RFQ H365--Medical Gas

THIS IS A PRESOLICITATION NOTICE The Department of Veterans Affairs, Network Contracting Office 9, located at Nashville VA Medical Center, 1310 24th Avenue South, Nashville, TN 37212, and Alvin C. York VA Medical Center, 3400 Lebanon Rd, Murfreesboro, TN 37129, anticipates issuing a solicitation Request for Quotation (RFQ) on or about 03/13/2025 to request quotes for a firm fixed price open market SDVOSB Set Aside IAW VAAR 819.501-70(a)(3) beginning upon anticipated award date of 04/01/2025 through 02/28/2026 for Medical Gas . SET-ASIDE: 100% Service-Disabled Veteran-Owned Small Business (SDVOSB) NAICS Code: 541350 Building Inspection Services SBA SIZE STANDARD: $11.5 Million PSC: H365 Inspection Medical, Dental, and Veterinary Equipment and Supplies DESCRIPTION: This requirement is for the Tennessee Valley Healthcare Systems (TVHS) for the Nashville and Murfreesboro Veterans Affairs Medical Centers. PERIOD OF PERFORMANCE: This Firm Fixed Price Open Market SDVOSB Set Aside will have a period of performance dates of 04/01/2025 through 02/28/2026. IMPORTANT NOTICE: VA NOTICE OF TOTAL SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESS SET-ASIDE (NOV 2020) (DEVIATION) (a) Definition. For the Department of Veterans Affairs, Service-disabled Veteran-owned small business concern or SDVOSB : (1) Means a small business concern (i) Not less than 51 percent of which is owned by one or more service-disabled Veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more service-disabled Veterans or eligible surviving spouses (see VAAR 802.201, Surviving Spouse definition); (ii) The management and daily business operations of which are controlled by one or more service-disabled Veterans (or eligible surviving spouses) or, in the case of a service-disabled Veteran with permanent and severe disability, the spouse or permanent caregiver of such Veteran; (iii) The business meets Federal small business size standards for the applicable North American Industry Classification System (NAICS) code identified in the solicitation document; (iv) The business has been verified for ownership and control pursuant to 38 CFR part 74 and is listed in VA s Vendor Information Pages (VIP) database; and (v) The business will comply with VAAR subpart 819.70 and Small Business Administration (SBA) regulations regarding small business size and government contracting programs at 13 CFR part 121 and 125, provided that any reference therein to a service-disabled veteran-owned small business concern (SDVO SBC), is to be construed to apply to a VA verified and VIP-listed SDVOSB unless otherwise stated in this clause. (2) Service-disabled Veteran means a Veteran, as defined in 38 U.S.C. 101(2), with a disability that is service-connected, as defined in 38 U.S.C. 101(16). (3) The term small business concern has the meaning given that term under section 3 of the Small Business Act (15 U.S.C. 632). (4) The term small business concern owned and controlled by Veterans with service-connected disabilities has the meaning given the term small business concern owned and controlled by service-disabled Veterans under section 3(q)(2) of the Small Business Act (15 U.S.C. 632(q)(2)), except that for a VA contract the firm must be listed in the VIP database (see paragraph (a)(1)(iv) above). (b) General. (1) Offers are solicited only from VIP-listed SDVOSBs. Offers received from entities that are not VIP-listed SDVOSBs at the time of offer shall not be considered. (2) Any award resulting from this solicitation shall be made to a VIP-listed SDVOSB who is eligible at the time of submission of offer(s) and at the time of award. (3) The requirements in this clause apply to any contract, order or subcontract where the firm receives a benefit or preference from its designation as an SDVOSB, including set-asides, sole source awards, and evaluation preferences. (c) Representation. Pursuant to 38 U.S.C. 8127(e), only VIP-listed SDVOSBs are considered eligible to receive award of a resulting contract. By submitting an offer, the prospective contractor represents that it is an eligible SDVOSB as defined in this clause, 38 CFR part 74, and VAAR subpart 819.70. (d) Agreement. When awarded a contract action, including orders under multiple award contracts, an SDVOSB agrees that in the performance of the contract, the SDVOSB shall comply with requirements in VAAR subpart 819.70 and SBA regulations on small business size and government contracting programs at 13 CFR part 121 and part 125, including the non-manufacturer rule and limitations on subcontracting requirements in 13 CFR 121.406(b) and 125.6. Unless otherwise stated in this clause, a requirement in 13 CFR part 121 and 125 that applies to an SDVO SBC, is to be construed to also apply to a VIP-listed SDVOSB. For the purpose of limitations on subcontracting, only VIP-listed SDVOSBs (including independent