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FBO DAILY ISSUE OF SEPTEMBER 10, 2011 FBO #3577
DOCUMENT

68 -- Medical-Grade Liquid Oxygen - Attachment

Notice Date

9/8/2011
 

Notice Type

Attachment
 

NAICS

325120 — Industrial Gas Manufacturing
 

Contracting Office

Department of Veterans Affairs;Orlando VA Medical Center;5201 Raymond Street;Orlando FL 32803
 

ZIP Code

32803
 

Solicitation Number

VA24811RQ1455
 

Response Due

9/22/2011
 

Archive Date

12/30/2011
 

Point of Contact

Rosa I. Rivera
 

E-Mail Address

rosa.rivera3@va.gov
(rosa.rivera3@va.gov)
 

Small Business Set-Aside

Total Small Business
 

Description

CONTRACT ADMINISTRATION DATA 1. Contract Administration: All contract administration matters will be handled by the following individuals: a. CONTRACTOR: b. GOVERNMENT: Contracting Officer: Rosa I. Rivera Department of Veterans Affairs Orlando VA Medical Center 5201 Raymond Street Orlando FL 32803 2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with: [X]52.232-34, Payment by Electronic Funds Transfer - Other than Central Contractor Registration, or []52.232-36, Payment by Third Party 3. INVOICES: Invoices shall be submitted in arrears: a. Quarterly[] b. Semi-Annually[] c. Other[X] Monthly 4. GOVERNMENT INVOICE ADDRESS: All invoices from the contractor shall be mailed to the following address: Department of Veterans Affairs Financial Services Center P.O. Box 149971 Austin TX 78714-9971 1. GENERAL 1.1 This solicitation is to establish a committed source of supply of medical-grade liquid bulk oxygen for the Orlando Veterans Affairs Medical Center (OVAMC). OVAMC currently has a local contract for the distribution and supply of medical-grade liquid bulk oxygen expiring on September 30, 2011. 1.2 The commercial services are prepared in accordance with (IAW) the format in FAR subpart 12.6, as supplemented with additional information included in this notice and IAW FAR Part 13 for the Orlando VA Health Care System. This announcement constitutes the only solicitation and is issued as a request for quote (RFQ); a written solicitation will not be issued. Submit written quotes via e-mail referencing RFQ Number VA-248-11-RQ-1455. All requests must be in writing and received by the Orlando VA Medical Center Contracting Office by (11:00 am) EST, 22 September 2011. No telephonic request for information will be considered. Incomplete packages will be considered nonresponsive. All responses to questions will be posted by way of amendment to this combined synopsis/solicitation to the FedBizOpps website (The email address for all questions to this combined Synopsis/Solicitation is rosa.rivera3@va.gov) Closing date for questions is four calendar days from the solicitation issue date. 1.3 This acquisition is a 100% Small Business set-aside. The associated North American Industry Classification System (NAICS) Code is 325120 (business size standard 1,000 employees). Offers received from concerns that are not small shall be considered nonresponsive and will be rejected. The Government anticipates awarding a single firm-fixed price contract with one base period and one one-year option to the offeror whose offer conforming to the solicitation is most advantageous to the Government when considering price and other factors. The base period of performance begins October 1, 2011 through June 30, 2012. 1.4 The Government facility does not own its own bulk oxygen tank, the contractor shall also provide a contractor-owned tank with an appropriate back-up system (i.e. reserve tank or cylinder bank). Specifications are listed in the solicitation schedule. 1.5 The quantities shown in the solicitation schedule are estimates of the facility's annual requirements. There is no expressed or implied guarantee that these quantities will be purchased. The base contract period for all contracts awarded under this solicitation will be October 1, 2011 or date of award, whichever is earlier for the base year. Please note that contracts that include the installation of contractor-owned equipment will include a 30 day transition period at the beginning and end of the contract period (reference paragraph 5.1). The contract award under the solicitation will include One (1) one-year option period which may be exercised by the Government as per Federal Acquisition Regulation (FAR) 52.217-9 (Option to Extend The Term of The Contract [Mar 2000]) and FAR 52.232-19 (Availability of Fund For the Next Fiscal Year [Apr 1984]). 