West Virginia Bids > Bid Detail

6830--Huntington VAMC Main/Reserve Oxygen tank install and Oxygen delivery Sources Sought Requirement

Level of Government: Federal
  • 30 - Mechanical Power Transmission Equipment
Opps ID: NBD00159396575894135
Posted Date: Oct 13, 2020
Due Date: Oct 22, 2020
Solicitation No: 36C24521Q0028
Source: https://beta.sam.gov/opp/53e09...
6830--Huntington VAMC Main/Reserve Oxygen tank install and Oxygen delivery Sources Sought Requirement
Contract Opportunity
Notice ID
Related Notice
Department/Ind. Agency
General Information
  • Contract Opportunity Type: Sources Sought (Original)
  • All Dates/Times are: (UTC-04:00) EASTERN STANDARD TIME, NEW YORK, USA
  • Original Published Date: Oct 13, 2020 01:30 pm EDT
  • Original Response Date: Oct 22, 2020 01:00 pm EDT
  • Inactive Policy: Manual
  • Original Inactive Date: Nov 01, 2020
  • Initiative:
    • None
  • Original Set Aside:
  • Product Service Code: 6830 - GASES: COMPRESSED AND LIQUEFIED
  • NAICS Code: 325120 - Industrial Gas Manufacturing
  • Place of Performance:
    Dept of Veterans Affairs Huntington VAMC Huntington , WV 25704
Page 3 of 9 THIS REQUEST FOR INFORMATION IS ISSUED SOLELY FOR INFORMATION AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION. This is a Request for Information (RFI), this is not a Request for Quotes (RFQ) or Request for Proposals (RFP). No formal solicitation document exists at this present time. This is not a solicitation announcement. The purpose of this Sources Sought notice is for market research to gain knowledge of potential vendors qualified under NAICS code search for 325120 gas manufacturing PSC 6830 Gases compressed and liquified with a size standard of 500 employees for the Huntington VAMC. Responses to this Sources Sought notice will be utilized by the Government to make appropriate acquisition decisions. After review of the responses to this Sources Sought notice, a solicitation announcement may or may not be published in FedBizOpps (FBO) or GSA ebuy. REQUESTED INFORMATION If you are interested and capable, and can provide the required supplies, please provide all the requested information as indicated below to include 1-10 requested information responses: Responses to this Sources Sought notice shall also include: company name, address, point of contact, size of business: Is this item on vendor s existing contract/ catalog for GSA, FSS, other federal contract, or the SAC, NAC contract? If applicable, provide the contract type, contract number, category(s), sin, and source code. Is this item open market? Provide business size status and representations for the above NAIC and PSC code. What percentage will the prime contractor deliver bulk oxygen and install required tanks? What percentage will subcontractor deliver bulk oxygen and install required tanks? Provide prime contractor vendor name. Provide the subcontractor vendor name. Can vendor deliver bulk oxygen both on regular and emergency basis? SOW questions are due by close of Sources Sought. LINE ITEM: CLIN # Item Description Unit of Measure Qty needed Total Cost 1 Oxygen Standard and emergency Delivery between Monday-Friday 0700-0900- see sow and delivery fee YR 40,000 CCF 2 Main Tank 3000 GLS Max Size installed, maintenance, and rental fee EA 12 3 Reserve Tank 120 minimum size GLS install and rental fee EA 12 SOW PERFORMANCE WORK STATEMENT BULK OXYGEN Hershel Woody Williams VA Medical Center CONTRACT PERIOD: Resultant contract(s) shall be effective for a base period of one year from date of award through twelve (12) months thereafter with four (4), one (1) year option periods. Renewal of options is at VA's discretion. (Note clause FAR 52.217-9, Option to Extend the Term of the Contract.) TYPE OF CONTRACT: Resultant contract shall be Fixed Price Indefinite Delivery, Indefinite Quantity. Refer to FAR Clause 52.216-22, "Indefinite Quantity," and effective for the period stated in the Schedule of Items. ESTIMATED ANNUAL REQUIREMENTS: The estimated volume of usage for the Hershel Woody Williams VA Medical Center is 40,000 ccf per year. This is an estimate only and is not purchased by this contract. If the Government requirements do not result in orders in the quantity described as "estimated" this shall not constitute the basis for equitable price adjustment. CONTRACT ADMINISTRATION: The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. Only the Contracting Officer is authorized to make commitments or issue changes which shall affect price, quantity, or quality of performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment shall be made in the contract price to cover