SAM #36C24226Q0722

Medical Gas and Vacuum System Maintenance and Inspections for Northport VA Medical Center

This opportunity involves comprehensive maintenance and inspection services for medical gas and vacuum systems at the Northport VA Medical Center. - Government Buyer: - Department of Veterans Affairs (VA) - 242-Network Contract Office 02 - Northport VA Medical Center, Northport, NY - Products/Services Requested: - Preventive maintenance, inspection, testing, certification, and repair services for medical gas and vacuum systems - Annual inspections and certification - Quarterly preventive maintenance - On-call and emergency response services (including five labor hours of emergency service per quarter) - Repair labor during regular, overtime, and holiday hours - Provision of parts and materials as needed - System Components Covered: - Compressors, pumps, dryers, alarm panels, zone valves, terminal units, piping, and all related equipment - Unique/Notable Requirements: - Compliance with NFPA 99, VHA Directive 7515(1), and manufacturer recommendations - Technicians must be certified under ASSE 6020 and ASSE 6040 - Minimum three years of documented experience for technicians - Emergency response times specified for life-safety and urgent issues - Deliverables include inspection reports, certification documentation, and emergency service reports - Set aside for small business concerns under NAICS 811210 - No specific OEMs or vendors are named in the solicitation.

Description

Description This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format Revolutionary FAR Overhaul (RFO) in Federal Acquisition Regulation (FAR) subpart 12.202, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2026-01. This solicitation is set-aside for Small Business Concerns. The associated North American Industrial Classification System (NAICS) code for this procurement is 811210, with a small business size standard of $34.0 million. The FSC/PSC is J065. The Northport VA Medical Center, 79 Middleville Road, Northport, NY 11768, is seeking to procure medical gas and vacuum system maintenance and inspection services. Site Visit The Northport VAMC is offering an opportunity for interested vendors to visit during the solicitation period. Only one time slot will be offered. See Site Visit Info NP Med Gas attachment for details. All interested companies shall provide quotations for the following: Price/Cost Schedule ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 1.00 EA _______________ ____________ Annual Inspection - annual tasks that are above and beyond the standard quarterly. Contract Period: BasePOP Begin: 08-20-2026POP End: 08-19-2027 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies <!-- Additional rows omitted for brevity, but would follow the same structure --> Grand Total _______________ Statement of Work Medical Gas and Vacuum System Maintenance and Inspection Purpose Northport VA Medical Center (VAMC) is seeking a qualified contractor to provide preventive maintenance, inspection, testing, certification, and repair services for the Medical Gas and Medical Vacuum Systems in accordance with applicable codes, standards, and VA requirements to ensure safe, reliable, and uninterrupted operation in support of patient care. Scope of Work The Contractor shall furnish all labor, supervision, tools, materials, equipment, testing instruments, documentation, and incidentals necessary to perform routine and emergency maintenance, inspection, testing, certification, and minor repairs of the VA Medical Center's medical gas and vacuum systems supporting Building 200, Building 8, and Building 92. All services must be in accordance with manufacturers' recommendations and NFPA 99. Services shall include: Medical gas source equipment Medical vacuum systems Piped distribution systems Alarm systems Zone valves Terminal units (outlets/inlets) Pumps and Motors Place of Performance Northport VA Medical Center 79 Middleville Road Northport, NY 11768 Applicable Codes, Standards, and References All work shall be performed in compliance with the most current editions of the following guidance and codes, as applicable: NFPA 99 Health Care Facilities Code NFPA 55 Compressed Gases and Cryogenic Fluids Code ASME A13.1 Pipe Marking CGA (Compressed Gas Association) Standards relative to the Medical Gas system in a healthcare environment, primarily CGMA M-1 Joint Commission (TJC) requirements under Environment of Care, Life Safety and Physical Environment Veterans Health Administration (VHA) Directive 7515(1), Medical Gas and Vacuum Systems, dated 9/27/2019 VA Master Specifications pertaining to healthcare facilities construction and maintenance of the Medical Gas and Vacuum System. OSHA regulations that pertain to healthcare facilities construction and maintenance of the Medical Gas and Vacuum System. Manufacturer’s recommendations for makes and models of the facilities Medical Gas and Vacuum System Local, State, and Federal regulations pertaining to Healthcare Facility Medical Gas