J065--Medical Gas Prevenative Maintenance and Service Albany VAMC

Page 1 of This is a Sources Sought Notice
(a) The Government does not intend to award a contract on the basis of this Sources Sought or to otherwise pay for the information solicited.
(b) Although "proposal," "offeror," contractor, and "offeror" may be used in this sources sought notice, any response will be treated as information only. It shall not be used as a proposal. The Government is seeking information for market research purposes only.
(c) Any information received from a contractor in response to this Sources Sought may be used in creating a solicitation. Any information received which is marked with a statement, such as "proprietary" or "confidential," intended to restrict distribution will not be distributed outside of the Government, except as required by law.
(d) This Sources Sought is issued by VISN 2 Contracting Office in Buffalo, New York for the purpose of collecting information about a requirement where the Contractor shall provide, preventative maintenance (PM) services on each piece of equipment outlined in this scope of work at the Albany VA Medical Center 113 Holland Avenue, Syracuse, NY 12208 . The VA is seeking to provide for this requirement as of January 1, 2027, The NAICS code identified for this requirement is NAICS Code 811210 - and NAICS Size standard of $34.0 Million. The requirement is detailed in the Statement of Work section of this document.
(e) Cursory market research has identified small businesses that may be able to provide for this requirement. Contractors that are able to meet the requirements in the attachment and possess an interest in performing these service, are encouraged to email a capability statement and full information to contact@example.gov and reference 36C24227Q0103.
- Part of the purpose of this sources sought is to determine the viability of set aside to a specific socio-economic category(service-disabled veteran owned small business, veteran owned small business, women owned small business, HUB Zone, 8(a), small business). Interested parties MUST provide company/individual name, a capability statement, examples of same or similar work performed at other facilities, SAM UEID number and address, point of contact and social-economic.
If contractor is a Service-Disabled Veteran-Owned Small Business (SDVOSB), a Veteran-Owned Small Business (VOSB), or any other special category of contractors, then contractor is responsible for providing documentation in support of this. This information will be used to determine the viability of a set aside for this requirement. If any of the requested information is not supplied with the response, this may result in the contractor not being considered in the Government s Procurement Strategy. The following information is required for determining procurement strategy and viability of sources:
Set aside requirements have limitations on subcontracting. This service is located in Manhattan, NY and Brooklyn, NY. Provide your site location and supporting documentation. Given your location and proximity to the service site, how do you plan to accomplish self-performance of this work? If your intention is to subcontract work, what tasks will be performed by you as the prime contractor? What tasks will require a subcontractor due to your inability to perform them within your company?
How many years experience does your company have in performing tasks of this nature, of this scope and this complexity? How many years of service do your proposed technicians have performing tasks of this nature, this scope, and this complexity? How many years does your proposed subcontractor have in performing tasks of this nature, this scope, and this complexity?
How many jobs of this nature, of this scope and this complexity have you performed in the past five years?
How many certified/licensed technicians does your company currently employ?
- Contractors shall also identify any Federal Supply Schedules that may carry the desired services.
- Contractors shall identify pertinent point of contact for company, contractor SAM UEID number for size standard and socioeconomic verification in SAM and SBA certification database (VetCert), as well as for any intended subcontractors.
- Contractor shall provide 2 to 3 instances of past experience which demonstrate that they are a firm regularly engaged in this type of work, to include subcontractors for those jobs.
- Contractor shall provide a listing of any teaming agreements they intend to employ in the performance of this requirement if awarded.
- Contractor shall supply proof of any applicable certification or training required to meet the regulatory requirements, if applicable.
- Contractors shall include any relevant comments about the Attachment(s) if applicable.
Below is the Limitation on Subcontracting Certificate of Compliance Clause. Please complete this as part of your response.
