J065--Medical Gas and Vacuum System Maintenance and Inspections

Description This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format Revolutionary FAR Overhaul (RFO) in Federal Acquisition Regulation (FAR) subpart 12.202, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.
This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2026-01.
This solicitation is set-aside for Small Business Concerns.
The associated North American Industrial Classification System (NAICS) code for this procurement is 811210, with a small business size standard of $34.0 million. The FSC/PSC is J065.
The Northport VA Medical Center, 79 Middleville Road, Northport, NY 11768, is seeking to procure medical gas and vacuum system maintenance and inspection services.
Site Visit The Northport VAMC is offering an opportunity for interested vendors to visit during the solicitation period. Only one time slot will be offered. See Site Visit Info NP Med Gas attachment for details
All interested companies shall provide quotations for the following:
Price/Cost Schedule
ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001
1.00 EA __________________ __________________
Annual Inspection - annual tasks that are above and beyond the standard quarterly. Contract Period: Base POP Begin: 08-20-2026 POP End: 08-19-2027 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies
0002
4.00 QTR __________________ __________________
Quarterly Maintenance and Service Contract Period: Base POP Begin: 08-20-2026 POP End: 08-19-2027 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies
0003
4.00 QTR __________________ __________________
On-Call and Emergency Services Contract Period: Base POP Begin: 08-20-2026 POP End: 08-19-2027 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies Includes five (5) labor hours of emergency service per quarter.
0004
1.00 HR __________________ __________________
Labor for Repairs - Regular Working Hours Contract Period: Base POP Begin: 08-20-2026 POP End: 08-19-2027 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies See SOW Section 9
0005
1.00 HR __________________ __________________
Labor for Repairs - Overtime and Holiday Contract Period: Base POP Begin: 08-20-2026 POP End: 08-19-2027 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies See SOW Section 9
0006
0.00
__________________ __________________
Part(s) and material(s) to complete repairs. Funded as needed. Contract Period: Base POP Begin: 08-20-2026 POP End: 08-19-2027 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies See SOW Section 9
1001
1.00 EA __________________ __________________
Annual Inspection - annual tasks that are above and beyond the standard quarterly. Contract Period: Option 1 POP Begin: 08-20-2027 POP End: 08-19-2028 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies
1002
4.00 QTR __________________ __________________
Quarterly Maintenance and Service Contract Period: Option 1 POP Begin: 08-20-2027 POP End: 08-19-2028 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies
1003
4.00 QTR __________________ __________________
On-Call and Emergency Services Contract Period: Option 1 POP Begin: 08-20-2027 POP End: 08-19-2028 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies Includes five (5) labor hours of emergency service per quarter.
1004
1.00 HR __________________ __________________
Labor for Repairs - Regular Working Hours Contract Period: Option 1 POP Begin: 08-20-2027 POP End: 08-19-2028 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies See SOW Section 9
1005
1.00 HR __________________ __________________
Labor for Repairs - Overtime and Holiday Contract Period: Option 1 POP Begin: 08-20-2027 POP End: 08-19-2028 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies See SOW Section 9
1006
0.00
__________________ __________________
Part(s) and material(s) to complete repairs. Funded as needed. Contract Period: Option 1 POP Begin: 08-20-2027 POP End: 08-19-2028 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies See SOW Section 9
2001
1.00 EA __________________ __________________
Annual Inspection - annual tasks that are above and beyond the standard quarterly. Contract Period: Option 2 POP Begin: 08-20-2028 POP End: 08-19-2029 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies
2002
4.00 QTR __________________ __________________
Quarterly Maintenance and Service Contract Period: Option 2 POP Begin: 08-20-2028 POP End: 08-19-2029 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies
2003
4.00 QTR __________________ __________________
On-Call and Emergency Services Contract Period: Option 2 POP Begin: 08-20-2028 POP End: 08-19-2029 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies Includes five (5) labor hours of emergency service per quarter.
