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SOURCES SOUGHT SYNOPSIS The Department of Veterans Affairs, Great Lakes Acquisition Center (GLAC) is issuing this Sources Sought synopsis as a means of conducting market research to identify parties h... SOURCES SOUGHT SYNOPSIS The Department of Veterans Affairs, Great Lakes Acquisition Center (GLAC) is issuing this Sources Sought synopsis as a means of conducting market research to identify parties having an interest and the resources to provide Medical Gas System Maintenance at the Edward Hines, Jr. VA Hospital in Hines, Illinois. The result of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 811219 Other Electronic and Precision Equipment Repair and Maintenance with a Size Standard of $22 million in revenue. THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred. Requirements: The contractor shall furnish all labor, tools, material, and special equipment necessary to perform a complete testing, maintenance, repairs and emergency services on the medical gas system and equipment in accordance with the attached draft Statement of Work (SOW). The period of performance shall be for one (1) Base Year of approximately 12 months and four (4) 12-month option years. Capabilities Statement: Interested parties shall submit a Capabilities Statement, BRIEF and CONCISE, yet clearly demonstrates ability to meet the stated requirements. The Capabilities Statement should clearly present evidence that the interested party feel is relevant. All interested firms responding to this Sources Sought Notice are requested to provide a capability statement which needs to include: - Company Name - Point of Contact Name, Phone Number and Email - Business Status (i.e., 8(a), HUBZone, Woman-owned, SDVOSB, Large, etc.) - Dunn & Bradstreet Number - Commercial and Government Entity (CAGE) Code - Indication of Current Systems for Awards Management (SAM) Registration (i.e., SAM and Online Representations and Certifications (ORCA) registration, etc.) - Tailored capability statements addressing the particulars of this effort and documentation supporting claims of the company and staff capability. If significant subcontracting or teaming is anticipated to deliver technical capability, organizations should address the administrative and management structure of such arrangements. - Include a statement indicating whether you intend to submit a quote/proposal in response to a future solicitation for these services. The government will evaluate market information to ascertain potential market capacity to provide services consistent in scope and scale with those described in this notice and otherwise anticipated. BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SERVICE DISABLED VETERAN OWNED SMALL BUSINESSES, VETERAN OWNED SMALL BUSINESSES, SMALL BUSINESSES, SOLE SOURCED OR PROCURED THROUGH FULL AND OPEN COMPETITION. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Submission Instructions: Interested parties who consider themselves qualified to perform the above-listed services are invited to submit a response to this Sources Sought Notice by 10:00 AM local time on Wednesday, May 6, 2020. All responses under this Sources Sought Notice must be emailed to Naqikah Greenfield, Contracting Officer at naqikah.greenfield@va.gov. DRAFT STATEMENT OF WORK MEDICAL GAS SYSTEM MAINTENANCE 1. INTRODUCTION AND SCOPE OF WORK The contractor shall provide all labor, tools, material, and special equipment necessary to perform a complete testing, maintenance, repairs and emergency services on the medical gas system and equipment and provide documentation certifying compliance with current National Fire Protection Association (NFPA) -99 (Health Care Facilities Code latest edition), Compressed Gas Association (CGA), The Joint Commission Organization (TJC) - latest edition or other applicable current recommendations. In the event such systems and equipment do not meet requirements of the previous reference documents or other applicable documents, contractor will issue certifying documentation subject to listed recommendations (provide a summary sheet detailing discrepancies and recommendations to resolve discrepancies) to bring system and equipment into compliance with aforementioned standards. Medical gas system and equipment located in buildings 200, 128, and building 221 at the Department of Veterans Affairs (VA) hospital, 5000 S 5th Ave Hines, IL 60141. 2. REQUIREMENTS Prior to any worker for the contractor begins work, the contractor prepares a safety plan and ensures workers understand and comply with the safety measures while working on VA Medical Center medical gas system and equipment. Medical gas testing and maintenance will include testing 2254 (building 128 approximately 305, building 200 approximately 1743, building 221 approximately 123) medical gas outlets in the total hospital (NOTE: Contractor will only be paid for medical gas outlets tested, contractor will provide a cost per outlet, Contracting Officer s Representative (COR) will provide medical gas outlet locations) for pressure, flow, latching, de-latching leakage and proper labeling. Test and evaluate set points to all master (3), area and local alarms (64), to included testing high and low alarm points on dry contact pressure switches