852.219-75  VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction. As prescribed in 819.7011(b), insert the following clause: VA NOTICE OF LIMITATIONS ON SUBCONTRACTING CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023) (DEVIATION) (a) Pursuant to 38 U.S.C. 8127(l)(2), the offeror certifies that (1) If awarded a contract (see FAR 2.101 definition), it will comply with the limitations on subcontracting requirement as provided in the solicitation and the resultant contract, as follows: [Contracting Officer check the appropriate box below based on the predominant NAICS code assigned to the instant acquisition as set forth in FAR 19.102.] (i) [ X] Services. In the case of a contract for services (except construction), the contractor will not pay more than 50% of the amount paid by the government to it to firms that are not certified SDVOSBs listed in the SBA certification database as set forth in 852.219-73 or certified VOSBs listed in the SBA certification database as set forth in 852.219-74. Any work that a similarly situated certified SDVOSB/VOSB subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded. Other direct costs may be excluded to the extent they are not the principal purpose of the acquisition and small business concerns do not provide the service as set forth in 13 CFR 125.6. (ii) [ ] General construction. In the case of a contract for general construction, the contractor will not pay more than 85% of the amount paid by the government to it to firms that are not certified SDVOSBs listed in the SBA certification database as set forth in 852.219-73 or certified VOSBs listed in the SBA certification database as set forth in 852.219-74. Any work that a similarly situated certified SDBOSB/VOSB subcontractor further subcontracts will count towards the 85% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted. (iii) [ ] Special trade construction contractors. In the case of a contract for special trade contractors, the contractor will not pay more than 75% of the amount paid by the government to it to firms that are not certified SDVOSBs listed in the SBA certification database as set forth in 852.219-73 or certified VOSBs listed in the SBA certification database as set forth in 852.219-74. Any work that a similarly situated certified SDBOSB/VOSB subcontractor further subcontracts will count towards the 75% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted. (2) The offeror acknowledges that this certification concerns a matter within the jurisdiction of an Agency of the United States. The offeror further acknowledges that this certification is subject to Title 18, United States Code, Section 1001, and, as such, a false, fictitious, or fraudulent certification may render the offeror subject to criminal, civil, or administrative penalties, including prosecution. (2) The offeror acknowledges that this certification concerns a matter within the jurisdiction of an Agency of the United States. The offeror further acknowledges that this certification is subject to Title 18, United States Code, Section 1001, and, as such, a false, fictitious, or fraudulent certification may render the offeror subject to criminal, civil, or administrative penalties, including prosecution. (3) If VA determines that an SDVOSB/VOSB awarded a contract pursuant to 38 U.S.C. 8127 did not act in good faith, such SDVOSB/VOSB shall be subject to any or all of the following: (i) Referral to the VA Suspension and Debarment Committee; (ii) A fine under section 16(g)(1) of the Small Business Act (15 U.S.C. 645(g)(1)); and (iii) Prosecution for violating 18 U.S.C. 1001. (b) The offeror represents and understands that by submission of its offer and award of a contract it may be required to provide copies of documents or records to VA that VA may review to determine whether the offeror complied with the limitations on subcontracting requirement specified in the contract. Contracting officers may, at their discretion, require the contractor to demonstrate its compliance with the limitations on subcontracting at any time during performance and upon completion of a contract if the information regarding such compliance is not already available to the contracting officer. Evidence of compliance includes, but is not limited to, invoices, copies of subcontracts, or a list of the value of tasks performed. (c) The offeror further agrees to cooperate fully and make available any documents or records as may be required to enable VA to determine compliance with the limitations on subcontracting requirement. The offeror understands that failure to provide documents as requested by VA may result in remedial action as the Government deems appropriate. (d) Offeror completed certification/fill-in required. The formal certification must be completed, signed and returned with the offeror's bid, quotation, or proposal. The Government will not consider offers for award from offerors that do not provide the certification, and all such responses will be deemed ineligible for evaluation and award. (d) Offeror completed certification/fill-in required. The formal certification must be completed, signed and returned with the offeror s bid, quotation, or proposal. The Government will not consider offers for award from offerors that do not provide the certification, and all such responses will be deemed ineligible for evaluation and award.
