Combined Synopsis Solicitation Northampton VAMC Bulk Oxygen Delivery (i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, 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 36C24124Q0487 and the solicitation is issued as a request for quotation (RFQ). (iii) A statement that the solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2023-01. (iv) This requirement is being issued as an open market, small business set-aside. The associated NAICS 325120 and small business size standard is 1,200 employees. (v) The Government intends to award a firm-fixed price award for Bulk Oxygen Delivery at the Northampton VAMC. Please see the attached Performance Work Statement for full requirement details. Please complete the Price Schedule below and submit with the quote submission. (vi) The Contractor shall provide all resources necessary to provide Bulk Oxygen IAW the attached (Performance Work Statement). Please see the attached PWS for full requirement details. (vii) The Place of Performance is Northampton Massachusetts as described per the (Performance Work Statement). (viii) Provision at 52.212-1, Instructions to Offerors -- Commercial, applies to this acquisition in addition to the following addenda s to the provision: 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998); 52.204-7 System for Award Management (OCT 2018); 52.204-16 Commercial and Government Entity Code Reporting (JUL 2016); 52.217-5 Evaluation of Options (JUL 1990); 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008) (ix) Provision at 52.212-2, Evaluation -- Commercial Items, applies to this requirement. Site Visit: No site visit will be scheduled. Submission of Quotes: (1) Quotes shall be received on or before the date and time specified in Section (xv) of this solicitation. Note: Offers received after the due date and time shall not be considered. (2) Offerors shall submit their quotes electronically via email to carissa.sarazin@va.gov. (3) Quote Format: The submission should be clearly indexed and logically assembled in order of the evaluation criteria below. All pages of the quote shall be appropriately numbered and identified by the complete company name, date and solicitation number in the header and/or footer. Evaluation Process: Award shall be made to the best value, as determined to be the most beneficial to the Government. Please read each section below carefully for the submittals and information required as part of the evaluation. Failure to provide the requested information below shall be considered non-compliant and your quote could be removed from the evaluation process. Offeror quotes shall be evaluated under FAR Part 13.106-2(b) -- Evaluation of Quotations or Offers. Therefore, the Government is not obligated to determine a competitive range, conduct discussions with all contractors, solicit final revised quotes, and use other techniques associated with FAR Part 15. The Government shall award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation shall be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: Price (Follow these instructions): Offeror shall complete Attachment 1 - Price Schedule, with offerors proposed contract line item prices inserted in appropriate spaces. Past Performance: Offeror shall utilize Attachment 2 Past Performance Worksheet to provide at least one (1) but no more than (3) references of work, similar in scope and size with the requirement detailed in the (Performance Work Statement). References may be checked by the Contracting Officer to ensure your company is capable of performing the Statement of Work. The Government also reserves the right to obtain information for use in the evaluation of past performance from any and all sources. Technical: The offeror s quote shall be evaluated to determine if the organization has the experience and capabilities to provide the requested services IAW the (Performance Work Statement) in a timely efficient manner. Contractor shall demonstrate their corporate experience and approach to meet all requirements stated in the (Performance Work Statement). Contractor shall demonstrate that their technicians meet the qualification standards stated in the (Performance Work Statement). If you are planning to sub-contract some or all of this work, please provide the name and address(s) of all subcontractor(s) (if applicable) and a description of their planned subcontracting effort. SAM: Interested parties shall be registered in System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. SAM information can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220. Interested parties not registered in SAM in sufficient time to meet the VA s requirement will be ineligible to receive a government contract. This determination will be at the discretion of the Contracting Officer. VISTA: The VA utilizes VISTA to issue a purchase order and liquidate invoices. Failure to register in VISTA may result in exclusion from the issuance of a VA contract. This determination will be at the discretion of the Contracting Officer. Interested parties with no prior VA contracts can request