any increase in costs incurred as a result thereof. CONRACTOR PERSONNEL: The Contractor shall assume full responsibility for the protection of its personnel performing under this contract, in accordance with the personnel policy of the Contractor, such as providing worker's compensation, professional liability insurance, health examinations, income tax withholding, and social security payments. The parties agree that the Contractor, its employees, agents, and subcontractors shall not be considered VA employees for any purpose. ORDERING PROCEDURES: Delivery Orders shall be issued by facsimile or electronic commerce methods, and only by the Contracting Officer or his/her authorized VA representative for the CUN Series outlined in the schedule of items identified in the awarded contract. Delivery Orders shall contain at a minimum the following information: Date of order; Contract Number and Order Number; CUN, Description, Quantity, Unit Price, and Total Amount; Delivery or performance Schedule; and Place of Delivery or Performance (Including Consignee) Upon receiving a delivery order, the Contractor shall deliver in the time specified within each delivery order, standard delivery is no greater than 3 business days unless otherwise stated in the delivery order. The Contractor shall have full-time representation to receive orders. The Government shall place delivery orders to the following: (Offeror to complete) (i) (ii) (iii) (iv) (v) Contact Person: Telephone Number: Fax Number: Department: Address: NAME XXX_XXX_XXXXX XXX_XXX_XXX Vendor Name Street name, Suite XX City, State, Zipcode Bulk Oxygen Performance Work Statement (PWS) Page 7 of 9 B.2 CONTRACT REQUIREMENTS General The purpose of this solicitation is to establish a source of supply of medical-grade liquid bulk oxygen for the Hershel Woody Williams VA Medical Center (HWWVAMC) in Huntington, WV. HWWVAMC does not own its own bulk oxygen tank and currently rents the Main Tank and the Reserve Tank from the current Contract holder. The contractor shall also provide a contractor-owned tank with an appropriate back-up system (i.e., reserve tank) that HWWVAMC will rent. The Main Tank will be 3,000 GLS and the Reserve Tank will be 120 GLS. Rental fees will be Invoiced Monthly on the same Invoice the Oxygen is on. The contractor will be required to make periodic deliveries of medical grade liquid bulk oxygen over the life of the contract. The estimated quantity of 40,000 ccf is and estimate of the facility's annual requirements. Please note that this contract includes the installation of contractor-owned equipment and will include a 90 day transition period at the beginning and end of the contract period. (See paragraph 5. I). This Contract will include a Base Year and four (4) one-year Option Periods which may be exercised by the Government. 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 shall provide written procedures and training for VA staff for protocols to accomplish emergency shutdowns or other sudden, unplanned termination of the refilling process. Contractor shall provide 24/7 emergency contact name(s) and telephone number(s). 1.3.I 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 (Current Edition) for contractor owned and government owned systems. Any code deficiencies in the Medical Center's existing system, as defined by NFPA 55 (Current Edition), shall be identified by the contractor. A detailed explanation of these deficiencies shall be presented in writing to the COR. Receipt of this written explanation must be signed for by the COR. 1.3.2 Prior to first filling, and annually thereafter, the contractor shall verify, in writing, the accuracy of all gauges on contractor owned tanks. If the gauge(s) are government owned, contractor shall provide, if requested after award, a written proposal with price to verify accuracy of the gauge(s). The Governnment may choose to exercise this option at its desire. Acronyms This section lists acronyms that are used in this section and other parts of the contract. BOP - Federal Bureau of Prisons CCF - I 00 cubic feet CF - Cubic feet CGA - Compressed Gas Association CGMP - Current Good Manufacturing Practices CLIN - Contract Line Item Number Page 10 of 9 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 HWWVAMC Hershel Woody Williams VA Medical Center IHS - Indian Health Service NFPA - National Fire Protection Association USP - United States Pharmacopeia OGA - Other Government Agency (Other than VA) VA- Department of Veterans Affairs OSHA- U.S. Department of Labor, Occupational Safety and Health Administration Government-Furnished Property There will be no Government Furnished Property with this Contract. The Vendor will provide all necessary equipment and the Government will rent the Equipment for the Vendor. Contractor-Furnished Equipment The contractor shall provide, install and maintain bulk oxygen tank(s) with appropriate back-up system(s). HWWVAMC shall provide a suitable location and foundation for the installation of the contractor owned bulk oxygen tank(s). Additionally, HWWVAMC shall provide access to an electrical power source and hook-up to a facility-maintained alarm system. The contractor shall perform the hook-up of contractor owned equipment to the facility-maintained alarm system. 