ANNUAL MEDICAL GAS INSPECTION AND REPAIRS

Annual Medical Gas/Vacuum Inspection, Certification and Repairs

Kansas City, VA Medical Center

General Information

1. GENERAL: This is a non-personal services contract to provide Annual Medical Gas/Vacuum Inspection, Certification and Repairs for the KC VAMC. The Government shall not exercise any supervision or control over the contract service providers performing the services herein.  Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items to perform Inspection, testing services and Repairs as defined in this Performance Work Statement (PWS), section 5. The Contractor shall perform to the standards in this contract.

The contractor shall have documented experience with projects of similar scope, size and magnitude as the Kansas City VA Medical Center. Contractors will provide documentation on past performance for the previous 5 years with their proposal. Failure to provide this documentation will result in the elimination of the proposal for consideration.

1.2 Background: The Medical Gas and Vacuum System in the Medical Center is required to be inspected, at intervals and frequencies, as defined in NFPA 99 Chapter 5 (2024 Edition) and VHA Directive 7515. The Medical Center has: Medical Air Compressors and Vacuums as source equipment; 6 Operating Rooms each with 2 Hill-Rom Ceiling Columns Model EpiCare P680. The facility also has numerous inventories of Medical Gas Outlets/Inlets, Alarm Panels, Zone Valves and piping systems. See Attachment A.

1.3 Objectives: 

Contractor will annually inspect and test: Source Equipment; Medical Gas inlet/outlets; Zone Valves; Alarm Panels and other items as defined by NFPA 99 (2024) – 5.1.14.7 Contractor will provide a detailed report, in electronic format, identifying all deficiencies with a clear color photo and a narrative of each deficiency. The contractor will also make recommendations to correct each deficiencies identified. At the completion of the inspections, the contractor will provide certification to the Kansas City VAMC.

1.4 Scope: Contractor will supply all tools, materials, equipment and supervision to perform Annual Medical Gas and Vacuum Inspections. Upon completion of the inspections, the contractor will provide the inspection Certification for the entire system.

Comprehensive inspection of the system will include:

• Medical Air Compressor Packages
• Medical Vacuum Pump Packages
• Instrument Air Compressor Systems
• Area Alarm and Master Alarm Systems
• Zone Valve Boxes
• Outlet and Inlet assemblies
• Any signage required by NFPA 99

Services include:

• Provide a detailed inspection, inventory and count for all medical gas systems and sub-components of the pipeline distribution system.
  • The inventory will include clear color photos for each:
    • Source equipment compressor or vacuum.
    • Master and Area alarm system panels.
    • Zone Valve boxes
    • Tank manifolds and Oxygen storage system.
• •  The inspection will include:
• • • Compliance with all Category 1 code requirements for all systems, components and sub-components.
    • Clear color photos and a detailed narrative for each deficiency observed.
    • Recommendations to correct deficiencies.
    • An itemized proposal to correct each deficiency.
    • An inspection report, in electronic format. The repot shall include”
      • Clear color photos of each deficiency observed and the location of the deficiency.
      • A detailed narrative of the deficiency that included the NFPA Standard.
      • An itemized quote to repair each deficiency. The quote will have the labor and material costs separated.
      • Upon completion of the system inspection, a report will be submitted to the contract COR. It will include a photo of each deficiency and the location of the deficiency.
      • After the deficiencies are corrected, a follow-up report will be submitted, and it will include side-by-side before and after photos of each deficiency and the deficiency after it was repaired.
      • Prior to submitting the report, the contractor will coordinate the format and layout for the report with the contract COR.
• Comprehensive testing and inspection of the system will include:
• • Outlets / Inlets testing criteria
• • • Leak detection using a calibrated, ultrasonic leak detector for all accessible and not-in-use Medical Gas and Vacuum Outlets/Inlets.
    • Operational flow testing for all accessible and not in use Medical Gas and Vacuum Outlets/Inlets.
    • A minimum of 10% of Medical Gas Outlets will be randomly sampled for concentration percentage and purity. The contractor shall document readings and locations of samples taken.
      • Operational Flow NFPA 99 (2024 Edition) 5.1.12.4.10
      • Medical Gas Outlet Concentration NFPA 99 (2024 Edition) 5.1.12.4.11
• • Alarm Panels and Zone Valve Boxes testing criteria:
• • • Confirm proper labeling for areas controlled or monitored by zone valve box assemblies and area alarm panels.
    • Test for LED or Audible failure and accuracy of digital sensors on Alarm Panels against recorded source pressure.\
    • Test accuracy of pressure and vacuum indicators in zone valve box assemblies.
      • Valve Test - NFPA 99 – 5.1.12.4.4
      • Zone Valve Labeling - NFPA 99 – 5.1.11.3
      • Alarm Panel Labeling and LED Test - NFPA 99 - 5.1.9.1(7) and (4)
      • Accuracy of Digital Indicators - NFPA 99 – 5.1.8.1.4
      • Pressure and Vacuum Indicators - NFPA 99 – 5.1.8
• • Master Alarm Panel Testing criteria:
• • • All required source equipment alarm signals will be tested to ensure that they correctly actuate and are properly labeled for each alarm condition.
      • Master Alarm Panel Signals- NFPA 99 – 5.1.9.2.4
• • Electrical system for All Medical Gas and Vacuum components.
• • • All components will be tested and verified that their electrical components are wired to the Essential Life Safety Branch of the electrical system. VA Staff will assist with this requirement.
      • Power verification - NFPA 99 – 5.1.9.1(9)
• • Source Equipment Testing Criteria:
• • • All source equipment will be tested for functionality with Category 1 Code requirements.
    • All positive pressure gas systems will be tested for pipeline purity at furthest outlet against source content.
      • Gas and Vacuum Supply Sources - NFPA 99 – 5.1.12.4.14.2
      • Verifier Piping Purity Test- NFPA 99 – 5.1.12.4.8
• • Boom and Manufactured Assemblies, including OR Boom Pendants:
• • • Tested annually for leaks. VA staff will assist with this task. This test requires detaching all secondary equipment from each OR area and performing a 10-minute standing pressure test on each system. If any leaks are found, further investigation will need to be carried out to locate the source of the leak. Minor leaks will be documented on the inspection report. Any significant leak(s) will be brought to the attention of the Mechanical Shop Supervisor as soon as possible.
      • Manufactured Assemblies Employing Flexible Connections- NFPA 99 5.1.6

