This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this-- sources sought announcement must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) Unique Entity ID (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below.
The Loma Linda VA Health Care System (LLVAHCS) located at 11201 Benton St. Loma Linda, CA 92357 is seeking a potential qualified contractor that can provide: Medical Gas Inspection.
Important information: The Government is not obligated to/nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service-Disabled Veteran Owned Small Business set aside. However, if response by Service-Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 811310 Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance $12.5 Million.
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D.1 STATEMENT OF WORK
TITLE:
VA Loma Linda Healthcare System s (VALLHCS) Annual Med Gas Inspection
BACKGROUND INFORMATION:
VA Loma Linda Healthcare System s (VALLHCS) requires a new maintenance and inspection contract for Medical Gas Distribution System. The Medical gas distribution system must undergo routine source and pipeline system inspections and maintenance to ensure continuous patient safety.
PARTS and EQUIPMENT LIST:
PARTS
QUANTITY
OBJECTIVES:
VA Loma Linda Healthcare System s (VALLHCS) Medical gas distribution system inspections shall comply with NFPA99 (Health Care Facilities Code), OSHA Life safety fire code, and the ASSE 6000 standard. They require annual central supply checks, routine alarm tests, and specialized third-party inspections by certified ASSE 6020 Inspectors.
The services performed shall conform to industry standards and this statement of work (SOW) and lockout and tagout procedures are to be done according to (OSHA Standard29 CFR 1910.147) VA Loma Linda Healthcare systems Policies and Regulations.
SCOPE:
Contractors shall provide all labor, personnel, supplies, equipment, tools, materials, supervision and other necessary items. Inspection, testing and verification are mandatory for medical gas work and will be performed by licensed ASSE 6020 Medical Gas Inspectors and ASSE 6030 Medical Gas Verifiers.
Contractor shall perform Annual Medical Gas Distribution System Inspection on all Sources, Alarms, Zone Valves, and Patient Terminal Outlets / Inlets and bulk oxygen system.
Including Areas as follows:
Main Hospital
First Floor:
CLC, CLC Palliative Care, CLC Rehab, 1SW, Mod 3, Emergency department,
Second Floor:
ICU: 2SW, 2SE,
Third Floor:
OR 1 through 8, 3F-14, 3F-16, 3D-72, Recovery Room, SICU, X-Ray, MRI, Short Stay, G.I. Labs, 3NW, 3NE, 3SW, 3SE
Fourth Floor: 4NW, 4NE, 4SW, 4SE, Nuclear Med, Dialysis, Blood Laboratory,
Oncology Building 31
Eye Clinic Building 32
Audiology Building 30
List of items provided for inspection:
Medical Gas Sources
Medical air compressors, vacuum pumps, gas manifolds, and any other device used to deliver medical gases to patients.
1.Inventoried by location.
2.Leak checked and documented.
3.Recommendations to comply with NFPA 99, 2024 edition Health Care Facilities Code.
Master Alarm Panels
Alarm panels are located at two separate locations throughout the facility. These panels monitor conditions directly from the medical gas sources.
1.Inventoried by location
2.Tested by removing existing pressure switches and other sensing devices to test the actuation points. No interruption of service is necessary if each device is mounted on code compliant demand fittings.
3.Verify proper points are being monitored at each panel.
4.Verify each panel is in the proper location.
5.Verify proper labeling.
Area Alarm Panels
Alarm panels that are located throughout the facility monitor medical gas pressures for the area only.
1.Inventoried by location.
2.Tested by lowering pressure in each zone for each gas and documenting the alarm point.
3.Verify proper location.
4.Verify proper labeling.
Zone Valve Boxes
Accessible valves typically found in a corridor covered by a plastic window used mostly for emergency purposes.
1.Inventoried by location.
2.Checked for leakage from packing, flange, and gauge port using oxygen safe leak detector.
3.Verify proper labeling.
4.Verify proper locations.
Medical Gas Outlets/Inlets
Connection points for each gas are located mostly in-patient areas.
1.Inventoried by location in each room or area inspected left to right and then top to bottom.
2.Complete an operational pressure test on each outlet and document pass/fail. (Test Parameters per NFPA 99, 2024 edition)
3.Check function of outlet/inlet and latching mechanism.
4.Check for leakage with equipment and without equipment attached.
5.Document connection type and outlet/inlet manufacturer.
