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Contract Opportunity

SUMMARY:
Department of Veterans Affairs, Veterans Health Administration, Network Contracting Office 5, is issuing this request for information/sources sought notice in order to identify vendors that are interested in and capable of providing Medical Gas Inspections. All equipment provided will be subject to VAMC review, determination, and approval. Location Washington DC (VAMC) located at 50 Irving Street N.W., Washington, DC 20422.
DESCRIPTION OF WORK:
The Contractor will provide all resources necessary to perform inspection and field-testing services on all medical gas outlets, alarms, and source equipment at the Washington DC VA Medical Center. The inspection and testing services shall be performed in accordance with the guidelines of NFPA 99 Medical Gas Requirements for Health Care Facilities (NFPA 99 Medical Gas for Healthcare Facilities [2021 code] (chthealthcare.com). The systems to be inspected include the medical and dental air & vacuum systems, oxygen systems, nitrous oxide systems, and nitrogen systems.
The furnishing of any repairs or parts is OUTSIDE THE SCOPE of this contract. If deficiencies are discovered during an inspection that necessitate repair/replacement of system components, then they shall be procured via a separate agreement (i.e., purchase card or another contract, as appropriate).
B. PLACE OF PERFORMANCE:
Washington DC Veteran Affairs Medical Center located at 50 Irving St. N.W. Washington, DC 20422.
Inspections will be performed in four of the buildings on the Washington DC VAMC campus: (1) the Main Hospital, (2) the Community Living Center, (3) Building 14 (the Research addition), and (4) the Renal Center.

C. PERIOD OF PERFORMANCE:
The Contractor will perform its inspection of Washington DC VAMC s medical gas systems on an annual basis. The Contracting Officer s Representative (COR) and Contractor will collaborate & coordinate the annual inspection date and time in such a manner as to avoid disruptions to the VAMC s operations and inconveniences to patients to the maximum extent practicable. The VAMC s preferred timeframe for completing the inspection is the month of July (most recent inspection completed 7/18/2023-7/20/2023) timeframe will be at the government s convenience.
The period of performance for this contract will be a 12-month base period and four 12-month option periods that may be exercised at VHA s discretion.

D. CHECK-IN & CHECK-OUT PROCEDURES:
The Contractor s Field Service Engineer(s) must check-in with the COR upon arrival at the VAMC. The Field Service Engineer will be issued a Contractor s identification badge which will be displayed at all times while on VAMC property and surrendered upon completion of the inspection services. Also, the Field Service Engineers (FSE) will be required to enter the following information into the Control Panel Log: name of Field Service Engineer, name of Contractor, current date, time in, location of service/equipment being serviced, and time out. The Field Service Engineer shall notify the
COR or other designated Engineering person before leaving.

E. INSPECTION EQUIPMENT CALIBRATION CERTIFICATES:
Prior to performing the inspection services, the Contractor shall provide the COR with a copy of the current calibration certification of all test equipment which shall be used by the Contractor during its inspection of the medical gas system. This certification shall also be provided on a periodic basis when requested by the VAMC. Test equipment calibration shall be traceable to a national standard.

F. INSPECTION REPORT:
At the conclusion of its annual medical gas system inspection, the Contractor must deliver a written Inspection Report to the COR. The Inspection Report must, at a minimum, document the following data legibly and in complete detail:
1. Name of Contractor.
2. Name & signature of the Field Service Engineer(s) who performed the inspection and field-testing services.
3. Date & time of inspection (starting and ending).
4. Identification of equipment inspected during visit: device name/description, device location (if applicable), manufacturer s name, model number, serial number, inventory/barcode, and any other identification numbers.
5. Inspection results, particularly noting any deficiencies discovered during the inspection.

COMPETENCY OF PERSONNEL SERVICING EQUIPMENT:

The Contractor shall have fully qualified Field Service Engineer performing all service on the equipment under contract. Within the 7-day period after the award of the contract, the Contractor shall submit a list of the fully qualified Field Service Engineers who shall perform the contracted service at this VAMC for each make and model of equipment on the equipment schedule. The list for each Field Service Engineer performing work at this VAMC will include: their name, geographic location, length and type of experience maintaining medical equipment (specific to make and model of equipment), and their formal training (specific to the make and model of equipment). Each respondent must have an established business, with an office and full-time staff. Generally, the Contractor shall have two years of successful experience in fully maintaining the full schedule of equipment for this contract. This staff includes two fully qualified Field Service Engineers who shall serve as the primary technician and backup for the servicing of the items listed on the schedule of equipment at this VAMC. The term fully qualified is based upon training and experience the field. For training, the field Service Engineer(s)has successfully completed formalized training program and certified as a field inspector for NFPA 99-Medical Gas Requirements for Heath Car Facilities and Joint Commission Standards. for the equipment identified in the scheduled of equipment. For field experience, the Field Service Engineer(s) shall have a minimum of four years of experience (except for equipment on the market less than two (2) years) performing preventive maintenance and equipment repairs on the equipment.

