliver at the agreed upon day or time, then the contractor will provide 24-hour notice to the COR, so the facility can initiate an alternate backup action. In accordance with VHA Patient Safety Alert dated April 5, 2004, all deliveries must be monitored by a qualified and trained technical representative that will be designated by each facility. Contractor will be provided with names and contact information of primary and back-up facility COR s immediately after award of this contract. This applies to all deliveries regardless of time or day of execution.

6.3 Tanks(s) will be filled to maximum functional capacity at each refilling procedure unless otherwise specified in the facility requirements or as agreed upon in a written document signed and dated by the COR.

6.4 At the time of each delivery, the contractor must provide a legible signed and dated written document that identifies the tank level prior to fill, the level after fill, and the quantity delivered. This document must be counter-signed by the facility representative supervising the delivery.

6.5 Emergency delivery will be provided within 24 hours after receipt of Government notification. Contractor must respond to the facility by either telephone or email within one hour to confirm receipt of emergency notification to ascertain the nature of the emergency. Emergency status is determined by the Government when conditions warrant, such as an actuated main bulk tank low level alarm, imminent alarm condition, or system leak.  Failure of the contractor to remain current with agreed delivery schedule and requirements does not constitute an emergency for purposes of charging an emergency delivery fee.

7. Quality Assurance Specifications and Requirements

7.1 All medical gas manufacturers and fillers of medical gases must be registered with FDA as drug manufacturers. All oxygen shall be manufactured, processed, packed, transported, and stored according to FDA s Current Good Manufacturing Practices (CGMP) regulations, and all labeling shall comply with FDA s labeling regulations (21 CFR Part 201).

7.2 All liquid bulk oxygen delivered under the contract shall be medical-grade and shall meet or exceed the standards cited in the current edition of the United States Pharmacopoeia/National Formulary (U.S.P.).

7.3 A valid certificate of analysis shall be provided with each delivery of liquid oxygen. The certificate shall include, at a minimum:

a) Supplier s name and complete address

b) Name of the Product (i.e. Oxygen U.S.P.)

c) An Air Liquefaction Statement where appropriate

d) Lot number or other unique identification number

e) Actual analytical results for full U.S.P. monograph testing. (A statement

that only states that the product meets the minimum purity of 99.5%, etc. is not acceptable.)

f) Test method used to perform the analysis. (A statement such as Meets

U.S.P. specifications is not acceptable; nor would Tested via

Servomex be acceptable since the specific model number is not

provided.)

g) Signature of authorized supplier representative and date.

7.4 Material Safety Data Sheets shall be provided to the facility COR.

7.5 A copy of all inspection reports shall be provided to the facility COR upon the completion of any contractor owned or government owned bulk oxygen system inspections that are required by regulation.

7.6 All contractor owned equipment shall be maintained or repaired in accordance with NFPA 55: Standard for Bulk Oxygen Systems at Consumer Sites, 2001 and FDA s Current Good Manufacturing Practices (CGMP) Regulations.

8. Applicable Regulations & Standard

The following is a list of some of the regulations and standards that are applicable to this contract. The list is not comprehensive, and the contractor is responsible for ensuring that all products, equipment and services provided under the contract are in compliance with applicable Federal, state, and local regulations. If applicable, the editions in effect as of the date of this solicitation are listed. Contractor is responsible for remaining compliant with any future revisions that are effective at the time of contract performance.

Title 21, Code of Federal Regulations, Parts 210 & 211 - CGMP regulations for supplying medical grade oxygen.

29 CFR 1910.104 Applies to the installation of bulk oxygen systems on industrial and institutional consumer premises

49 CFR Transportation

Federal Food, Drug, and Cosmetic Act

NFPA 55: Standard for Bulk Oxygen Systems at Consumer Sites, 2010 Edition

NFPA 99: Standard for Health Care Facilities, 2005 Edition

U.S.P. 23

Density data and volume measurement equivalents published in Compressed Gas Association Pamphlet No. P-6, titled "Standard Density Data, Atmospheric Gases and Hydrogen," shall be used when necessary to convert measurement of gases from one form to another. For example, the following conversion factor shall apply for conversion from gallons to cubic feet.

Calculation based on data in CGA P-6

1 ft³ liquid O2 = 860.6 ft³ gas (Table 1)

1 ft³ liquid O2 = 7.48052 gal ((Table 2)

Therefore:

7.48052 gal (1 ft³) liquid O2 = 860.6 ft³ gas

1 gal liquid O2 = 860.6 ft³ gas

7.48052

1 gal liquid O2 = 115.05 ft³ gas

or more commonly quoted as 1 gal liquid O2 = 115.1 ft³ gas

9. Contractor Owned Cylinders

9.1 This section applies to contractor owned cylinders that are provided under this contract as a back-up system to a primary bulk oxygen system

9.2 Laws and Regulations: Cylinders and other containers for gaseous and liquid forms of gases shall comply with the Department of Transportation specifications and shall be maintained, filled, marked, labeled, and shipped to comply with current and subsequent updates to DOT regulations (Title 49-Transportation, Code of Federal Regulations). Packaging, labeling, etc., for medical gases shall also comply with the Federal Food, Drug, and Cosmetic Act.

9.3 Marking: In addition to marking required by the aforementioned laws and regulations, marking shall comply with American National Standards Z48.1-1954 (R 1971), Method of Marking Portable Compressed Gas Containers to Identify the Material Contained.

