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Performance Work Statement for FY21 Medical Gas Systems 10 Document Type: Sources Sought Solicitation Number: N/A Original Response Date: October 16, 2020 NAICS CODE: 811219 Contracting Office Informa... Performance Work Statement for FY21 Medical Gas Systems 10 Document Type: Sources Sought Solicitation Number: N/A Original Response Date: October 16, 2020 NAICS CODE: 811219 Contracting Office Information: Department of Veterans Affairs Network Contracting Office 3 130 W. Kingsbridge Road Rm. 9b16 Bronx NY 10468 Synopsis: Please note that this is not a request for quotes or proposals, the Government is seeking information for market research purposes only. The Department of Veterans Affairs, New York Harbor Healthcare System (ALL SITES to include: Brooklyn and Saint Albans), is conducting a market survey for qualified firms capable of providing the following services for New York Harbor Healthcare System. PURPOSE Obtain maintenance and repair services, safety inspections and testing Medical Gas Systems Plant and associate Equipment, at the Brooklyn VA Medical Center ( BK VA ) and St. Albans Community Living Center ( SA CLC ), referred to as the Government. SCOPE OF WORK. The contractor shall provide all personnel, equipment, tools, vehicles, materials, supervision, and other items and services necessary to perform preventative maintenance and repair tasks functions for the equipment, utility systems, and facility maintenance items, described in the solicitation. Below is the site-specific information for the Brooklyn Campus and St. Albans Community Living Center of the NY Harbor Healthcare System, Department of Veterans Affairs. FACILITIES. All billable corrective maintenance and repair work performed for the equipment shall be performed when authorized by the CO or COR and in accordance with a Government-approved technical instructions and facility priorities. PERSONNEL QUALIFICATIONS. Before allowing employees to start work under the terms of this contract, the Contractor shall ensure that employees have the required qualifications and, if applicable, have the required current and valid professional certifications and licenses in compliance with federal, state, and local environmental requirements or laws. Personnel operating motor vehicles will have a valid state driver s license and abide by all NY Harbor Healthcare System traffic laws, i.e. hands-free cell phone use while driving, and parking requirements. When requested, the Contractor will provide the CO and on-site COR with information on the qualifications or certifications for employees and sub-Contractors. Licensed journeyman tradespersons shall be licensed for their respective trades in accordance with city, county, state or federal requirements. * Note: All trades personnel shall have universal certification. Electricians/Mechanics working on systems shall be qualified and experienced in hospitals work. Contactor will ensure all certificates, licenses, permits and bonds are kept current and valid. All licenses and certifications will be submitted to the on-site COR and QAE annually or as requested. Associated training, licensing and certifications expenses shall be borne by the Contractor. Minimum Staffing -The Contractor will maintain minimum staffing requirements on a 24/7/365 basis to respond to emergencies. The Contractor is encouraged to perform maintenance that affects the normal operations of the healthcare facility during off peak hours to the fullest extent possible to reduce patient care interruption. Personnel Requirements for the Medical Gas Systems. The Contractor will ensure all tradespersons (i.e., engineers, electricians, and Medical Gas Systems mechanics, etc.) who perform maintenance on the systems and equipment in Medical Gas Systems Plants/Electrical Systems are licensed and have received adequate training prior to operating or maintaining the systems/equipment. SYSTEM DESCRIPTIONS: Medical Gas Systems. The Contractor shall be responsible for preventative maintenance, repairs, and certification of medical and dental of Medical Center Piped Systems. The medical gases Systems includes Oxygen (Bulk Liquid Oxygen), Medical and Lab Air, Medical and Lab vacuum, Nitrogen and Nitrous Oxide systems (to include all outlets, inlets, valves, alarms, source equipment and Central Remote Alarm System) and all associated/ peripheral equipment/devices. The Contractor is required to inspect, service and maintain in good working order in accordance with the manufacturer's recommendations, prevailing industry standards and local, state, national, and international codes. Medical gas technicians who replace or breach the integrity of the medical gas system shall be licensed plumbers and have the required medical gas credentials, including National Fire Protection Association (NFPA) Braising Certification and an NFPA Inspection Certification. Work shall be accomplished in accordance with the medical gas code, criteria, standards and guidelines. Following any breach of the medical gas system and its repair, the responsible Contractor shall bring in a third-party medical gas certifier to certify the system. It