Inactive Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)

This is a Sources Sought notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted... This is a Sources Sought notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted in response to this Source Sought notice. Respondents will not be notified of the results of the evaluation. The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS 541380 (Testing Laboratories and Services) with a size standard $19.0 million. The Department of Veterans Affairs (VA), Network Contracting Office 1 (NCO 1) is seeking to identify any vendor capable of providing Fire Protection Services at the Bedford VAMC per the requirements below. Refer to the Performance Work Statement below for the requested requirement description. The standard shall be of quality; meeting or exceeding those outlined in the Performance Work Statement. This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirement described below. Vendors are being invited to submit information relative to their potential to fulfill this requirement, in the form of a capability response that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy. Submission Instructions: Interested parties who consider themselves qualified to supply Medical Gas Testing, Inspection, and Preventative Maintenance are invited to submit a response to this Sources Sought Notice by 03-07-2025. All responses under this Sources Sought Notice must be emailed to carissa.sarazin@va.gov. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Interested parties should complete the attached Sources Sought Worksheet. Parties may submit additional information related to their capabilities, provided it contains all the requirements contained in the Sources Sought Worksheet. Responses to this Sources Sought shall not exceed 8 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format. SAM: Interested parties shall be register in the System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. SAM information can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220. Interested parties not registered in SAM will be ineligible to receive a government contract, should a solicitation be issued resulting from this Sources Sought. VISTA: The VA utilizes VISTA to issue a purchase order and liquidate invoices. Failure to register in VISTA may result in exclusion from the issuance of a VA contract, should a solicitation be issued resulting from this Sources Sought. Attachment 1 Sources Sought Worksheet QUALIFICATION INFORMATION: Company / Institute Name: _______________________________________________________ Address: ______________________________________________________________________ Phone Number: ________________________________________________________________ Point of Contact: _______________________________________________________________ E-mail Address: ________________________________________________________________ Unique Entity Identifier (UEI) #: ___________________________________________________ CAGE Code: __________________________________________________________________ Other available contract vehicles (GSA/FSS/NASA SEWP/ETC): ________________________ _____________________________________________________________________________ _____________________________________________________________________________ SOCIO-ECONOMIC STATUS: VIP Verified SDVOSB: (Y / N) VIP Verified VOSB: (Y / N) 8(a): (Y / N) HUBZone: (Y / N) Economically Disadvantaged Women-Owned Small Business: (Y / N) Women-Owned Small Business: (Y / N) Small Business: (Y / N) NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and Center for Veterans Enterprise (CVE) verified in VetBiz Registry www.vetbiz.gov. BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION. CAPABILITY STATEMENT: Provide a brief capability and interest in providing the supply of Fire Protection Services as listed in Attachment 2 Statement of Work with enough information to determine if your company can meet the requirement. The capabilities statement for this Sources Sought is not a Request for Quotation, Request for Proposal or Invitation for Bid, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company s ability to provide the services outlined in the SOW. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Attachment 2 MEDICAL GAS AND VACUUM SYSTEM SCOPE OF WORK INSPECTION & TESTING SECTION 1: GENERAL REQUIREMENTS Program Information The contractor shall provide all personnel, management, materials, parts, equipment, tools, supplies, labor, and transportation required to perform the inspection and testing of the medical gas and vacuum systems at the Department of Veterans Affairs, Edith Nourse Rogers Memorial Veterans Hospital at 200 Springs Road, Bedford, MA. 01730 All work shall be conducted in accordance with NFPA 99: Health Care Facilities Code, 2012 edition, NFPA 55: Compressed Gases and Cryogenic Fluids Code, 2010 edition, ASSE 6000: Professional Qualifications Standard for Medical Gas Systems Personnel, 2013 edition, United States Pharmacopeia/Compressed Gas Association Standards, and all other applicable codes and standards for medical gas and vacuum systems or as required by Joint Commission and Long-Term Care. All work shall be conducted as indicated by VHA Directive 7515, All work shall be conducted in accordance with the VA Environment of Care Standard (EC) 02.05.09 per the following: EP 1 - Critical Components of piped medical gas systems, including master alarm panels, area alarm panels, automatic pressure switches, shutoff valves, flexible connectors, and outlets are inspected, tested, and maintained EP 2 Piped medical gas and vacuum systems are tested for purity, correct gas, and proper pressure when installed, modified, or repaired. EP 3 Main supply and area shutoff valves are accessible and clearly