SOLICITATION NOTICE
Q -- Medical Gas Cylinders
- Notice Date
- 3/8/2010
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 325120
— Industrial Gas Manufacturing
- Contracting Office
- Department of Veterans Affairs;Chief, A&MM (90C/NLR);Central Arkansas Veterans HCS;2200 Fort Roots Drive, Bldg 41, Room 200;North Little Rock AR 72114 1706
- ZIP Code
- 00000
- Solicitation Number
- VA-256-10-RP-0129
- Response Due
- 3/15/2010
- Archive Date
- 3/25/2010
- Point of Contact
- Sandra Smith501-257-1168
- E-Mail Address
-
Contract Specialist
(ESTER.WASHINGTON@MED.VA.GOV)
- Small Business Set-Aside
- N/A
- Description
- SynopsisThis is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 05-38. The associated North American Classification System (NAICS) number is 325120. This requirement is unrestricted and Offerors are encouraged to submit proposals based on the work requirements specified herein for a Base Year from April 1, 2010 or date of award through March 31, 2011, with two (2) option yearsOption Year-1 from April 1, 2011 through March 31, 2012 Option Year-2 from April 1, 2012 through March 31, 2013. Cylinders are Estimated Annual Quantities and Actual Quantities May Vary. This contract will be awarded in Total Aggregate. The Government will award a contract resulting from this solicitation to the responsible Offeror whose offer conforming to the solicitation is made on the basis of the lowest total aggregate evaluated price. The Government may determine that an Offeror is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). CONTRACTOR ELIGIBILITY REQUIREMENTS: The contractor business must be physically located within a 50-mile radius of each medical center. Only written requests received from the requestor are acceptable. Send your request via email to sandra.smith346ede@va.gov. If requesting information by FAX, you may send your request to (501) 228-8651, ATTN: Sandra Smith Proposed rates should include all costs associated with the Request for Proposal (RFP) VA 256-10-RP-0129 and should include the following items for base period and each option period: Base Year (April 1, 2010 or date of award through March 31, 2011) Description: CLIN 0001- Gaseous Cylinders Oxygen US Cylinder size (E) Government-owned cylinders (G) Estimated Annual Unit Price Total Cost Quantity _____5000_______ $____________$_________________ CLIN 0002- Gaseous Cylinders Nitrogen NF Cylinder size (K) Government- owned cylinders (G) Estimated Annual Unit Price Total Cost Quantity ______25_______ $____________$_________________ CLIN 0003- Gaseous Cylinder Liquid Nitrogen NF Cylinders size (160 Liter) Contractor-owned (C) Estimated Annual Unit Price Total Cost Quantity _______ 30_____ $____________$_________________ _____________________________________________________________________ Minimum Total: $10,000 Maximum Total: $20,000 The minimum and maximum totals identified above for Base Year Estimated Total Contract Value:$________________________ (Includes Base and All Option Periods) The Government will award a contract resulting from this solicitation to the responsible Offeror whose offer conforming to the solicitation is made on the basis of the lowest total aggregate evaluated price. The Government may determine that an Offeror is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). Option Year-1 (April 1, 2011 through March 31, 2012) _____________________________________________________________________ CLIN 1001- Gaseous Cylinders Oxygen US Cylinder size (E) Government-owned cylinders (G) Estimated Annual Unit Price Total Cost Quantity _____5000_______ $____________$_________________ CLIN 1002- Gaseous Cylinders Nitrogen NF Cylinder size (K) Government- owned cylinders (G) Estimated Annual Unit Price Total Cost Quantity ______25_______ $____________$_________________ CLIN 1003- Gaseous Cylinder Liquid Nitrogen NF Cylinders size (160 Liter) Contractor-owned (C) Estimated Annual Unit Price Total Cost Quantity _______ 30_____ $____________$_________________ Minimum Total: $10,000 Maximum Total: $20,000 The minimum and maximum totals identified above for Option Year-1 Estimated Total Contract Value:$________________________ (Includes Base and All Option Periods) The Government will award a contract resulting from this solicitation to the responsible Offeror whose offer conforming to the solicitation is made on the basis of the lowest total aggregate evaluated