This is a Sources Sought notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted in response to this Source Sought notice. Respondents will not be notified of the results of the evaluation. If a solicitation is issued it shall be announced at a later date, and all interest parties must response to that solicitation announcement separately. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS 238990 (All Other Specialty Trade Contractors) SBA size standard $19 Million. The Veterans Health Administration (VHA) is seeking a contractor that shall provide preventative maintenance services for pumps and compressors utilized in medical gas and vacuum system applications. Medical gas and vacuum systems store, generate, and supply oxygen, compressed air, carbon dioxide, nitrous oxide, vacuum, and/or nitrogen to patient care areas. These systems are complex and critical to providing healthcare services to our Veterans. This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirements described below. Vendors are encouraged to submit information relative to their capabilities to fulfill this requirement, in the form of a statement that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy. Submission Instructions: Interested parties who consider themselves qualified to perform the services are invited to submit a response to this Sources Sought Notice by 17:00 EST, 23rd of July 2025. All responses under this Sources Sought Notice must be emailed to Nathan.Langone@va.gov with Sources Sought # 36C24125Q0669 in the subject line. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Interested parties should complete the attached Sources Sought Worksheet. Parties may submit additional information related to their capabilities, provided it contains all the requirements contained in the Sources Sought Worksheet. Responses to this Sources Sought shall not exceed 8 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format. Statement of Work Preventative Maintenance Contract for Critical Medical Air & Medical Vacuum Systems Background: The VA Connecticut Healthcare System (VACHS) West Haven Medical Campus requires preventative maintenance services for pumps and compressors utilized in medical gas and vacuum system applications. Medical gas and vacuum systems store, generate, and supply oxygen, compressed air, carbon dioxide, nitrous oxide, vacuum, and/or nitrogen to patient care areas. These systems are complex and critical to providing healthcare services to our Veterans. VHA directive 7515(1) requires all design, installation, operation, testing and maintenance of medical gas and vacuum systems to comply with the requirements of the most recent edition of NFPA 99. NFPA 99 requires healthcare facilities with installed medical gas, vacuum, medical support gas systems or a combination thereof, to develop and document periodic maintenance programs for these systems and their subcomponents as appropriate to the equipment installed. Facilities Management Services (FMS) has identified six (6) critical medical gas and vacuum systems with mechanical subcomponents to be maintained annually as recommended by the manufacturer. Justification: A preventative maintenance schedule for medical gas and vacuum systems, and their subcomponents is required by VHA directive 7515(1) and NFPA 99. Routine maintenance will reduce the risk of system failures, interruptions in service, and/or inconsistencies in operation of these critical systems by maintaining the equipment in a condition suitable for continuous operation. Location of Services: VA Medical Center West Haven 950 Campbell Avenue West Haven, CT 06516 Medical Gas systems subject to this contract are located in building (1) and building (2) of the West Haven VAMC. Period of Performance: Base contract period shall be 8/01/2024 07/31/2025. The contract will also contain the provision for (4) annual option years: **These dates are subject to change depending on final award of contract Option Year 1: 08/01/2025 07/31/2026 Option Year 2: 08/01/2026 07/31/2027 Option Year 3: 08/01/2027 07/31/2028 Option Year 4: 08/01/2028 07/31/2029 References: The following VA standards are reference documents that pertain to the scope of work contained herein and shall be adhered to. Reference (a) VHA Directive 7515(1) Medical Gas and Vacuum Systems, Dated Sept 27, 2019; amended Jan 6 2020. Reference (b) National Fire Prevention Association (NFPA) 99, Gas and Vacuum Systems. Reference documents are available via the VA Technical Information Library using the following link: https://www.cfm.va.gov/TIL/spec.asp. Alternatively, the COR or FMS designee may provide this document upon request. Scope of Work: The contractor shall provide all labor, supervision, materials, tools, equipment, along with applicable certifications, state license(s) and permits to conduct routine preventative maintenance of critical medical gas and vacuum systems listed in the equipment section herein. Prior to conducting any maintenance activities, the contractor shall coordinate with the COR, or their designee, and FMS personnel