identified what the valve controls If the following inspection and testing methods and procedures or those identified in the equipment manufacturer s operation and maintenance manuals cannot be followed, a substitute procedure shall be submitted to the owner for review and approval prior to conducting inspection and testing. This program is designed to provide the Bedford VA Hospital with a complete and thorough inspection and testing of all medical gas systems serving their facilities. All work shall be conducted by individuals who are technically competent certified, and experienced in the field of medical gas and pipeline testing, who meeting the requirements of ASSE 6020, Professional Qualifications Standard for Medical Gas Systems Inspectors, ASSE 6330, Professional Qualifications standards for Medical Gas Systems verifiers, ASSE 6040, Professional Qualification Standards for Medical Gas Systems Maintenance Personnel, All inspections and testing shall be conducted by personnel who are MGPHO Credentialed Medical Gas Verifiers (CMGV). Certification shall be submitted with the offer. No work shall begin until a schedule for work has been submitted and approved by the COR. Once approved the contractor and all individuals associated with this contract reports to Engineering Administration Office and contractor will notify the COR that they are on station. The testing agency shall coordinate the schedule of work with the COR of this contract and shall provide a written request 2 weeks prior to proceeding with work. The Individuals working on any Medical Gas Systems must show proof of the following certification. ASSE 6020, ASSE 6330, ASSE 6040, and ASSE 6010. All certifications must be up to date. Any Contractors/Vendor not showing proof of Certifications will be disqualified. Once work begins, the individuals conducting the work shall submit a work summary of issues and work completed via email within 2 business days. Once the work has been completed, the contractor shall provide a complete written and itemized report of all findings and certifications within 14 working days and shall also provide a printable report via e-mail to the COR. The work shall include providing a written outline of recommendations from NFPA 99, 2012 Edition. The work shall include notification immediately to the COR if any life-threatening condition exist during the inspections and testing. Testing Agency Responsibilities The testing agency shall become familiar with the medical gas systems in their entirety prior to the commencement of any work at the Bedford Veteran Affairs facility. The testing agency shall conduct an initial equipment survey noting the number and conditions of all equipment. The testing agency shall provide project management for a complete inspection and testing program. The testing agency shall provide all required materials and labor to complete this work The testing agency shall provide a work schedule for each area of the facility where work will be conducted, and all scheduling will be through the COR as to not interfere with patient care. The testing agency s work plan shall include requirements for respirators or confine space entry, then the testing agency s written program, as an electronic and hardcopy, must be submitted for review to the COR of this contract 2 weeks prior to work. All work shall be completed in a manner that causes the least amount of disruption to patients, staff, visitors, and patient care areas and shall not interfere with patient care operation of the facility. The testing agency shall take all reasonable precautions necessary to protect persons and property from injury or damage during performance of this work. The testing agency shall be responsible for any injury to himself/herself, his/her employees, as well as for any damage to any personal or public property that occurs during the performance of this work that is caused by his/her fault or negligence, and shall maintain, profession and /or personal liability and property damage insurance as required by law of the State of Massachusetts. Interruption of Medical Gas Services The interruption of medical gas services (i.e. closure of valves, raising and lowering pressures etc.) shall be prohibited without the approval of the contract s COR. Interruption of medical gas services shall be considered a medical gas shutdown and the Facility shutdown procedure shall be followed. Interruption of medical gas service shall be requested using the following procedure. Notification of the contract s COR no less than (1) week in advance of the proposed interruption of medical gas services. Do not proceed with interruption of medical gas service without the contract s COR written permission. Testing agency is responsible for all temporary connections, staffing, and equipment required to maintain operation of the systems, per the contract s COR requirements, while the system shutdown in is progress. SECTION 2: INSPECTION AND TESTING REQUIREMENTS 2.01 General A. The inspection and testing of the medical gas system shall be conducted in accordance with the standards set forth in NFPA 99, 2012 edition, NFPA 55, 2013 edition, and as recommended in the ASSE 6000 Professional Qualifications Standard for Medical Gas Systems. B. All inspections and testing shall be conducted per the manufacturer s instructions as identified in the medical gas equipment operation and maintenance manuals. C. Minor corrections shall be completed at the time of inspection. D. If the following inspection and testing methods and procedures or those identified in the equipment manufacturer s operation and maintenance manual cannot be followed, a substitute procedure shall be submitted to the contracts COR for review and approval prior to conducting inspection and testing. F. All recommendations for system improvement shall be provided on a separate Medical Gas System Recommendations Report. 