price. The Government may determine that an Offeror is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). Option Year-2 (April 1, 2012 through March 31, 2013) CLIN 2001- Gaseous Cylinders Oxygen US Cylinder size (E) Government-owned cylinders (G) Estimated Annual Unit Price Total Cost Quantity _____5000_______ $____________$_________________ CLIN 2002- Gaseous Cylinders Nitrogen NF Cylinder size (K) Government- owned cylinders (G) Estimated Annual Unit Price Total Cost Quantity ______25_______ $____________$_________________ CLIN 2003- Gaseous Cylinder Liquid Nitrogen NF Cylinders size (160 Liter) Contractor-owned (C) Estimated Annual Unit Price Total Cost Quantity _______ 30_____ $____________$_________________ Minimum Total: $10,000 Maximum Total: $20,000 The minimum and maximum totals identified above for Option Year-2 Estimated Total Contract Value:$________________________ (Includes Base and All Option Periods) The Government will award a contract resulting from this solicitation to the responsible Offeror whose offer conforming to the solicitation is made on the basis of the lowest total aggregate evaluated price. The Government may determine that an Offeror is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). SECTION B-DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK B.1. Purpose: The Central Arkansas Veterans Healthcare System (CAVHS), 4300 West 7th Street, Little Rock and 2200 Fort Roots Drive, North Little, Arkansas has a requirement for medical gaseous cylinders for a base period plus two (2) one (1) year options. B.2. GENERAL DESCRIPTION: The contract items will be ordered and delivered to the Central Arkansas Veterans Healthcare System (CAVHS), 4300 west 7th Street, Little Rock and 2200 Fort Roots Drive, North Little Rock Arkansas in accordance with all terms conditions, provisions and clauses of this solicitation. The quantities shown in the schedule are estimates of annual requirements. There is no express or implied guarantee that these quantities will be purchased. The schedule also indicates whether the contractor will fill government owned (G) cylinders, will provide contractor owned (C) cylinders, or will be servicing the facility with a combination of both (C/G). B.2.1. Service Hours and Response time: Government Regular Working Hours. Regular working hours will be Monday through Friday, 8:00 a.m. to 3:45 p.m. B2.2. The contract awarded under this solicitation will be in effect from April 1, 2010 or date of award through March 31, 2011. B.2.3. A Contracting Officer Technical Representative (COTR) has been designated in the solicitation schedule for each ordering facility. The COTR is responsible for local contract administration issues such as ordering and providing specific delivery instructions. A letter of delegation that outlines the COTRs specific responsibilities shall be provided to the contractor and the COTR at the time of contract award. Within 15 days after contract award, the contractor shall contact the COTR to finalize the ordering method and clarify the specific details of any delivery instructions that are included in the solicitation schedule. If agreement cannot be reached between the contractor and the COTR regarding any issue, the matter shall be referred to the Contracting Officer for resolution. B.2.4. Type of contract: CAVHS anticipates award of fixed-price Indefinite Delivery/Indefinite Quantity (ID/IQ) contract based on the contents of this solicitation. B.2.5. This contract is subject to availability of VA Funds. The contractor shall be responsible for requirements in accordance with the terms and conditions, provisions and specifications of this contract for the period specified in the schedule. B.2.6. Holidays: Legal holidays recognized by the Federal Government in accordance with 5 U.S.C. 6103, Executive Order 11582 Public Law 94-97 or any other by the President of the United States to be a national holiday, the following national holidays are observed and for the purpose of this contract is defined as Legal Federal, official holidays as follow: The ten (10) holidays observed by CAVHS are: New Years DayJanuary 1 Martin Luther King DayThird Monday in January Presidents DayThird Monday in February Memorial DayLast Monday in May Independence DayJuly 4 Labor DayFirst Monday in September Columbus DaySecond Monday in October Veterans DayNovember 11 Thanksgiving DayFourth Thursday