W--Bulk Oxygen-Multiple Sites

Combined Synopsis/Solicitation for Bulk Liquid Oxygen Medical Grade This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The solicitation, being VA-248-11-RP-0360, will be issued as a request for proposal or an (RFP). Incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-51. There is no set aside for this solicitation. NAICS code 532490 and small business size standard of $7 million dollars. Description of requirements for the items to be acquired: Item #1SUPPLY MEDICAL-GRADE LIQUID BULK OXYGEN TO VAMC BAY PINES, FL. 1,1440 MX. Item #2 BULK OXYGEN VESSEL RENTAL, (3000 GALLON) 12 Months. Item #3 SUPPLY MEDICAL-GRADE LIQUID BULK OXYGEN TO VA OPC LEE COUNTY 172 MX. 4 BULK OXYGEN VESSEL RENTAL, (1500 GALLON 9 Months). Vendor shall provide pricing information for all line items for each of the Four option years. Set to be delivered and accepted at FOB point by June 1, 2011 at address VA Medical Center A&MMS (#1) Warehouse Bldg 100, 10000 Bay Pines Florida, 33744. The provision at 52.212-1, Instructions to Offerors-Commercial, applies to this acquisition. IAW with FAR 52.212-2, Evaluation-Commercial Items, the evaluation criteria to be used will be in numerical order of 1. Technically acceptable within the requirements set forth in the Statement of work, 2. Price, 3. Past Performance. Offerors are advised to include a completed copy of the provision IAW FAR 52.212-3, Offerors Representations and Certifications-Commercial Items, with its offer.(xi) A statement that the clause IAW FAR 52.212-4, Contract Terms and Conditions-Commercial Items, applies to this acquisition. IAW FAR 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders-Commercial Items, applies to this acquisition determined by the contracting officer to be necessary for this acquisition and consistent with customary commercial practices. Proposals are due no later than May 16th 2011, by 4:00 EST by email to: contact@example.gov. The Contracting Officer for this solicitation is Jennifer Rohrbach at +1 (555) 000-0000 for information regarding the solicitation. Statement of Work 1. General 1.1 The Bay Pines VA Health Care Systems (BPVAHCS) currently requires medical-grade liquid bulk oxygen for the Bay Pines facility. The contractor shall provide a contractor-owned 3,000 gallon vertical tank with an appropriate back-up system (300 gallon reserve tank). 1.2 The quantity of 11,440,000 SCF is an estimate for The Bay Pines VA Health Care facility's annual requirements. There is no express or implied guarantee that this quantity will be purchased. The base contract period for all contracts awarded under this solicitation will be April 1, 2010, or date of award, whichever is earlier, through a one year base and four option years. Please note the installation of contractor-owned equipment will include a 90 day transition period at the beginning and end of the contract period. (See page 4, paragraph 4.1). At some point within the next twelve to eighteen months beginning June 1st, 2011, the Bay Pines VA Health Care System will require a 9,000 gallon horizontal tank with a 900 gallon reserve tank in a new location on the Bay Pines campus. 1.3 The Bay Pines VA Health Care Systems (BPVAHCS) requires medical-grade liquid bulk oxygen for the Lee County Out-Patient Clinic. The contractor shall provide a contractor-owned 1500 gallon tank to be installed on or about July, 2011. 1.4 The quantities of 299,000 SCF are estimates for the Lee County Out-Patient Clinic. There is no express or implied guarantee that these quantities will be purchased. The base contract period for all contracts awarded under this solicitation will be April 1, 2010, or date of award, whichever is earlier, through a one year and four option years. Please note the installation of contractor-owned equipment will include a 90 day transition period at the beginning and end of the contract period. (See page 4, paragraph 4.1). 1.5 A Contracting Officer Technical Representative (COTR) has been designated in the solicitation schedule for the facility. The COTR is responsible for local contract administration issues such as ordering and providing specific delivery instructions. A letter of delegation that outlines the COTR's specific responsibilities will be provided to the contractor and COTR at the time of contract award by the Contracting Officer. Within 15 days after notification of contract award, the contractor shall meet with the COTR to ensure mutual understanding of facility requirements relating to the ordering method and specific details of any delivery instructions that are included in the solicitation schedule. The facility COTR shall forward a written copy of the mutual agreement signed by both parties to the Contracting Officer for incorporation into the contract by written modification within 30 days after contract award. If agreement cannot be reached between the contractor and COTR regarding any issue, the matter shall be referred to the Contracting Officer for resolution. 