2004
1.00 HR __________________ __________________
Labor for Repairs - Regular Working Hours Contract Period: Option 2 POP Begin: 08-20-2028 POP End: 08-19-2029 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies See SOW Section 9
2005
1.00 HR __________________ __________________
Labor for Repairs - Overtime and Holiday Contract Period: Option 2 POP Begin: 08-20-2028 POP End: 08-19-2029 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies See SOW Section 9
2006
0.00
__________________ __________________
Part(s) and material(s) to complete repairs. Funded as needed. Contract Period: Option 2 POP Begin: 08-20-2028 POP End: 08-19-2029 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies See SOW Section 9
3001
1.00 EA __________________ __________________
Annual Inspection - annual tasks that are above and beyond the standard quarterly. Contract Period: Option 3 POP Begin: 08-20-2029 POP End: 08-19-2030 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies
3002
4.00 QTR __________________ __________________
Quarterly Maintenance and Service Contract Period: Option 3 POP Begin: 08-20-2029 POP End: 08-19-2030 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies
3003
4.00 QTR __________________ __________________
On-Call and Emergency Services Contract Period: Option 3 POP Begin: 08-20-2029 POP End: 08-19-2030 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies Includes five (5) labor hours of emergency service per quarter.
3004
1.00 HR __________________ __________________
Labor for Repairs - Regular Working Hours Contract Period: Option 3 POP Begin: 08-20-2029 POP End: 08-19-2030 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies See SOW Section 9
3005
1.00 HR __________________ __________________
Labor for Repairs - Overtime and Holiday Contract Period: Option 3 POP Begin: 08-20-2029 POP End: 08-19-2030 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies See SOW Section 9
3006
0.00
__________________ __________________
Part(s) and material(s) to complete repairs. Funded as needed. Contract Period: Option 3 POP Begin: 08-20-2029 POP End: 08-19-2030 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies See SOW Section 9.
4001
1.00 EA __________________ __________________
Annual Inspection - annual tasks that are above and beyond the standard quarterly. Contract Period: Option 4 POP Begin: 08-20-2030 POP End: 08-19-2031 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies
4002
4.00 QTR __________________ __________________
Quarterly Maintenance and Service Contract Period: Option 4 POP Begin: 08-20-2030 POP End: 08-19-2031 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies
4003
4.00 QTR __________________ __________________
On-Call and Emergency Services Contract Period: Option 4 POP Begin: 08-20-2030 POP End: 08-19-2031 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies Includes five (5) labor hours of emergency service per quarter.
4004
1.00 HR __________________ __________________
Labor for Repairs - Regular Working Hours Contract Period: Option 4 POP Begin: 08-20-2030 POP End: 08-19-2031 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies See SOW Section 9
4005
1.00 HR __________________ __________________
Labor for Repairs - Overtime and Holiday Contract Period: Option 4 POP Begin: 08-20-2030 POP End: 08-19-2031 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies See SOW Section 9
4006
0.00
__________________ __________________
Part(s) and material(s) to complete repairs. Funded as needed. Contract Period: Option 4 POP Begin: 08-20-2030 POP End: 08-19-2031 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies See SOW Section 9


GRAND TOTAL __________________

STATEMENT OF WORK
Medical Gas and Vacuum System Maintenance and Inspection
PURPOSE Northport VA Medical Center (VAMC) is seeking a qualified contractor to provide preventive maintenance, inspection, testing, certification, and repair services for the Medical Gas and Medical Vacuum Systems in accordance with applicable codes, standards, and VA requirements to ensure safe, reliable, and uninterrupted operation in support of patient care.