1.6 A Contracting Officer Technical Representative (COTR) is responsible for local contract administration issues such as ordering and providing specific delivery instructions. A letter of delegation that outlines the COTR's specific responsibilities will be provided to the contractor and COTR at the time of contract award. Within 15 days after notification of contract award, the contractor shall meet with the COTR to ensure mutual understanding of facility requirements relating to the ordering method and specific details of any delivery instructions that are included in the solicitation schedule. The facility COTR shall forward a written copy of the mutual agreement signed by both parties to the VA Orlando Contracting Officer for incorporation into the contract by written modification within 30 days after contract award. If agreement cannot be reached between the contractor and COTR regarding any issue, the matter shall be referred to the Contracting Officer for resolution. 1.7 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 will provide written procedures and training for VA staff for protocols to accomplish emergency shutdowns or other sudden, unplanned termination of the refilling process. Contractor will provide 24/7 emergency contact name(s) and telephone number(s). 1.8 Prior to first filling, and annually thereafter, the contractor shall furnish alarm set-point testing. Written verification must be presented through the use of a qualified third party expert per NFPA 99, 2002 Edition for contractor owned and government owned systems. Any code deficiencies in the Medical Center's existing system, as defined by NFPA 50, 1.3.3, "Bulk Oxygen System", must be identified by the contractor. A detailed explanation of these deficiencies must be presented in writing to the COTR. Receipt of this written explanation must be signed for by the COTR. 1.9 Prior to first filling, and semi-annually thereafter, the contractor must verify, in writing, the accuracy of all gauges on contractor-owned tanks. If the gauge(s) are government-owned, contractor will provide, if requested after award, a written proposal with price to verify accuracy of the gauge(s). The Government may choose to exercise this option at its desire. 2. ACRONYMS 2.1 This section lists acronyms that are used in this Statement of Work and other parts of the solicitation. BOP - Federal Bureau of Prisons CCF - 100 cubic feet CF - Cubic feet CGA - Compressed Gas Association CGMP - Current Good Manufacturing Practices 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 IHS - Indian Health Service NFPA - National Fire Protection Association OGA - Other Government Agency (Other than VA) OSHA - U.S. Department of Labor, Occupational Safety and Health Administration SCF - Standard Cubic Feet USP - United States Pharmacopeia VA - Department of Veterans Affairs 3. CONTRACTOR RESPONSIBILITIES: 3.1 The contractor shall perform periodic preventative maintenance on the Government-owned equipment. This maintenance shall be performed as a minimum at six-month intervals. Maintenance shall include all necessary inspections, adjustments, repairs, and other services necessary to ensure the system is in proper working condition. During periodic services, the contractor will verify proper alarm operation with Veterans Affairs staff. Copies of inspection reports and maintenance records will be provided to the COTR. 3.2 Contractor will have a 24-hour/7-day emergency maintenance and repair capability. Qualified maintenance personnel will respond on-site within 2-hours of notification. 3.3 All equipment and materials required to perform the service throughout the life of the contract shall be provided by the contractor (except for what is Government-furnished property). Contractor-owned equipment shall be maintained in good operating condition in accordance with applicable regulations. Contractor shall maintain the appearance of Government-owned equipment by ensuring it is properly painted, free of rust and corrosion, et cetera. Government-owned bulk oxygen tanks will be labeled according to any applicable FDA, DOT, OSHA, or other requirements. 4. GOVERNMENT-FURNISHED PROPERTY Government-owned bulk oxygen storage tanks and appurtenances will be maintained by and at the expense of the Government in a manner that will insure compliance with applicable regulations, standards and normal good practices. The contract shall perform the hook-up testing of government-owned equipment to the facility-maintained alarm system. 5. CONTRACTOR-FURNISHED EQUIPMENT 5.1 For contractor-owned tanks, the contractor shall provide, install and maintain bulk oxygen tank(s) with appropriate back-up system(s). 