6835--MEDICAL GAS CONTRACT BASE

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the solicitation for Medical Gas Cylinders.

• Historical Usage Data: Historical usage data will be provided upon award. Estimated annual quantities or internal projections are also available upon award.
• Delivery Frequency: Deliveries are weekly for Togus and Portland, and as needed for other locations.
• Emergency Deliveries: Emergency deliveries (<=2 hours) are less than 5 per year. After-hours, weekend, or holiday emergency deliveries are not expected.
• Award Methodology: Award will be based on a comparative evaluation of quotes in accordance with Simplified Acquisition Procedures.
• Contractor-Owned Cylinders: The contractor will be required to provide all cylinders, except for Dewars which are currently owned by the VA.
• Incumbent Contractor: Transition will take effect on the contract start date, with the first delivery being large and amounts provided prior to the first delivery.
• Subcontracting: The limitation on subcontracting will be removed from the solicitation.
• Service Calls & Repairs: Emergency service calls must be responded to within 2 hours. Non-emergency calls and repairs/replacements must be within 24 hours or the next business day. Precautions must be taken to prevent damage to government property.
• Contract Type: This is a Supply Contract.
• Current Contract: The current contract number is 36C24121A0055 with Maine Oxy.
• FOB Destination: Confirmed FOB Destination.
• Invoicing: Invoices are submitted electronically into Tungsten. Purchase orders are generated in VISTA to pay contractors. Contractors need to be registered in VISTA to receive payment through Tungsten.
• Evaluation Factors: Evaluation factors (technical, past performance, price) are not weighted.
• CUI/CMMC: The contract will not include Controlled Unclassified Information (CUI) related to CMMC certification.
• Transition: First delivery must be made on the contract's effective date. Quantities will be provided beforehand.
• Cylinder Sizes & Types: Clarification is provided on various cylinder part numbers, sizes (e.g., ANE, AND, E, D), and whether they include a regulator or valve. Specific details on "OX TOTE" style part numbers and potential duplicates are addressed.
• GFE Cylinders: The only Government Furnished Equipment (GFE) cylinders are Dewars (30 LTR and 20 LTR).
• Delivery Fee: The delivery fee in the Price Schedule is for standard deliveries; a separate line item for emergency deliveries may be added.
• Cylinder Swaps: The requirement for a one-for-one swap of delivered cylinders is clarified; authorized individuals will provide correct information on what is to be swapped out.
• Insurance: Offerors should presume insurance adequacy is a responsibility at award time and must be documented before contract performance. Coverage for compressed gas operations is critical.
• Loss of Use (LOU): LOU for contractor-owned cylinders will be handled on a case-by-case basis, potentially through a joint VA/Prime Contractor audit and subsequent invoice processed via a JIT LOU PO.
• SDVOSB Licensing: SDVOSB offerors must hold all applicable federal, state, and local licenses for the distribution and delivery of medical-grade gases, which are regulated as prescription drugs. These licenses must be in the Prime Contractor's name, not subcontracted.

These Q&As provide significant clarifications on contract requirements, evaluation, delivery procedures, and eligibility, which will impact how bidders prepare their proposals and understand the scope of work.

Form / Attachment / Pricing Sheet

This document is an amendment to the Price Schedule for Medical Gas, specifically for Amendment 1. It outlines the pricing structure for various medical gases over multiple contract periods.

• Period of Performance (POP): Includes a Base Year (08/01/2026-07/31/2027) and four Option Years (08/01/2027-07/31/2031).
• Items: Lists specific medical gases such as Carbon Dioxide, Oxygen, Argon, Helium, Nitrogen, and Nitrous Oxide, along with their Unit of Measure (UOM) as Cubic Feet (CY).
• Pricing: Provides columns for Unit Price for each contract year (Base Year and Options 1-4). However, the Unit Price fields are currently blank, indicating that pricing is to be filled in by the bidder.
• Additional Fees: Includes line items for Delivery Fee, Emergency Delivery Fee, and Cylinder Rental, with UOM as Each (EA) or CY.
• Option: Mentions the option to add additional medical grade gas products.

Bidders must use this price schedule to enter their proposed unit prices for each listed medical gas and associated fees for each contract year. This document is critical for proposal preparation and will form the basis of the pricing evaluation for the opportunity.

Amendment / Modification

This amendment (AMEND 1) to Solicitation 36C24126Q0478 makes the following changes:

• Responds to Vendor Questions: Provides answers to vendor inquiries (see attached "Medical Gas Cylinder Questions n Answers AMEND 1").