SCOPE OF WORK The Contractor shall furnish all labor, supervision, tools, materials, equipment, testing instruments, documentation, and incidentals necessary to perform routine and emergency maintenance, inspection, testing, certification, and minor repairs of the VA Medical Center s medical gas and vacuum systems supporting Building 200, Building 8 and Building 92. All Services must be in accordance with manufacturers recommendations and NFPA 99. Services shall include Medical gas source equipment Medical vacuum systems Piped distribution systems Alarm systems Zone valves Terminal units (outlets/inlets) Pumps and Motors
PLACE OF PERFORMANCE Northport VA Medical Center 79 Middleville Road Northport, NY 11768
APPLICABLE CODES, STANDARDS, AND REFERENCES All work shall be performed in compliance with the most current editions of the following guidance and codes, as applicable: NFPA 99 Health Care Facilities Code NFPA 55 Compressed Gases and Cryogenic Fluids Code ASME A13.1 Pipe Marking CGA (Compressed Gas Association) Standards relative to the Medical Gas system in a healthcare environment, primarily CGMA M-1 Joint Commission (TJC) requirements under Environment of Care, Life Safety and Physical Environment Veterans Health Administration (VHA) Directive 7515(1), Medical Gas and Vacuum Systems, dated 9/27/2019 VA Master Specifications pertaining to healthcare facilities construction and maintenance of the Medical Gas and Vacuum System. OSHA regulations that pertain to healthcare facilities construction and maintenance of the Medical Gas and Vacuum System. Manufacturer s recommendations for makes and models of the facilities Medical Gas and Vacuum System Local, State, and Federal regulations pertaining to Healthcare Facility Medical Gas and Vacuum Systems
SYSTEMS COVERED The main components, compressors, motors, filters and pumps, located in Building 200 in the MER-1 room and the subbasement. Delivery piping and wall valves, located throughout the hospital in building 200 with piping running to building 92 and Building 8 to support the valves in said buildings. Appendix A lists the current equipment utilized by the facilities system, all of which are housed in Building 200. Building 92 and Building 8 have the distribution valves and area valve boxes only. The Contractor shall provide services for the entire Medical Gas and Vacuum System which includes the following components: Medical Gases Oxygen (O ) Medical Air Nitrous Oxide (N O) Waste Anesthetic Gas Disposal (WAGD)
Medical Vacuum Central Medical Vacuum Systems
Components Bulk and manifold systems Compressors and vacuum pumps Dryer systems and filters Master, area, and local alarm panels Zone valve boxes Terminal units (wall outlets/inlets) Piping and labeling
Note: VAMC System assets are listed in Attachment A. The government does not warrant the total accuracy of Attachment A. Vendors are encouraged to attend the pre-proposal site visit to verify accuracy and gain any additional information required.
CONTRACTOR QUALIFICATIONS The Contractor shall: Be certified under ASSE 6000 series, including both: ASSE 6020 (Medical Gas Inspector) ASSE 6040 (Medical Gas Maintenance) Technicians shall have a minimum of three (3) years of documented experience servicing Medical Gas and Vacuum Systems in the healthcare environment. It is the vendor s responsibility to maintain records and certifications of their employees and make said certificates available to the CO or COR upon request. The vendor shall be familiar with hospital environments and infection control requirements.
PREVENTIVE MAINTENANCE AND INSPECTIONS General The Contractor shall perform preventive maintenance (PM) and inspections of all Medical Gas and Vacuum System components covered under this contract at the frequencies specified in Section 7.b. (Quarterly) and Section 7.c. (Annual). All tasks shall be performed in accordance with NFPA 99, VHA Directive 7515(1), and the applicable manufacturer's recommendations. The Contractor shall submit a PM Schedule to the COR within 15 calendar days of contract award identifying proposed dates for all quarterly and annual visits for the base year. The schedule shall be updated annually for each option year, if exercised, and submitted no later than 15 calendar days prior to the start of each option year period. Quarterly Inspections and Maintenance Quarterly inspections shall be performed four (4) times per contract year, at approximately 90-day intervals. The following tasks shall be completed at each quarterly visit. Bulk Tanks and Manifold Systems Inspect bulk tank oxygen storage area and manifold assemblies for leaks, corrosion, and physical damage. Verify primary and secondary supply pressures and automatic switchover function. Inspect pressure regulators for proper set point and operation. Inspect all pressure relief valves for condition (no visual actuation or damage). Compressors and Vacuum Pumps Verify lead/lag/standby sequencing is functioning correctly. Check and record operating pressures and compare them against system design parameters Inspect belts for wear, tension, and alignment; replace if worn or outside manufacturer tolerances. Inspect intake filters and replace if at or beyond manufacturer-recommended service life. Inspect motor mounts, couplings, and fasteners for security and signs of wear. Dryer Systems and Filters Inspect all medical air dryers for proper operation and cycle function. Check and record dew point readings; verify compliance. Inspect and replace in-line coalescing, particulate, and activated carbon filters per manufacturer schedule or condition, whichever occurs first. Inspect moisture separator bowls and drain function; clean as needed. Alarm Systems Inspect and functionally test all master, area, and local alarm panels. Verify all alarm set points are calibrated to NFPA 99 requirements. Test high/low pressure alarms and confirm visual and audible activation at the correct threshold. Zone Valve Boxes Inspect all zone valve boxes for operation, accessibility, and proper labeling. Confirm pressure gauges within valve boxes are functional and accurate. Terminal Units (outlets and inlets) Inspect a representative sample of terminal units (minimum 25% per quarter, rotating so all units are tested at least once annually) Test for proper indexed connection, gas specific fitting, and adequate flow. Replace any terminal unit found to be non-functional or out of