a Form 10091 at any time. (x) Please include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications -- Commercial Items, with your offer via the SAM.gov website or a written copy. (xi) Clause 52.212-4, Contract Terms and Conditions -- Commercial Items (OCT 2018), applies to this acquisition in addition to the following addenda s to the clause: 52.204-16 Commercial and Government Entity Code Maintenance (JUL 2016); 52.219-6 Notice of Total Small Business Set-Aside; 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013); 852.203-70 Commercial Advertising (MAY 2008); 852.232-72 Electronic Submission of Payment Requests (NOV 2018) Subcontracting Commitments - Monitoring and Compliance This solicitation includes VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors, and VAAR 852.215-71, Evaluation Factor Commitments. Accordingly, any contract resulting from this solicitation will include these clauses. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) to assist in assessing contractor compliance with the subcontracting commitments incorporated into the Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor compliance with the subcontracting commitments. (xii) Clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items, applies to this acquisition and in addition to the following FAR clauses cited, which are also applicable to the acquisition: 52.204-10, 52.209-6, 52.219-6, 52.219-28, 52.222-3, 52.222-21, 52.222-26, 52.222-36, 52.222-50, 52.223-18, 52.232-33, 52.222-41, 52.222-43 (Wage Determination Applicable (Manchester 2015-4019 Rev 23 posted on beta.sam.gov) (xiii) All contract requirement(s) and/or terms and conditions are stated above. (xiv) The Defense Priorities and Allocations System (DPAS) and assigned rating are not applicable to this requirement. (xv) RFQ responses are due 01-May- 2024 by 12:00 PM EST. RFQ responses must be submitted via email to: carissa.sarazin@va.gov. Hand deliveries shall not be accepted. (xvi) The POC of this solicitation is carissa.sarazin@va.gov) ATTACHMENT 1 PRICE SCHEDULE ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 Bulk Oxygen Delivery 1.00 JB __________________ __________________ GRAND TOTAL __________________ ATTACHMENT 2 PAST PERFORMANCE WORKSHEET 1. Name of Contracting Activity, Government Agency, Commercial Firm or other Organization: 2. Contracting Activity Address: 3. Contract Number: 4. Date of Contract Award: 5. Beginning Date of Contract: 6. Completion Date of Contract: 7. Contract Value: 8. Type of Contract: 9a. Technical Point of Contact: 9b. Contracting Point of Contact: Name: Name: Title: Title: Address: Address: Telephone: Telephone: Email: Email: 10. Place of Performance: 11. Description of Work (Use a continuation sheet if necessary): 12. List any commendations or awards received: 13. List of Major Subcontractors: ATTACHMENT 3 STATEMENT OF WORK VAMC 421 NORTH MAIN STREET LEEDS MA. 01053 HAS A NEED FOR BULK OXYGEN DELIVERY CONTRACT. 1 YEAR WITH 4 OPTION YEARS STATEMENT OF WORK: VA Central Western Massachusetts Healthcare System MEDICAL-GRADE LIQUID BULK OXYGEN 1. General 1.1 The purpose of this requirement is to establish a committed source of supply of medical-grade bulk liquid oxygen for the VA Central Western Massachusetts Healthcare System located in Leeds, MA. The contractor shall also provide the necessary equipment for a complete bulk liquid oxygen distribution system, including a contractor-owned 1,500-gallon tank with an appropriate back-up system (20 cylinders), local alarm panel, and telemetry monitoring system. 1.2 The facility s annual requirements are estimated at 1,375,535 Standard Cubic Feet (SCF). There is no express or implied guarantee that these quantities will be purchased. The base contract period for all contracts awarded under this solicitation will be from date of award through a one-year period with four continuing option years to equal the term of five years. Please note the installation of contractor-owned equipment will include a 90-day transition period at the beginning and end of the contract period. Following the firm fixed pricing period, annual price increases for the remainder of the term shall be fixed not to exceed. Equipment rental shall be fixed not to exceed for the entire term. Pricing for all preventative maintenance, on-call 24/7 service must be included with the equipment rental pricing. 1.3 A Contracting Officer s Representative (COR) has been designated in the solicitation schedule for the facility. 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 by the Contracting Officer. 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. 1.4 Prior to first filling, contractor must perform in-service training to include the following facets for contractor owned and government owned systems: the refill procedure, an explanation and certification of all the liquid level low, volume alarm and high 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 Prior to first filling, and annually thereafter, alarm set-point testing and written verification must be presented by the Contractor using a qualified third-party expert per the current NFPA 99, Edition for contractor owned systems. 