6835--White River Junction VAMC and Associated CBOCs Medical Gases Delivery

Combined Synopsis Solicitation WRJ VAMC AND ASSOCIATED CBOCS Medical Gas Deliveries (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 36C24123Q0776 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 2020-04. (iv) This requirement is being issued as an open market, full and open competition. The associated NAICS code is 325120 Industrial Gas Manufacturing. (v) The Government intends to award a BPA award for medical gas delivery at White River Junction VAMC and its associated CBOCs. Please see the attached Performance Work Statement for full requirement details. Please complete the Price Schedule below and submit with the quote submission. QUANTITIES WILL BE DETERMINED AT TIME OF TASK ORDER BUT WILL UTILIZE BPA PRICING. INITIAL TASK ORDER SHALL BE ISSUED AS A UNILATERAL AWARD. (vi) The Contractor shall provide all resources necessary to provide medical gas delivery IAW the attached Performance Work Statement (PWS). Please see the attached PWS for full requirement details. (vii) The Place of Performance is White River Junction VAMC and its associated CBOCs as described per the PWS. (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 (MAR 2023); 52.204-7 System for Award Management (OCT 2018); 52.204-16 Commercial and Government Entity Code Reporting (AUG 2020); 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. 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 joshua.davis5@va.gov (3) Questions: Questions shall be submitted to the Contracting Officer in writing via e-mail. Oral questions are not acceptable due to the possibility of misunderstanding or misinterpretation. The cut-off date and time for receipt of questions is Thursday, 21 September 2023 at 12:00 PM EST. Questions received after this date and time may not be answered. Questions shall be answered in a formal amendment to the solicitation so all interested parties can see the answers. (4) 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 prices filled in the excel spreadsheet provided. Past Performance: Offeror should 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 PWS. References may be checked by the Contracting Officer to ensure your company is capable of performing the requirements in the Performance Work Statement. 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 PWS in a timely efficient manner. Contractor shall demonstrate their corporate experience and approach to meet all requirements stated in the PWS. Contractor shall demonstrate that their technicians meet the qualification standards stated in the PWS. 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) (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 (xiii) All contract requirement(s) and/or terms and conditions are stated above. (xv) RFQ responses are due 25 September 2023 by 5:00 PM EST. RFQ responses must be submitted via email to: joshua.davis5@va.gov. Hand deliveries shall not be accepted. (xvi) The POC of this solicitation is Joshua Davis (joshua.davis5@va.gov) CLIN STRUCTURE (Price Sheet Separate) ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 Medical Gasses for WRJ and Associated CBOCs Contract Period: Base POP Begin: 27-Sep-23 POP End: 26-Sep-28 1.00 YR __________________ __________________ 0002 Cylinder Rental for WRJ and Associated CBOCs Contract Period: Base POP Begin: 27-Sep-23 POP End: 26-Sep-28 1.00 EA __________________ __________________ 0003 Emergency Delivery for WRJ and Associated CBOCs Contract Period: Base POP Begin: 27-Sep-23 POP End: 26-Sep-28 1.00 JB __________________ __________________ Attachment 1 Price Schedule (Attachment A) See Excel Spread Sheet Titled Attachment A Medical Gas Requirements for VA Facilities. Complete Unit Price, Total Price and Grand Total Based on Quantities. The quantities provided are for the purpose of evaluation. The Government reserves the right to revise the quantities for the initial task order. 