Oxygen Particulate Analysis
Particulates are often found in existing medical gas systems due to improper installation methods that were used in the past.
1.Samples are taken on each floor in each building.
Medical Air Dewpoint Analysis
Moisture is removed from medical air systems at the source. Periodic Analysis of moisture throughout the facility is important to prevent possible contamination.
1.Samples are taken on each floor in each building.
2.A sample will be taken at the medical air source to compare building samples.
Emergency Oxygen Supply Connection Box
This box is typically mounted on the outside of a facility to facilitate the back feeding of the oxygen system if there is an interruption in service.
1.Inventoried by location.
2.Check existing location for proper compliance.
3.Check existing piping arrangements to ensure proper order of components.
4.Check to make sure box is secured.
Testing to ensure all medical gas booms, and columns are leak free
Most operating rooms and procedure rooms have some sort of device to help clinical personnel use the medical gases in the middle of the room by the patient. These devices are either medical gas booms or columns. The hoses and threaded connections inside these devices need to be checked periodically to ensure that there are no leaks.
1. All hoses and secondary equipment were removed from the outlets on each boom and column.
2. A test pressure for each system was observed and documented.
3. All medical gas valves were shut over a period of 10 minutes.
4. After the test period of 10 minutes passed the pressure was observed once again.
5. Any pressure drop was recorded.
6. Recommendations will be made to find existing leaks and to make repairs.
Facilities responsibility:
A. The facility shall coordinate with all departments to notify of the medical gas/vacuum system inspection and or repairs to be completed.
B. The facility shall supply Inspecting personnel with facility maintenance personnel to unlock secured areas that have medical gas/vacuum systems, or a master key may also be supplied to complete inspection services.
REPORTS:
The contractor will annotate compliance with ASSE 6000, 6020 and 6030 Medical Gas specifications and requirements by submitting a detailed PM report to the Contracting Officer s Representative (COR) along with pictures for each equipment, after PM is completed. The reports shall be submitted to COR, within 14 days of work completion. The contractor shall provide additional reports as required by the COR.
The contractor s report shall show the information listed below. The report shall contain, at a minimum, any other information required by the COR and all applicable NFPA and Joint Commission and OSHA specifications, the following:
Date of P.M.
Time of P.M.
Identification of the equipment descriptions, manufacturer, and serial number
Location of equipment under P.M. or repair
Probable cause of repairs
Correction action (servicing, repair or replacement)
Who was notified?
Comments and recommendations.
Completion date
Contractor shall complete scheduled preventive maintenance service, inspection and repairs to NFPA and Joint Commission and OSHA requirements for the Medical Gas Distribution System.
OVER AND ABOVE REPAIR:
Upon discovery of over and above repairs or unforeseen requirements, Contractor shall
immediately notify the POC. Parts shall not be procured, nor installation or repairs initiated until approval is obtained from the Contracting Officer and appropriate Facilities Staff/POC. Charges for repair, labor and parts shall originate only when required and upon prior approval being granted by the Contracting Officer. Any additional work performed must be by licensed ASSE 6010 Medical Gas System Installers and ASSE 6040 Medical Gas System Maintenance Personnel.
PERIOD OF PERFORMANCE:
Base Plus Four from performance start date. Work may be scheduled during the day or night (Depending on load demand), Monday thru Friday and/or Saturday thru Sunday.
Daytime hours: 6 am to 4 pm
Evening hours: 4 pm to 4 am
Contractor shall initiate work within 2 weeks of being contacted by the designated Contracting Officer s Point of Contact (POC) or designee. Work shall be scheduled through the POC or designee, who will coordinate with VALLHCS staff. Timelines are subject to change due to VALLHCS operational requirements.
PLACE OF PERFORMANCE:
VA Loma Linda 11201 Benton St. Loma Linda, CA 92357
LICENSING REQUIREMENTS:
Offeror must possess a 30-hour Occupational Safety and Health Administration (OSHA) safety card.
ASSE Medical Gas Verifier 6030
ASSE Medical Gas inspector 6020
SPECIFIC REQUIREMENTS:
Contractor shall schedule start date with POC or designee five (5) business days in advance.
Contactor personnel shall have valid Loma Linda PIV badges before starting work.
Contractor shall coordinate energy source LOCK OUT /TAG OUT procedures with VALLHCS Electrical Supervisor before starting work. When work is complete, Contractor shall notify the VALLHCS Electrical Supervisor that energy sources will be restored and require verification.