and Vacuum Systems Systems Covered The main components, compressors, motors, filters, and pumps, located in Building 200 in the MER-1 room and the subbasement. Delivery piping and wall valves, located throughout the hospital in building 200 with piping running to building 92 and Building 8 to support the valves in said buildings. Appendix A lists the current equipment utilized by the facilities system, all of which are housed in Building 200. Building 92 and Building 8 have the distribution valves and area valve boxes only. The Contractor shall provide services for the entire Medical Gas and Vacuum System which includes the following components: Medical Gases: Oxygen (O2), Medical Air, Nitrous Oxide (N2O), Waste Anesthetic Gas Disposal (WAGD) Medical Vacuum: Central Medical Vacuum Systems Components: Bulk and manifold systems, Compressors and vacuum pumps, Dryer systems and filters, Master, area, and local alarm panels, Zone valve boxes, Terminal units (wall outlets/inlets), Piping and labeling Note: VAMC System assets are listed in Attachment A. The government does not warrant the total accuracy of Attachment A. Vendors are encouraged to attend the pre-proposal site visit to verify accuracy and gain any additional information required. Contractor Qualifications The Contractor shall: Be certified under ASSE 6000 series, including both: ASSE 6020 (Medical Gas Inspector), ASSE 6040 (Medical Gas Maintenance) Technicians shall have a minimum of three (3) years of documented experience servicing Medical Gas and Vacuum Systems in the healthcare environment. Maintain records and certifications of their employees and make said certificates available to the CO or COR upon request. Be familiar with hospital environments and infection control requirements. Preventive Maintenance and Inspections General: The Contractor shall perform preventive maintenance (PM) and inspections of all Medical Gas and Vacuum System components covered under this contract at the frequencies specified in Section 7.b. (Quarterly) and Section 7.c. (Annual). All tasks shall be performed in accordance with NFPA 99, VHA Directive 7515(1), and the applicable manufacturer's recommendations. The Contractor shall submit a PM Schedule to the COR within 15 calendar days of contract award identifying proposed dates for all quarterly and annual visits for the base year. The schedule shall be updated annually for each option year, if exercised, and submitted no later than 15 calendar days prior to the start of each option year period. Quarterly Inspections and Maintenance Quarterly inspections shall be performed four (4) times per contract year, at approximately 90-day intervals. The following tasks shall be completed at each quarterly visit: Inspect bulk tank oxygen storage area and manifold assemblies for leaks, corrosion, and physical damage. Verify primary and secondary supply pressures and automatic switchover function. Inspect pressure regulators for proper set point and operation. Inspect all pressure relief valves for condition (no visual actuation or damage). Verify lead/lag/standby sequencing is functioning correctly. Check and record operating pressures and compare them against system design parameters. Inspect belts for wear, tension, and alignment; replace if worn or outside manufacturer tolerances. Inspect intake filters and replace if at or beyond manufacturer-recommended service life. Inspect motor mounts, couplings, and fasteners for security and signs of wear. Inspect all medical air dryers for proper operation and cycle function. Check and record dew point readings; verify compliance. Inspect and replace in-line coalescing, particulate, and activated carbon filters per manufacturer schedule or condition, whichever occurs first. Inspect moisture separator bowls and drain function; clean as needed. Inspect and functionally test all master, area, and local alarm panels. Verify all alarm set points are calibrated to NFPA 99 requirements. Test high/low pressure alarms and confirm visual and audible activation at the correct threshold. Inspect all zone valve boxes for operation, accessibility, and proper labeling. Confirm pressure gauges within valve boxes are functional and accurate. Inspect a representative sample of terminal units (minimum 25% per quarter, rotating so all units are tested at least once annually). Test for proper indexed connection, gas specific fitting, and adequate flow. Replace any terminal unit found to be non-functional or out of specification; document and notify COR if replacement exceeds the minor corrective maintenance threshold in Section 9.a. Visually inspect accessible piping for leaks, corrosion, unsupported spans, or damage. Verify pipe labels and directional markers are present, legible, and accurate. Perform leak survey on accessible fittings and connections using appropriate detection method (soap solution or electronic detector); document and repair any leaks found within the thresholds of Section 9.a. Quarterly Documentation: The contractor shall