1.6 Prior to first filling, contractor must perform in-service training to include the following facets for contractor owned and government owned systems: the refill procedure; any preventive maintenance support requirements that may be needed from the medical center systems; and an explanation of all the volume alarm and low pressure set-points. The contractor will provide written procedures and training for VA staff for protocols to accomplish emergency shutdowns or other sudden, unplanned termination of the refilling process. Contractor will provide 24/7 emergency contact name(s) and telephone number(s) prior to contract award. 1.7 Prior to first filling, and annually thereafter, alarm set-point testing and written verification must be presented through the use of a qualified third party expert per NFPA 99, 2005 Edition for contractor owned and government owned systems. Any code deficiencies in the Medical Center's existing system, as defined by NFPA 50, 1.3.3, "Bulk Oxygen System", must be identified by the contractor. A detailed explanation of these deficiencies must be presented in writing to the COTR. Receipt of this written explanation must be signed for by the COTR and a copy presented to current Contract Officer. 1.8 Prior to first filling, and annually thereafter, the contractor must verify, in writing, the accuracy of all gauges on contractor owned tanks. If the gauge(s) are government owned, contractor will provide, if requested after award, a written proposal with price to verify accuracy of the gauge(s). The Government may choose to exercise this option this option if determined to be in the governments best interest.. 1.9 The contractor shall provide all material and labor necessary to install and monitor a telephone based remote monitoring system. The contractor shall monitor the tank levels remotely to gauge bulk O2 need and deliver accordingly. 1.10 The contractor shall provide, within 5 business days of the month, a report of the month, a report of O2 usage during the previous month's period. Such a report will be delivered to the COTR. 2. Acronyms 2.1 This section lists acronyms that are used in this Statement of Work and other parts of the solicitation. BOP - Federal Bureau of Prisons CCF - 100 cubic feet CF - Cubic feet CGA - Compressed Gas Association CGMP - Current Good Manufacturing Practices CO - Contractor owned COTR - Contracting Officer Technical Representative DOD - Department of Defense DOT - Department of Transportation FDA - U.S. Food & Drug Administration GO - Government owned HIS - Indian Health Service NFPA - National Fire Protection Association OGA - Other Government Agency (Other than VA) OSHA - U.S. Department of Labor, Occupational Safety and Health Administration USP - United States Pharmacopeia VA - Department of Veterans Affairs 3. Contractor-Furnished Equipment 3.1 The contractor shall provide, install and maintain 3,000 gallon bulk oxygen tank(s) with appropriate 300 Gallon back-up system(s) and or 9,000 gallon bulk oxygen tank with appropriate 900 Gallon back-up system at The Bay Pines VA Health Care Systems (BPVAHCS) and a 300 Gallon bulk oxygen tank at the Lee County Out-Patient Clinic. Through the duration of the contract, the contractor shall be liable for the integrity, suitability, and safety of contractor owned tank(s) that will insure compliance with applicable regulations, standards and normal good practices. The tank capacity and reserve system shown in the schedule are minimum capacities required by the using facilities. Manifold, cylinders for the reserve supply, liquid converter, alarm switch, regulator, valves, level indicator, and any other devices or connections required for proper tie-ins with the facility's gas system shall be furnished by the contractor, without cost to the Government. The manifold or liquid converter shall deliver gas at a pressure and rate of flow adequate to supply the system. Each liquid oxygen storage container shall have an outlet that allows access for testing the purity of the oxygen. 