The Field Service Engineers shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by fully qualified individuals. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved Field Service Engineers for each make and model the Contractor services at the VAMC, as detailed in Section C.15. The Contracting Officer may authenticate the training requirements, request training certificates or credentials from the Contractor at any time for any personnel who are servicing or installing any VAMC equipment. The Contracting Officer and COTR specifically reserve the right to reject any of the Contractor s personnel and refuse them permission to work on the VAMC equipment.

If subcontractor(s) are used, they must be approved by the Contracting Officer; the Contractor shall submit any proposed change in subcontractor(s) to the Contracting Officer for approval or disapproval.

G. SAFETY PRECAUTIONS:
The Contractor shall comply with all applicable Federal, State and Local legal requirements regarding workers health and safety. The requirements include, but are not limited to, those found in Federal and State Occupational Safety and Health Act (OSHA) statutes and regulation, such as applicable provision of Title 29, Code of Federal Regulations (CFR) Parts 1910 and 1926. Contractor is solely responsible for determining the legal requirements that apply to activities and shall ensure safe and healthful working conditions for its employees. Contractor shall assume the responsibility to guard against causing fires and/or explosion and to protect Government Property, reference NFPA 241 and 29 CFR 1926.
The Contractor shall perform the work in a manner consistent with the area security and fire safety regulations especially regarding exits and exit way access. Utility shutdowns shall not compromise security, communication, or fire safety for occupants. All necessary precautions shall be taken by the Contractor to prevent activation of any existing smoke detectors or sprinkler heads.
H. HAZARDOUS MATERIAL REPORTING:
The Contractor shall maintain inventories and material safety data sheets (MSDS) for all hazardous materials (as defined in CFR 1910.120, 40 CFR s 355, 370, & 372) it plans to use at the VAMC to carry out its inspection. Hazardous materials must be inventoried when received and when the project is completed and shall be submitted to the COR. In the event of a spill, Contractor shall immediately notify the COR. The Contractor shall be solely responsible for the expense of any cleanup of such spill, and the cleanup shall be in accordance with the applicable provision of 40 CFR Part 761.
I. ONSITE PARKING INFORMATION:
Contractor must park in the area designated for contractor parking.
J. SERVICE CONTRACT LABOR STANDARDS:
The Service Contract Labor Standards apply to this contract. Contractor will be responsible for compliance with the Service Contract Labor Standards and determining which of its workers are performing on or in connection with the contract and properly segregating their hours for purposes of pay and recordkeeping. The Department of Labor s Wage Determination is provided as an attachment in Section D; it specifies the minimum wages and fringe benefits for workers performing on or in connection with this contract.
K. NONPERSONAL SERVICES:
The Government shall neither supervise Contractor employees nor control the method by which the Contractor performs the inspection services. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual Contractor employees. It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services.
Interested & Capable Responses:Â

NCO 5 is seeking responses from entities that are interested in this procurement and consider themselves to have the resources, capabilities, and qualifications necessary to provide the services required for the Washington DC (VAMC).
Please respond to this RFI/Sources Sought 36C24524Q0251 with your:

Business name (including Unique Entity ID (SAM.gov)Â Â
Business type, socio-economic status (e.g., Veteran-Owned, Woman-Owned, Disadvantaged Small Business, 8(a), etc.), and Â
Person of contact (including telephone number & email address).  Â
Capability statement and summary of previous experience providing these types of services for the Veterans Health Administration or other similar facilities. Â
Available contract vehicles (GSA FSS, etc.) for use by Department of VA (include applicable NAICS)Â
Brief Summary of categories of services that your company can/cannot provide.Â
Certification(s) / Licenses for meeting the local requirements to provide these services at the DC VAMC (if applicable)Â
Confirmation that your organization has the capability & expertise to meet the performance requirements while complying with applicable limitations in subcontracting by responding to the questions below with your response:Â Â Â
Do you intend to self-perform this effort?Â
If you are located outside the immediate area, how will you self-perform?Â
Or do you intend to subcontract work under this contract?Â
If you intend to subcontract work under this contract, how will you ensure compliance with the limitations on subcontracting?Â
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Response Instructions:Â

Responses must be submitted by 10:00 AM (ET) February 13th, 2024. Responses to the information requested above must be submitted via email to Bill Pratt at Billie.Pratt@va.gov.

This request for information/sources sought notice is for planning purposes ONLY and does not constitute a solicitation, responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. The results of this market research will assist in the development of (1) the requirement, and (2) the acquisition strategy (e.g., SDVOSB/SDVOSB set-aside, small business set-aside, full and open competition, etc.). VA assumes no responsibility for any costs incurred as a result of a vendor s attendance to the Site-Visit nor the preparation of responses submitted as a result of this notice.

Bill Pratt
Contract Specialist
VHA, NCO 5
Billie.Pratt@va.gov

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