9.4 All unauthorized or inapplicable markings, tags, and labels shall be removed. When shipment is by commercial carrier, shipping tags complying with Federal Standard 123F dated 5/15/91 shall be attached to each cylinder so as to be protected by the valve protection cap. The contract data markings required by the applicable standard shall be applied to one side of the tag and the identification markings on the reverse side. Consignee markings may be omitted when shipment is by contractor's truck.

9.5 Valves: Valves shall comply with Compressed Gas Associates Standard CGA-V-1 (11th Edition, 2003), "Standard for Compressed Gas Cylinder Valve Outlet and Inlet Connections." Valve protection caps for cylinders designed to receive such caps shall be securely attached to the cylinders in a manner to protect the valves from injury during transit and delivery to the purchaser's receiving area. Refer to 49 CFR 173.301(g))

9.6 Color Coding: All cylinders shall be color coded in accordance with the Compressed Gas Association Pamphlet CGA C-9-1988, Standard Color Marking of Compressed Gas Containers Intended for Medical Use.

9.7 The contractor shall be responsible for all testing required by regulation of contractor owned cylinders at no additional cost to the Government.

9.8 The contractor s price for the oxygen shall include the furnishing of, at no additional cost, all services which are required at each and every filling of a cylinder to comply with applicable regulations, specifications, and normal good practices. Such services are of the type normally provided in the supply of medical cylinder gases, and shall include, but not be limited to: tags indicating cylinder is "Full," In Use," or "Empty"; inspection, testing, evaluation, and cleaning services required at each and every filling; pin-indexing, when required, and attachment of Government-furnished warning tags, when required. Attaching of oxygen cylinders to manifold systems, when required, shall also be performed by the contractor at no additional cost. In addition to services listed in this paragraph, the contractor is responsible for all maintenance and testing of contractor-owned cylinders.

SCHEDULE OF SUPPLIES/SERVICES

Contractor shall provide all equipment, labor, materials, to include tools and parts, transportation, supervision and disposal necessary to distribute and supply medical-grade liquid bulk oxygen. This includes a contractor-owned tank with an appropriate back-up system.

Perry Point VA Medical Center COR: Eric DeShields

Building 14H Perry Point Phone: 410-605-7000 x51478

Perry Point, Maryland 21902 Fax:

Delivery Requirements: 2 Days ARO

Delivery Impediments: Tank is located in middle back parking lot. Pull thru and back up to tank.

Delivery Instructions: Delivery times 7:00am to 3:30pm, Monday thru Friday. Driver must contact Logistics by phone at tank location. Logistics will notify VA police & security to gain access to enclosure for main and reserve tanks.

Oxygen, Medical Liquid Bulk

Tank Capacity: 2071 gallons CO/GO: CO

B/U Type: Tank B/U Capacity: 138 gallons CO/GO: CO

TERM OF CONTRACT

Periods of Performance:

Base: October 1, 2019 September 30, 2020

Option 1: October 1, 2020 September 30, 2021

Option 2: October 1, 2021 September 30, 2022

Option 3: October 1, 2022 September 30, 2023

Option 4; October 1, 2023 September 30, 2024

The contract is subject to the availability of funds.

(vii) All material shall be delivered to each VA Medical Center listed above.

(viii) 52.212-1 Instructions to Offerors - commercial Items, applies to this acquisition. There is no addenda to the provision.

(ix) 52.212-2, Evaluation - Commercial Items: FAR provision 52.212-2 does not apply to this solicitation. Award will be based on lowest price and meeting or exceeding Statement of Work requirements.

(x) 52.212-3 Offeror Representations and Certifications - Commercial Items- the offeror shall complete only paragraph (b) of this provision if the offeror has completed the annual representations and certifications electronically via the System for Award Management (SAM) Website through http://www.sam.gov/portal. If the offeror has not completed the annual representations and certifications electronically, the offeror shall complete only paragraphs (c) through (p) of this provision.

(xi) 52.212-4 Contract Terms and Conditions - Commercial Items: applies to this acquisition.

(xii) 52.212-5 Contracts Terms and Conditions Required To Implement Statutes or Executive Orders - Commercial Items; the following FAR clauses identified at paragraph b of FAR 52,204-10; 52.212.5 are considered checked and are applicable to this acquisition: 52.204-10, 52.209-6, 52.219-13, 52.219-27, 52.219-28, 52.222-3, 52.222-19, 52.222-21; 52.222-26; 52.222-35, 52.222-36, 52.222-50, 52.223-18, 52.225-1, 52.225-3; 52.225-13, 52.232-34, 52.233-3, 52.233-4.

(xiii) 52.217-8 Option to Extend Services, 52.232-18 Availability of Funds, 52.232-19 Availability of Funds for Next Fiscal Year. Any additional contract requirement(s) or terms and conditions determined by the Contracting Officer to be necessary for this acquisition and consistent with customary commercial practices will be addressed as necessary.

(xiv) The site visit is scheduled for Tuesday, September 17,2019 at 10:00 am. Questions shall be submitted in writing to Chantey Bost at chantey.bost2@va.gov and Eric Deshields at Eric.deshields@va.gov NLT Wednesday, September 18, 2019. PROPOSALS ARE DUE Monday, September 23, 2019, by 4:00 p.m. eastern standard time (est) to the email addresses identified above.

(xvi) Point of contact for this solicitation is Chantey Bost e-mail chantey.bost2@va.gov. All Inquires must be in writing.

Opportunity closing date

23 September 2019

Value of contract

to be confirmed