• Extends Response Due Date: The response due date is extended to Monday, June 8, 2026, at 5:00 PM EST.

• Incorporates New Clause: Adds FAR clause 852.219-76, "VA Notice of Limitations on Subcontracting - Certificate of Compliance for Supplies and Products."

• Updates Pricing Schedule: The pricing schedule has been updated (see attached "Price Schedule - Medical Gas - AMEND 1").

• Response Due Date

• Incorporated Clauses

• Pricing Schedule

• The deadline for submitting quotes is now June 8, 2026, at 5:00 PM EST.

• Vendors must ensure compliance with the newly incorporated FAR clause 852.219-76.

• Quotes should reflect the updated pricing schedule.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the solicitation for Medical Gas Cylinders. It clarifies requirements, award methodology, pricing, transition, and licensing.

• Historical Usage Data: Historical usage data will be provided upon award.
• Award Methodology: Award will be based on a comparative evaluation of quotes, following Simplified Acquisition Procedures.
• Pricing: Pricing will be evaluated strictly on a unit pricing basis.
• Cylinders: The contractor must provide all cylinders, except for Dewars currently owned by the VA.
• Transition: Transition will occur on the contract start date, with the first delivery being large. Quantities will be provided prior to the first delivery.
• Emergency Deliveries: After-hours, weekend, or holiday emergency deliveries are not expected.
• Service Calls: Emergency service calls require a response within 2 hours. Non-emergency service calls require a response within 24 hours or the next business day. Repairs/replacement of leased tanks are at the contractor's expense.
• Subcontracting: The limitation on subcontracting will be removed from the solicitation.
• Gases and Quantities: A detailed list of required gases (CLINs) and estimated monthly/annual quantities is provided, crucial for offeror pricing. Specific purity grades (Medical grade) are required for Argon and Helium.
• Cylinder Sizes and Types: Clarification is provided on cylinder sizes (e.g., "ANE" for Size E, "AND" for Size D) and types, including integrated valve features and the "OxyTote" style.
• Licensing: For SDVOSB offerors, federal and state of Maine licenses for wholesale distribution of medical-grade gases (regulated as prescription drugs) must be held by the Prime Contractor at the time of bid submission and cannot be subcontracted. Offerors must provide evidence of these licenses.

This Q&A document significantly impacts proposal preparation by clarifying key requirements, pricing evaluation, delivery expectations, and critical licensing prerequisites for SDVOSB offerors. It also removes the limitation on subcontracting clause.

Amendment / Modification

This amendment to Solicitation 36C24126Q0478 makes the following changes:

• Responds to Vendor Questions: Provides answers to vendor inquiries, detailed in an attached document.
• Extends Response Due Date: The deadline for submitting quotes has been extended to Tuesday, June 2, 2026, at 5:00 PM EST.
• Incorporates New Clause: Adds FAR clause 52.222-90, "Addressing DEI Discrimination by Federal Contractors (APR 2026)," in compliance with Executive Order 14398.

• The response due date has been updated.
• FAR clause 52.222-90 has been incorporated.
• An attachment containing "Medical Gas Cylinder Questions n Answers FINAL" is referenced.

Bidders are reminded that the response due date is now Tuesday, June 2, 2026, at 5:00 PM EST. All other submission requirements and evaluation criteria remain as previously stated, with the addition of compliance with the new DEI clause.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial products and services for Medical-Grade Gas Cylinder Deliveries for the VA Maine Healthcare System and its Community Based Outpatient Clinics (CBOCs). The purpose is to establish a committed source for these essential medical gases.

• Provide medical-grade gas cylinder deliveries to specified VA Maine Healthcare System locations.

• Deliveries required weekly and/or on an as-needed basis.

• Contractor must supply compressed gases listed in Section A (refer to attached Price Schedule).

• Deliveries must be made Monday-Friday, between 9:00 am and 3:00 pm, excluding federal holidays.

• Cylinders must be clean, in good working condition, and ready for immediate patient use.

• Respond to emergency service calls within 2 hours.

• Respond to non-emergency service calls within 24 hours or the next business day.

• Provide onsite general overview technical training for Clinical and Logistics staff as requested.

• Comply with Infection Control Risk Assessment, security, privacy, and safety standards.