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): ATTACHMENT 3 Performance Work Statement WRJ VAMC AND ASSOCIATED CBOCs Medical Gas Delivery 1. REQUIREMENT: This Performance Work Statement outlines the comprehensive requirements for the purchase, delivery, and cylinder rental of medical-grade gases, emphasizing safety, compliance, and reliability. The selected Contractor shall adhere to these guidelines to ensure the continuous supply of essential gases for patient care within designated healthcare facility. The Department of Veterans Affairs (VA) seeks to establish a blanket purchase agreement for the delivery and rental of compressed medical grade gasses to designated locations. The Government seeks a vendor with both the capacity to rent and deliver cylinders containing said gas. As it is impossible to predict in advance the exact amount of each gas needed, as a result the Contracting Officer seeks to establish a blanket purchase agreement (BPA), which would be used to place recurring orders as needed. The government seeks to establish a blanket purchase agreement. The Blank Purchase Agreement (BPA) will cover a period of five (5) years. Estimated period of performance will be 09/27/2023-09/26/2028. 2. BACKGROUND: The White River Junction VAMC (WRJ) and its Community Based Outpatient Clinics (CBOCs) have a requirement for medical gases. The gases should be delivered weekly to WRJ and at minimum twice per week to the CBOCs. The frequency for delivery will be noted in the period of performance section. 3. PERFORMANCE REQUIREMENTS: The selected Contractor shall be responsible for the procurement, safe delivery, and rental of medical-grade gases to designated healthcare facility. This includes ensuring compliance with all relevant industry standards, regulations, and safety measures. All contractor personnel shall possess the necessary certifications to handle these materials, and delivery drivers shall possess commercial drivers licenses with HAZMAT endorsements. The following is a list of required gases to be delivered to the WRJ warehouse for distribution, with approximate number of cylinders used per year. WRJ may still require those gases listed with a value of zero. (See Attachment A) 3.1 Procurement and Delivery: a. The Contractor shall be responsible for procuring medical-grade gases from approved suppliers or manufacturers, ensuring the highest quality standards are met. b. Gases shall be delivered in cylinders with appropriate labeling, documentation, and safety features. c. Delivery schedules and quantities shall be coordinated with the healthcare facility to meet their operational requirements. Cylinder Rental and Management: a. The Contractor shall provide medical gas cylinders for rent to the healthcare facility. Rental cylinders shall be maintained, inspected, and tested regularly to ensure safety and compliance. b. Cylinder tracking and management shall be the responsibility of the Contractor, including inventory control, cylinder rotation, and timely replacement. c. Empty cylinders shall be promptly collected, and full cylinders shall be delivered to maintain an uninterrupted supply. Compliance and Quality Assurance: a. All medical-grade gases shall conform to industry standards and regulations, including those set forth by the Food and Drug Administration (FDA) and the Compressed Gas Association (CGA). b. The Contractor shall maintain quality control measures to ensure the purity, integrity, and safety of all gases supplied. c. Safety data sheets (SDS) and certificates of analysis (COA) for each gas shall be provided to the healthcare facility. Emergency Response: a. The Contractor shall have a 24/7 emergency response system in place to address urgent gas supply needs or equipment failures. b. Emergency contact information and procedures for immediate response shall be shared with the healthcare facility. c. The Contractor shall respond to all emergency service calls within 2 hours. d. The Contractor shall respond to non-emergency service calls within 24 hours or the next business day. Equipment and Safety Measures: The Contractor shall provide Liquid Nitrogen gas in Dewar Tanks The Contractor shall provide appropriate gas delivery equipment, including regulators and fittings, ensuring their safety and functionality. Safety features such as pressure relief valves, flowmeters, and pressure gauges shall be included in the equipment. The Contractor shall conduct regular safety inspections of gas delivery equipment. The Contractor shall make all repairs as expeditiously as possible so as not to compromise patient care. If repairs are required, the Contracting Officer Representative (COR) will be notified immediately. If requested, the contractor shall provide new Original Equipment Manufacturer (OEM) factory approved parts. The contractor shall repair all minor cylinder leaks detected and