J043--Medical Air/Vacuum- Inspection and Repair Service

THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The purpose of this Sources Sought Notice is for market research to obtain information regarding the availability and capability of all qualified sources to perform or provide a potential requirement. The responses received from interested vendor will assist the Government in determining the appropriate acquisition method. The Department of Veterans Affairs (VA), Network Contracting Office 16 (NCO 16) is seeking to identify potential qualified vendors capable of providing the requirement. This requirement is for the G.V. Sonny Montgomery VA Medical Center (GVSMVAMC) located at 1500 E Woodrow Wilson Drive Jackson, MS 39216 The North American Industry Classification Code (NAICS) is 811310 (Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance) and PSC code H159 (Maintenance,Repair,Rebuild Of Equipment- Pumps and Compressors), with a size standard of $12.5 Million. REQUESTED RESPONSES: All responsible vendors and interested parties please respond to this source sought announcement if you can fulfill the requirements. Responses to this source sought shall include the following information: 1. Your company name, address, contact person name, phone number, fax number, e-mail address(s), UEI number, number of employees, and company website if available. 2. If you are an GSA/FSS contract holder are the referenced services available on your schedule/contract? Provide your company GSA/FSS contract number and contract expiration date, if applicable. 3. If you are a NASA SEWP V contract holder are the referenced services available on your schedule/contract? Provide your company NASA SEWP V contract number, contract group, and contract expiration date, if applicable. 4. Is your company a contract holder on any other federal contract? If so, please provide the contract number. 5. Socio-economic status of business such as but not limited to (Service-Disabled Veteran Owned Small Businesses (SDVOSB) or Veteran Owned Small Businesses (VOSB) SDVOSB/VOSB, 8(a), HUB Zone, Women Owned Small Business, Small disadvantaged business, or Small Business HUB Zone business, Large Business, etc.). 6. Is your company considered small under the NAICS code identified in this source sought announcement? 7. Is your company a service provider for the services being offered? If so, can you provide documentation confirming authorization to provide the referenced services being offered per the Statement of Work? 8. If your company is a large business, do you have any designated distributors? If so, please provide their company name, telephone, point of contact and size status (if available). 9. Vendors are requested to submit estimated market research pricing with their responses. The estimated pricing will be considered when determining the procurement strategy for the future solicitation. (e.g., if Contracting Officer determines that capable small businesses cannot provide fair and reasonable pricing, then the solicitation will not be set-aside). Please note that if incomplete responses are received. Lack of documentation proving your business can conduct the services being offered or all questions not being answered within this notice, your response will not be taken into consideration. CONTACT INFORMATION AND RESPONSE DUE DATE: Please email all responses to contact@example.gov. Please respond to this source sought notice no later than 04-02-2025, 5:00 PM Central. DISCLAIMER: This source sought is issued solely for informational and planning purposes and does not constitute a solicitation. Responses to this notice are not offers and cannot be accepted by the Department of Veterans Affairs to form a binding contract. Respondents are solely responsible for all expenses associated with responding to this source sought notice. Statement of Work Medical Air/Vacuum- Inspection and Repair Service G.V. Sonny Montgomery VA Medical Center (GVSMVAMC) 1500 E Woodrow Wilson Drive Jackson, MS 39216 1. OBJECTIVE: The G.V. Sonny Montgomery VA Medical Center located in Jackson, MS requires the following services for the facility: Medical Air/Vacuum- Inspection and Repair Service as required by (and in accordance with) Joint Commission Standards, Occupational Safety and Health Administration (OSHA) Standards, and other regulations/policies that are applicable. 2. GENERAL: This is a non-personnel services requirement. The contractor shall provide all management, supervision, labor, transportation, tools, materials, parts, and other items necessary to perform work, execute services, and to successfully complete all deliverables as contained within this Scope of Work. The Government shall not exercise any supervision and/or control over contractor personnel (which includes contractor service providers, contractor representatives, and subcontractors employed with and/or being utilized by the prime contractor) during all active performance periods of the contract. All contractor personnel shall be accountable solely to the Contractor, who in turn is responsible to the Government. 