located in the basement interstitial, column E - 20. Test for leakage at (91) zone valves. Contractor will test; the systems to be tested will be Oxygen, Medical Air, Nitrous Oxide, Vacuum and Nitrogen. Contractor will test and perform annual maintenance to (Building 200 C017 Med Vacuum Pump: Busch; Qty: 4, Building 200 Med Air Compressor: Kobelco KNWAO A/XL; Qty: 3, Building 128 is fed from C017in Building 200, Building 221 Med Vacuum Pump: Busch R5; Qty 2, Med Air Compressor: Gast 6HDK 10 M612; Qty: 2, Building 200 C017 Any medical gas outlet found to be defective will be noted in a final report with recommendations and within the final report provide a summary sheet detailing only discrepancies, both reports will include detail locations, and recommendations to resolve discrepancies. Testing shall include total evaluation of the following: Cross Connect & High Purity Pipeline Analysis Flow Rate and Outlet Pressure Purge for Particulate/ High Purity Analysis Outlet Integrity Dew Point Analysis Zone Shut-Off Valves Vacuum Pumps Medical Air Compressors and Dryer Systems Medical Gas Alarms (Area, Master, & Slave) Medical Gas Manifolds Co & Dew Point Monitors All written reports shall be clear and legible and reflect how the measurements were made, where they were made (locations) and compared with specified standards for each test. The report shall indicate gas outlet were tested for gas type of expected gas and detected gas, oxygen concentration, static pressure, pressure during flow and pressure drop; vacuum inlets were tested for pressure during flow and maximum flow; report shall show date of test for each outlet tested with locations noted on written report. Some testing locations in the Surgical Suite (Operating Room) may require pressure gauges and flow meters to identify and record testing limits. Test results shall be in an easy to read format that is recognized by the Joint Commission. The contractor shall provide the COR with both a hardcopy and an electronic copy of all reports. Particulate testing will be done at selected end points and filter samples will be bagged, tagged, and turned over to the hospital representative/COR. Medical gas zone shut-off valves will be tested for leaks, gauge pressure, and proper labeling. All zone valve written reports will reflect locations, area served, labeling, and specific gas for each valve tested. Medical Gas Alarms will be checked and or tested for all audible and visual signals, high alarm set points, low alarm set points, correct labeling and correct operating pressures. Medical Gas Manifolds will be tested for proper alarm, functions bank switch-over capability, and alternating sequence, correct gauge indication, gas leakage, and relief valve operation and labeling. Vacuum and Medical Air will be checked for code compliance, proper suction or pressure delivery, automatic and or manual alternation, proper voltage and amperage draw. The testing results shall be issued as a code compliance work sheet prior to leaving the site with a formal report to follow. A detailed formal report will be delivered to VA Medical Center within thirty (30) calendar days of completion of testing. This service contractor will perform work starting on a weekday at 7:30 AM - 3:30 PM and completing all necessary work, if contractors need to extend the work hours, a request will be submitted and approved by the COR before starting work for that request. Work areas limited to: patient care areas, Emergency Room, Intensive Care Units, Surgical Suite (Operating Room) and other life support patient areas may require delays to the contractor. Contractor will schedule around required delays by the hospital staff and may have to repeat attempts to complete testing in these areas. These delays shall be coordinated with COR. Contractor will provide air dryer maintenance semi-annually replacing all filters Contractor shall perform all necessary annual and semi-annual maintenance on the Medical Air compressors and Vacuum Pumps as prescribed by the manufacturer. See Attachment B. Contractor to replace annually 40 flexible connectors on the tank farms located on the Hines VA campus. 3. DELIVERY Scheduling of services shall be coordinated with the COR. Contractor shall report to the COR prior to commencing work. 4. PROGRESS AND COMPLIANCE Contractor shall perform services on this order only to the extent indicated on this agreement. No additional services/repairs shall be made without the written approval of the Contracting Officer via modification to the contract. Contractor shall provide service tickets, at the time services are rendered, for all services performed. Service tickets shall be signed by the COR in order to confirm services were rendered. All payments shall be made in arrears. Upon receipt of Contractor s invoices, the COR will certify invoices through referenced service tickets, assuring that all services were performed in accordance with contract terms. Additional requirements: All work shall be in accordance with NFPA, CGA, Occupational Safety and Health Administration (OSHA), VA standards, and other related codes. All work shall be completed within the calendar year and month specified in the Cost/Price Schedule. All work shall be coordinated with the COR in advance. All shutdowns