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 of 3,000 GLS and reserve system of 120 GLS are minimum capacities required by HWWVAMC. 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. All equipment and materials required to perform on the contract (other than what is specifically listed in section 3, Government-Furnished Property) 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 facility). Contractor owned equipment shall be kept in good operating condition and appearance, in accordance with applicable regulations, standards and normal good practices. The contractor shall be provided reasonable access to the bulk oxygen systems for this purpose. Transition Period/Installation of Contractor-Owned Equipment TRANSITION PERIOD: Within the last 90 days of the contract term, a transition period shall be required during which the incumbent contractor shall continue to provide bulk oxygen supplies and services at the existing contract prices while the incoming contractor is transitioning over. Phase In: The incoming contractor shall replace all appropriate VA authorized (incumbent contractor­ owned) equipment presently located at the facility with the incoming contractor's equipment as soon as possible after award, but not to exceed ninety (90) days from date of contract award. Incoming contractor shall coordinate with the incumbent contractor during the transition period relating to the removal of the incumbent contractor's equipment from the facility. The change shall include delivery, setup, and instruction as further specified herein, and shall be accomplished without disruption in supplies and services. The billing period shall begin on the noted transition date. Payments shall be assessed based on the providers established rate and prorated from setup date. Prorated monthly rates are based on a 30-day month. Phase Out: The contractor must realize that the services being provided under this contract are vital and must be continued uninterrupted. The outgoing contractor shall not remove any equipment from the facility until replacement equipment has been installed. The outgoing contractor shall coordinate transition of equipment / services with the incoming contractor as soon as possible, but not to exceed ninety (90) days from date of contract expiration. If additional transition time is required beyond contract expiration, a separate Purchase Order shall be issued to the contractor for payment of services on a pro­ rated basis. Prorated monthly rates are based on a 30-day month. No guarantee is given or implied that data included in the schedule regarding contractor owned equipment currently located at the facility 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 submit questions to the Contracting Officer requesting local facility schematic for the facility sites prior to submitting a quote and take other steps as may be reasonably necessary to ascertain the nature and 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 offerors from the responsibility of estimating properly the difficulty and cost of successfully performing the work. Site visits may be arranged by contacting Contracting Officer designated for this Contract. All contractor owned equipment shall be installed in accordance with NFPA 55: Compressed Gases and Cryogenic Fluids Code, Current Edition, NFPA 99 Standard for Health Care Facilities, Current 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. Delivery of Medical Liquid Bulk Oxvgen Bulk oxygen is ordered by and delivered to the Hershel Woody Williams VA Medical Center located at 1540 Spring Valley Drive, Huntington, WV 25704. The contractor shall deliver medical-grade liquid oxygen to the Hershel Woody Williams VA Medical Center. Unless otherwise authorized, HWWVAMC shall accept deliveries Monday through Friday, between the hours of 07:00am 9:00am. The standard delivery is no greater than three (3) business days, the specific days of the week for delivery, the specific time intervals between deliveries, a specified reorder point, or other specified ordering and delivery methods. For alternate delivery methods such as pre-scheduled deliveries, calling for tank level readings, installing a telemetry unit, etc., the contractor must provide 24-hour notice prior to delivery. If for any reason the contractor is unable to deliver at the agreed upon day or time, the contractor shall provide 24-hour notice to the COR, so that the facility can initiate an alternate backup action. In the event that the VA has to contact another firm for this delivery, the VA shall submit a bill of collection to the contractor. 