Certification I hereby certify that if awarded the contract, [insert name of offeror] will comply with the limitations on subcontracting specified in this clause and in the resultant contract. I further certify that I am authorized to execute this certification on behalf of [insert name of offeror]. Printed Name of Signee:_________________________ Printed Title of Signee: ____________________________ Signature: ____________________________________________ Date: _______________________ Company Name and Address:____________________________________________



Statement of Work (Abridged) Overview The Stratton VA Medical Center, Albany, NY has a requirement for Preventive Maintenance on their medical gas systems. We are currently seeking a full service and preventative maintenance contract. The contractor shall perform preventative maintenance (PM) services on each piece of equipment outlined in this scope of work.
SCOPE OF WORK The contractor shall provide all labor, materials, and equipment necessary for a full preventive maintenance program. PM shall include annual inspection and testing of the equipment. It shall also include evaluation of the medical gas system in accordance with NFPA 99, VA specifications and the terms within this statement of work. Maintenance of Dental and Medical air compressors and Dental vacuum pumps ARE included in this contract. Work must be performed by only trained, and certified technicians on facility s Medical gas systems
Period of Performance: The estimated period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month option years. The Period of Performance reads as follows:
Base Year 01/01/2027 12/31/2027 Option Year I 01/01/2028 12/31/2028 Option Year II 01/01/2029 12/31/2029 Option Year III 01/01/2030 12/31/2030 Option Year IV 01/01/2031 12/31/2031
Hours of Work: Facility s normal operating hours are between 7:00 AM to 4:30 PM Monday through Friday, except Federal Holidays. If circumstances arise that some work is to be performed outside normal business hours, the contractor shall communicate the proposed schedule with COR and Facility s Plumbing Shop Forman.
Reports: The contractor will provide a copy of service report to the COR. The report will include a list of all preventive maintenance checks completed, as well as, identified problems and/or deficiencies found. The contractor will provide two inspection reports to the COR following completion of evaluation. The inspection documents will include, as a minimum, test parameters consisting of terminal performance, valve testing, cross connections, alarm testing, leak detection, equipment evaluation, contaminant, particulate and dewpoint testing. The service reports must be signed by both the service provider and the COR at completion of work. An electronic version of same shall be sent to the COR.
Place of Performance: The work to be performed under this contract will be performed at Stratton VA Medical Center, 113 Holland Avenue, Albany, New York, 12208.
PM Procedures: The contractor shall evaluate each existing oxygen, medical compressed air, vacuum and nitrous oxide systems. Sizing, flow, leaks, accessible piping, terminal performance, compressor or source configuration, valves, gauges, warning systems and alarms, back-up systems, vents, and contamination for compliance with current NFPA 99 specification and requirements.
Contractor shall perform medical air purity test.
Contractor employees shall be ASSE 6040 certified to perform maintenance and ASSE 6030 certified for inspection and testing. Minor repairs will be done while on station more difficult repairs or those needing additional parts will require a quote.
There will be a system leak check using system gases and operational pressures done by the contractor where needed, tanks of appropriate gases will be used to facilitate testing.
The system check will include originating equipment, patient rooms, clinic rooms, operating rooms (see Hours of Work), emergency rooms, and any room that contains outlets which are a part of the system. The unique inventory of outlets will be provided.
Terminals: Terminal screws, front and back body O-rings, locking mechanism adjustment, lubrication, cleaning, flow/pressure measurement and locking mechanism verification.
Valves: Rebuild leaking valves (ball type), cleaning and leaking inspection.
Alarms: Contractor will provide lamp replacement, high- and low-pressure alarm calibration, cleaning and accuracy verification. Pro Flo Vacuum Enzyme Solution Injected to Aid SCFM Performance: Pro Flo enzyme solution will be injected into vacuum systems terminals, ringed and verified to maintain maximum SCFM with minimums of 3.0 SCFM required by NFPA, JCAHO Standards.