3. BACKGROUND: The Department of Veterans Affairs, G.V. Sonny Montgomery VA Medical Center, has a requirement for the inspection and repair of (3) Medical Air Pump Systems, (3) Medical Vacuum Pump Systems, one (1) Medical Air Pump System at Dental Clinic, one (1) Medical Vacuum Pump System at Dental Clinic, and the annual Medical Gas Survey of the facility Medical Gas Systems. These medical air systems are an integral part of the facility infrastructure and are a pivotal part of patient care. 4. SCOPE OF SERVICES: Services needed under this effort are described below: Perform Annual Medical Gas Survey Survey will be conducted annually in the month of October, a complete report will be delivered digitally and hard copy within 7 days of completion of inspection, all items listed below will be included in report. Survey will include all components of the medical gas system: MEDICAL GAS & VACUUM SYSTEMS: inspection & testing - per NFPA, ANSI, USP, CGA, & TJC specifications & recommendations. System Components - master alarms, area alarms, zone valves, patient terminals, & source equipment (including all control components). Purity & Contaminants - O2, Medical Air, & N2O Gaseous, solid particulate, & medical air dew point. Additional Documentation - Inventory & Recommendations (with deficiency, location, code reference, action recommended & priority O2, Med Air, N2O, N2, and Vacuum. VENTILATION: evaluation per TJC, CDC, ASHRAE, & DHHS standards and recommendations. Air exchange rate calculations, differential pressure measurements (readability is 1/10,000 "H2O), & +/- flow at each room entrance. WASTE ANESTHETIC GASES: Environmental evaluation per OSHA, DHHS, NFPA, TJC, & NIOSH specs & recommendations. High- & low-pressure leaks, ambient levels. Deficiency list will be provided in report. Contractor will be responsible for completing repairs found during inspection. All costs will be taken from the $30,000.00 allotment for repairs. Repair Services Contractor will provide repair services to include parts, labor, and travel thru an allotment of $30,000.00 per year of contract for the medical gas systems. All unused funds will be de-obligated at end of contract year. A detailed estimate for any repair services will be submitted to the AGR prior to work. A detailed invoice will be given to AGR upon completion of work. Costs that exceed the $30,000.00 threshold will be submitted to the AGR for approval thru a unilateral modification of contract prior to any work. Any estimates needed will be submitted to AGR within 48 hours. Contractor must respond and be on site within 24 hours of call for service. Some services may require parts for repair. Those repair services will be scheduled in a timely manner with the AGR as not to disrupt facility operations. Contractor will be onsite to perform repairs within two weeks barring any delays with acquiring needed parts. Inventory: 63- MASTER ALARMS 173 -AREA ALARMS 230- ZONE VALVES 1705- OUTLETS 3- BEACON MEDEAS MEDICAL AIR SYSTEM W/DRYER/MODEL MDD070850 3- VP2572 BEACON MEDICAL VACUUM SYSTEM/MODEL CT21C025-CE 1- RamVac Vacuum system. 1- Quest Medical Air Pump System 5. PLACE AND PERIOD OF PERFORMANCE: Work will be performed, services will be executed, and deliverables will be completed at G.V. Sonny Montgomery VA Medical Center, 1500 E Woodrow Wilson Drive, Jackson, MS 39216. This project, as encompassed by the final contract when executed, will consist of a base year plus 4 option years of service for the facility. Contract performance will end when the contract is successfully completed. Base Period: October 1, 2025 September 30, 2026 Option Period 1: October 1, 2026 September 30, 2027 Option Period 2: October 1, 2027 September 30, 2028 Option Period 3: October 1, 2028 September 30, 2029 Option Period 4: October 1, 2029 September 30, 2030 6. WORK HOURS AND SCHEDULE: All work, execution of services, and completion of deliverables must be accomplished during normal business hours, 8:00 a.m. through 4:30 p.m. Monday through Friday, Federal Holidays excluded. Prior to work being performed proper coordination shall be initiated between the contractor and the government to ensure that services/work can be executed when scheduled. Any work, services, and/or other tasks performed during other than normal business hours must be approved in advance by the Authorized Government Representative (AGR), Contracting Officer, and/or other authorized facility designee/representative before such work begins. The Federal Holidays that are currently being observed by the facility are listed in the table below. New Year s Day January 1 Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Juneteenth Independence Day June 19th Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 Other Federal Holidays (that could occur) Any other day specifically declared to be a national holiday (per Federal Statute, Executive Order, or by the President s Proclamation). An alternative schedule (different from the schedule described above) may be utilized if there is mutual agreement between the government and the contractor regarding this alternative schedule if implemented. 7. PERSONNEL PERFORMING WORK/SERVICES - REQUIRED CORE COMPETENCIES : Personnel performing work, executing services, and completing deliverables during the active performance periods of the contract shall possess the knowledge, skills, and abilities required to successfully accomplish the following: Medical Air/Vacuum- Inspection and Repair Service. No unqualified individual shall be allowed to perform work, execute services, and to complete deliverables at any time under the contract while active. All services, repairs and inspections must be performed by an ASSE 6040 certified technician. 