• Specific safety features for tanks and regulators are required (e.g., single valve tank, rupture disk relief valve, 50 psi DISS outlet).

• Contract type: Firm Fixed Price.

• Period of Performance: Base year with up to four (4) option years.

• Pricing: Refer to the attached Price Schedule.

• Response Date/Time: May 29, 2026, 5:00 PM Eastern Time.

• Submission Requirements: Firm Fixed Price Quote, completed Limitation of Subcontracting form, technical capabilities proposal, and acknowledgment of terms.

• Evaluation Factors: Technical, Past Performance, and Price. Award will be made to the responsible vendor whose quotation is technically acceptable and offers the lowest evaluated price.

• Questions Deadline: May 29, 2026, 5:00 PM EST. Questions must be submitted in writing via email.

• This solicitation is set-aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB).

• NAICS Code: 325120 (Industrial Gas Manufacturing) with a size standard of 1200 Employees.

• FSC/PSC Code: 6835.

• This solicitation is issued as an RFQ. No written solicitation document will be issued.

• Offerors must be registered in the System for Award Management (SAM).

• The purpose of an amendment (0001) was to extend the response due date.

Solicitation / RFP / RFQ

This document is an addendum to FAR 52.212-1, "Instructions to Offerors—Commercial Products and Commercial Services (SEP 2023)". It tailors the FAR provision for Simplified Acquisition Procedures and supersedes the current version of FAR 52.212-1 within this solicitation.

• Offerors must submit signed and dated quotes by the specified deadline.

• Quotes must include:

  • Solicitation number
  • Time specified for receipt of quotations
  • Quoter's name, address, and telephone number
  • Technical description of items quoted
  • Terms of any express warranty
  • Price and discount terms
  • "Remit to" address (if different from mailing address)
  • Completed FAR 52.212-3 representations and certifications
  • Acknowledgment of Quotation Amendments

• Quotes must state the extent of agreement with all solicitation terms and conditions. Quotes failing to furnish required information or rejecting terms may be excluded.

• Past performance information will not be considered for simplified acquisitions.

• Quotes must be held firm for 30 calendar days from the quote receipt date, unless otherwise specified.

• Product samples may be required and must be submitted at no expense to the Government.

• The Government may issue a purchase order to one or more quoters and reserves the right to issue a purchase order for a quantity less than quoted.

• Quotes must be submitted to the office specified in the RFQ by the exact time specified.

• Late quotes may not be considered.

• The Government may reject any or all quotes.

• Multiple quotes presenting alternative terms or products are encouraged and will be evaluated separately.

• Information regarding NAICS code and small business size standard for this acquisition will appear elsewhere in the RFQ.

• Specific conditions apply regarding small business size standards for concerns that do not manufacture the end item, and for acquisitions set aside for small business, HUBZone, 8(a), service-disabled veteran-owned, economically disadvantaged women-owned, or women-owned small businesses.

• Availability of referenced specifications, standards, and commercial item descriptions can be found via the ASSIST website (https://assist.dla.mil) or from specific government agencies.

• Offerors must provide a Unique Entity Identifier (UEI) for quotes exceeding the micro-purchase threshold, or if required by the RFQ. Registration in SAM.gov is necessary.

• Unsuccessful quoters will not be notified.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial products and services for Medical-Grade Gas Cylinder Deliveries for the VA Maine Healthcare System and its Community-Based Outpatient Clinics (CBOCs). The solicitation is issued as a Request for Quotation (RFQ) under FAR subpart 12.6.

• Provide medical-grade gas cylinder deliveries to specified VA Maine Healthcare System locations.

• Deliveries must be made weekly or on an as-needed basis.

• Contractor must be able to supply compressed gases listed in Section A (Price Schedule Attached).

• Deliveries must be made between 9:00 am and 3:00 pm, Monday-Friday, excluding federal holidays.

• Respond to emergency service calls within 2 hours and non-emergency calls within 24 hours or the next business day.

• Ensure all delivered cylinders are clean, full, and ready for immediate patient use.

• Provide onsite general overview technical training for Clinical and Logistics staff as requested.

• Comply with Infection Control Risk Assessment, security, privacy, and safety standards.

• Safety features for tanks and regulators are specified (e.g., no two-valve tanks, rupture disk relief valve, 50 psi DISS outlet).

• Period of Performance: Base year with up to four (4) option years.

• Contract type: Firm Fixed Price.

• Response Date/Time: May 19, 2026, 5:00 PM Eastern Time.