Medical Oxygen System: Annually Test area alarms for proper pressure switch location and alarm function. Test Oxygen system for concentration and gaseous purity at each outlet. Test Oxygen for particulate contamination at least once in each zone. Tested with 0.45 micron filter device. Test Oxygen system for pressure at each zone. Test each Oxygen outlet for proper function, identification, adaptation and mechanical integrity. Identify leaking/malfunctioning outlets Identify outlets delivering substandard pressure/flow rates Test Oxygen zone shut-off valves for proper function, identification and mechanical integrity. Check Oxygen pipeline for proper identification labeling. Test each zone for available flow. Test operational pressure at each station outlet/inlet Test each critical care outlet operational pressure Test outlet flow rate and pressure drop with high demand at adjacent outlets. Test Oxygen system components for leakage. Check Oxygen system components for proper installation (i.e.: Brazing, Labeling, Hanging, etc.) Check for crossed lines.
Medical Air System: Annually Test area alarms for proper pressure switch location and alarm function. Test Medical Air system gaseous purity. (Oxygen Concentration, Gaseous Hydrocarbons, Liquid Hydrocarbons, Carbon Monoxide, Carbon Dioxide, etc.). Test at source sample valve. Test Medical Air for particulate contamination at least once in each zone. Tested with 0.45 micron filter device Test source for dew point. Test Medical Air System for pressure at each zone. Test each Medical Air outlet for proper function, identification, adaptation, and mechanical integrity. Identify leaking/malfunctioning outlets Identify outlets delivering substandard pressure/flow rates Test Medical Air zone shut-off valves for proper function, identification, and mechanical integrity. Check Medical Air pipeline for proper identification labeling Test each zone for available flow. Test operational pressure tests at each station outlet/inlet Test each critical care outlet operational pressure test. Tested outlet flow rate and pressure drop with high demand at adjacent outlets Test Medical Air System components for leakage. Check Medical Air system components for proper installation (i.e.: Brazing, Labeling, Hanging, etc.) Check for crossed lines.
Medical Surgical Vacuum System: Annually Test area alarms for proper pressure switch location and alarm function Test each Vacuum inlet for available flow rate SCFM Test operational pressure tests at each station outlet/inlet Tested each Vacuum inlet for proper function, identification, adaptation, and mechanical integrity. Identified leaking/malfunctioning inlets Identified inlets delivering substandard vacuum/flow rate Test all Vacuum zone valves for proper function, identification, and mechanical integrity Check Vacuum system components for proper installation (i.e.: Brazing, Labeling, Hanging, etc.). Check for crossed lines.
Nitrogen System: Annually Test area alarms for proper pressure switch location and alarm function Tested Nitrogen system for particulate contamination. Tested with 0.45 micron filter device Test Nitrogen system for pressure at each zone. Test Nitrogen system outlets for proper function, identification, adaptation, and mechanical integrity. Identify leaking/malfunctioning outlets Identify outlets delivering substandard pressure/flow rate Test Nitrogen zone shut-off valve for proper function, identification, and mechanical integrity. Check Nitrogen pipeline for proper identification labeling. Test Nitrogen control panels for leakage and proper operation. Check Nitrogen system components for proper installation (i.e.: Brazing, Labeling, Hanging, etc.) Check for crossed lines. Check flexible connectors.
Nitrous Oxide System: Annually Test area alarms for proper pressure switch location and alarm function Test Nitrous Oxide system for concentration Tested Nitrous Oxide system for particulate contamination. Tested with 0.45 micron filter device Test Nitrous Oxide system for pressure at each zone. Test each Nitrous Oxide outlet for proper function, identification, adaptation, and mechanical integrity. Identified leaking/malfunctioning outlets Identified outlets delivering substandard pressure/flow rates Test Nitrous Oxide zone shut-off valves for proper function, identification, and mechanical integrity. Check Nitrous Oxide pipeline for proper identification labeling. Test each Nitrous Oxide outlet for available flow. Test Nitrous Oxide pipeline components for leakage. Check Nitrous Oxide system components for proper installation (i.e.: Brazing, Labeling, - Hanging, etc.) Check for crossed lines. Check flexible connectors.