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 HWWVAMC. 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. Tanks(s) shall 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 COR. At the time of each delivery, contractor shall 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 countersigned by the facility representative supervising the delivery. Emergency delivery shall be provided within 24 hours after receipt of Government notification. Contractor shall 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. Once validated, the facility will post the facility and contractor contact names and numbers on the oxygen tank and at each monitoring point at the facility so that 24/7 supplier staff coverage is assured. Contractor shall not be required to make deliveries on Federal Holidays (excluding Emergency Deliveries). When the normal delivery day falls on a Holiday, the Contractor shall make delivery on the next day following the holiday. New Year's Day Martin Luther King's Birthday (3rd Monday in January) Presidents Day (3rd Monday in February) Memorial Day (last Monday in May) Independence Day (July 4th) Labor Day (1st Monday in September) Columbus Day (2nd Monday in October) Veterans Day (November 11th Thanksgiving Day Christmas Day Or any day that is declared a national Holiday per Executive Order by the President Note: If the holiday falls on a Saturday, it will be officially observed on the Friday before the holiday. If the holiday falls on a Sunday, it will be officially observed on Monday following the holiday. The holiday. Quality Assurance Specifications and Requirements 7.I 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). 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.). A valid certificate of analysis shall be provided with each delivery of liquid oxygen. The certificate shall include, at a minimum: Supplier's name and complete address; Name of the Product (i.e. Oxygen U.S.P.); An Air Liquefaction Statement where appropriate Lot number or other unique identification Number. 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.); 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.); and Signature of authorized supplier representative and date. Safety Data Sheets shall be provided to each facility COR upon request. A copy of all inspection reports shall be provided to each facility COR upon the completion of any contractor owned or Government owned bulk oxygen system inspections that are required by regulation. All contractor owned equipment shall be maintained or repaired in accordance with NFPA 55 (Current Edition) and FDA's Current Good Manufacturing Practices (CGMP) Regulations. The contractor shall have all current licenses for the distribution of Medical Grade Bulk Liquid Oxygen, if required by state and federal agencies. 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 1910.104 Applies to the installation of bulk oxygen systems on industrial and institutional consumer premises 49 CFR- Transportation Federal Food, Drug, and Cosmetic Act NFPA 55: Compressed Gases and Cryogenic Fluids NFPA 99: Standard for Health Care Facilities 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 I ft' liquid 02 = 860.6 ft' gas (Table I) I ft' liquid 02 = 7.48052 gal (Table 2) Therefore: 7.48052 gal (I ft') liquid 02 = 860.6 ft' gas I gal liquid 02 = 860.6 ft' gas 7.48052 I gal liquid 02 = 115.05 ft' gas or more commonly quoted as I gal liquid 02 = 115.1 ft' gas Contractor Owned Cylinders This section applies to all contractor owned cylinders that are provided under this contract as a back­ up system to a primary bulk oxygen system. Laws and Regulations: Cylinders and other containers for gaseous and liquid forms of gases shall comply with the Department of Transportation specifications and shall be maintained, filled, marked, labeled, and shipped to comply with current and subsequent updates to DOT regulations (Title 49- Transportation, Code of Federal