VHA Directive 7515 requires that 10% of outlets be tested for purity. To satisfy this requirement for the Kansas City, VAMC, a full pipeline purity testing for each medical gas system will be tested to confirm that the entire distribution pipeline system meets the requirements for pipeline purity. The contractor will include the testing results in the report upon completion of the annual inspection and testing service.

VHA Directive 7515 requires cross connection verification of 10 percent of the existing outlets annually. Testing cannot be repeated in an outlet until all outlets in the hospital have been tested once.

Contractors will anticipate that there will be 4 separate instances, in which there were minor modifications done to the system that require the contractor to recertify the system. Some examples of a minor modifications are capping off sections of the piping system when outlets have been removed, adding outlets for a new patient room…

  The Contractor shall accomplish (Contract Deliverables):

• Inspections:

• Medical Compressors
• Medical Vacuums
• Instrument Air Compressor Systems
• Area Alarms and Master Alarms
• Zone Valve Boxes
• Outlet and Inlet Assemblies
• Required Signage

• Detailed inventory for all system components and sub-components:

• Source Equipment Compressors and Vacuums
• Medical Compressors
• Medical Vacuums
• Instrument Air Compressor Systems
• Area Alarms and Master Alarms
• Zone Valve Boxes
• Outlet and Inlet Assemblies
• Required Signage
• Tank Manifolds and Oxygen Storage System

• Testing:

• Outlets and Inlets
• Area Alarm Panels
• Master Alarm Panels
• Zone Boxes
• Medical Gas components on Electrical Systems
• Source Equipment
• Boom and Manufactured Assemblies
• Detailed inventory listing with clear color photos.
  • The format of the report is to be submitted to the COR within 14 calendar days of contract award.
• Detailed inspection report with clear color photos showing all deficiencies observed during the inspection.
  • The format of the report is to be submitted to the COR within 14 calendar days of the contract award.
• Medical Gas and Medical Vacuum Certification documentation.
• Emergency and Unscheduled Repairs:
• Due to the critical Life Safety aspect of the Medical Centers Compressors, Vacuums. And Pumps, this contract will have a Contract Line-Item Number (CLIN) designated for urgent and unscheduled repairs. The purpose of this CLIN is for the immediate repair of problems with these pieces of equipment. This CLIN will be used when invoicing, for the repairs outside of the scheduled maintenance service. The initial funding set-aside for this CLIN shall be $25,000. This value shall not be exceeded without the authorization of the Contracting Officer. The contractor, and the COR, shall closely keep a record of the charges applied to this CLIN. The contractor can only invoice against this CLIN for repairs that were identified, quoted, and approved beforehand, in writing, by the COR.
• Contractor will include the $25,000 for the urgent and unscheduled repair CLIN in their proposal. Should funds remain for this CLIN at the end of the contract period of performance, they will be de-obligated and not invoiced
• Authorization Process for Urgent and Emergency repairs needing immediate attention:
• The costs for all Service Calls and Emergency Service will be invoiced against CLIN.
• Unscheduled service is when a failing component has been identified while doing scheduled services. In this occurrence, the contractor will contact the COR and explain the problem before any additional repairs are made. The COR will verify the issue and then request a brief SOW and a cost proposal from the contractor. Upon agreement of the proposal, the repairs will be authorized by the COR. Once the repairs have been completed, these costs will be applied to the CLIN for urgent and unscheduled service.
• All components of the equipment assemblies are included in this SOW. This includes flexible piping section(s) from the equipment to the Medical Centers’ piping system(s), and the electrical supply and control components. Any failing or failed components will either be repaired and/or replaced. Any equipment and/or components deemed beyond economic repair will be replaced with new equipment that is equal to, or superior of, the existing. This includes the repair/replacement of components due to metal fatigue, rust, and/or physical/environmental damage.
• Service Calls:
• All service calls for repairs will be applied (invoiced) to the CLIN for urgent repairs.
• Contractors will provide the costs of their standard and any premium hourly rates, in their proposal.