Contractor s supervisor or lead technician are to check in with VALLHCS Electrical Supervisor, or in their absence, with Graphics Control prior to work each day.
Contractor shall conform to the following standards, policies, regulations, governing agency, and any other local, state, or Federal guidelines that are not listed here.
OSHA 29CFR Regulations, www.osha.gov
NFPA 99, www.nfpa.org
Chapter 5 Gas and Vacuum Systems
5.1 Category 1 Piped Gas and Vacuum Systems
5.2 Category 2 Piped Gas and Vacuum Systems
5.3 Category 3 Piped Gas and Vacuum Systems
ASSE
AUTHORIZED SERVICES:
Only those services specified herein are authorized under this contract. Before permitting and/or performing any service of a non-contract nature, the Contractor shall advise the CO of the reason (s) for the additional work and/or service. The Contractor is cautioned that only the CO or his/her designee may authorize additional service that are within the scope of this contract and that reimbursement shall not be made unless prior authorization is obtained from the CO. All changes to the contract shall be issued through a contract modification in writing from the CO to the Contractor.
DELEGATION OF AUTHORITY:
No additional service shall be provided without the approval from the Contracting Officer (CO) or his/her designee of this contract. The Contractor shall not accept any instructions issued by any other person(s) other than the CO or his/her delegated representative acting within the limits of his/her authority.
GOVERNMENT-FURNISHED EQUIPMENT (GFE) GOVERNMENT FURNISHED INFORMATION (GFI):
No Government equipment will be used by the Vendor.
RECOGNIZED HOLIDAYS:
The following is a list of all Government recognized holidays:
In accordance with 5 U.S.C. 6103, Executive Order 11582 and Public Law 94-97 the following National holidays are observed and for the purpose of this contract are defined as Legal Federal official holidays :
New Year s Day: January 1
Martin Luther King s Birthday: Third Monday in January
President s Day: Third Monday in February
Memorial Day: Last Monday in May
Juneteenth Independence Day: June 19
Independence Day: July 4
Labor Day: First Monday in September
Columbus Day: Second Monday in October
Veterans Day: November 11
Thanksgiving Day: Fourth Thursday in November
Christmas Day: December 25
If a holiday falls on Sunday, the following Monday shall be observed as the legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a legal holiday by U.S. Government agencies. Also included, would be any other day specifically declared by the President of the United States of America to be a National Holiday.
CONTRACTOR EMPLOYEES AND BADGES:
Contractor personnel shall present a neat appearance and be easily recognized as Contractor employees. Examples: wearing of distinctive clothing such as uniform, badges, patches, etc.
All contractor personnel shall be required to wear VA provided identification (I.D.) badges above the waist at all times while on the VA grounds. Contractor shall be required to coordinate with the COR to obtain the VA provided I.D. badges for all staff. All VA provided I.D. badges shall be returned at the end of the contract or upon completion of service. Failure to wear ID badges may result in removal from any of the VA facilities and/or otherwise referred to Government property.
SAFETY AND PPE EQUIPMENT:
Personal Protective Equipment shall be provided for each Contractor employee by the Contractor. Possession of weapons are prohibited.
SMOKING and VAPING POLICIES:
Smoking and vaping are prohibited on Government property.
PARKING:
It is the responsibility of Contractor personnel to park only in designated parking areas. Parking information is available from the VA Security Service. The VA shall not invalidate or make reimbursement for parking violations of the Contractor's personnel under any circumstances.
COMPLAINTS:
Contractor shall promptly and courteously respond to complaints within three (3) working days to the COR. Including complaints brought to the contractor s attention by the CO. Contractor shall maintain a written record of all complaints, both written and oral showing the identity of the individual, the nature of the complaint, and contractor s response. Contractor shall permit the Government to inspect the written records of complaints upon reasonable notice from the CO.
Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) at www.sam.gov. Additionally, all Service-Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be certified by the Small Business Administration; Veteran Small Business Certification, (VetCert) https://veterans.certify.sba.gov/. All interested Offerors should submit information by e-mail to: catherine.fernandezpedernera@va.gov .
All information submissions to be marked Attn: Catherine Fernandez, Contract Specialist and should be received no later than 10:00 AM PST on September 30, 2026.