Regulations). Packaging, labeling, etc., for medical gases shall also comply with the Federal Food, Drug, and Cosmetic Act. Page 3 of 3 Marking: In addition to marking required by the afore mentioned laws and regulations, marking shall comply with American National Standards Z48.l-1954 (R 1971), "Method of Marking Portable Compressed Gas Containers to Identify the Material Contained." All unauthorized or inapplicable markings, tags, and labels shall be removed. When shipment is by commercial carrier, shipping tags complying with Federal Standard 123F dated 5/15/91 shall be attached to each cylinder so as to be protected by the valve protection cap. The contract data markings required by the applicable standard shall be applied to one side of the tag and the identification markings on the reverse side. Consignee markings may be omitted when shipment is by contractor's truck. Valves: Valves shall comply with Compressed Gas Associates Standard CGA-V-1 (Current Edition), "Standard for Compressed Gas Cylinder Valve Outlet and Inlet Connections." Valve protection caps for cylinders designed to receive such caps shall be securely attached to the cylinders in a manner to protect the valves from injury during transit and delivery to the purchaser's receiving area. Refer to 49 CFR l 73.30l(g)). Color Coding: All cylinders shall be color coded in accordance with the Compressed Gas Association Pamphlet CGA C-9-1988, "Standard Color Marking Of Compressed Gas Containers Intended For Medical Use." The contractor shall be responsible for all testing required by regulation of contractor owned cylinders at no additional cost to the Government. The offeror's price for the oxygen shall include the furnishing of, at no additional cost, all services which are required at each and every filling of a cylinder to comply with applicable regulations, specifications, and normal good practices. Such services are of the type normally provided in the supply of medical cylinder gases, and shall include, but not be limited to: tags indicating cylinder is "Full," In Use," or "Empty"; inspection, testing, evaluation, and cleaning services required at each and every filling; pin-indexing, when required, and attachment of Government-furnished warning tags, when required. Attaching of oxygen cylinders to manifold systems, when required, shall also be performed by the contractor at no additional cost. In addition to services listed in this paragraph, the contractor is responsible for all maintenance and testing of contractor-owned cylinders. Government Owned Cylinders IO.I Individual Agency Ownership of Cylinders: Government owned cylinders shall remain the property of the individual ordering (owning) agency and shall not be exchanged for other cylinders, either government-owned or contractor-owned, without authorization of the Contracting Officer Representative (COR) at the ordering agency. NOTES All Capability Statements/Responses to this Sources Sought notice shall be submitted via email only to stephanie.henderson3@va.gov. Telephone, Fax, or any other form of communication inquiries will not be reviewed or accepted in response to this Sources Sought notice. Responses to this Sources Sought notice must be received no later than 10/22/2020 at 1:00 p.m. (Eastern Standard Time). This Sources Sought notice is to assist the VA in determining sources only. A solicitation is not currently available. If a solicitation is issued, it may or may not be announced at a later date, and all interested parties shall respond to that solicitation announcement separately from the responses to this Sources Sought notice. DISCLAIMER This Request for Information (RFI) is issued for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked a proprietary will be handled accordingly in accordance with (IAW) Federal Acquisition Regulation (FAR) 15.201(e), RFIs may be used when the Government does not presently intend to award a contract, but wants to obtain price, delivery, other market information, or capabilities for planning purposes. Responses to these notices are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses incurred associated with responding to this RFI. Please reference the following in your email subject line: 36C24521Q0028 Sources Sought Notice Response End of Notice
Contact Information
Contracting Office Address
  • LINTHICUM , MD 21090
  • USA
Primary Point of Contact
Secondary Point of Contact

  • Oct 13, 2020 01:30 pm EDTSources Sought (Original)


Not a USAOPPS Member Yet?

Get unlimited access to thousands of active local, state and federal government bids and awards in All 50 States.

Start Free Trial Today >