3.2 All equipment and materials required to perform on the contract shall be provided by the contractor. Contractor owned equipment shall be installed, inspected and maintained by the contractor without additional cost to the Government. (i.e., all installation, inspection and maintenance costs shall be included in the contract's monthly equipment rental fee for the applicable facilities.) Contractor owned equipment shall be kept in good operating condition and appearance, in accordance with applicable regulations, standards and standard industry practices. The contractor shall be provided reasonable access to the bulk oxygen systems for this purpose. 4. Installation of Contractor-Owned Equipment 4.1 Unless otherwise directed by the using facility, contractor owned equipment shall be installed by the effective date of the contract and shall be connected to the medical gas system on that date, provided that the contractor shall be allowed a maximum of ninety days after receipt of notice of award to complete installation. If the contractor's equipment replaces equipment already in use, the exchange of equipment shall be accomplished without interruption of gas supply to the using facility. Contractor installed equipment shall remain the property of the contractor and shall be removed upon termination of the contract, when directed by the ordering facility and in full cooperation with the succeeding contractor so as to avoid interruption of gas supply. Low pressure inlet locations exists which can be utilized by the contractor for the period of tank replacement. Such utilization time will be as short as possible, and negotiated with the COTR prior to any tank replacement. 4.2 To permit orderly transition from one contractor to another, the contractor shall continue to honor the contract's monthly equipment rental fee and bulk oxygen contract price for a maximum of ninety days beyond the scheduled expiration of the contract period, unless transition from one contractor to another is completed prior to the ninety day transition period. For any partial month, the contractor shall prorate the monthly equipment rental fee at a per diem rate. The contractor shall continue to provide and maintain its equipment during this transition period. 4.3 No guarantee is given or implied that data included in the schedule regarding contractor owned equipment currently located at the facilities is complete and accurate as to the factors affecting the cost of furnishing and installing the required contractor owned tanks and appurtenances. Offerors are strongly encouraged to visit the facility site prior to submitting a offer and take other steps as may be reasonably necessary to ascertain the scope of work, location of the work, and the general and local conditions which can affect the work or the cost thereof. Failure to do so shall not relieve bidders from the responsibility of estimating properly the difficulty and cost of successfully performing the work. Site visits may be arranged by contacting the COTR designated in the solicitation schedule. 4.4 All contractor owned equipment shall be installed in accordance with NFPA 50: Standard for Bulk Oxygen Systems at Consumer Sites, 2001; NFPA 99 Standard for Health Care Facilities, 2005 Edition; and FDA's Current Good Manufacturing Practices (CGMP) Regulations. The contractor shall comply with all OSHA standards and applicable safety requirements, including proper signage and use of personal protective equipment. 5. Delivery of Medical Liquid Bulk Oxygen 5.1 Bulk oxygen is ordered by and delivered to Bay Pines VA Health Care System locations. 5.2 The contractor shall deliver medical-grade liquid oxygen during normal business hours (8:00am - 4:30pm) Monday thru Friday. If for any reason the contractor is unable to delivery at the agreed upon day or time, the contractor will provide 24-hour notice to the COTR, so that the facility can initiate an alternate backup action. In accordance with VHA Patient Safety Alert dated April 5, 2004, all deliveries must be monitored by a qualified and trained technical representative that will be designated by the facility. Contractor will be provided with names and contact information of primary and back-up facility representatives. This applies to all deliveries regardless of time or day of execution. 