is advised and recommended that the contractor will perform a field Site Visit in the Hospital to determine the exact number(s) and type(s) of associate equipment and/or device(s) before the submission of price proposal. In the conclusion of the site visit the contractor shall provide a detailed list of all associate equipment(s) and/or device(s) to the VHA. Attachment A to be used as a reference only and not to be consider as a complete list of equipment. SCHEDULED MAINTENANCE. The Contractor shall obtain all parts, materials, and supplies necessary to perform scheduled maintenance, also known as preventive maintenance (PM), and the contractor shall be responsible for the cost of all manufacturer/industry standard PM replacement parts/materials/lubricants. The contractor shall review the manufacturer s requirements for scheduled maintenance for the systems/equipment and recommend to the Chief of Maintenance and Operations. The contractor shall ensure that the level of preventive maintenance (tasks, frequency, etc.) is adequate to preserve the manufacturer s warranty on the systems/equipment, and that contractor personnel and subcontractors that are used to perform scheduled maintenance during the warranty period are qualified by the systems/equipment manufacturer where necessary to preserve the warranty on the systems/equipment. The Contractor will also ensure that all scheduled maintenance complies with applicable codes and standards (i.e., NFPA, etc.). The contractor shall provide written information to the Chief of Operations and Maintenance outlining manufacturer PM tasks to be incorporated into each item s PM schedule. In Attachment A; Equipment Inventory, some descriptions are listed to explain in detail what is currently being accomplished during a PM. UNSCHEDULED (CORRECTIVE) MAINTENANCE (CM). In the event that VA maintenance staff or inspector identified equipment that is in need for necessary repairs or parts replacement, the contractor shall provide labor and materials as assistance to the VA staff to perform the necessary repair. Parts & Materials the Contractor shall obtain all parts, materials, and supplies for individual scheduled and unscheduled maintenance actions for the systems under Service Contract, which shall be included in the Contractor s firm fixed price. All costs under Scheduled and Unscheduled Service shall be borne by the Contractor. Acquisition of Materials, Parts and Supplies. Materials, parts and supplies will be procured on a competitive basis by the Contractor. If a lack of competition exists, a justification will be provided to the on-site COR and CO. Discounts and rebates on items will be credited to the Government. All purchase documents will be made available for review and audit by the on- site COR and CO. For individual unscheduled maintenance actions, the work will be performed in accordance with a Government-approved technical instruction, and the Contractor shall obtain all parts, materials, supplies and labor for individual unscheduled maintenance actions and repairs which cost less than or equal to $2500. Labor is not calculated into the $2,500 threshold if performed by on-site contractor personnel during normal duty hours. Labor obtained via sub- contract can be included in the cost determination, however the CMM must demonstrate to the COR that the repair is beyond the capabilities of on-site maintenance mechanics to execute in- house. Retain Replaced Parts and Components. Replaced parts with acquisition value of $500.00 or greater will be retained for at least ten (10) days after completion of the job and these parts will be readily available for inspection by the on-site COR upon request. When disputes arise concerning material, parts and components selected for work items already accomplished, the Contractor will, at no cost to the Government, remove, replace, and/or rework material, systems, equipment, or components so compliance with the Government's requirements is satisfied. The CO and on-site COR retains the right to specify the kind and quality of all materials, parts, and supplies. Non-reimbursable Supplies and Services. The Contractor shall provide, at Contractor expense, all office supplies and services such as copying machines, fax machines and paper, variety of colored bond paper for monthly PM work orders, toner and associated expendable office supplies required to perform this contract. Additionally, internet service and long distance telephone service expenses shall be borne by the Contractor. WARRANTY ENFORCEMENT. The on-site COR shall be responsible for tracking and Contractor compliance with manufacturers and contract warranties and shall maintain on-site records of equipment bearing warranties in addition to ensuring the Contractor provides fully completed worksheets to the Facility Management. The Contractor will annotate equipment O&M records showing warranted items and warranty expiration dates on all equipment. The Contractor shall provide supporting documentation for any warranty claims to the on-site COR. The Government will provide the Contractor with all existing warranty documentation at the start of the task order. Warranty Service Response. The