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 and reserve system shown in the schedule are minimum capacities required by the using facilities. 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. 5.2 All equipment and materials required to perform on the contract 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. 6. INSTALLATION OF CONTRACTOR-OWNED EQUIPMENT 6.1 Unless otherwise directed by OVAMC, contractor-owned equipment shall be installed by the effective date of the contract and shall be connected to the medical gas system on that date; provided: that the contractor shall be allowed a maximum of 30 days after receipt of notice of award to complete installation. If the contractor's equipment replaces equipment already in use, the exchange of equipment shall be accomplished without interruption of gas supply to the using facility. Contractor installed equipment shall remain the property of the contractor and shall be removed upon termination of the contract, when directed by the ordering facility and in full cooperation with the succeeding contractor so as to avoid interruption of gas supply. 6.2 To permit orderly transition from one contractor to another, the contractor shall continue to honor the contract's monthly equipment rental fee and bulk oxygen contract price for a maximum of 30 days beyond the scheduled expiration of the contract period, unless transition from one contractor to another is completed prior to the 30 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. 6.3 No guarantee is given or implied that data included in the schedule regarding contractor owned equipment currently located at the facilities 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 visit the facility sites prior to submitting a bid 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 the COTR designated in the solicitation schedule. 6.4 All contractor-owned equipment shall be installed in accordance with NFPA 50: Standard for Bulk Oxygen Systems at Consumer Sites, 2001, NFPA 99 Standard for Health Care Facilities, 2002 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. 7. DELIVERY OF MEDICAL LIQUID BULK OXYGEN 7.1 Deliveries of oxygen are scheduled by the contractor based on information transmitted by the oxygen level monitoring system. The contractor will have a delivery-forecasting program that assesses the OVAMC recent and historic usage and determines when replenishment of the liquid oxygen supply is needed. The reorder, alarm, safety, and reserve levels will be coordinated with the COTR. Alarm levels will be set at such points to avoid frequent alarms. The delivery system shall be designed so that scheduling of the replenishment of the oxygen supply requires no intervention on the part of medical center personnel. 7.2 The contractor shall deliver medical-grade liquid oxygen within 48 hours after the reorder point on the main tank is reached. If the 48 hours ends on a weekend, delivery will be on Monday. If for any reason the contractor is unable to deliver at the agreed upon day or time, the contractor will provide 24-hour notice to the COTR, so that the facility can initiate an alternate backup action. In accordance with VHA Patient Safety Alert dated April 5, 2004, all deliveries must be monitored by a qualified and trained technical representative (COTR) from OVAMC. 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. 7.3 The contractor shall provide 24-hour notice prior to delivery or upon mutual agreement between the facility and contractor, alternate ordering/delivery methods such as pre-scheduled deliveries, calling for tank level readings, installing a telemetry unit, etc. may be arranged. If for any reason the contractor is unable to delivery at the agreed upon day or time, the contractor will provide 24-hour notice to the COTR, so that the facility can initiate an alternate backup action. 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 each facility. 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. 7.4 Tanks(s) will 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 COTR. If the tank cannot be filled to maximum capacity at the time of delivery, the driver must annotate the reason for the partial delivery and indicate when a subsequent delivery will be made to completely fill the tank to capacity, at no additional cost. 7.5 At the time of each delivery, contractor must 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 counter-signed by the facility representative supervising the delivery. 7.6 Emergency delivery will be provided within 24-hours after receipt of Government notification. Contractor must 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. 