specification; document and notify COR if replacement exceeds the minor corrective maintenance threshold in Section 9.a. Piping, Labeling, and System Integrity Visually inspect accessible piping for leaks, corrosion, unsupported spans, or damage. Verify pipe labels and directional markers are present, legible, and accurate. Perform leak survey on accessible fittings and connections using appropriate detection method (soap solution or electronic detector); document and repair and leaks found within the thresholds of Section 9.a. Quarterly Documentation The contractor shall submit a Quarterly Inspection Report within 10 business days of each quarterly visit. Annual Comprehensive Inspection, Testing and Certification One (1) of the four quarterly visits each contract year shall be designated the Annual Inspection Visit and shall include all quarterly tasks in Section 6.b. plus the following additional tasks. The annual visit shall be coordinated with the COR at least 30 calendar days in advance to allow for patient care scheduling and any required utility shutdown coordination. System-Wide Operational Testing Test all zone valves for operation, labeling accuracy, and pressure integrity. Test all terminal units for indexed connection, gas specificity, flow, and physical condition. Verify system pressure at representative points throughout the distribution piping to confirm pressure drop within acceptable limits. Cross-Connection Testing Perform cross connection testing on all medical gas services in accordance with NFPA 99 procedures to confirm that each outlet delivers only the correct gas at the correct pressure. Document all test points, results, and the identity of the technician performing the test. Medical Air Purity Testing Collect and analyze medical air samples for compliance with NFPA 99 purity requirements, including at minimum: dew point, carbon monoxide, carbon dioxide, and particulate content. Testing shall be performed be a method and at a location consistent with NFPA 99; results shall be compared against NFPA 99 acceptance criteria. Alarm Panel Calibration and Certification Calibrate all master, area, and local alarm panels to NFPA 99 set points. Perform full functional test of all alarm circuits and confirm correct annunciation at all display locations. Document calibration as-found and as-left values for each alarm point. Source Equipment Comprehensive Service Perform all manufacturer-recommended annual service tasks for each compressor, vacuum pump, and dryer unit in Attachment A, including any tasks not captured in the quarterly scope. Replace all components identified as annual-replacement items in manufacturer service schedules where applicable. Annual Certification Report The contractor shall submit an Annual Certification Report within 10 business days of completing the annual inspection.
TESTING AND CERTIFICATION The Contractor shall: Perform required testing per NFPA 99 Certify system performance and compliance Provide written certification reports for all tests performed Coordinate testing to minimize disruption to patient care
REPAIRS Minor corrective maintenance (Included No Additional Cost) Minor corrective maintenance is work that can be completed during a scheduled inspection or testing visit without interrupting patient care, procuring special order parts, or requiring a contract modification. To qualify as minor corrective maintenance, all three of the following conditions must be met: The cost of parts does not exceed $250.00 in materials per occurrence (inclusive of all components replaced during a single visit or task); Labor time does not exceed two (2) hours beyond the scheduled inspection time; and Work falls within one or more of the following categories: Replacement of O-rings, gaskets, or seals Replacement of filters (in-line, particulate, or coalescing) with standard stocked equivalents Adjustment or lubrication of zone valve mechanisms Tightening of fittings, fasteners, or terminal unit connections Replacement of minor hardware (screws, clips, retaining rings) Resetting of non-latching alarm conditions with no underlying system fault. If any of these three conditions above cannot be met, the work shall not be performed as minor corrective maintenance. The contractor shall instead document the condition and follow the notification and authorization procedures in Section 9.b. Corrective Maintenance Requiring Authorization The Contractor shall immediately notify the COR of any deficiency or repair the exceeds the minor corrective maintenance thresholds in Section 9.a., or that involves any of the following regardless of cost: Replacement or rebuilding of compressor or vacuum pump components Repair or replacement of master, area, or local alarm panels Repair or replacement of zone valve bodies (not mechanisms) Any work requiring system shutdown or isolation Any work involving brazing, welding, or new pipe connections Upon COR notification, the contractor shall provide a written repair quote within five (5) calendar days itemizing: Description of the deficiency and FboNotice cause (if determinable) Parts required, with manufacturers part numbers and unit costs Estimated labor hours and applicable labor rate(s) Recommended timeline and any patient care coordination requirements The government will review the recommended repair(s) and determine the timeline and contracting mechanism. No corrective maintenance beyond the minor threshold shall be performed until a written contract modification is issued by the Contracting Officer (CO). Repair Labor Rates Labor rates for repairs shall be in accordance with labor rates established in the contract s CLIN structure. Overtime or holiday rates shall apply only when: The circumstances requiring after-hours work are beyond the contractor's control; and The CO has provided prior written authorization for the overtime or holiday rate. The contractor is not entitled to overtime or holiday rates without prior written CO authorization. Davis-Bacon Act Applicability The applicability of the Davis-Bacon Act (DBA) to any individual repair shall be determined by the CO at the time of repair authorization. As a general threshold, repairs that exceed $2,000.00 and require 32 hours or more of on-site labor are likely to be subject to DBA wage determinations and applicable construction clauses, which will be identified in the contract modification authorizing the work.