in November Christmas DayDecember 25 Or any other day specifically declared by the President of the United States to be a national holiday. Qualifications: Contractor ELIGIBILTY REQUIREMENTS: The contractor business must be physically located within a 50 mile radius of each medical center. Offers will only be considered that are submitted by regularly established business that in the judgment of the contracting officer are financially responsible and able to show evidence of their ability, experience, equipment, facilities and personnel directly employed or supervised by them to render prompt and satisfactory service. B.2.7 ORDINANCES AND REGULATIONS: Contractors shall comply and conform to Federal, State and local ordinances and regulations. Task/Frequency Schedule: B.2.8 Delivery Schedule CAVH- Little Rock, AR- Contractor shall pick-up and drop off on Tuesday of each week, and return full cylinders to the pick-up location on Friday of each week. CAVH- North Little Rock, AR Contractor shall pick-up cylinders on Tuesday of each week, and returns full cylinders to the pick-up location on Thursday of each week. Services will be performed during periods of inclement weather unless authorized otherwise by the contracting officer. When exceptions are granted, the contractor shall make up all missed collections within 24 hours after the severe weather has terminated, unless the contracting officer authorizes additional time. B.2.9 SERVICE REQUIRED: The contractor shall provide all necessary labor, equipment, supplies, supervision, management and transportation required to perform the requirements of this statement of work. Service will be performed in accordance with commonly accepted commercial practices. B.2.10 SANITARY CONDITION: The Contractor shall be required to pickup and deliver the medical gas cylinders in such a manner as not to cause conditions detrimental to public health or to constitute a public nuisance. All work is to be performed in accordance with the guidelines rules and regulations established by Federal, state, city laws and environmental Quality Board. The pick-up area shall be left in a clean and sanitary condition. All utilities (electrical and water) will be furnished by VA for the contractor's use to operate such equipment as is necessary in the conduct of the work. B.2.11 SAFETY REQUIREMENTS: In performance of this contract, the Contractor shall take the necessary to protect both the lives and health of the occupants of the building and property. The (COTR) shall notify the Contractor of any non-compliance with the foregoing provisions and the action to be taken. The Contractor shall, after receipt of such notice, immediately correct the condition to which attention has been directed. Such notice, when served on the Contractor or his representative at the site of work, shall be deemed sufficient for the purpose above mentioned. The Contractor shall be liable for all personal and property damage at each installation caused during the performance of this contract. The Contractor shall provide protective equipment and attire to personnel and require employees to use it during the performance of their duties as necessary. The contractor shall conform to all regulations, federal and OSHA Standards. B.2.12 SUPERVISION: The Contractor is responsible for supervision of all employees utilized in the performance of this contract. The Contractor or his designee shall be available at all times, when the contract work is in progress, to receive notices, reports or request from the Contracting Officer or his representative. B.2.13 DELIVERY - ORDERING PROCEDURES: The method of payment will be Government Commercial Purchase Cards issued by Government employees to pay for official Government purchases. Contractor shall coordinate with the COTR all pick-ups scheduled for after working hours and/or weekends. (No additional charges will be paid for work performed outside of normal working hours). Normal working hours are as follows: from 8:00 AM to 3:45 PM (Monday through Friday) except Federal holidays. The Contractor shall schedule and arrange work to cause the least interference with the normal occurrence of Government business and mission. In those cases where some interference may be essentially unavoidable, the Contractor shall make every effort to minimize the impact of the interference. Work schedules shall be submitted as specified