Contractor shall normally conduct first look, with response based on the Response and Completion Table in page 1 above, for all infrastructure systems under warranty, without voiding the warranty. The Contractor shall utilize a warranty response priority system for bringing the appropriate warranty outside contractor (Manufacturer or their qualified warranty responder) based on the following priority system: Priority Code 1. Emergency Warranty Response Required. The facility maintenance Contractor shall determine the EMERGENCY nature, based on criteria noted in the Response Definitions table at page 1 above, of the warranty service call, with confirmation by the on-site COR, where the warranty outside contractor shall respond on-site within 4 hours to conduct evaluation and determine course of action and initiate work within 2 hours following the on-site response time. Work shall continue until the problem is repaired/ resolved. Priority Code 2. Urgent Warranty Response Required. The facility maintenance Contractor shall determine the URGENT nature, based on criteria noted in the Response Definitions table at page 1 above, of the warranty service call, with confirmation by the on-site COR, where the warranty outside contractor shall respond on-site within 8 hours to conduct evaluation and determine course of action and initiate work within 2 hours following the on-site response time. Work shall continue until the problem is repaired/ resolved. Priority Code 3. Routine Warranty Response Required. The facility maintenance Contractor shall determine the ROUTINE nature, based on criteria noted in the Response Definitions table at page 1 above, of the warranty service call, with confirmation by the on-site COR, where the warranty outside contractor shall respond on-site within 3 days to conduct evaluation and determine course of action and initiate work within 2 hours following the on-site response time. Work shall continue until the problem is repaired/ resolved. Exclusions and Initial Inspection Period: After task order award, the contractors shall perform a complete initial inspection of all building systems for which maintenance coverage is specified. The period for inspection will be 20 days. The contractor shall provide a detailed written report, with photographs (electronic and hard copy), of their findings to include a complete description of deficiencies with digital photographs. All items that will require additional work prior to inclusion under service performance-based task order shall be identified by line item with an estimated price for repair or replacement. The COR will validate the list. The contracting officer will settle disputes between vendor list and the government validation. If the government elects not to repair/replace the items identified they are to be identified for exclusion under the task order proposal period. Contractors shall not include any items that would be replaced, repaired or adjusted during performance of normal preventive maintenance. Equipment Repair/Replacement: The Contractor shall assume responsibility for all Service repairs to the equipment, whether the repair is conducted by the General Maintenance Contractor or a hired sub-contractor. Deficiencies found subsequent to/after the initial Contractor RPIE survey/inspection will not be considered preexisting and the repair shall be the responsibility of the Contractor. Existing Deficiencies: Nothing in this section pertaining to existing deficiencies shall be construed as diminishing the obligations imposed by this agreement upon the contractor, to operate and maintain any deficient item to the extent possible. The Contractor shall be responsible for maintaining proper operation of all RPIE whether identified or not on the initial Contractor RPIE survey/inspection. The Contractor will not be held responsible to replace RPIE/infrastructure installed as part of a new construction or renovation conducted outside of this facility maintenance contract that has deficiencies as a result of Architectural and Engineering Design Deficiencies. However, the Contractor shall be responsible to properly maintain (PM and CM) all RPIE as identified under the Service Contract. Removal From Coverage: Contractors shall notify the CO and COR at least one (1) year prior to the effective date of their intent to remove an equipment item from coverage because it has passed life expectancy and can no longer be economically maintained. This change can only be done after the year has expired and at next task order renewal period. The facility must take appropriate action to replace the equipment in order to have coverage on that specific equipment item. In the event the facility cannot or does not replace identified equipment, coverage for that equipment will cease and the task order price will be reduced accordingly. Note: PM labor and PM parts will continue to be provided at FSS rates for items that are dropped off of the coverage. DELIVERABLES: The contractor will provide (3 copies) a report to the Chief of Engineering on the effectiveness of the PM program; (b) provide quantitative results analysis of the impact of the PM program. The report is to be