contractors) shall be considered eligible and/or similarly situated (i.e., a firm that has the same small business program status as the prime contractor). An otherwise eligible firm further agrees to the following: (1) Services. In the case of a contract for services (except construction), it will not pay more than 50% of the amount paid by the government to it to firms that are not VIP listed SDVOSBs. (2) Supplies or products. (i) In the case of a contract for supplies or products (other than from a nonmanufacturer of such supplies), it will not pay more than 50% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs. (ii) In the case of a contract for supplies from a non-manufacturer, it will supply the product of a domestic small business manufacturer or processor, unless a waiver as described in 13 CFR 121.406(b)(5) has been granted. (3) General construction. In the case of a contract for general construction, it will not pay more than 85% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs. (4) Special trade construction contractors. In the case of a contract for special trade contractors, no more than 75% of the amount paid by the government to the prime may be paid to firms that are not VIP-listed SDVOSBs. (5) Subcontracting. An SDVOSB must meet the NAICS size standard assigned by the prime contractor and be listed in VIP to count as similarly situated. Any work that a first tier VIP-listed SDVOSB subcontractor further subcontracts will count towards the percent of subcontract amount that cannot be exceeded. For contracts referenced in (d)(2), (3), and (4) the cost of materials is excluded and are not considered to be subcontracted. When a contract includes both services and supplies, the 50 percent limitation shall apply only to the service portion of the contract. Other direct costs may be excluded to the extent they are not the principal purpose of the acquisition and small businesses do not provide them. For additional information and more specific requirements on the limitations on subcontracting, refer to 13 CFR 125.6. (e) Required limitations on subcontracting compliance measurement period. An SDVOSB shall comply with the limitations on subcontracting as follows: ____By the end of the base term of the contract or order, and then by the end of each subsequent option period; or ____By the end of the performance period for each order issued under the contract. (f) Joint ventures. A joint venture may be considered eligible as an SDVOSB if the joint venture is listed in VIP and complies with the requirements in 13 CFR 125.18(b), provided that any requirement therein that applies to an SDVO SBC is to be construed to apply to a VIP-listed SDVOSB. A joint venture agrees that, in the performance of the contract, the applicable percentage specified in paragraph (d) of this clause will be performed by the aggregate of the joint venture participants. (g) Precedence. Any inconsistencies between the requirements of the SBA Program for SDVO SBCs, and the VA Veterans First Contracting Program, as defined in VAAR subpart 819.70 and this clause, the VA Veterans First Contracting Program takes precedence. (h) Misrepresentation. Pursuant to 38 USC 8127(g), any business concern, including all its principals, that is determined by VA to have willfully and intentionally misrepresented a company s SDVOSB status is subject to debarment from contracting with the Department for a period of not less than five years (see VAAR 809.406, Debarment). Point of Contact: Kristie Collins, Contract Specialist see contact information on notice. END OF PRESOLICITATION NOTICE STATEMENT OF WORK Inspection of Medical Gas and Vacuum Systems TVHS Nashville and Murfreesboro Campuses INTRODUCTION AND SCOPE OF WORK Contractor shall furnish inspection service as specified for April 1, 2025, through February 28, 2026, to ensure that the medical gas and vacuum systems function in conformance with the latest edition of the National Fire Protection Association (NFPA), ANSI, CGA, USP and JCAHO Standards for Utility Maintenance/Testing. Scope of work includes full system evaluation; random contamination testing; source evaluation; alarm testing; shutoff valve evaluation; vacuum inlet enzyme treatment; vacuum receiver wash; decontamination; purging; cross-contamination; dew-point monitors and gauge pressure drop testing. REQUIREMENTS: Medical Gas and Vacuum System/Equipment; Identification: Nashville VAMC: Oxygen; Medical Air; Nitrous Oxide; Vacuum; Dental Evacuation Outlets; and Nitrogen for entire facility.1858 outlets,235 zone valves,9 shut off valves,94 area alarms, 40 master alarms, 150 flex connects in booms. Alvin C. York VAMC: Oxygen; Medical Air; Nitrous Oxide; Vacuum; and Nitrogen for buildings 1, 3, 116, 117, and 120.733 outlets,72 zone valves, 15 shut off valves, 50 area alarms, 40 master alarms. Scheduled Maintenance (PM): This contract covers one scheduled preventive maintenance inspection Monday through Friday between the hours of 7:00 a.m. and 3:30 p.m. during the months of April thru February. