Inactive

Sources Sought Notice This notice is for planning purposes only and shall not be considered an invitation for bid, request for quotation, request for proposal, or as an obligation of the government to... Sources Sought Notice This notice is for planning purposes only and shall not be considered an invitation for bid, request for quotation, request for proposal, or as an obligation of the government to acquire any products or services. Responses to this notice will be used for informational purposes only and only for Network Contracting Office 5. No entitlement to payment of direct or indirect costs from the government will arise as a result from a response to this announcement. No contract will be awarded from this notice. The information requested in this notice will be used to determine available sources of reagents for the Phadia Instrument and place of manufacturer. The Department of Veterans Affairs, Veterans Health Administration, Network Contracting Office (NCO) 5 is seeking sources for the following procurement: Portable Compressed Oxygen North American Industry Classification System (NAICS) number is 325120. The NAICS size is 1200. Contractors that deem themselves capable of meeting the requirement shall provide the below information to Ryan Singletary, Contract Specialist, at ryan.singletary@va.gov no-later-than February 14, 2025 at 3PM, Eastern Time. Background The purpose of this acquisition is the repetitive delivery of USP size E with Grab n go REG/DISS integrated valve/regulatory cylinders to each VA Medical Center location for the VA Medical Healthcare System (VAMHCS). This will support patient care at VA Medical Center Baltimore, Perry Point and Loch Raven (VAMHCS). Type of Contract Network Contracting Office 5 intends to award an estimate of one single award firm fixed price Indefinite Delivery Indefinite Quantity contract five years based on results of market research. Statement of Work Medical Gases Department of Veterans Affairs VA Maryland Health Care System for Baltimore, Loch Raven and Perry Point Background. The purpose of this acquisition is the repetitive delivery of USP size E with Grab n go REG/DISS integrated valve/regulatory cylinders to each VA Medical Center location for the VA Medical Healthcare System (VAMHCS). This will support patient care at VA Medical Center Baltimore, Perry Point and Loch Raven (VAMHCS). Scope. The contractor shall be in the business of providing medical grade oxygen cylinders to: Department of Veterans Affairs Medical Center (VA) Loch Raven, 3901 The Almeda, Baltimore, Maryland 21218-2100 Department of Veterans Affairs Medical Center (VA) Baltimore, 10 N. Greene Street Baltimore, MD 21201 Department of Veterans Affairs Medical Center (VA) Perry Point, BLDG 23, Eighth Street & Avenue D Perryville MD 2190 The contractor or subcontractor is responsible for picking up empty cylinders from the designated delivery docks at: Baltimore located delivery dock cylinder room BB104. Loch Raven located Building 1, room G-14. Perry Point located building 23 room GG-109B. The contractor or sub-contractor shall make deliveries of full cylinders on scheduled delivery days at VA Medical Center Baltimore Maryland, VA Medical Center Loch Raven and Perry Point VA Medical Center ensuring that seals and Full/In Use/Empty tags or barriers are properly affixed. Furthermore, securing tanks with chains and ensuring that collection areas are locked or otherwise secured upon departure is essential. This is a one for one Non-Government owned cylinder exchange. At the time of each delivery, Contractor must provide a legible signed and dated written document that identifies the full quantity delivered and empty tank quantity returned. Contractor will ensure all empty cylinder tanks are retrieved during restocking process. This document must be counter-signed by the warehouse personnel who gives contractor access to the tanks or designated Supply Chain Management Service employee at time of delivery. Contractor or Sub-Contractor shall sign in and out of the facility with VAMHCS. Contractor will provide a monthly consolidated invoice clearly showing each line item and amount of each line item delivered for that month and each line items amount returned cylinder no later than the Monday of the first working week of the following month. Contractor or Sub-Contractor shall furnish all labor and materials needed to complete the work at no cost to the VAMHCS except as outlined in the contract. Contractor shall respond via phone call or email the same day to requests made for Emergent specialized gases needed for medical procedures. The Contractor or Sub-Contractor must be able to deliver gases in Emergent situations in a four-hour (from time of confirmation) delivery time frame as needed by the VAMHCS. Quantities shown in the Schedule of Supplies and Services are estimates of the VA Medical Center Baltimore, Loch Raven and Perry Point (VAMHCS). There is no express or implied guarantee that these quantities will be purchased. Any contract awarded under the solicitation will be an Indefinite Delivery/Indefinite Quantity for a period of five (5) years, pending availability of funds. All Option Periods will be exercised at the discretion of the Government. Period of Performance: The vendor shall begin services no later than 14 days after the contract award date. The period of performance is as follows: 04/01/2025 03/31/2030 This will be a five-year (5) IDIQ contract. Pricing Period One 04/01/2025 to 03/31/2026 Pricing Period Two - 04/01/2026 to 03/31/2027 Pricing Period Three - 04/01/2027 to 03/31/2028 Pricing Period Four - 04/01/2028 to 03/31/2029 Pricing Period Five - 04/01/2029 to 03/31/2030 