to communicate medical center impact (i.e. equipment down time), plan for contingency for impacted areas and isolate all applicable energy, fluid, and gas sources to the equipment. Coordinate with FMS personnel as needed to isolate and/or lock out tag out applicable sources. The contractor shall conduct annual preventative maintenance, at a minimum, on the equipment listed herein, ensuring continuous system operation and compliance with Reference (a) and Reference (b) requirements as applicable. The contractor shall maintain the equipment in accordance with the manufacturer s standards. Maintenance service shall include, but need not be limited to the following: Replacement of wear items and consumables such as filters, belts, lubricants, or otherwise recommended by the manufacturer. Visual inspection, calibration, and cleaning. Reviewing operating system diagnostic data to ensure the system is operating in accordance with the manufacturer s specifications. The contractor shall ensure maintenance work does not introduce contaminants into the serviced systems. Care shall be taken when adding lubricant, changing oil, temporarily breaking sealed connections, or otherwise changing the state of these systems, to ensure no foreign debris or contaminates are introduced into the system service. The contractor shall restore the equipment back to operating conditions following maintenance. Including replacing all covers, gaskets, seals, fasteners and similar items requiring temporary removal incidental to the maintenance work. All waste material (including packaging, consumables) and debris generated by this work shall be removed off VA campus by the contractor and shall be disposed of in accordance with applicable State and Federal regulations. Equipment: The systems listed in Table 1 below are subject to the terms of this contract. The following table should serve a guide to identify key components. The service contract for the Med Gas system is not limited to items listed in the table. Contractor should identify any equipment or items in bid proposal requiring service needs. The following tables show typical maintenance OEM parts, services and deliverables for Med Air and Med Vacuum Pump Systems Table 1: West Haven Building 1 and 2 Medical Air and Vacuum Systems Building 1 - New PowerEx Medical Air System Item Number/Service Qty Description VP000543AV 6 EMSE Filter Element 3VX425 12 EMSE 3VX425 Bestorq V-Belt ST940406AV 1 EMSE Pre-filter element ST940416AV 1 EMSE After-filter element ST178519AV 6 EMSE Float drain for air liquid separator SL300701AV 1 EMSE Timer controlled condensate drain: 1/2" NPT, strainer Annual PM 1 Major / Annual Preventative Maintenance - BLANK - Building 1 - New EMSE Medical Vacuum System Item Number/Service Qty Description 238 3 EMSE Inlet Filter Element (Busch #532.002.01) 4107 400 014 3 BM Gear Oil - 1 Qt Annual PM 1 Major / Annual Preventative Maintenance - BLANK - Building 2 - PowerEx Medical Air System with New EMSE Dryer Item Number/Service Qty Description BT012900AV 6 EMSE V-Belt VP000508AV 2 EMSE Intake Filter Element E0050M1 1 EMSE Replacement Filter Element, 0.1 Micron E0050 M01 1 EMSE Replacement Filter Element, 0.01 Micron Annual PM 1 Major / Annual Preventative Maintenance - BLANK - Building 2 - New PowerEx Medical Vacuum System Item Number/Service Qty Description 238 2 EMSE Inlet Filter Element (Busch #532.002.01) 4107 400 014 2 BM Gear Oil - 1 Qt Annual PM 1 Major / Annual Preventative Maintenance - BLANK - Building 1 5th Floor Quincy Vacuum System Item Number/Service Qty Description 2901990083 3 CDS Maintenance kit includes Oil Filter, Air filter and Separator 144046-005 3 CDS Quincy QuinSyn 5-gallon pail of oil ANNUAL PM 1 Major / Annual Preventative Maintenance - BLANK - Building 1 5th Floor PowerEx Medical Air System Item Number/Service Qty Description 1012357 2 AMGAS Inlet Filter Element (5.88"OD x 8.75"H) 2712485 18 AMGAS Belt 1512445 9 AMGAS Separator Float Drain 1012596 1 AMGAS Prefilter Element 1012597 1 AMGAS After-filter Element 2812744 1 AMGAS Prefilter Float Drain ANNUAL PM 1 Major / Annual Preventative Maintenance The Following Pictures and model numbers show the key Med-Air and Med Gas Pump / Compressor systems located in Bldg 2, Bldg 1, and the Bldg 1 OR Mechanical Spaces Contractor to provide all manufacturers recommended maintenance and services on the below pump systems. Contractor to provide all inspections, service and repairs to their respective display screens and system controls for all Pump / Compressor Systems. Contractor provides all routine inspections and maintenance of all main system alarm panels, area alarms and zone alarms for all Med Air and Med Vacuum Systems. DENTAL MED AIR POWEREX SOS SET150740E PUMP SLAE05E BLDG 2 ROOM G-139 DENTAL MED-VACUUM PUMP SYSTEM MOJAVE MMC-M Bldg 2 G-139 MEDICAL VACUUM PUMP SYSTEM UNITS 1 & 2 BLDG 2 MED AIR POWEREX PUMP SYSTEM SPL2923735 ROOM G-139 BLDG 2 MED AIR POWEREX PUMP SYSTEM SPL2923735 ROOM G-139 Bldg 2 room G-139 Medical Air Pump System Quincy QGS 10 Units 1 & 2 BLDG 1 MED VACUUM PUMP SYSTEM UNITS 1, 