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE: The Contractor shall immediately, but no later than 24 (twenty-four) consecutive hours after discovery, notify the COR (in writing) of the existence or the development of any defects in, or repairs required, to the scheduled equipment which the Contractor considers he/she is not responsible for under the terms of the contract. CONDITION OF EQUIPMENT: The Contractor accepts responsibility for the equipment identified in paragraph 2a, in "as is" condition. Failure to inspect the equipment prior to contract award will not relieve the Contractor from performance of the requirements of this contract. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: Each respondent must have an established business, with an office and full-time staff. The staff includes a "fully qualified" Field Service Engineer (FSE) and a "fully qualified" FSE who will serve as the backup. "Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized training program, for the equipment identified. For field experience, the FSE(s) has a minimum of two years of experience, with respect to scheduled and unscheduled preventive and remedial maintenance, on medical gas and vacuum systems. The Field Service Engineers shall be authorized by the Contractor to perform the inspection services. All work shall be performed by "Fully Qualified" competent FSEs. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for each make and model the Contractor services at the VAMC. The Contracting Officer may authenticate the training requirements, request training certificates or credentials from the Contractor at any time for any personnel who are servicing or installing any VAMC equipment. The COR and/or COR specifically reserves the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC equipment. If subcontractor(s) are used, they must be approved by the CO; the Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval. TEST EQUIPMENT: Prior to commencement of work on this contract, the Contractor shall provide the VAMC with a copy of the current calibration certification of all test equipment which is to be used by the Contractor on VAMC's equipment. This certification shall also be provided on a periodic basis when requested by the VAMC. Test equipment calibration shall be traceable to a national standard. REFERENCES: Contract service shall ensure that the equipment functions in conformance with the latest edition of the applicable NFPA Code, ANSI, CGA, USP and the Joint Commission on the Accreditation of Hospital Organizations (JCAHO) standards for Utility Maintenance Testing. DELIVERY: Scheduled Maintenance (PM): This contract covers one scheduled preventive maintenance inspection of the medical gas and vacuum systems during the months of April thru February, Monday through Friday, between the hours of 8:00 a.m. and 4:30 p.m. REPORTING REQUIREMENTS: The Contractor shall be required to report to Engineering Office to log in for all services at the Nashville and Murfreesboro Campuses. This check in is mandatory. The Field Service Engineer shall be required to log out with the supervisor of the Maintenance Shop. VA Contact Person(s): John Messer Maintenance Supervisor Location (Building/Room Number): Building 1, Nashville Telephone Number & Extension(s): +1 (555) 000-0000, ext. 66893 Cell phone: +1 (555) 000-0000 Fax Number: +1 (555) 000-0000 VA Contact Person(s): Royce Keely, Maintenance Supervisor Location (Building/Room Number): Building 15, Murfreesboro Telephone Number & Extension(s): +1 (555) 000-0000 extension 23972 Cell phone: +1 (555) 000-0000; FAX Number: +1 (555) 000-0000 PROGRESS AND COMPLIANCE DOCUMENTATION/REPORTS: The documentation will include two (2) copies of the detailed description of the scheduled inspections and emergency repairs recommended to maintain the medical gas and vacuum systems in accordance with the manufacturer s specifications. Such documentation shall meet the guidelines as set forth in paragraph 3, References, and submitted within 30 days of completion of respective campus work. PAYMENT: Invoices will be paid in arrears on based upon receipt of service reports. Any additional charges claimed must be approved by the COR before the service is completed. NOTES AND OTHER INFORMATION: There are no known security issues with this Statement of Work. Contractors are responsible for finding their own parking. Currently, contractors cannot park at the VAMC Nashville Campus. Contractors may park temporarily to drop off tools and supplies only. Contractors required to obtain Temporary ID Badge from Engr Svc, Bldg. 6 Murfreesboro, or Room D73 Nashville, while on VA property if not escorted during entire visit by an Engr Svc employee.