in the appropriate clauses herein. B.2.14 PRODUCT SPECIFICATIONS 10.1 All medical gases shall conform to specifications prescribed in the United States Pharmacopeia and the National Formulary. All medical gas manufacturers and fillers of medical gases shall be registered with the FDA; and all medical gases shall be manufactured, processed, packed, transported, and stored according to the FDAs Current Good Manufacturing Practice (CGMP) regulations and Title 21, Code of Federal Regulations, Parts 210, 211 and 201 for labeling. In addition, the following specifications are incorporated into the solicitation and resulting contracts: a. Federal Specification BB-A-1034B, Air, Compressed, for Breathing Purposes, Dated 20-Dec-1985 b. Federal Specification BB-C-101B, Carbon Dioxide (CO2) Technical and USP, Dated 15-Apr-1971 c. Compressed Gas Association (CGA) Publications G-7 Compressed Air for Human Respiration, dated 1/1/90, and ANSI/CGA G-7.1 Commodity Specification for Air, dated 12/29/97 All products, equipment, and services provided under the contracts awarded under this solicitation shall be in compliance with all applicable Federal, state, and local regulations. B.2.15 DELIVERY REQUIREMENTS Pick-up delivery schedule is specified in section 4.1 of the SOW. FOB point is destination. All transportation charges for cylinders shall be included in the price of the gas. Additional charges such as delivery fees, hazardous materials fees, fuel surcharges, etc. shall NOT be billed or paid by the Government. Material Safety Data Sheets shall be provided to the COTR upon request at no additional charge. B.2.16 NON-REPAIRABLE GOVERNMENT PROPERTY B.2.17 CYLINDERS AND OTHER CONTAINERS 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 DOT regulations (Title 49-Transportation, Code of Federal Regulations.) Filling, packaging, labeling, etc., for medical gases shall also comply with the Federal Food, Drug, and Cosmetic Act. Marking In addition to marking required by the aforementioned laws and regulations, marking shall comply with CGA Publication C-7 Guide to Preparation of Precautionary Labeling and Marking of Compressed Gas Containers, dated 6/27/00. Color Coding: Cylinders shall be color coded in accordance with CGA Publication C-9 -- Standard Color Marking of Compressed Gas Containers Intended for Medical Use, dated 1/1/88. Valves Valves shall comply with CGA Safety Bulletin SB-26 and CGA Publication V-1 -- Compressed Gas Association Standard for Compressed Gas Cylinder Valve Outlet and Inlet Connections, dated 12/31/00. 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. For liquid containers, all fittings must be permanently brazed to prevent their removal. In addition, each container should contain a 360-degree cryoband applied at the top of the container with the drug product name repeated around the entire container. Hydrostatic Testing: Retest Date: If applicable DOT regulations would require retesting of cylinder within three (3) months after scheduled date of shipment to Continental U.S. destination, or within six (6) months after scheduled date of shipment to overseas destination, cylinder shall be retested. Contractor will be required to retest any Government-Owned cylinder when requested by Government, regardless of scheduled retest data. Method: Government-owned cylinders which are eligible for extended hydrostatic retest period, testing by modified hydrostatic method, or visual inspection in lieu of hydrostatic testing, shall be serviced by the most economical means which will comply with Department of Transportation regulations (49 CFR 173.34) unless otherwise specified by the Government. When modified or reduced DOT test requirements are contingent upon past usage of the cylinders, a written statement from the ordering activity indicating that the cylinders have been used exclusively for a specific gas may be considered acceptable evidence of the cylinders' eligibility for modified testing or inspection. Hydrostatic testing shall be performed in accordance with CGAs Publication -- C-1, Methods for Hydrostatic Testing of Compressed Gas Cylinders, and dated 12/01/96. Visual inspection shall be performed in accordance with the applicable CGA Publications C-6 --Standards for Visual Inspection of Steel Compressed Gas Cylinders, dated 1/1/93 or C-6.1 -- Standards for Visual Inspection of High Pressure Aluminum Compressed Gas Cylinders, dated 