7.7 Delivery Information: Location: Orlando VA Medical Center, 5201 Raymond St., Orlando, FL32803 Instructions: Monday through Friday, 7:30 am - 3:30pm (except in emergency cases). All deliveries shall be monitored by COTR or designee). Holidays observed: New Years Day, Martin Luther King Day, President's Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day, or any day specifically declared by the President of the United States to be a national holiday. 8. QUALITY ASSURANCE SPECIFICATIONS AND REQUIREMENTS 8.1 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). 8.2 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.). 8.3 A valid certificate of analysis shall be provided with each delivery of liquid oxygen. The certificate shall include, at a minimum: a) Supplier's name and complete address b) Name of the Product (i.e. Oxygen U.S.P.) c) An Air Liquefaction Statement where appropriate d) Lot number or other unique identification number e) 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.) f) 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.) g) Signature of authorized supplier representative and date. 8.4 Material Safety Data Sheets shall be provided to the facility COTR upon request. 8.5 A copy of all inspection reports shall be provided to the facility COTR upon the completion of any contractor owned or government owned bulk oxygen system inspections that are required by regulation. 8.6 All contractor-owned equipment shall be maintained or repaired in accordance with NFPA 50: Standard for Bulk Oxygen Systems at Consumer Sites, 2001 and FDA's Current Good Manufacturing Practices (CGMP) Regulations. 9. 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 50: Standard for Bulk Oxygen Systems at Consumer Sites, 2001 Edition NFPA 99: Standard for Health Care Facilities, 2002 Edition 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 1 ft ³ liquid O2 = 860.6 ft ³ gas (Table 1) 1 ft ³ liquid O2 = 7.48052 gal ((Table 2) Therefore: 7.48052 gal (1 ft ³) liquid O2 = 860.6 ft ³ gas 1 gal liquid O2 = 860.6 ft ³ gas 7.48052 1 gal liquid O2 = 115.05 ft ³ gas or more commonly quoted as 1 gal liquid O2 = 115.1 ft ³ gas 10. CONTRACTOR-OWNED CYLINDERS 10.1 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. 10.2 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. 10.3 Marking: In addition to marking required by the aforementioned laws and regulations, marking shall comply with American National Standards Z48.1-1954 (R 1971), "Method of Marking Portable Compressed Gas Containers to Identify the Material Contained." 10.4 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. 10.5 Valves: Valves shall comply with Compressed Gas Associates Standard CGA-V-1 (11th Edition, 2003), "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 173.301(g)). 10.6 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." 10.7 The contractor shall be responsible for all testing required by regulation of contractor owned cylinders at no additional cost to the Government. 10.8 The bidder'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. 11. GOVERNMENT-OWNED CYLINDERS 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 Technical Representative (COTR) at the ordering agency. PRICE/COST/DELIVERY SCHEDULE BASE PERIOD AND YEAR The solicitation must be quoted all or none. The requirement for base year is as follows: Performance Period: Base Period (October 1, 2011 through June 30, 2012) Item No DescriptionU/IQTYUnit PriceTotalDeliver To 0001Medical-Grade Liquid Oxygen SCF600,000 Orlando VAMC 0002Delivery Charges (est. 4 per month) EA4 Orlando VAMC The solicitation must be quoted all or none. The requirement for year-one option is as follows: Performance Period: Year-One Option (July 1, 2012 through June 30, 2013) Item No DescriptionU/IQTYUnit PriceTotalDeliver To 0001Medical-Grade Liquid Oxygen SCF600,000 Orlando VAMC 0002Delivery Charges (est. 4 per month) EA4 Orlando VAMC
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/OrVAMC/Or675VAMC/VA24811RQ1455/listing.html)
 

Document(s)

Attachment
 

File Name: VA-248-11-RQ-1455 VA-248-11-RQ-1455.doc (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=252315&FileName=VA-248-11-RQ-1455-000.doc)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=252315&FileName=VA-248-11-RQ-1455-000.doc

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Place of Performance

Address: Department of Veterans Affairs;5201 Raymond Street

Zip Code: 32803
 

Record

SN02568438-W 20110910/110909001515-bd72ea1bcd7c2060b6cae3bc9c13817f (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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