shall be coordinated with COR. Shutdown might occur at hours outside of traditional 1st shift, on Holidays, or on weekends. Include such implications in quote. Workmen are subject to all the rules of the VA Hospital. Contractor tools and equipment shall be continuously under direct line of sight supervision of the contractor. No tools or equipment can be left at the individual work sites overnight must put away each day. Contractor shall clean-up work sites DAILY. NO debris can be left at work sites. Burn permit is REQUIRED -- issued by VA s COR. Contractor preforming medical gas testing shall provide all necessary certifications, and other related documentation before the start of testing to COR. Contractor shall visit the work sites and verify all existing conditions, and include all such implications in the quote. 5. UNSCHEDULED MAINTENANCE (EMERGENCY REPAIR SERVICES): The Contractor will provide repair service, which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and maintaining the equipment, including all intervening calls necessary between regular services and calibrations. The Contracting Officer (CO), COR or designated alternate has the authority to approve/request a service call from the Contractor. Response Time: The maximum physical response time from the time the VA calls and requests contractor service on-site, until the contractor arrives on station ready to begin repairs, is eight (8) hours. The field engineer will be physically present, have proper test equipment, parts, and tools, and be ready to begin work within eight (8) hours. 6. CONTRACT SECURITY REQUIREMENTS: Due to the increased emphasis on privacy and information security, the following special contract requirements are established and hereby made part of the contract entered into with the Department of Veterans Affairs. Privacy Training: Contractor and their sub-contractors assigned work under the contract are required to receive annual information security awareness training and patient privacy as established by HIPAA statues. Training must meet VHA s and the Department of Health and Human Services Standards for Privacy of Individually-identifiable health information. Contractor shall provide documented proof to the contracting officer that all employees assigned work and/or having access to Protected Health Information have received annual training. Training can be obtained through http://www.ees-learning.net/ Rules of Behavior for Automated Information Systems: Contractor personnel having access to VA Information Systems are required to read and sign the National VA Rules of Behavior statement which outlines rules of behavior related to VA Automated Information Systems. The National VA Rules of Behavior is signed as a component of the annual Information Security Awareness training. Contractor has no access to information systems or patient information. The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates 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 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. Prohibition of Contract Performance outside the U.S.: The entire performance of the contract shall be within the borders of the United States of America, the District of Columbia and/or Puerto Rico. The Contractor shall not access any VA data/information (for example, by remote computer access) from locations that are outside the above-stated borders. Furthermore, the Contractor shall not send, transfer, mail or otherwise transmit any VA data/information to locations outside the above-stated borders. 7.PLACE OF PERFORMANCE: Department of Veterans Affairs Edward Hines Jr. VA Hospital 5000 S. 5th Avenue Hines, IL 60141 8.PERIOD OF PERFORMANCE: Base Year: June 1, 2020 May 31, 2021 Option Year 1: June 1, 2021 May 31, 2022 Option Year 2: June 1, 2022 May 31, 2023 Option Year 3: June 1, 2023 May 31, 2024 Option Year 4: June 1, 2024 May 31, 2025 ATTACHMENT B The contractor shall provide all labor, material and equipment to perform the following maintenance. Service air compressors: Kobelco Model KNWAO A/XL Qty 3 Building 200 C017. 6 Months/every 2000 hours Replace oil filter element Replace air filter element Oil sample Replace coil air inlet filter pad Control Box Filter Visually check for leakage shaft seal 12 Months (every 4000 hours) Replace oil filter element Replace air filter element Oil sample Replace coil air inlet filter pad Control Box Filter Replace Lubricant as indicated oil analysis or hour life Replace Air/oil separator Inspect, clean scavage line, replace check valve Inspect, service Inlet valve Inspect, re- grease Motor Bearings Inspect, replace Drive Belts Inspect, replace Min. Pressure/Check Valve Check pressure relief valve Inspect, repair Condensate Drains C. 24 months (every 8000) Replace oil filter element Replace air filter element Oil sample Replace coil air inlet filter pad Control Box Filter Replace Lubricant as indicated oil analysis or hour life Replace Air/oil separator Inspect, clean scavage line, replace check valve Inspect, service Inlet valve Inspect, re- grease Motor Bearings Inspect, replace Drive Belts Inspect, replace Min. Pressure/Check Valve Check pressure relief valve Inspect, repair Condensate Drains Inspect, replace solenoid valves/vacuum switch Inspect, replace blow-down valve