Dental Air System: Annually Test Dental Air system for pressure Test Dental Air zone shut-off valves for proper function, identification, and mechanical integrity. Check Dental Air system components for proper installation (i.e.: Brazing, Labeling, Hanging, etc.). Check for crossed lines
Evacuation/WAGD: Semi-Annually Test area alarms for proper pressure switch location and alarm function Test inches (of mercury) of E-VAC at each zone Test each E-VAC inlet for available flow rate SCFM. Tested pressure at each inlet in all critical care areas. Tested for flow rate and pressure drop with high volume demand on adjacent inlets Test each E- V AC inlet for proper function, identification, adaptation, and mechanical integrity. Identify leaking/malfunctioning inlets Identify inlets delivering substandard vacuum/flow rate Test all E-VAC zone valves for proper function, identification, and mechanical integrity Check E-VAC system components for proper installation (i.e.: Brazing, Labeling, Hanging, etc.). Check for crossed lines.
Dental Vacuum System: Annually Check Dental Vacuum system components for proper installation (i.e.: Brazing, Labeling, Hanging, etc.). Check for crossed lines.
Medical/Dental/Lab Air/Vacuum System Equipment Preventative Maintenance: Semi-Annually Examining items and to ensure that they maintain normal operating conditions Examining the seal fluid quality, quantity, temperature, and rate of rise against design specifications Examining the pump bearing and mechanical seals Inspection of all relays, transformers, contacts, sequencers, indicating lamps and the wiring in the panel for faults Greasing of the air and vacuum pump systems in accordance with manufacturer's specifications Inspection of demisters Cleaning of all flow control valves, strainers, suitcase separators so that they are free of debris to insure the pump reliability and longevity. Replacement of failed controls. These items include but are not limited to solenoid valves, flow switches, and air unload valves. Replacement parts shall be new. Check and replace belts if needed and equipped
Repair Procedures: Emergency Repairs: An emergency repair shall be defined as one in which any portion of the medical gas, compressed air and vacuum systems is shutdown or is inoperable due to breakdown, malfunction, fire, or any other condition determined by the Contracting Officer s Representative (COR) or authorized Government inspector that presents an immediate danger to personnel or threatens to impair the mission of the facility. A mechanic shall be on the site ready to service the medical gas, compressed air, and vacuum systems within two (2) hours of receiving a request for emergency service call, 24 hours a day, 7 days a week. After receiving a request for emergency service, the work shall be prosecuted continuously until the emergency is arrested.
Urgent Repairs: An urgent repair shall be defined as one in which the medical gas, compressed air and vacuum system may become inoperable due to malfunction or need for servicing or threatens to impair the mission of the facility. A mechanic shall be on the site to service the medical gas, compressed air, and vacuum systems within four (4) hours of receiving a request for urgent service, the work shall be prosecuted continuously until the urgent situation is arrested. Examples of urgent repairs includes: Medical gas system leaking seeping or weeping, power fluctuation affecting the system, or medical gas system no longer functioning.
System shut down/standby: The government may direct the contractor to shut down the system at its convenience to allow other Government or contract work to be performed in that area. The contractor shall be available 24 hours a day, seven days a week. The Government will provide the contractor with a 24-hour notice of shut down service. At such time, the contractor will be provided the time and date of the shutdown, to include when the equipment will be back to operating status. The contractor is not required to be at the job site during the period the system is shutdown. The Contractor will be compensated for the actual time it takes to shut down the system and the actual time it takes to turn-on the system. Standby requires the Contractor to be at the job site during specified periods, as directed by the COR. Standby may be required when system is shutdown or when other work (i.e. construction, electrical outages, etc.) may adversely affect the system. The Contractor will be compensated for the entire standby period.