provided within the completion of the PM cycle (monthly PM-monthly report, semi-annual PM- semi-annual report ). EVALUATION FACTORS: The facility will evaluate all proposals and contractors based on the following factors: Technical Proposal: Demonstrate an understanding and acceptance of the scope of work and RFP requirements. Demonstrate the ability to meet the requirements of the scope of work. Team Arrangements & Subcontracting Plan: Provide Resumes of Key Personnel Provide Information Flow and Delegation of Authority and Responsibility to execute maintenance tasks Past Performance: The contractor perform work that is the same or similar in nature, size, and complexity to the services being procured under this Solicitation. Recent Past Performance Relevant Post Performance Past Performance Confidence Rating Sub- Contractors: a) The sub-contractor will identify his Key Subcontractors Price Proposal: a) Price will be evaluated to determine whether it is reasonable and if it reflects the offeror understands of the work. This factor will be evaluated utilizing price analysis. Analysis will include review of price reasonableness and balanced pricing. Offeror s are cautioned that "materially unbalanced" prices and/or unreasonably high or low prices may cause your proposal to be deemed unacceptable and rejected. Quality Control Plan: a) VA Engineering will evaluate the offeror s ability to provide services that met the Hospital s quality requirements. The Offeror s performance will be examined to determine whether the quality of service necessary to provide conformance to contract requirements was met. Contractor s Capabilities: Contractor will have resources (employees, supervisors, material and equipment) dedicated specifically to the performance of this contract. A P.O.C. will be at each site Five (5) days a week for Eight (8) hours a day. TRAINING a. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems: Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems; Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training; Successfully complete the appropriate VA privacy training and annually complete required privacy training; and Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.] The contractor shall provide to the contracting officer and/or the COTR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete. Attachment A BROOKLYN CAMPUS 5th Floor Attic 2 Med Air Compressor 2 Lab Air Compressor 2 Med Vacuum Pumps 2 Lab Vacuum pumps 2 Vacuum Back up Pumps OXYGEN Oxygen is supplied from a 6000 Gallon vertical 2 tanks located on the oxygen pad near the South-West corner of the hospital building. The tank has a maximum pressure of 250 PSI and the line pressure is 52 PSI. An emergency shut-off valve is located at the point of entrance to the building at the South-West corner in the basement corridor. The oxygen is distributed via three (3) risers - one (1) in the main plumbing chase and two (2) in the North-West corner of the S- 9,10,11 Medical Gas Systems lobby. The following table shows which areas are served by which riser: AREAS SERVED BY THE PLUMBING CHASE RISER AREAS SERVED BY THE MEDICAL GAS SYSTEMS LOBBY RISER - EAST WING AREAS SERVED BY THE MEDICAL GAS SYSTEMS LOBBY RISER - WEST WING GROUND FL - EMERGENCY ROOM 1ST FL - DENTAL GROUND FL Radiation Therapy 4TH FL - OR'S 6 WEST 4TH FL - SICU 4 EAST 7 WEST 4 WEST 5 EAST 8 WEST 9TH FL West 11WEST 9TH FL - GI LASER SUITE AND RECOVERY ROOM 8 EAST 12WEST 10TH FL - West 10 EAST 10TH FL - BRONCHOSCOPY ROOM 11 EAST AREAS SERVED BY THE PLUMBING CHASE RISER AREAS SERVED BY THE MEDICAL GAS SYSTEMS LOBBY RISER - EAST WING AREAS SERVED BY THE MEDICAL GAS SYSTEMS LOBBY RISER - WEST WING 10TH FL -RESPIRATORY THERAPY ROOM 12 EAST 13WEST MEDICAL AIR Medical Air is supplied by a duplex Beacon Medical System air compressor located in the 5th floor attic. The units are 20 HP water sealed compressors with pressure switch settings at 90 PSI cut-in and 105 PSI cut-out. Air is fed through a desiccant dryer and regulated to 54 PSI for distribution. The system is equipped with a backup duplex NASH compressor set. The air is distributed via three (3) risers - one (1) in the main plumbing chase and two (2) in the North - West lobby of the S-9,10,11 Medical Gas Systems lobby. The following table shows which areas are served by which riser: AREAS SERVED BY THE PLUMBING CHASE RISER AREAS SERVED BY THE MEDICAL GAS SYSTEMS LOBBY RISER - EAST WING AREAS SERVED BY THE MEDICAL GAS SYSTEMS LOBBY RISER - WEST WING GROUND FL - EMERGENCY ROOM 1ST FL - DENTAL* GROUND FL Radiation Therapy 4TH FL - OR'S 6 WEST 4TH FL - SICU 4 EAST 7 WEST 4 WEST 8 WEST 9TH FL - West 11 WEST AREAS SERVED BY THE PLUMBING CHASE AREAS SERVED BY THE MEDICAL GAS SYSTEMS AREAS SERVED BY THE MEDICAL GAS SYSTEMS RISER LOBBY RISER - EAST WING LOBBY RISER - WEST WING 9TH FL - GI LASER SUITE AND RECOVERY ROOM 8 EAST 12 WEST 10TH FL - West 10 EAST 10TH FL - BRONCHOSCOPY ROOM 11 EAST 10TH FL -RESPIRATORY THERAPY ROOM 12 EAST 13WEST * A branch-off at the 5th floor Mechanical Equipment Room is fed through dental compressors and is distributed to the dental area via the plumbing chase at 100 PSI. VACUUM The Vacuum system is supplied by duplex Beacon