Service Representation and Emergency Response Time:

• Contractor shall:

1) Have a 24/7/365 on-call system. There shall be a local telephone number for 24-hour service requests. Calls for service will go to a live representative and will not be automated.

2) Maintain an on-call system of mandatory escalation to management.

3) Respond to calls for emergency service, via telephone, within 1 (one) hour.

4) Have a qualified service technician on site, at the Kansas City VA Medical Center within 2 (two) hours of initial telephone contact by the KCVA.

COR Contract Responsibility

Any task, which cannot be completed as per the SOW, will be communicated to the COR. The contractor will get official directions to resolve any conflicting issues, from the COR and/or Contracting Officer only. The contractor assumes the risk of redoing completed work if they take directions from anyone other than the COR or the Contracting Officer.

Material Receiving:

Contractor will provide all materials at the time of service and/or repairs. No materials will be sent directly to the VA, unless an employee of the contractor is on site to receive and handle the materials. The VA Warehouse staff will not receive sign-for, nor accept responsibility for any contractor materials.

Invoices

All invoices will be sent to the COR for review and concurrence, before they are submitted to Tungsten for payment.

All invoices will have the Contract Line-Item Number (CLIN) for each invoiced item. The CLIN invoiced values will correspond with the CLIN contract values.

1. 1. Period of Performance: The period of performance for a contract year will be 365 calendar days.

 

Base Year                                          [2025]

Option Year I      [2026]

Option Year II [2027]

Option Year III [2028]

Option Year IV [2029]

1.6 General Information

1.6.1 Federal Observed Holidays:

New Year’s Day                                                             Labor Day

Martin Luther King Jr.’s Birthday                                                 Columbus Day

President’s Day                                                                            Veteran’s Day

Memorial Day                                                                               Thanksgiving Day

Independence Day                                                                        Christmas Day

1.6.2 Hours of Operation:  The Contractor is responsible for conducting business, between the hours of 7:00 AM to 5:00 PM CST Monday through Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.  The Contractor must always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

1.6.3 Place of Performance: The work to be performed under this contract will be performed at: The Kansas City VA Medical Center located at 4801 East Linwood Boulevard, Kansas City, Missouri 64128-2226; Jackson County.   

1.6.4 Quality Assurance: The government shall evaluate the contractor's performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP).  This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards.  It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.5   Type of Contract: The Government will award a Firm-Fixed Price contract.

1.6.6   Special Qualifications:  All contractor technicians working on KCVA premises completing Annual Inspections and Certification will be Credentialed Medical Gas Verifiers for MGPHO – Medical Gas Professional Healthcare Organization. Additionally, all technicians will have an ASSE 6030 Medical Gas and Vacuum System Verifiers Credential, and ASSE 6035 Bulk Medical Gas Systems Verifier Credential.

1.6.7 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5. The CO and Contracting Officer’s Representative (COR) shall meet periodically with the contractor to review the contractor's performance.  At these meetings the CO will appraise the Contractor of how the Government views the contractor's performance and the contractor will appraise the Government of problems, if any, being experienced.  Appropriate action should be taken to resolve outstanding issues.

1.6.9 Contracting Officer’s Representative (COR): The COR Management System Tool (eCOR File)- for nomination, tracking, documentation, and management of CORs will be used. The COR will be identified by separate letter.  The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: Assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, and specifications; monitor Contractor's performance and notifies both the  CO and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel.  A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates.  The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.10 Key Personnel:  The following personnel are considered key personnel by the Government: [Contracting Officer, Chief FMS, M&O Supervisor, Contract COR and the Mechanical Shop Supervisor]. The Contractor shall provide a contract manager who shall be responsible for the performance of the work.  The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer.  The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. Monday through Friday except Federal holidays or when the Government facility is closed for administrative reasons.