Western North Carolina VA Healthcare System
Charles George VA Medical Center Asheville, NC
Oxygen Cylinder Rental
Statement of Work
The Charles George VA Medical Center (CGVAMC) uses portable oxygen cylinders for inpatients who are on oxygen and must remain on oxygen while being transported to other areas of the medical center.
The CGVAMC is seeking an Indefinite Delivery, Indefinite Quantity (IDIQ) contract to lease portable oxygen cylinders for the Medical Center located at 1100 tunnel Road in Asheville, NC.
2.1 This contract is all-inclusive. Prospective offerors should read the requirements carefully to ensure a complete understanding of the contract requirements to ensure their proposal includes all expenses and costs associated with performance related to the contract. The Government will not reimburse offerors due to a failure on the offeror s part to consider all costs associated with performance on this requirement.
3.0 Period of Performance
The Government also seeks a period of performance (POP) of Base Year plus four(4) Option Years as follows:
Base Year: Date of Award 30 September 2022
Option Year 1 1 October 2022 30 September 2023
Option Year 2 1 October 2023 30 September 2024
Option Year 3 1 October 2024 30 September 2025
Option Year 4 1 October 2025 30 September 2026
3.1 All tasks associated with this order shall be completed during the CGVAMC s normal business hours, Monday through Friday from 8:00am 4:30pm excluding Federal holidays unless otherwise coordinated with the Contracting Officer s Representative (COR) or Logistics Staff. The remaining Federal Holidays for calendar year 2021 are as follows:
Labor Day Monday, September 6, 2021
Columbus Day Monday, October 11, 2021
Veterans Day Thursday, November 11, 2021
Thanksgiving Day Thursday, November 25, 2021
Christmas Day Friday, December 24, 2021
Any other day determined by the President of the United States as a Federal Holiday
NOTE: If the established date falls on a Sunday, then the succeeding Monday is observed; if the date falls on a Saturday, the preceding Friday is observed.
The Contractor shall provide oxygen cylinders and all other resources required to meet the terms of this contract. This includes but is not limited to travel, transportation, lodging, per diem, and any or all other incidental expenses incurred in the performance of this contract unless specified elsewhere in the terms of the order.
4.1 The Contractor shall possess and maintain all required Department of Transportation requirements for the appropriate registration, licensure, and insurance requirements of the State of Registration to operate a commercial vehicle for the delivery of medical, explosive, and/or other gases. The Contractor shall bear all expenses associated with any and all licensure requirements. The Contractor shall include with their proposal proof of insurance and personnel qualifications.
4.2 The Contractor and their employees shall possess adequate experience to successfully perform the work required under this contract. Qualified personnel must be American citizens (or offer evidence of a green card) and be proficient in the English language.
4.2.1 The Contractor shall submit, in writing, to the Contracting Officer (CO) the name and contact information of the following key personnel within five (5) calendar days after contract award:
Government Sales Representative
Substitute personnel in the event key personnel are not available.
Other key employees as required and agreed upon by both parties.
4.3 Where required, the Contractor and their employees shall also possess and maintain a Commercial Driver s License and meet all local, State, and Federal regulations while operating a commercial vehicle for the delivery of medical, explosive, and/or other gases in the performance of this contract.
4.4 Specific Tasks
4.3.1 The contractor shall deliver oxygen cylinders and pick up the empty cylinders on a weekly/as needed basis.
4.3.2 In the event the Government requires oxygen cylinders outside of the normal, predetermined weekly delivery, the contractor shall deliver the cylinders within 24 hours of notification.
4.3.3 Defective Cylinders
The Government will notify the Contractor of any defective cylinders as soon as possible during normal business hours. Defective cylinders may be replaced during scheduled deliveries or at the discretion of the Government, whichever is earliest.
4.4 Contingency Plan
The Contractor shall have in place and maintain a valid contingency plan to meet the requirements of the contract whenever pickup/delivery cannot be completed due to interruption of service or failure of equipment. The Contractor shall incur all costs associated with fulfilling this contingency plan as well as alternate contingency plans at no additional expense to the Government. Written documentation shall be made available to the Government that the contingency plan is IAW all Federal, State, and local specifications for medical/explosive gas transportation operations. Additionally, the Contractor shall be liable for all expenses incurred by the Government due to Contractor inability to perform all terms of the contract.
4.5 Transition Support
4.5.1 Incoming / Outgoing Transition Plan
A smooth and orderly transition between the Contractor and the preceding Contractor is necessary to ensure minimum disruption to medical center operations. The Contractor shall exercise its best effort and cooperation to assure a complete and orderly transition.
4.5.2 The Contractor shall provide a transition plan to the CO within five (5) calendar days of contract award. The plan shall not exceed 15 calendar days from the effective date of award.
4.5.3 The Contractor shall coordinate transition efforts with the outgoing Contractor. Both parties shall ensure all property from the outgoing contractor is removed from the site or otherwise accounted for within 15 calendar days of contract award.
5.0 Management & Supervision of Contractor Personnel
The Contractor shall be responsible for supervising the daily services provided under this contract. The Contractor shall provide the name and contact information for a person designated to manage and supervise performance under this contract to the CO upon contract award.
5.1 The Contractor shall use reasonable care to avoid damage to the facility and the grounds. If the Contractor s failure to use reasonable care results in damage to any Government, private or personal property, the Contractor shall replace or repair the damage at no expense to the Government or other private parties as directed by the CO. If the Contractor fails or refuses to make such repair or replacement, the Contractor shall be liable for the cost, which may be deducted from the contract price.
The Contractor shall practice COVID-19 Pandemic precautions in accordance with (IAW) Department of Veteran Affairs (DVA), Veteran s Health Administration (VHA) Directives, and the CGVAMC Director s policies while on CGVAMC property. This includes but is not limited to:
Wearing protective face coverings at all times while inside the CGVAMC facility to include all outbuildings.
Maintaining social distancing of at least six (6) feet from other individuals.
Maintaining good handwashing practices.
5.2.1 Contract employees found in violation of COVID-19 Pandemic safety precautions and practices will be asked to leave the CGVAMC property immediately, not to return. In the event contractor employees are removed from the facility, the Contractor may replace that employee(s) or continue the task.
5.3 Personnel Policy
The Contractor shall be responsible for protecting the personnel furnishing products and/or services under this contract. To carry out this responsibility, the contractor shall provide the following for these personnel:
Professional liability insurance
Income tax withholding, and
Social security payments.
5.4 Smoking Policy
Smoking is strictly prohibited while on the CGVAMC campus. Violations can result in a fine of $50.00 or more.
6.0 Invoicing & Payment
The Contractor shall submit invoices monthly in arrears, covering the products and/or services performed under this contract for the period covered. All invoices shall be submitted electronically to the Austin Finance Center. Invoices shall contain the following information:
Contract Number and Purchase Order Number
Name of Provider