• Questions Cut-off Date: May 11, 2026, 5:00 PM EST.

• Submission Requirements: Firm Fixed Price Quote, completed Limitation of Subcontracting form, technical capabilities proposal, and acknowledgment of terms and conditions.

• Evaluation Factors: Technical, Past Performance, and Price. Award will be made to the responsible vendor whose quotation is technically acceptable and offers the lowest evaluated price.

• This solicitation is set-aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB).

• NAICS Code: 325120 (Industrial Gas Manufacturing) with a size standard of 1200 Employees.

• FSC/PSC: 6835.

• The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-04.

• Offerors must be registered in the System for Award Management (SAM).

• Invoicing is required monthly via Tungsten (IPPS).

• Price Schedule and relevant FAR clauses are attached.

Form / Attachment / Pricing Sheet

This document is a pricing schedule for medical gases, intended for bidders to provide unit prices for various gases and associated services over multiple contract periods.

• Item Numbers: Specific medical gases and related items (e.g., CARBON DIOXIDE ANE USP, OXYGEN D SIZE CYLINDER WITH VALVE, Delivery Fee, Cylinder Rental).
• Quantities: Standard quantity of '1' for most gas items, with 'EA' for Delivery Fee and 'CY' for Cylinder Rental.
• Periods of Performance (POP): Includes a Base Year (08/01/2026-07/31/2027) and four Option Years (08/01/2027-07/31/2031).
• Unit Price Fields: Columns are provided for bidders to enter unit prices for each item under the Base Year and each Option Year.
• Totals: A section for calculating totals.
• Additional Products: An option to list additional medical grade gas products.

Bidders must complete the 'Unit Price' columns for each item and period to submit their pricing proposal. This document is critical for cost estimation and proposal submission, directly impacting the evaluation of the opportunity's financial aspects.

Form / Attachment / Pricing Sheet

This document, "VA Notice of Limitations on Subcontracting—Certificate of Compliance for Services and Construction (JAN 2023) (DEVIATION)", is a mandatory certification for offerors. It outlines the limitations on subcontracting that will apply if a contract is awarded.

• Services Contracts: Contractors must not pay more than 50% of the contract amount to firms that are not certified Small Disadvantaged Business (SDB), Service-Disabled Veteran-Owned Small Business (SDVOSB), or Veteran-Owned Small Business (VOSB).
• General Construction Contracts: Contractors must not pay more than 85% of the contract amount to firms that are not certified SDVOSB or VOSB.
• Special Trade Construction Contractors: Contractors must not pay more than 75% of the contract amount to firms that are not certified SDVOSB or VOSB.
• Certification: Offerors must certify their understanding and compliance with these limitations.
• Consequences of False Certification: Acknowledges that false certification is subject to penalties under Title 18, United States Code, Section 1001, and potential administrative actions.
• Record Keeping: Offerors agree to provide documentation to the VA to demonstrate compliance.

This is a required form that must be completed, signed, and returned with the offeror's bid, quotation, or proposal. Failure to provide this certification will result in the offer being deemed ineligible for evaluation and award. Bidders must understand the subcontracting limitations applicable to their specific contract type to ensure compliance.

Form / Attachment / Pricing Sheet

This document is Attachment 3, "52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES," which provides an addendum to the evaluation criteria for the solicitation. It details how quotations will be evaluated.

• Basis for Award: The Government will issue a purchase order to the responsible quoter whose quotation is most advantageous, considering price and other factors.
• Evaluation Factors: Quotations will be evaluated based on:
  • Technical
  • Past Performance
  • Price
• Evaluation Approach: A comparative evaluation process will be used, comparing quotations to determine the best benefit to the Government. The Government may select a quotation that offers additional benefits beyond minimum requirements, but all responses must meet minimum requirements. Alternate quotations are not requested or accepted.
• Specific Evaluation Criteria:
  • Technical: Assesses how well the quotation meets or exceeds Government requirements outlined in the solicitation.
  • Past Performance: Assesses risks associated with a quoter's likelihood of success, based on past performance records, contracting officer knowledge, customer surveys, and the Contractor Performance Assessment Reporting System (CPARS).
  • Price: Evaluated by summing all line item prices.

This document is crucial for bidders as it outlines the specific criteria and approach the Government will use to evaluate their quotations. Understanding these factors will help bidders tailor their proposals to best align with the Government's priorities and increase their chances of a favorable award.