EMERGENCY SERVICES AND REPAIRS The Contractor shall maintain 24 hours per day, 7 days per week, 365 days per year on-call emergency response capability for the duration of the contract, including all option years. The Contractor shall designate a primary and alternate emergency point of contact and provide current contact information to the COR within five (5) calendar days of contract award. Any change to emergency contact information shall be reported to the COR in writing within 24 hours of the change. Response time: Response times are measured from the time the Contractor receives notification from the VA (COR, designated VA staff, or VA switchboard) to the time a qualified technician arrives on-site at Northport VAMC, ready to perform work. Response times are not measured from contractor departure.
Emergency Classification Definition Required On-Site Response Time Life-Safety Emergency Any failure or degradation of the medical gas or vacuum system that presents an immediate risk to patient safety, including but not limited to: loss of oxygen supply, loss of medical vacuum, cross-connection events, master alarm activation, or zone valve failure affecting active patient care areas. Within 2 hours of notification Urgent (Non-Life-Safety) System fault or component failure that does not present an immediate patient safety risk but requires prompt attention to prevent escalation, including: single compressor or pump failure with redundancy intact, alarm panel malfunction, or zone valve anomaly in unoccupied areas. Within 8 hours of notification Routine Emergency Non-critical issues that require unscheduled service but do not affect system performance or patient safety, including: minor leaks at terminal units or gauge malfunction. Within 24 hours of notification
Emergency services shall comply with VA safety and access procedures. The Contractor shall not begin any repair work beyond immediate stabilization without authorization from the COR or CO, consistent with the repair authorization thresholds in SOW Section 9. This contract includes five (5) labor hours of emergency service per quarter (20 hours annually). The following terms apply: Hours are inclusive of all on-site labor time. Travel time to and from the facility is not chargeable. Included hours are measured per quarter and do not carry over to subsequent quarters. Unused hours are not subject to credit or refund. The Contractor shall track and report emergency hours consumed each quarter on the Quarterly Inspection Report Hours allotted under the Emergency Services line-item cover labor only. Parts and materials consumed during emergency service are addressed under the parts and materials line item. Additional Emergency Services Beyond Included Hours When emergency service labor is anticipated to exceed the quarterly allotment, the Contractor shall immediately notify the COR and CO and provide an estimate of additional hours and materials required before proceeding beyond stabilization measures. Additional emergency labor beyond the included quarterly allotment must be authorized by the CO via bilateral modification and compensated at the pre-established emergency labor rates. No additional emergency labor charges will be accepted without a signed modification. In life-safety emergencies where immediate action is required to protect patient welfare and there is insufficient time to obtain prior written authorization, the Contractor is authorized to take stabilizing actions only (actions necessary to prevent immediate patient harm or system failure) and shall notify the COR by phone immediately. A follow-up written authorization from the CO shall be obtained before any further repair work proceeds. The Contractor assumes financial risk for any stabilization labor performed without subsequent CO authorization. The Contractor shall submit an Emergency Service Report to the COR within 3 business days of each emergency response, regardless of whether additional labor was authorized. The report shall include, at minimum: Date and time of VA notification Date and time of contractor on-site arrival Emergency classification (per Section 10.b) Name and ASSE certification number of responding technician(s) Description of condition found Work performed, including stabilizing actions Parts or materials used or recommended Hours charged against CLIN 0003 allotment Any recommended follow-up actions requiring CO/COR decision
DELIVERABLES Unless a hard copy is specifically requested, all deliverables should be provided in PDF format via email. All service reports shall include the name and ASSE certification number of responding technician(s). The Contractor shall provide the following deliverables within ten (10) business days of service completion: Inspection and Maintenance Reports Testing and Certification Documentation Deficiency Reports with Corrective Actions Service Logs and Work Orders Annual Summary Report Emergency Service Reports shall be provided within three (3) business days of emergency service completion.