Contractor Owned Equipment: All equipment and materials required to perform on the contract shall be provided by the contractor. Non-Government owned equipment shall be installed, inspected, inventoried, and maintained by the Contractor at the Contractor s expense (i.e., all installation, inspection, inventory, and maintenance costs shall be included in the contract s monthly equipment rental fee for the applicable facility.) Non-Government owned equipment shall be kept in good operating condition and appearance, in accordance with applicable regulations, standards and normal good practices. Contractor shall be provided reasonable access to all Medical Gases storage areas for this purpose. Installation of Non-Government Owned Equipment Unless otherwise directed by the using facility, non-government owned equipment shall be installed by the effective date of the contract No Exceptions; provided: If the Contractor s equipment replaces equipment already in use, the Contractor shall be allowed a maximum of ninety days after receipt of notice of award to complete installation. the exchange of equipment shall be accomplished without interruption of gas supply to the using facility. If Contractor Subcontracts to vendor currently servicing facility and no exchange of equipment applies, it will be the sole responsibility of the Contractor to inventory such equipment. Contractor/Subcontractor installed equipment shall remain the property of the Contractor/Subcontractor and shall be removed upon termination of the contract, when directed by the ordering facility and in full cooperation with the succeeding Contractor to avoid interruption of gas supply. To permit orderly transition from one Contractor to another, the Contractor shall continue to honor the contract s monthly equipment rental fee and Medical Gases 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 accordingly. The Contractor shall continue to provide and maintain its equipment during this transition period. No guarantee is given or implied that data included in the Schedule of Supplies and Services regarding Non-Government owned equipment currently located at the facilities is complete and accurate as to the factors affecting the cost of furnishing and installing the required Non-Government owned tanks and appurtenances. Offerors are strongly encouraged to visit the facility site 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. To set up a site visit please contact the contracting officer by email ryan.singletary@va.gov. Failure to do so shall not relieve offerors from the responsibility of estimating properly the difficulty and cost of successfully performing the work. Response and Delivery Times: Missed Deliveries: Missed Delivery Reported by Contractor/Subcontractor Notification Any missed delivery will be reported by Contractor to VAMHCS within 24 hours. Missed Delivery Reported by VAMHCS to Contractor Delivery Missed deliveries reported by VAMHCS to Contractor will be delivered within 24 hours from time of notification. Emergent Response An Emergency request for gases will be responded to within 2 hours. Stating the time and location of expected delivery. Emergent Deliveries - Deliveries made on an Emergent basis will be within 4 hours from time of Contractor response. Loss of Equipment Accountability Lost or Damaged Contractor-Owned Cylinders Loss of Use (LOU) For each contractor-owned cylinder lost or damaged beyond repair while in the Government's possession, the Government shall pay to the Contractor the replacement value, less the allocable rental paid for that cylinder. These cylinders shall become Government property. If any lost cylinder is located within 30 calendar days after payment by the Government, it may be returned to the Contractor by the Government, and the Contractor shall pay to the Government an amount equal to the replacement value, less than rentals computed in accordance with SOW. This will be a demurrage charge which will be negotiated and issued on a separate Purchase Order. Joint Inventory of Contractor-Owned Cylinders the VA and the Contractor shall perform an annual on-site inventory, of all contractors provided cylinders to verify the amounts of cylinders in use. This task is to be completed at the beginning of the contract and annually thereafter. VAMHCS will coordinate the taking of this inventory with the Contractor. Contractor representative(s) shall participate on-site in the annual inventory audit with the designated VA personnel. VA is responsible for obtaining access to all pertinent areas for the purpose of counting existing contractor provided cylinders at the specific VA facility. After the annual inventory audit (this pertains to the 2nd annual audit approximately at or around Option Year exercising), if more cylinders are found than indicated on the quarterly joint inventory of cylinders, the inventory count shall be increased to that number and shall be the value going forward until next annual joint inventory is taken. After the annual joint inventory audit, if less cylinders are found than indicated on the previous annual joint inventory of cylinders, the inventory count shall be decreased to that number and shall be the value going forward until next annual joint inventory is taken. LOU cylinders quantity and type shall be removed from the annual joint inventory of cylinders only after a separate Purchase Order has been issued by the Contracting Office and invoice and payment has occurred. To receive payment for LOU items, Contractor must submit an LOU quote to the Contracting Office. Purchase Order will be executed upon agreement by Contracting Officer and Contractor (See Section 7.1). Once the