1.6 Prior to first filling, and annually thereafter, the contractor must verify, in writing, the accuracy of all gauges and telemetry devices on contractor owned tanks. 2. Contractor-Furnished Equipment 2.1 The contractor shall provide, install and maintain 1,500-gallon bulk liquid oxygen tank with appropriate minimum of 20 backup cylinders for reserve or equivalent to provide a minimum of 96 hours of reserve capacity. The contractor shall provide additional equipment accessory to the bulk tank to provide a complete bulk liquid oxygen distribution system including but not limited to, local pad alarm panel and telemetry monitoring system. Through the duration of the contract, the contractor shall be liable for the integrity, suitability, and safety of contractor owned tank(s)/cylinder(s) that will ensure compliance with applicable regulations, standards and normal good practices. The tank capacity and reserve system are minimum capacities required by the using facilities. Manifold, auto-switching, 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. 2.2 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 without additional cost to the Government. (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. Annual service and report of condition of all contractor owned equipment shall be completed and documented to the Government by the contractor without additional cost to the Government. 3 Installation of Contractor-Owned Equipment 3.1 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 shall supply a self-contained temporary portable gas supply and distribution system to the using facility during the exchange period. This temporary system shall meet the same requirements of the base contract system and include at a minimum a main supply tank, a reserve supply tank, full alarm package on board, and connect to the facility through the existing facility emergency oxygen supply connection. 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. 3.2 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. 3.3 No guarantee is given or implied that data included in the schedule 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. 3.4 All contractor-owned equipment shall be installed in accordance with all current additions: NFPA 50: Standard for Bulk Oxygen Systems at Consumer Sites, NFPA 99: Standard for Health Care Facilities, 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. 4 Delivery of Medical Liquid Bulk Oxygen 4.1 Bulk oxygen is ordered by and delivered to VA Central Western MA Healthcare System. 4.2 The contractor shall deliver medical-grade liquid oxygen on an as-needed basis. If for any reason the contractor is unable to deliver at the agreed upon day or time, the contractor shall provide 24-hour notice to the COR, so that 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 the facility. Contractor will be provided with names and contact information of primary and back-up facility representatives. This applies to all deliveries regardless of time or day of execution. 4.3 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. 4.4 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. 4.5 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. 5 Quality Assurance Specifications and Requirements 5.1 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). 5.2 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.). 5.3 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. 5.4 Safety Data Sheets shall be provided to the facility COR upon request. 5.5 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. 5.6 All contractor-owned equipment shall be maintained or repaired in accordance with NFPA 50: Standard for Bulk Oxygen Systems at Consumer Sites, 2001 and FDA s Current Good Manufacturing Practices (CGMP) Regulations. Applicable Regulations & Standards 6.1 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. 6.2 The provisions of all applicable NFPA, OSHA, EPA, and VA codes, Federal, State, and local regulations shall be followed throughout the course of this project. Applicable VA publications and design manuals are available to the successful bidder at https://www.cfm.va.gov/til/dGuide.asp. a) Specifications: 03 30 Concrete b) Title 21, Code of Federal Regulations, Parts 210 & 211 - CGMP regulations for supplying medical grade oxygen. c) 29 CFR 191 0.104 Applies to the installation of bulk oxygen systems on industrial and institutional consumer premises d) 49 CFR Transportation e) Federal Food, Drug, and Cosmetic Act f) NFPA 50: Standard for Bulk Oxygen Systems at Consumer Sites, 2001 Edition g) NFPA 99: Standard for Health Care Facilities, 2018 Edition h) U.S.P. 23 6.3 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 02 = 860.6 ft3 gas (Table 1) 1 ft3 liquid 02 = 7.48052 gal (Table 2) Therefore: 7.48052-gal (1 ft3) liquid 02 = 860.6 ft3 gas 1 gal liquid 02 = 860.6 ft3 / 7.48052 gal 1 gal liquid 02 = 115.05 ft3 gas More commonly quoted as 1 gal liquid 02 = 115.1 ft3 gas maintenance and testing of contractor-owned cylinders