2, 3 ESME 1TCB10CLSM-NT BLDG 1 ROOM SG 180 POWEREX MED AIR UNITS 1, 2, 3 POWEREX MST10A54P Bldg 1 5TH FLOOR OR MECH ROOM MED AIR POWEREX SPL3471698 UNITS 1 9 PNEU-DRI AIR DRYERS BLDG 1 5TH FLOOR OR MECH ROOM QUINCY MEDICAL VAC PUMP UNITS 1,2,3 QUINCY QSV 205 Contractor to add the maintenance of the Dental Medical Air & Vacuum Pump systems to the overall roster of equipment. Dental is located in Bldg 2, 2nd Floor. Condition of Equipment: The contractor accepts responsibility for the equipment subject to this contract and described in as is condition. Definitions/Acronyms: FMS Facilities Management Service CO Contracting Officer. COR Contracting Officer s Representative. FST Field Service Technician. A person who is authorized by the contractor to service the equipment and has qualifications to merit the performance of this work. FSR Field Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract. Acceptance Signature Signature of VA FMS employee who indicates FST demonstrated service conclusion/status and user has accepted work as complete/pending as stated in the FSR. Authorization Signature COR s signature; indicates COR accepts work status as stated in FSR. OSHA Occupational Safety and Health Administration. Hours of Coverage: All scheduled routine service shall be performed during normal business hours of coverage convenient to the VA, unless an alternative arrangement is coordinated and agreed to by the COR, their designee, FMS leadership, or emergency maintenance service is required. Scheduling for emergency maintenance visits outside of normal hours shall be coordinated with and require the approval of the FMS Chief. Federal holidays observed by VA Connecticut Healthcare System are: Labor Day Columbus Day Veteran s Day Thanksgiving Day Christmas Day New Year s Day Martin Luther King Day President's Day Memorial Day Juneteenth Independence Day and any other day specifically designated by the President of the United States. Emergency Maintenance: The Contracting Officer, COR or designated alternate have the authority to approve/request a service call from the contractor. The contractor should include a line item for emergency response calls in case of a major alarm or system failures. A minimum of 6 emergency maintenance calls should be built into the contract per each option year. Response time: The contractor s FST shall respond by phone during normal business hours or within (30) minutes after normal business hours. If the problem cannot be corrected by phone or by remote diagnostics the contractor shall dispatch a technician to arrive no later than 4 business hours after the call is placed. Parts: No used (non-new), reverse engineered, or counterfeit parts shall be used for equipment furnished under the terms of this contract. At no additional charge to the VA, the contractor may provide equivalent or superior parts/consumables than specific part numbers listed herein. All part substitutions must be reviewed and approved by the COR prior to use. Service Manuals: The VA will not provide service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its FSTs all operational and technical documentation, (such as: operational and service manuals, schematics, and parts list), which are necessary to meet the performance requirements of this contract. Safety: The contractor shall take all safety precautions necessary to perform preventative maintenance on medical gas and vacuum systems. The contractor shall ensure activity during maintenance does not endanger patients, the contractor s authorized personnel, or VA personnel during this work. The contractor shall coordinate with FMS prior to servicing any system covered herein. The contractor shall comply with the following: Lock Out Tag Out procedures as required. Hot work permits as required. Confined Space permit(s) as required. Personal Protective Equipment (PPE) as required for field service work. Documentation/Reports: Documentation shall include detailed descriptions of scheduled and emergency maintenance procedures performed, including replaced parts required to maintain the equipment in accordance with manufacturer specifications. Test equipment used for inspection or calibration shall be listed on the service report by manufacturer, model number, serial number, and date due for calibration. The contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable), to the COR or their designee at the completion of the PM. Any additional charges claimed will be approved by the CO and COR before service is completed. Services out of the Contract Scope: The Contractor shall immediately, but not later than 24 consecutive hours after discovery, notify the CO and COR, (in writing), of the existence or the development of any defects in, or repairs required to, the scheduled equipment which the contractor considers he/she is not responsible for under the terms of the contract. Contactor shall provide COR with a written estimate of the cost to make necessary repairs (parts and labor) that are beyond this contract scope. Any additional charges claimed will be approved by the CO and COR before service is started. Proceeding with unauthorized work without a PO# or direction from the CO is to proceed at risk. Test Equipment: Test equipment calibration shall be traceable to National Institutes of Standard Technology standards. Each service report shall list test equipment used and date calibration to NIST is due. Test equipment out of calibration shall not be used. Identification, Parking, Smoking, and VA Regulations: Contractor s FST(s) or authorized personnel on site for this work shall wear visible identification at all times while on the premises of the VA. Identification shall include, at a minimum, the employee s name, position, and the contractor s trade name. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from VA Police Service. VA will not invalidate or make reimbursement for parking violations of the contractor under any conditions. Smoking is prohibited inside all VA buildings. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state or municipal court. Qualifications: Contractor personnel performing maintenance work on medical gas systems covered by this contract shall have qualifications per Reference (a), VHA directive 7515(1) and Reference (b), NFPA 99 as applicable. Appropriate qualification shall be demonstrated by any of the following: A documented training program acceptable to the VA, which demonstrates the technician s ability to work with the specific equipment as installed in the medical center facility. Credentialling to the requirements of ASSE/IAPMO/ANSI 6040, Professional Qualifications Standard for Medical Gas Systems Maintenance Personnel, and technically competent on the specific equipment as installed in the medical center facility. Credentialing to the requirements of ASSE/IAPMO/ANSI 6030, Professional Qualifications Standard for Medical Gas Systems Verifiers, and technically competent on the specific equipment as installed int eh facility. Fully qualified is based upon training and experience in the field. For training, the FST(s) has successfully completed a formalized training program for the equipment identified in this solicitation as required by the Original Equipment Manufacturer (OEM) and equal to what the manufacturer provides their own field service personnel. Contractor must provide, upon request, evidence of appropriate training of any FST(s) providing services under terms of the contract. The CO and/or COR specifically reserve the right to reject any of the contractor s personnel and refuse them permission to work on the equipment outlined herein, based upon credentials provided. Subcontracting of any ensuing award of this solicitation will not be allowed without written permission of the Contracting Officer. Service response on calls from unauthorized personnel could result in non-payment. Contractor must have access to all OEM proprietary information due to the critical nature of these services. As applicable and including software updates and factory service bulletins that describe updates/modifications needed to make the equipment under this contract safe for use. Records Management: The following standard terms and conditions relate to records generated in executing the contract and should be included in a typical procurement contract: Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. Attachment 1 Sources Sought Worksheet QUALIFICATION INFORMATION: Company / Institute Name: _______________________________________________________ Address: ______________________________________________________________________ Phone Number: ________________________________________________________________ Point of Contact: _______________________________________________________________ E-mail Address: ________________________________________________________________ Unique Entity Identifier (UEI) #:Â ___________________________________________________ CAGE Code: __________________________________________________________________ SAM Registered: (Y / N) Other available contract vehicles applicable to this sources sought (GSA/FSS/NASA SEWP/ETC): __________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ SOCIO-ECONOMIC STATUS: VIP Verified SDVOSB: (Y / N) VIP Verified VOSB: (Y / N) 8(a): (Y / N) HUBZone: (Y / N) Economically Disadvantaged Women-Owned Small Business: (Y / N) Women-Owned Small Business: (Y / N) Small Business: (Y / N) NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and Center for Veterans Enterprise (CVE) verified in VetBiz Registry www.vetbiz.gov. BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION. CAPABILITY STATEMENT: Provide a brief capability and interest in providing the service as listed in Attachment 2 Statement of Work with enough information to determine if your company can meet the requirement. The capabilities statement for this Sources Sought is not a Request for Quotation, Request for Proposal, or Invitation for Bid, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company s ability to provide the services outlined in the SOW. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________
