36C24221Q0073 – Sources Sought – J065–Medical Gas Inspection and Maintenace

Oct 15, 2020 | Sources Sought

Document Type: Sources Sought
Solicitation Number: N/A
Original Response Date: October 26, 2020
NAICS CODE: 811219

Contracting Office Information:
Department of Veterans Affairs
Network Contracting Office 3
130 W. Kingsbridge Road Rm. 9b16
Bronx NY 10468

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, Bronx VAMC: Bronx), is conducting a market survey for qualified firms capable of providing the following services for Bronx VAMC.


The contractor shall provide all labor, tools, material, and special equipment necessary to perform a complete testing, maintenance, repairs and emergency services on the facility medical gas system and associated equipment located at the James J. Peters Medical Center Campus 130 West Kingsbridge Road, Bronx, New York 10468. This is an annual based requirement.

At the completion of all testing, maintenance and repairs; contractor must provide documentation certifying compliance with current National Fire Protection Association (NFPA) – 99 (Health Care Facilities Code latest edition), Compressed Gas Association (CGA) and 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.


After contract award but prior to the Notice to Proceed; the contractor must submit a safety plan and ensures workers understand and comply with OSHA safety measures as it relates to working on medical gas system and equipment.

Medical gas testing and maintenance will include testing all clinical, patient care and operating room throughout Bldg. 100, 105 (Main Hospital) and 106 (CLC). Estimated number of outlets is 1550.
Maintenance of Dental and Medical air compressors and Dental vacuum pumps ARE NOT included in this contract.
(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 areas and local alarms, to included testing high and low alarm points on dry contact pressure switches. The systems to be tested will be Oxygen, Medical Air, Nitrous Oxide, Vacuum and Nitrogen.

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

Performance Work Statement for FY21 Medical Gas Systems


COR. 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.


All services provided under this contract must be performed in conformance with the NFPA, CGA and ASSE specifications and regulations. The requirement for this contract shall be one
(1) annual yearly inspection for the medical piped gas systems. (www.nfpa.org) (www.asse.org) (www.cganet.com)


The Contractor shall be required to report to Facilities Management Office (or designated location), pursuant to any start of work during normal working hours. Normal business hours are Monday-Friday 8:00am to 4:30pm. This check in is mandatory. When the service is complete, the Contractor shall document services rendered on a legible field service report. The Contractor shall log out at the Facilities Management Office, (or designated location), and submit the field service report to the Contracting Officer Representative for a signature, during normal working hours.

In the performance of this contract, the Contractor shall take such safety precautions as OSHA may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contracting Officer shall notify the Contractor of any safety issues and the action necessary to correct these issues. Such notice, when served on the Contractor or his representative at the work site shall be deemed sufficient for the corrective actions to be taken. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all or part of the work and hold the Contractor in default.

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 26, 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 26, 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.

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