submit a Quarterly Inspection Report within 10 business days of each quarterly visit. Annual Comprehensive Inspection, Testing and Certification One (1) of the four quarterly visits each contract year shall be designated the Annual Inspection Visit and shall include all quarterly tasks in Section 6.b. plus the following additional tasks. The annual visit shall be coordinated with the COR at least 30 calendar days in advance to allow for patient care scheduling and any required utility shutdown coordination. System-Wide Operational Testing Cross-Connection Testing Medical Air Purity Testing Alarm Panel Calibration and Certification Source Equipment Comprehensive Service Annual Certification Report Testing and Certification The Contractor shall: Perform required testing per NFPA 99 Certify system performance and compliance Provide written certification reports for all tests performed Coordinate testing to minimize disruption to patient care Repairs Minor corrective maintenance (Included - No Additional Cost): Minor corrective maintenance is work that can be completed during a scheduled inspection or testing visit without interrupting patient care, procuring special order parts, or requiring a contract modification. To qualify as minor corrective maintenance, all three of the following conditions must be met: The cost of parts does not exceed $250.00 in materials per occurrence (inclusive of all components replaced during a single visit or task); Labor time does not exceed two (2) hours beyond the scheduled inspection time; and Work falls within one or more of the following categories: Replacement of O-rings, gaskets, or seals Replacement of filters (in-line, particulate, or coalescing) with standard stocked equivalents Adjustment or lubrication of zone valve mechanisms Tightening of fittings, fasteners, or terminal unit connections Replacement of minor hardware (screws, clips, retaining rings) Resetting of non-latching alarm conditions with no underlying system fault. If any of these conditions cannot be met, the work shall not be performed as minor corrective maintenance. The contractor shall document the condition and follow the notification and authorization procedures in Section 9.b. Corrective Maintenance Requiring Authorization: The Contractor shall immediately notify the COR of any deficiency or repair that exceeds the minor corrective maintenance thresholds in Section 9.a., or that involves any of the following regardless of cost: Replacement or rebuilding of compressor or vacuum pump components Repair or replacement of master, area, or local alarm panels Repair or replacement of zone valve bodies (not mechanisms) Any work requiring system shutdown or isolation Any work involving brazing, welding, or new pipe connections Upon COR notification, the contractor shall provide a written repair quote within five (5) calendar days itemizing: Description of the deficiency and cause (if determinable) Parts required, with manufacturers part numbers and unit costs Estimated labor hours and applicable labor rate(s) Recommended timeline and any patient care coordination requirements The government will review the recommended repair(s) and determine the timeline and contracting mechanism. No corrective maintenance beyond the minor threshold shall be performed until a written contract modification is issued by the Contracting Officer (CO). Repair Labor Rates Labor rates for repairs shall be in accordance with labor rates established in the contract's CLIN structure. Overtime or holiday rates shall apply only when: The circumstances requiring after-hours work are beyond the contractor's control; and The CO has provided prior written authorization for the overtime or holiday rate. The contractor is not entitled to overtime or holiday rates without prior written CO authorization. Emergency Services and Repairs The Contractor shall maintain 24 hours per day, 7 days per week, 365 days per year on-call emergency response capability for the duration of the contract, including all option years. The Contractor shall designate a primary and alternate emergency point of contact and provide current contact information to the COR within five (5) calendar days of contract award. Any change to emergency contact information shall be reported to the COR in writing within 24 hours of the change. Response time: Response times are measured from the time the Contractor receives notification from the VA (COR, designated VA staff, or VA switchboard) to the time a qualified technician arrives on-site at Northport VAMC, ready to perform work. Response times are not measured from contractor departure. Emergency Classification Definition, Required On-Site Response Time, and Emergency Types are detailed in the original document. Emergency services shall comply with VA safety and access procedures. The Contractor shall not begin any repair work beyond immediate stabilization without authorization from the COR or CO, consistent with the repair authorization thresholds in SOW Section 9. This