8. OTHER REQUIREMENTS: CHECK IN AND CHECK OUT PROCEDURES: Before beginning any work at any time during the active performance periods of the contract personnel performing services must physically check in with the appropriate facility representative to obtain approval and confirmation of the expected work to be performed and services to be executed. Check out procedures will be the same once work has been completed and services have been executed. Check in and check out procedures shall include the following: 1). Written documentation of the contractor s arrival and departure while on site and 2). Written documentation showing the expected work to be performed, approval of such work before such work begins, and confirmation/completion status of the planned work that was scheduled to be performed. Contractor must check in with AGR or Plumbing Shop Supervisor when on site. Failure to do so will constitute that no work had been completed. Identification and Badges: Any individual performing work under this contract shall wear a badge or other identification while on site that is clearly always displayed. While on site, any person performing work directly or indirectly must be able to specify their authorized purpose for their presence at the facility if such information is requested by VA facility personnel. Parking: It is the responsibility of the contractor to park in the appropriate designated parking areas, to avoid ticketing or towing. Information on parking is available from the facility if requested by the contractor. Contract Administration: The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that will affect price, quantity, or quality of performance of this contract. In the event the Contractor makes any such change at the direction of any person other than the Contracting Officer, this change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof. All changes to the contract will be issued via an amendment and/or modifications in writing from the Contracting Officer to the Contractor. Invoicing and Payment: Contractor is authorized prompt payment IAW applicable regulation following the successful performance of work, execution of services, and completion of required deliverables. Contractor invoices shall be submitted IAW VAAR Clause 852.232-72 Electronic Submission of Payment Requests. Invoices submitted for payment must be detailed to the extent necessary to reflect the work done and the services performed during the time periods when completed so an accurate assessment can be made by the facility for certification of these invoices for payment. Advance payments are not authorized, and contractor is not authorized payment for future work not performed and/or for work that has not been successfully completed. VA authorized personnel who may contact contractor for repair service (Note: names will be provided but are subject to change) Contracting Officer Representative Plumbing Shop Supervisor Contracting Specialist KEY PERSONNEL During the active performance periods of the contract a Key Personnel Person shall be designated by the contractor (to be contacted by the government when needed) regarding performance of work, execution of services, and completion of Deliverables as contained within this Scope of Work and covered by the final contract. REPORTS All reports required will be digital in nature and must be submitted to the AGR within 7 days of completion of services. At minimum, reports will have equipment that services were performed on, date and time, services performed, and any deficiencies. WARRANTY: Contractor shall provide a one (1) year warranty on all equipment/services, completed by the contractor, for all performance periods. Warranty letter due at the completion of the project CONFORMANCE STANDARDS: Services shall be performed, and equipment shall function in conformance with all VA safety standards, manufacturer s/industry standards, the latest published edition of NFPA-99, FDA, OSHA, JC, and other applicable national standards. SMOKING POLICY: Smoking is not permitted within or around the VA except in designated areas. 9. RECORDS MANAGEMENT Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created while performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. G.V. Sonny Montgomery VAMC (GVSMVAMC) and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [Agency] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [Agency]. The agency must report promptly to NARA in accordance with 36 CFR 1230. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. Contractor personnel shall sign VA Form 10-0708 Employee Clearance from Indebtedness before resigning or termination from Contractor working for GVSMVAMC and Facility Records Officer must sign form. A copy of completed signed VA Form 10-0708 (Contractor personnel and Facility Records Officer signatures) shall be place in each competency folder. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [Agency] control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with GVSMVAMC policy. The Contractor shall not create or maintain any records containing any non-public GVSMVAMC information that are not specifically tied to or authorized by the contract. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act. The GVSMVAMC owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which GVSMVAC shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [Agency]-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. TMS (Talent Management System) course VA 4192704: Records Management for Everyone [Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.] Flow-down of requirements to subcontractors: The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor. Authorized Government Representative: The authorized Government representative will be responsible for technical monitoring of the contractor's performance and deliveries. The authorized Government representative and the Contractor's Representative shall work together to ensure that all contractual requirements are being met. The authorized Government representative will interpret specifications or technical portions of the work. The authorized Government representative for this contract is: Willard Rushing +1 (555) 000-0000 contact@example.gov