4/1/95. The contractor shall be responsible for all testing of contractor-owned cylinders at no additional cost to the Government. The government shall pay for usual and customary changes for the hydrostatic testing of government-owned cylinders. Cylinder Sizes: Cylinder sizes shown in the item description indicate product capacity of the cylinder currently being used. In accordance with the Federal Food, Drug and Cosmetic Act, the actual contents of the container must appear on the label. Individual Agency Ownership of Cylinders: Government-Owned cylinders shall remain the property of the Government and shall not be exchanged for other cylinders, either government-owned or contractor-owned, without authorization. Lost or Damaged Contractor-Owned Cylinders For each contractor-owned cylinder lost or damaged beyond repair while in the Governments possession, the Government shall pay to the Contractor the replacement value, less the allocable rental paid for that cylinder. These cylinders shall then become Government property. Method of Shipment: Empty Government-owned cylinders that are picked up from an ordering facility for re-fill or servicing shall be transported according to the Department of Transportation Regulations, using normal commercial practice to prevent damage to cylinders. Transportation of Cylinders: All transportation charges for pick-up or delivery of cylinders shall be at the expense of the contractor. B.2.18 MEASUREMENT AND CONVERSION COMPUTATION, ATMOSPHERIC GASES AND HYDROGEN: Density data and volume measurement equivalents printed in CGA Publication P-6 -- Standard Density Data, Atmospheric Gases and Hydrogen, dated 3/8/00 shall be used when necessary to convert measurement of these gases from one form to another; for example, from cubic feet to gallons. B.2.19 LOSS OF CONTRACTOR-OWNED CYLINDERS Both the Contractor and Government should keep accurate records of receipt and return of cylinders. In case of loss or damage of Contractor-Owned cylinders due to negligence on the part of the Government, the parties involved should make a mutually agreeable settlement. B. 2.20 CONTRACTOR'S LIABILITY (a) Responsible for Government Property: The Contractor assumes full responsibility for and shall indemnify the Government for any and all loss or damage whatsoever kind and nature to any and all Government property, including any equipment, supplies, accessories, or parts furnished while in custody and care for storage, repairs, or services to be performed under the terms of this contract, resulting in whole or in part from the negligent acts or omissions of Contractor, any subcontractor or any employee, agent, or representative of Contractor or subcontractor. (b) Hold Harmless and Indemnification Agreement: The Contractor shall save and hold harmless and indemnify the Government against any and all liability, claims, and cost of whatsoever kind and nature for injury to or death of any person or persons and for loss or damage to any property occurring in connection with or in any way incident to or arising out of the occupancy, use, service, operations, or performance of work under the terms of this contract, resulting in whole or in part from the negligent acts or omissions of Contractor, any subcontractor, or any employee, agent or representative of Contractor or subcontractor. (c) Damage to Government Property from Causes Other than Contractor's Negligence: Nothing in the above paragraphs shall be considered to preclude the Government from receiving the benefits of any insurance the Contractor may carry which provides for indemnification for any loss, or destruction or damage to Government property. The Contractor shall do nothing to prejudice the Government's right to recover against third parties for any loss, description of or damage to Government property and upon the request of the Contracting Officer shall, at the Government's expense, furnish to the Government all reasonable assistance and cooperation (including assistance in prosecution of suit and the execution of instruments of assignment in favor of the Government) in obtaining recovery. B.2.21. MEDICAL DEVICE AMENDMENTS OF 1976 The product(s) included in this solicitation is/are considered medical devices by the U.S. Food and Drug Administration, Contractors and/or subcontractors must comply with the Food, Drug and Cosmetic Act, as amended, and regulations