VA pays the LOU invoice for unaccounted cylinders, those cylinders become VA property (Only pertaining to section 7.3). Billing/Invoicing: Contractor will send consolidated usage report to the Contracting Officer Representative monthly of cylinder rental charges BY LOCATION to VAMHCS. Payments are to be made in arrears, after the receipt of a properly prepared invoice. Invoicing WILL be SEPERATED BY LOCATION and annotated on all invoices. All Invoices will clearly state the Purchase Order #, contract number, CLIN (Contract Line-Item Number), description, stock # and quantity of tanks exactly as stated on the contract. Performance Monitoring. The COR will monitor and evaluate Contractor s performance as well as invoicing proficiency on a quarterly basis to ensure that Contractor s performance and invoicing is in accordance with the contract. The COR will also notify the Contracting Officer immediately if there is any major issue(s) that arises affecting the performance of the contract. Security Requirements. All Contractor/Sub-Contractor personnel are required to wear identification (ID.) badges during the entire time they are at VAMHCS and/or on its grounds. ID. badges must, at minimum, include the picture of the contractor s employee, first and last name of the employee, and the name of the contractor on each ID. badge. It is the responsibility of the Contractor s personnel to park in the appropriate designated parking area. Parking information is available at the VA Police Department. The VA Police Department will not invalidate or make reimbursement for parking violations of the contractor's personnel under any circumstance. Licensing and Certification Contractor will adhere to all local, state, and federal regulations involving compressed gases. Routine Delivery Schedule. The Contractor shall arrive at the VA Medical Center Baltimore (VAMHCS) from 8am to 11am on Tuesday and Thursday of each week. Deliveries to all other facilities will be Monday-Friday 8am to 3pm. The sole responsibility to prepare a truck with correct cylinders varying types of gases to ensure a one for one exchange is executed and par levels are maintained is that of the Contractor or Sub-Contractor. VA Medical Center Baltimore (VAMHCS) is a 24-hour medical facility and requires cylinders on hand for emergency procedures at all times. The contractor (prime) will appear in person for a site visit upon awarding of the contract as well as approximately six months after the start of the contract to inspect all delivery points. ITEM INFORMATION ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES ESTIMATED QUANTITY UNIT 0001 1,560.00 WK CYLINER COMPRESSED GAS,0S,SZ E, W/GRAB 'N GO REG/DISS INTEGRATED VALVE/REGULATOR FOR VA BALTIMORE. LOCAL STOCK NUMBER: OXUSPEAWBDS 0002 1,560.00 WK CYLINER COMPRESSED GAS,0S,SZ E, W/GRAB 'N GO REG/DISS INTEGRATED VALVE/REGULATOR FOR VA PERRY POINT. LOCAL STOCK NUMBER: OXUSPEAWBDS 0003 1,560.00 WK CYLINER COMPRESSED GAS,0S,SZ E, W/GRAB 'N GO REG/DISS INTEGRATED VALVE/REGULATOR FOR VA LOCH RAVEN. LOCAL STOCK NUMBER: OXUSPEAWBDS 0004 6,284.00 MO VA BALTIMORE RENTAL GRAB N GO COMPRESSED OXYGEN, WITH REGULATOR SIZE E. LOCAL STOCK NUMBER: RNTU411 0005 3,174.00 MO VA PERRY POINT RENTAL GRAB N GO COMPRESSED OXYGEN WITH REGULATOR, SIZE E. LOCAL STOCK NUMBER: RNTU411 0006 1,503.00 MO VA LOCH RAVEN RENTAL GRAB N GO COMPRESSED OXYGEN WITH REGULATOR, SIZE E. LOCAL STOCK NUMBER: RNTU411 0007 12.00 EA EMERGENCY DELIVERY FEE (ALL SITES). LOCAL STOCK NUMBER: EMERGENCY DEL Responses (Any item not addressed in vendor s response may be considered a negative inference by the Contracting Officer): If interested, please provide the following information in a response: 1. Name of Company 2. Point of Contact; name, phone number and email address 3. SAMS UEI 4. Please indicate the size status and representations of your business, such as but not limited to: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small Business (WOSB), Large Business, etc. 5. Is your company considered small under the NAICS code identified under this Sources Sought? 6. Are you the manufacturer or distributor of the items being referenced above (or equivalent product/solution)? What is the manufacturing country of origin of these items? 7. If not manufacturer, provide a letter, memo, or certification that firm is authorized distributor. 8. If you re a small business and you are an authorized distributor/reseller for the items identified above (or equivalent product/solution), do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified? 9. Does your company have an FSS contract with GSA or the NAC or are you a contract holder with NASA SEWP or any other federal contract? If so, please provide the contract type and number. 10. If you are an FSS GSA/NAC or NASA SEWP contract holder or other federal contract holder, are the referenced items/solutions available on your schedule/contract? 11. Please provide general pricing for your products/solutions for market research purposes. 12. Please submit your capabilities in regard to the salient characteristics being provided and any information pertaining to equal to items to establish capabilities for planning purposes? *** Submissions addressing Section (8) should show clear, compelling, and convincing*** evidence that all equal to items" meet all required salient characteristics. Responses to this notice shall be submitted via email to Ryan.Singletary@va.gov. Telephone responses shall not be accepted. Responses must be received no later than Friday, February 14, 2025, at 3:00 PM EST. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this request for information. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.