Medical Systems vacuum pumps located in the 5th floor Mechanical Equipment Room. The Vacuum pumps are water sealed and are set to cut-in at 19 inches of Hg and cut-out at 26 inches of Hg. There is back-up duplex set of Vacuum pumps that cut in at 17 inches of Hg. The distribution is via three risers - one (1) in the main plumbing chase and two (2) in the North-West corner of the S-9,10,11 Medical Gas Systems lobby. The following table shows which areas are served by which riser: AREAS SERVED BY THE PLUMBING CHASE RISER AREAS SERVED BY THE MEDICAL GAS SYSTEMS LOBBY RISER - EAST WING AREAS SERVED BY THE MEDICAL GAS SYSTEMS LOBBY RISER - WEST WING GROUND FL - EMERGENCY ROOM 1ST FL - DENTAL GROUND FL Radiation Therapy 4TH FL - OR'S 6 WEST 4TH FL - SICU 4 EAST 7 WEST 4 WEST 8 WEST 9TH FL - West 11 WEST 9TH FL - GI LASER SUITE AND RECOVERY ROOM 8 EAST 12 WEST 10TH FL - West 10 EAST 10TH FL - BRONCHOSCOPY ROOM 11 EAST 10TH FL -RESPIRATORY THERAPY ROOM 12 EAST 13 WEST NITROUS OXIDE Nitrous oxide is distributed via a Beacon Medical System Lifeline two bank manifold system located on the ground floor of Bldg. 1. Each bank is supplied by eight (8) H size bottles of N2O and distributes the gas at 52 PSI. The manifold control assembly automatically switches to reserve bank and sounds alarm. A single riser goes to the 5th floor MER and branches off to individual operating room on the floor below. ZONE SHUT-OFFS AND ALARMS CENTRAL ALARM All areas indicated above are equipped with zone valves and pressure alarms. In addition, there are central alarms located in the following locations: Telephone Operator's Room SPD OR area Medical Gas Systems Plant The alarms monitor systems pressure and status of O2 and N2O bulk systems. ST. ALBANS COMMUNITY LIVING CENTER 2 Med Air Compressor 2 Lab Air Compressor 2 Med Vacuum Pumps 2 Lab Vacuum pumps 2 Vacuum Back up Pumps Oxygen is supplied from a 6000 Gallon vertical 2 tanks located on the oxygen pad near the South-West corner of the hospital building. The tank has a maximum pressure of 250 PSI and the line pressure is 52 PSI. An emergency shut-off valve is located at the point of entrance to the building. The oxygen is distributed via three (3) risers - one (1) in the main chase and two (2) in the corner. MEDICAL AIR Medical Air is supplied by a Duplex Beacon Medical System air compressor. The units are 20 HP water sealed compressors with pressure switch settings at 90 PSI cut-in and 105 PSI cut-out. Air is fed through a desiccant dryer and regulated to 54 PSI for distribution. The system is equipped with a backup duplex NASH compressor set. The air is distributed via three (3) risers - one (1) in the main chase and two (2) in the Medical Gas Systems lobby. VACUUM The Vacuum system is supplied by duplex Beacon Medical Systems vacuum pumps located in the 5th floor Mechanical Equipment Room. The Vacuum pumps are water sealed and are set to cut-in at 19 inches of Hg and cut-out at 26 inches of Hg. There is back-up duplex set of Vacuum pumps that cut in at 17 inches of Hg. The distribution is via three risers - one (1) in the main chase and two (2) in the Medical Gas Systems. NITROUS OXIDE Nitrous oxide is distributed via a Beacon Medical System Lifeline two bank manifold system located on the ground floor of Bldg. 1. Each bank is supplied by eight (8) H size bottles of N2O and distributes the gas at 52 PSI. The manifold control assembly automatically switches to reserve bank and sounds alarm. A single riser branches off to individual operating room on the floor below. ZONE SHUT-OFFS AND ALARMS CENTRAL ALARM All areas indicated above are equipped with zone valves and pressure alarms. In addition, there are central alarms located in the following locations: Telephone Operator's Room SPD OR area Medical Gas Systems Plant The alarms monitor systems pressure and status of O2 and N2O bulk systems. The North American Industry Classification Systems (NAICS) is 811219. Responses to this notice must be submitting in writing via email and must be received no later than October 16, 2020. No telephone inquiries will be accepted. The purpose of this notice is to gain knowledge of potential qualified sources for this procurement relative to NAICS 811219. Qualified offerors shall be experienced in addition to providers (sellers) capable of supporting this facility. Responses to this notice will be used by the Government to make appropriate acquisition decisions. Responses to this notice should include company/individual name, a service capability statement, and examples of similar facilities which you have provided services to DUNS number, address, and point of contact. If your firm is a Service-Disabled Veteran Owned or Veteran Owned Small Business, you must be CERTIFIED in VetBiz (see internet site: http://vip.vetbiz.gov). Responses to this notice must be submitted in writing (email or fax) and received no later than October 16, 2020 at 5:00PMEST. A solicitation is not currently available. If a solicitation is issued, it will be announced on Federal Business opportunities website http://www.sam.gov later, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement. Email: Samantha.Henderson2@va.gov or fax: 718-741-4722.