provide a full report of the leak tests and any leaks repaired to the Contracting Officer s Representative (COR). Patient and occupation safety require that all tanks meet all regulatory guidelines, and that tanks and regulators allow continues oxygen flow between regulator settings. Tags should be used on tanks to indicate whether they are Full/In-Use or Empty Caps shall be used on larger tanks during transportation. Safety features include: Oxygen air flow that does not stop if the regulator is placed between two numbers. Integrated valve and regulator that is built into tank and doesn t need to be installed by staff. Single valve tank. No tanks with two valves, this is a human factors safety risk. National Center for Patient Safety discourages any two valve tanks. Rupture disk relief valve 50 psi DISS outlet that delivers up to 200 lpm if needed for ventilator. Reporting: a. The Contractor shall provide regular reports to the healthcare facility detailing gas usage, cylinder inventory, and safety inspections. b. Any issues or concerns related to gas procurement, delivery, or equipment shall be promptly reported to the Contracting Officer s Representative (COR). 4. PLACE OF PERFORMANCE: The gas products and cylinders shall be delivered to the following addresses: Location(s) Days and Hours of Operation Frequency for Delivery White River Junction VA Medical Center 215 N. Main St. White River Junction, VT 05009 Main phone: 802-295-9363 Tuesdays and Thursdays 8:00 am-4:00 pm 2 x week Brattleboro VA Clinic (CBOC) 71 GSP Drive Brattleboro, VT 05301-4452 Main phone: 802-251-2200 Monday-Friday 8:00 am-4:00 pm 2 x per month Burlington Lakeside (CBOC) 128 Lakeside Avenue, Suite 260 Burlington, VT 05401 Phone: 802.657.7000 Fax: 802.657.7077 Monday-Friday 8:00 am-4:00 pm 2 x per month Littleton VA Clinic (CBOC) 264 Cottage Street Littleton, NH 03561-9998 Main phone: 603-575-6700 Monday-Friday 8:00 am-4:00 pm 2 x per month Rutland VA Clinic (CBOC) 232 West Street Rutland, VT 05701-2850 Main phone: 802-772-2300 Monday-Friday 8:00 am-4:00 pm 2 x per month Bennington VA Clinic (CBOC) 186 North Street Bennington, VT 05201-1874 Main phone: 802-440-3300 Monday-Friday 8:00 am-4:00 pm 2 x per month Keene VA Clinic (CBOC) 640 Marlboro Street, Curran Building, Route 101 Keene, NH 03431-4049 Main phone: 603-358-4900 Monday-Friday 8:00 am-4:00 pm 2 x per month Newport VA Clinic (CBOC) 1734 Crawford Farm Road Newport, VT 05855-4509 Main phone: 802-624-2400 Monday-Friday 8:00 am-4:00 pm 2 x per month 5. DELIVERY REQUIREMENTS The Contractor must be able to supply the facilities listed above with the medical grade compressed gases listed in Section 4 weekly. More specifically, Deliveries need to be made to the MAIN FACILTY (White River Junction) every Tuesday and Thursday any time after 8:00 am but before 4:00 pm. The seven remaining CBOC locations will need to be supplied two tank deliveries twice a month after the order has been submitted. Orders will be placed by authorized individuals to be determined after contract award. Only these authorized individuals will be permitted to place orders against this contract. 6. INVOICES: Invoicing is required to be submitted per deliver. Payment will be made upon receipt of a properly prepared detailed invoice, prepared by the Contractor, validated by the Contracting Officer s Representative (COR), and submitted. A properly prepared invoice will contain: Invoice Number and Date Contractor s Name and Address Contract Number Accurate Purchase Order Number Itemized Supply or Service provided Total amount due 7. MEDICAL GASES AND SUPPLIES TO BE PROVIDED (By Location) (See Attachment A) 8. RESPONSES TO FREQUENTLY ASKED QUESTIONS What type of safety features does contractor need to follow? Oxygen air flow that does not stop if the regulator is placed between two numbers- Yes Integrated valve and regulator that is built into tank and doesn t need to be installed by staff- Yes Single valve tank only. No tanks with two valves Rupture disk relief valve- No, If this is for wall mounted oxygen 50 psi DISS outlet that delivers up to 200 lpm if needed for ventilator- No What type of supplies does contractor need to provide? Tags indicating Full/In-Use/Empty- Yes this would be great, the hand printed full/empty signs we place on the tank racks always fall off. Caps for larger tanks for transportation- No Carts for transportation- 7 are needed for the CBOCs