HOURS OF OPERATION: To the maximum extent practicable, the Contractor shall perform work during normal business hours. Normal business hours are defined as Monday through Friday between 7:00 AM and 3:30 PM EST, excluding Federal holidays, and any other day specifically declared by the President of the United States. Federal Holidays and National Holidays observed by the VA Hospital are: New Years Day Labor Day Martin Luther King Day Columbus Day President s Day Veteran s Day Memorial Day Thanksgiving Day Independence Day Christmas Day Juneteenth For working outside the hours as defined in this contract, the vendor shall give 14-day notice to the Contracting Officer Representative (COR) so that arrangements can be provided for the employees. This notice is separate from any notices required for utility shutdown. Urgent and Life-Safety emergency responses are exempt from the 14-day notice requirement All work must be coordinated around the standard operations of the medical center to minimize impact to patient care. Emergency services are exempted from the M F 7AM 3:30PM work hours restriction; the 14-day notice requirement does not apply to emergency responses.
PERIOD OF PERFORMANCE The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month option years.
WARRANTY The contractor shall provide a warranty on the integrity of parts and equipment installed supporting the Medical Gas Delivery and Vacuum System of NPVAMC. The warranty period shall be for one (1) year after completion of work.
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 regulations, such as applicable provisions of Title 29, Code of Federal Regulations (CFR) Parts 1910 and 1926. The contractor is solely responsible for determining the legal requirements that apply to activities and shall ensure safe and healthful working conditions for its employees.
The contractor shall assume the responsibility to guard against causing of fires and/or explosions and to protect Government Property. 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 should not compromise security, communication, or fire safety for occupants. No flammable liquids shall be stored or used in the medical center. The Contractor shall receive from the COR a permit for all cutting, welding, and soldering 24 hours in advance. All permits shall be prominently displayed during all construction. All necessary precautions shall be taken by the contractor to prevent accidental operation of any existing smoke detectors or sprinkler heads. All contractors and subcontractor personnel assigned to this service must complete the VA Privacy Training for Personnel Without Access to VA Computer Systems or VA Sensitive Information. Certifications of completion must be submitted to the COR annually. The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-52#FAR_52_252_1 (FAR) and http://www.va.gov/oal/library/vaar/index.asp (VAAR)
The following solicitation provisions and clause apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services (SEP 2023) (DEVIATION OCT 2025) Submit signed and dated quotes via email to Christopher.Weider@va.gov by the date and time specified on Page 1. The email subject shall identify RFQ 36C24226Q0722.
As a minimum, quotes must include: A technical capability statement that clearly and concisely describes how the offeror will provide the required services without parroting back each section of the statement of work. This should be a maximum 10-page technical capability statement demonstrating the vendor s technical capability to meet all the requirements of the statement of work. The technical capability statement shall: Provide proof of employees having obtained and holding ASSE 6020 Medical Gas Inspector and ASSE 6040 Medical Gas Maintenance provide evidence that technicians have 3-5 years of experience working on similar equipment and projects. demonstrate in-depth knowledge of applicable codes and standards. Terms of any express warranty; Price and any discount terms. Price should be for all services detailed in the Price/Cost Schedule except part(s) and material(s) to complete repairs (CLIN X006). The pricing must be broken down in a manner that allows for price reasonableness to be determined. Failure to provide complete pricing will result in contractors package being determined incomplete; "Remit to" address, if different than mailing address; Acknowledgment of Solicitation Amendments; Past performance information, to include recent and relevant contracts for the same or similar services and references. For each referenced contract the quoter must provide The legal name of entity with whom the Quoter held the contract; The contract number; A description providing details of the specific tasks performed under that contract and whether they were performed by the quoter or the proposed subcontractor; The dates during which the Quoter performed the contract; The name, phone number, and email address of a person at the entity with whom the Quoter held the contract who can verify the information the Quoter provides
The offeror agrees to hold the prices in its offer firm for 60 calendar days from the date specified for receipt of offers unless another time period is specified in an addendum to the solicitation.