promulgated thereunder. B.2.22. RECALLS If at any time during the term of the contract awarded as a result of this solicitation, the Food and Drug Administration (FDA) or the individual contractor initiates a drug recall or FDA withdraws their approval to manufacture a drug, the following steps will immediately be taken by the appropriate contractor: a. Important notices not requiring immediate attention may be mailed to: Central Arkansas Veterans Healthcare System Attn: Tomella K. Jones (90B2/LR) 4300 West. 7th Street Little Rock, Arkansas 72206 b. Drug product hazard alerts, recalls and product notices requiring immediate attention and dissemination should be sent via overnight express to: Central Arkansas Veterans Healthcare System Attn: Tomella K. Jones (90B2/LR) 4300 West 7th Street Little Rock, Arkansas 72206 c. Forward one copy of any notification along with any pertinent information to: Central Arkansas Veterans Healthcare System Attn: Ester M. Washington (90C/NLR) 2200 Fort Roots Drive Bldg. 41 North Little Rock, Arkansas 72114 B.2.23 CONTRACTOR'S REPORT OF SALES (a) Contractor shall furnish quarterly, the dollar value (rounded to the nearest whole dollar) of all Government agencies' sales under this contract received during the preceding 3 month period to include any partial month. Open market sales (sales not under this contract) should be excluded from these sales reports. Line items must correspond to the awarded line items shown herein. Do not use contractor specific identifiers. The provision at 52.212-1, Instructions to Offerors Commercial Items (JAN 2008), applies to this acquisition. Offerors are required to submit the following documentation with proposals: Offerors are required to include a completed copy of the provision at 52-212-3, Offeror Representations and Certifications-Commercial Items, (JUL 2009). The clause 52.212-4, Contract Terms and Conditions-Commercial Items ((Mar 2009), applies to this acquisition with the following clauses added as addenda to the clause:52.216-18, Ordering (OCT 1995), 52.216-19, Order Limitations (OCT 1995), 52.216-21, Requirements (OCT 1995), 52.216-22, Indefinite Quantity (OCT 1995), 52.217-8, Option to Extend Services (NOV 1999), 52.217-9, Option to Extend Term of Contract (MAR 2000), 52.224-1, Privacy Act Notification (APR 1984), 52.224-2 Privacy Act (APR 1984), 52.228-10, Vehicular and General Public Liability Insurance, 852.203-70 Commercial Advertising (JAN 2008), 852.216-70, Estimated Quantities (APR 1984), 852.237-70, Contractors Responsibilities (APR 1984), 852.271-70, Non-Discrimination in Services Provided to Beneficiaries (JAN 2008), 852.273-75 Security Requirements for Unclassified Information Technology Resources (OCT 2008) The clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (JUN 2009) applies to this acquisition with the following clauses added as addenda to the clause: 52.204-7,Central Contractor Registration (APR 2008), 52.222-3, Convict Labor (JUN 2003)(E.O. 11755), 52.222-19, Child LaborCooperation with Authorities and Remedies(FEB 2008) (E.O. 13126), 52.222-21, Prohibition of Segregated Facilities (FEB 1999), 52.222-26, Equal Opportunity (MAR 2007) (E.O. 11246), 52.222.50, Combating Trafficking in Persons (FEB 2009 (U.S.C. 7104 (g)), 52.232-34, Payment by Electronic Funds TransferOther than Central Contractor Registration (MAY 1999) (31 U.S.C. 3332), 52.222-53, Exemption from Application of the Service Contract Act for Certain ServicesRequirements (FEB 2009) (41 U.S.C. 351, et seq.). Addendum to 52.212-1. 52-216-1, Type of Contract (APR 1984). The Government contemplates award of an Indefinite Delivery/Indefinite Quantity (ID/IQ) contract resulting from this solicitation, 52.232-19, Availability of Funds (APR 19842), 852.270-1, Representatives of Contracting Officers (JAN 2008). The full text of a clause may be accessed electronically at this/these address (es): http://www.acquisition.gov/far/index.html (FAR) http://www1.va.gov/oamm/oa/ars/policyreg/vaar/index.cfm (VAAR) Offerors must submit proposals on the attached pricing schedule. The awarded Contractor will be required to submit a signed SF1449 prior to award. Contracting Office Address: Department of Veterans Affairs; VISN 16 Acquisition, Central Arkansas Veterans Healthcare System (CAVHS) 4300 Fort Roots Drive, Bldg 41, North Little Rock, AR 72114
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