contract includes five (5) labor hours of emergency service per quarter (20 hours annually). The following terms apply: Hours are inclusive of all on-site labor time. Travel time to and from the facility is not chargeable. Included hours are measured per quarter and do not carry over to subsequent quarters. Unused hours are not subject to credit or refund. The Contractor shall track and report emergency hours consumed each quarter on the Quarterly Inspection Report. Hours allotted under the Emergency Services line-item cover labor only. Parts and materials consumed during emergency service are addressed under the parts and materials line item. Additional Emergency Services Beyond Included Hours: When emergency service labor is anticipated to exceed the quarterly allotment, the Contractor shall immediately notify the COR and CO and provide an estimate of additional hours and materials required before proceeding beyond stabilization measures. Additional emergency labor beyond the included quarterly allotment must be authorized by the CO via bilateral modification and compensated at the pre-established emergency labor rates. No additional emergency labor charges will be accepted without a signed modification. In life-safety emergencies where immediate action is required to protect patient welfare and there is insufficient time to obtain prior written authorization, the Contractor is authorized to take stabilizing actions only (actions necessary to prevent immediate patient harm or system failure) and shall notify the COR by phone immediately. A follow-up written authorization from the CO shall be obtained before any further repair work proceeds. The Contractor assumes financial risk for any stabilization labor performed without subsequent CO authorization. The Contractor shall submit an Emergency Service Report to the COR within 3 business days of each emergency response, including details such as date/time, technician name, condition found, work performed, parts used, hours charged, and follow-up actions. Deliverables All deliverables should be provided in PDF format via email unless specifically requested otherwise. All service reports shall include the name and ASSE certification number of responding technician(s). The Contractor shall provide the following within ten (10) business days of service completion: Inspection and Maintenance Reports Testing and Certification Documentation Deficiency Reports with Corrective Actions Service Logs and Work Orders Annual Summary Report Emergency Service Reports shall be provided within three (3) business days of emergency service completion. Hours of Operation To the maximum extent practicable, work shall be performed during normal business hours, defined as Monday through Friday between 7:00 AM and 3:30 PM EST, excluding Federal holidays and other days declared by the President of the United States. For work outside these hours, a 14-day notice shall be given to the Contracting Officer Representative (COR). Emergency responses are exempt from this notice requirement. Period of Performance The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month option years. Warranty The contractor shall provide a warranty on the integrity of parts and equipment supporting the Medical Gas Delivery and Vacuum System of NPVAMC for one (1) year after work completion. Safety Precautions The Contractor shall comply with all applicable Federal, State, and local legal requirements regarding workers' health and safety, including OSHA regulations. The contractor shall ensure safe working conditions, guard against fires/explosions, and protect government property. All work must be coordinated to minimize impact on patient care and adhere to security and fire safety regulations. Permits for cutting, welding, and soldering must be obtained 24 hours in advance and displayed during work. Precautions to prevent accidental operation of smoke detectors or sprinkler heads shall be taken. All personnel must complete VA Privacy Training annually. The full text of FAR provisions or clauses can be accessed at the provided URLs. Solicitation Provisions and Clauses Includes FAR 52.212-1, 52.212-2, 52.212-4, and others as listed in the original document. Submission Instructions Quotes must be submitted via email to Christopher.Weider@va.gov by 4:30 pm ET on Tuesday, July 28, 2026. The email subject shall identify RFQ 36C24226Q0722. The quote must include a technical capability statement, proof of certifications, experience, codes knowledge, warranty terms, pricing, remittance address, acknowledgment of amendments, and past performance information. Late submissions or modifications are not accepted unless due to emergency or unanticipated events. The government reserves the right to reject any or all offers and to conduct discussions if deemed necessary. Additional Information Includes references to FAR clauses, evaluation factors, and other contractual details as provided in the original document.

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