Late submissions, modifications, revisions, and withdrawals of offers. Offerors are responsible for submitting offers and any modifications or revisions to the Government office designated in the solicitation by the time specified in the solicitation. Any offer, modification, or revision received after the time specified for receipt of offers is late and will not be considered unless it is received before award is made and the Contracting Officer determines that accepting the late offer would not unduly delay the acquisition. However, a late modification of an otherwise successful offer that makes its terms more favorable to the Government will be considered at any time it is received and may be accepted. If an emergency or unanticipated event interrupts normal Government processes so that offers cannot be received at the Government office designated for receipt of offers by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of offers will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume. Offerors may withdraw their offers by written notice to the Government received at any time before award.
The Government intends to evaluate offers and award a contract without discussions with offerors. Therefore, the offeror s initial offer should contain the offeror s best terms from a price and technical standpoint. However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. The Government may reject any or all offers if such action is in the public interest; accept other than the lowest offer; and waive informalities and minor irregularities in offers received.
The CO will not notify unsuccessful quoters that responded to this Request for Quotation (RFQ). However, quoters may request information on purchase order(s) resulting from this solicitation with the CO.
52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998) 52.203-18 Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements or Statements-Representation. (JAN 2017) 52.204-7 System for Award Management Registration (NOV 2024) 52.219-1 Small Business Program Representations. (FEB 2024) (DEVIATION NOV 2025) 52.229-11 Tax on Certain Foreign Procurements Notice and Representation (JUN 2020) (DEVIATION SEP 2025) 852.239-75 Information and Communication Technology Accessibility Notice (FEB 2023)
FAR 52.212-2 Evaluation-Commercial Products and Commercial Services (NOV 2021) (DEVIATION OCT 2025)
Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of RFO FAR 12. Quotations will be compared to one another to determine which provides the best benefit to the Government. The Government reserves the right to consider a quotation other than the lowest price that provides additional benefit(s). Quotations may exceed minimum requirements of the solicitation. The Government reserves the right to select a quotation that provides benefit to the Government that exceeds the minimum requirements of the solicitation but is not required to do so. Each response must meet the minimum requirements of the solicitation. The Government is not requesting or accepting alternate quotations.
The following factors shall be used to evaluate quotations: Technical Capability: The quotation will be evaluated to the extent to which it can meet and/or exceed the Government s requirements as outlined in the solicitation and based on the information requested in the addendum to 52.212-1, Instructions to Offerors section of the solicitation. Past Performance: The past performance evaluation will assess the relative risks associated with a quoter s likelihood of success in fulfilling the solicitation s requirements as indicated by the quoter s record of past performance. The past performance evaluation may be based on the contracting officer s knowledge of and previous experience with the supply or service being acquired; Customer surveys, and past performance questionnaire replies; Contractor Performance Assessment Reporting System (CPARS) at http://www.cpars.gov/; or any other reasonable basis. Veterans Involvement: In accordance with Veterans Affairs Acquisition Regulation (VAAR) 852.215-70 (DEVIATION), Service-Disabled Veteran-Owned and Veteran-Owned Small Business (VOSB) Evaluation Factors, the Government will assign evaluation credit for a Quoter (i.e., prime contractor) which is a Service-Disabled Veteran-Owned Small Business (SDVOSB) or a VOSB. To receive credit, an offeror must be registered and certified in the SBA database at time of quotation submission and at time of award (https://www.sba.gov/) and must meet federal small business size standards for the North American Industry Classification System (NAICS) code assigned to this solicitation. Non-SDVOSB/VOSB quotations that use SDVOSBs or VOSBs as subcontractors will receive some consideration under this evaluation factor. Quoters must state in their quotations the names of the SDVOSBs and VOSBs with whom they intend to subcontract and provide a brief description of the proposed subcontracts and the approximate dollar values of the proposed subcontracts. In addition, the proposed subcontractors must be registered and verified in the SBA database and must meet federal small business size standards for the NAICS code assigned to this solicitation at time of both quotation submission and at time of award. Price: The Government will evaluate the price by adding the total of all line-item prices, including all options. The Total Evaluated Price will be that sum. Price will be evaluated to determine whether it is fair and reasonable and if it reflects that the offeror understands the work. Note, quotes should not include pricing for part(s) and material(s) to complete repairs (CLIN X006). Pricing for repair parts will be evaluated on a case-by-case basis at the time the repair requirement is identified. See Section 9 of the Statement of Work.