5.3 Tank(s) will be filled to maximum functional capacity at each refilling procedure unless otherwise specified in the facility requirements or as agreed upon in a written document signed and dated by the COTR. 5.4 At the time of each delivery, contractor must provide a legible signed and dated written document that identifies the tank level prior to fill, the level after fill, and the quantity delivered. This document must be counter-signed by the facility representative supervising the delivery. 5.5 Emergency delivery shall be provided within 24 hours after receipt of Government notification. Contractor must respond to the facility by either telephone or email within one hour to confirm receipt of emergency notification to ascertain the nature of the emergency. Emergency status is determined by the Government when conditions warrant, such as an actuated main bulk tank low level alarm, imminent alarm condition, or system leak. Failure of the contractor to remain current with agreed delivery schedule and requirements does not constitute an "emergency" for purposes of charging an emergency delivery fee. 6. Quality Assurance Specifications and Requirements 6.1 All medical gas manufacturers and fillers of medical gases must be registered with FDA as drug manufacturers. All oxygen shall be manufactured, processed, packed, transported, and stored according to FDA's Current Good Manufacturing Practices (CGMP) regulations, and all labeling shall comply with FDA's labeling regulations (21 CFR Part 201). 6.2 All liquid bulk oxygen delivered under the contract shall be medical-grade and shall meet or exceed the standards cited in the current edition of the United States Pharmacopoeia/National Formulary (U.S. P.). 6.3 A valid certificate of analysis shall be provided with each delivery of liquid oxygen. The certificate shall include, at a minimum: a) Supplier's name and complete address b) Name of the Product (i.e. Oxygen U.S.P.) c) An Air Liquefaction Statement where appropriate d) Lot number or other unique identification number e) Actual analytical results for full U.S.P. monograph testing. (A statement that only states that the product meets the minimum purity of 99.5%, etc. is not acceptable.) f) Test method used to perform the analysis. (A statement such as "Meets U.S.P. specifications" is not acceptable; nor would "Tested via Servomex" be acceptable since the specific model number is not provided.) g) Signature of authorized supplier representative and date. 6.4 Material Safety Data Sheets shall be provided to the facility COTR upon request. 6.5 A copy of all inspection reports shall be provided to the facility COTR upon the completion of any contractor owned or government owned bulk oxygen system inspections that are required by regulation. 6.6 All contractor owned equipment shall be maintained or repaired in accordance with NFPA 50: Standard for Bulk Oxygen Systems at Consumer Sites, 2001 and FDA's Current Good Manufacturing Practices (CGMP) Regulations. 7. Applicable Regulations & Standards The following is a list of some of the regulations and standards that are applicable to this contract. The list is not comprehensive, and the contractor is responsible for ensuring that all products, equipment and services provided under the contract are in compliance with applicable Federal, state, and local regulations. If applicable, the editions in effect as of the date of this solicitation are listed. Contractor is responsible for remaining compliant with any future revisions that are effective at the time of contract performance. Title 21, Code of Federal Regulations, Parts 210 & 211 - CGMP regulations for supplying medical grade oxygen. 29 CFR 191 0.104 Applies to the installation of bulk oxygen systems on industrial and institutional consumer premises 49 CFR - Transportation Federal Food, Drug, and Cosmetic Act NFPA 50: Standard for Bulk Oxygen Systems at Consumer Sites, 2001 Edition NFPA 99: Standard for Health Care Facilities, 2005 Edition U.S.P. 23 Density data and volume measurement equivalents published in Compressed Gas Association Pamphlet No. P-6, titled "Standard Density Data, Atmospheric Gases and Hydrogen," shall be used when necessary to convert measurement of gases from one form to another. For example, the following conversion factor shall apply for conversion from gallons to cubic feet. Calculation based on data in CGA P-6 1 ft3 liquid 02 = 860.6 ft3 gas (Table 1) 1 ft3 liquid 02 = 7.48052 gal ((Table 2) Therefore: 7.48052 gal (1 ft3) liquid 02 = 860.6 ft3 gas 1 gal liquid 02 = 860.6 ft3 gas 7.48052 1 gal liquid 02 = 115.05 ft3 gas or more commonly quoted as 1 gal liquid 02 = 115.1 ft3 gas maintenance and testing of contractor-owned cylinders.