2.02 Equipment Inventory Building# 2 Bulk Liquid Oxygen Central Supply System Medical Air Compressor Central Supply System Medical-Surgical Vacuum Central Supply System Dental Air Compressor Central Supply System Dental Vacuum central Supply System Dental Manifolds All Source and Critical Control Valves All Zone Valves All Area Alarms All Station Outlets and Inlets All Patient Panels Building# 4 Bulk Liquid Oxygen Central Supply System Medical Air Compressor Central Supply System Medical-Surgical Vacuum Central Supply System All Source and Critical Control Valves All Zone Valves All Area Alarm Panels All Stations Outlets and Inlets All Patient Panels Building# 78 Bulk Liquid Oxygen Central Supply System Medical Air Compressor Central Supply System Medical-Surgical Vacuum Central Supply System All Source and Critical Control Valves All Zone Valves All Area Alarm Panels All Station Outlets and Inlets All Patient Panels The scope of work shall include the inspection of the system above on a semi-annual basis. System will be inspected and tested twice a year. SECTION: 3 MAINTENANCE: Contractor shall supply all labor, test instruments, tools parts, and material required to perform all maintenance works on the medical gas systems as listed as required by the manufacture: BUILDING # 2- PREVENTIVE MAINTENANCE SERVICES Manufacturer recommended, at minimum semi-annual, PM Services- Vacuum Systems Medical Vacuum Dental Vacuum Manufacturer recommended, at minimum semi-annual, PM Services - Compressed Air Systems Medical Air System Dental Air System Biennial PM Service- Medical Air Quality Monitoring Systems Provide install, calibrate sensors for the medical air monitors, Dew point sensor, carbon dioxide sensor, and oxygen sensor. BUILDING # 78 PREVENTIVE MAINTENANCE SERVICES Manufacturer recommended, at minimum semi-annual, PM Services - Medical Air and Vacuum Systems Medical Air System Medical Vacuum System Provide install, calibrate sensors, for medical air monitors, dew point sensor, carbon dioxide sensor, and oxygen sensor. BUILDING # 4 PREVENTIVE MAINTENANCE SERVICES Manufacturer recommended, at minimum semi-annual, PM Services - Medical Air and Vacuum Systems Medical Air System Medical Vacuum System Provide install, calibrate sensors, for medical air monitors, dew point sensor, carbon dioxide sensor, and oxygen sensor BUILDING # 2,4,78 INSPECTION, TESTING AND PERFORMANCE VERIFICATION SERVICES Semi-Annual Medical Gas Pipeline Purity Testing Semi-Annual Oxygen USP Purity Testing Semi-Annual Medical Air USP Testing CLARIFICATION AND EXCLUSIONS All work is to be performed during normal business hours. Contractor shall remove all replaced parts, and materials from the VA property and make sure that the working area and equipment is clean of any debris. DOCUMENTATION AND REPORTS ON MAINTENANCE PERFORMED Contractor shall provide a maintenance report complete with all maintenance task that were performed this includes documentation of all maintenance material used and the identification of any equipment not meeting the regulatory requirements. A PDF of report shall be sent to COR. PERFORMANCE STANDARDS Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards. The Performance Requirements Summary Matrix, paragraph as provided below includes performance standards. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL). Required Services (Tasks) Performance Standards Acceptable Quality Levels Methods of Surveillance Certifications Current Technicians maintain licenses 100% COR random review Inspections (timeliness) Per schedule on all units 100% Random Review Reporting Itemized report of all findings and certifications within 14 working days or work 99% Random Review RECORDS MANAGEMENT OBLIGATIONS A.  Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.  B.  Definitions Federal record as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.  The term Federal record: includes VHA records. does not include personal materials. applies to records created, received, or maintained by Contractors pursuant to their VHA contract. may include deliverables and documentation associated with deliverables. C.  Requirements Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. In accordance with 36 CFR 1222.32, the Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. VHA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VHA or destroyed except in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, the Contractor must report to VHA. The agency must report promptly to NARA in accordance with 36 CFR 1230. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records, and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records, and/or equipment is no longer required, it shall be returned to VHA control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material, and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VHA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VHA policy. The Contractor shall not create or maintain any records containing any non-public VHA information that is not specifically tied to or authorized by the contract. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act. The VHA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VHA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. Training.  All Contractor employees assigned to this contract who create, work with or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. ** VHA training for contractors is available in Talent Management System (TMS):    Records Management for Records Officers and Liaisons, Item #3873736  D.  Flow down of requirements to subcontractors The Contractor shall incorporate the substance of this clause, its terms, and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.