Options will be evaluated at time of award.
FAR 52.212-4, Contract Terms and Conditions Commercial Products and Commercial Services (NOV 2023) (DEVIATION OCT 2025) 52.252-2 Clauses Incorporated by Reference (FEB 1998) 52.203-17 Contractor Employee Whistleblower Rights. (NOV 2023) 52.203-19 Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements. (JAN 2017) 52.204-13 System for Award Management-Maintenance (OCT 2018) (DEVIATION NOV 2025) 52.209-6 Protecting the Government's Interest When Subcontracting With Contractors Debarred, Suspended, Proposed for Debarment, or Voluntarily Excluded. (JAN 2025) (DEVIATION NOV 2025) 52.209-10 Prohibition on Contracting With Inverted Domestic Corporations. (NOV 2015) (DEVIATION NOV 2025) 52.217-8 Option to Extend Services (NOV 1999) 30 days. 52.217-9 Option to Extend the Term of the Contract (MAR 2000) 30 days; 60 days; 5 years 52.219-6 Notice of Total Small Business Set-Aside. (NOV 2020) (DEVIATION NOV 2025) 52.219-28 Postaward Small Business Program Rerepresentation (JAN 2025) (DEVIATION NOV 2025) 52.222-3 Convict Labor. (JUN 2003) (DEVIATION NOV 2025) 52.222-36 Equal Opportunity for Workers with Disabilities. (JUN 2020) (DEVIATION NOV 2025) 52.222-41 Service Contract Labor Standards. (AUG 2018) (DEVIATION NOV 2025) 52.222-42 Statement of Equivalent Rates for Federal Hires. (MAY 2014) WG-4805-11 $35.91/hr. 52.222-50 Combating Trafficking in Persons. (NOV 2021) (DEVIATION NOV 2025) 52.222-55 Minimum Wages for Contractor Workers Under Executive Order 14026 (JAN 2022) (DEVIATION NOV 2025) 52.222-62 Paid Sick Leave Under Executive Order 13706. (JAN 2022) (DEVIATION NOV 2025) 52.222-90 Addressing DEI Discrimination by Federal Contractors (APR 2026) 52.223-5 Pollution Prevention and Right-to-Know Information (MAY 2024) 52.223-20 Aerosols (MAY 2024) 52.223-23 Sustainable Products. (MAY 2024) (DEVIATION NOV 2025) 52.226-8 Encouraging Contractor Policies to Ban Text Messaging While Driving. (MAY 2024) 52.232-33 Payment by Electronic Funds Transfer-System for Award Management. (OCT 2018) 52.232-40 Providing Accelerated Payments to Small Business Subcontractors. (MAR 2023) 52.233-3 Protest after Award. (AUG 1996) (DEVIATION NOV 2025) 52.233-4 Applicable Law for Breach of Contract Claim. (OCT 2004) (DEVIATION NOV 2025) 52.237-2 Protection of Government Buildings, Equipment, and Vegetation (APR 1984) 52.244-6 Subcontracts for Commercial Products and Commercial Services. (JAN 2025) (DEVIATION OCT 2025) 852.201-70 Contracting Officer s Representative (DEC 2022) 852.203-70 Commercial Advertising (MAY 2018) 852.204-70 Personal Identity Verification of Contractor Personnel (MAR 2026) (DEVIATION FEB 2026) 852.215-70 Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors (JAN 2023) (DEVIATION) 852.215-71 Evaluation Factor Commitments (OCT 2019) 852.232-72 Electronic Submission of Payment Requests (NOV 2018) 852.242-71 Administrative Contracting Officer (OCT 2020)
To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows: "The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." OR "The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:" Quoters shall list exception(s) and rationale for the exception(s), if any.
Submission of your response shall be received not later than 4:30pm ET Tuesday July 28, 2026, at Christopher.Weider@va.gov.
Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below. All questions must be submitted no later than 12:00pm ET on Thursday July 23, 2026. Not all questions will be answered. Answers to questions will be published via amendment to the solicitation. Point of Contact Contract Specialist, Chris Weider at Christopher.Weider@va.gov