6835--VISN 19 Medical Gases and Cylinder Rental Indefinite Delivery Indefinite Quantity (IDIQ)

Amendment / Modification

This amendment (0002) to solicitation 36C25926R0017 makes the following changes:

• Updated Attachment: The "Attachment- Statement of Work- VISN 19 Medical Gas - Updated 03042026" has been posted. This update specifically affects Paragraph 4.6 of the Statement of Work.

• Extended Due Date: The response deadline for quotes has been extended.

• Statement of Work (SOW) - Paragraph 4.6

• Quotes are now due no later than March 12, 2026, at 3:30 PM Eastern Time.

• Quotes must be sent to jesse.sannicolas@va.gov.

• Acknowledgement of all solicitation amendment(s) is required with the submission.

• The updated Statement of Work attachment is available for review.

Statement of Work (SOW)

To establish an Indefinite Delivery Indefinite Quantity (IDIQ) Contract for the rental and filling of medical cylinder gases for VISN 19 facilities and their community-based clinics.

• Provision of various medical gases including Medical Air USP, Oxygen USP, Carbon Dioxide USP, Nitrogen NF, Nitrous Oxide USP, Helium USP, and specialty medical gas mixtures.

• Gases will be ordered by VISN 19 facilities and delivered to designated locations.

• Contractor may be required to fill government-owned cylinders, provide contractor-owned cylinders, or a combination of both.

• Contractor must provide all necessary equipment and materials.

• Annual on-site inventory of medical centers is required.

• Gases must conform to United States Pharmacopeia (USP) and National Formulary (NF) specifications.

• Manufacturers and fillers must be FDA registered and comply with Current Good Manufacturing Practice (CGMP) regulations.

• Delivery times are specified by individual orders.

• Emergency service response within 1 hour and delivery within 24 hours is required.

• Annual cylinder testing/inspections must be coordinated with the Point of Contact (POC).

• Performance will occur at VISN 19 facilities and their community-based clinics.

• Specific contract period is not detailed in this SOW excerpt.

• Contractor must possess required professional and technical experience and comply with health regulations for transporting cylinders.

• 24/7 emergency service response is mandatory.

• Cylinders and containers must comply with Department of Transportation (DOT) and Federal Food, Drug, and Cosmetic Act regulations.

• Contractor personnel must wear visible identification on VA premises.

• Contractor must provide a transition plan for onboarding.

• Contractor must provide proof of FDA and state licensing/registrations for manufacturing or reselling medical gases.

• Contractor must provide initial and annual refresher training to designated VA personnel on safe handling of medical gases.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding Solicitation Number 36C25926R0017 for VISN 19 Medical Gases and Cylinder Rental IDIQ.

• Award Basis: Awards will be made on an "All or Nothing" basis, not divided regionally.
• Tinker AFB Access: Specific security measures (Real ID, Bill of Lading) are required for access to Tinker AFB for VA clinic deliveries. Prohibited items are standard for federal installations.
• Clinic Status: Vinita, OK and Bartlesville, OK CBOCs are confirmed to be open, with Vinita having moved locations.
• Wholesale Distribution Definition: For licensing, bidders are directed to paragraph 23 of the SOW regarding Licensing, Authorization, and Selling Permissions.
• Pricing Sheet Correction: The formula for "Estimated Total Cylinder Rental Fee" was corrected; bidders should use (C+D)×(MonthlyRentalFee) without the additional ×12. An updated pricing sheet is available.
• Evaluation Process: The government will NOT adopt an LPTA approach. Evaluation will follow paragraph (ix) of the solicitation using a "best value" process.
• Contract Type: This is confirmed as a Supply contract, not a Service contract.
• Emergency Deliveries: The 6-hour delivery requirement for VAMCs and 24-hour for CBOCs will not be amended. The government will provide a representative for after-hours deliveries.
• Bulk Oxygen Language: Specific bulk oxygen language in the SOW has been removed or clarified as applicable to Medical Gases. Refer to the updated SOW attachment.
• Loss of Use (LOU) Payment: LOU for lost/damaged cylinders will be paid via a request for equitable adjustment modification against the respective Delivery Order.
• Gas Mixture Correction: Item 0001 for Eastern Colorado VA HCS should be 0.3% Carbon Monoxide, not Carbon Dioxide.
• GFE Cylinders: Information on Government Furnished Equipment (GFE) cylinder quantities is available in Attachment 1.
• Delivery Points: Specific delivery points at various VAMCs are detailed, including Research Departments where applicable.
• Cylinder Ledger: The ledger will be used to confirm invoices and billing; a driver's name is sufficient for entry.
• Training Documentation: Proof of training documentation is NOT required at proposal submission but will be coordinated after award.
• Insurance Requirements: Insurance coverage will be reviewed as part of the offeror's responsibility determination.
• Licensing: Proof of federal and state licenses/certifications must be submitted by the Prime Contractor at quote submission.

Several clarifications impact pricing calculations (rental fees), evaluation criteria, and required submission documentation (licensing, training). Bidders must consult updated attachments referenced in the answers.

Amendment / Modification

This amendment (0001) to Solicitation 36C25926R0017 includes the following updates:

• Posting of Questions and Answers: Provides responses to vendor inquiries regarding the solicitation.
• Updated Statement of Work (SOW): Includes a revised SOW titled "Statement of Work- VISN 19 Medical Gas - Updated 11252025".
• Updated Medical Gas Items List: Includes a revised attachment titled "Attachment 1- Medical Gas Items - Updated 11252025".
• Extension of Due Date: The response deadline has been extended.

• Questions and Answers for RFP 36C25926R0017 (Attached)
• Statement of Work- VISN 19 Medical Gas - Updated 11252025 (Attached)
• Attachment 1- Medical Gas Items - Updated 11252025 (Attached)

Quotes are now due no later than 10:00 AM Eastern Time on December 01, 2025. Acknowledgement of all solicitation amendments with submission is required. Bidders should refer to the attached updated SOW and Medical Gas Items list for revised requirements.

Form / Attachment / Pricing Sheet

This Excel file contains detailed breakdowns of estimated annual requirements for various medical gases and related services across multiple VA facilities (VISN 436, 442, 554, 623, 635, 660, 666). It includes estimated quantities, unit types, fill prices, and rental fees for different gas types and sizes, as well as ancillary services like valve replacement, hydrostatic testing, and emergency delivery.

• Gas Types: Lists a wide range of medical and industrial gases, including Oxygen, Nitrogen, Carbon Dioxide, Argon, Helium, Nitrous Oxide, Acetylene, and various gas mixtures (e.g., Lung Diffusion, Heliox).
• Sizes & Units: Specifies gas cylinder sizes (e.g., E, H, K, T, 200L, 300L) and units (Cylinder, Liter, Lbs, Each).
• Pricing Components: Includes columns for Estimated Fill Price, Estimated Total Fill Price, Estimated Monthly Cylinder Rental Fee, and Estimated Total Cylinder Rental Fee.
• Ancillary Services: Details quantities for Valve Replacement, Annual Loss of Use Inventory, Loss of Use CLIN, Hydrostatic Testing, and Emergency Delivery.
• Facility Breakdown: Data is organized by facility (Station numbers) and VISN totals.

This document is crucial for bidders to understand the estimated quantities and types of medical gases and related services required by the government across various locations. It provides the basis for developing pricing proposals, understanding the scope of potential supply needs, and identifying specific requirements for each facility. Bidders should carefully review the listed gases, sizes, quantities, and ancillary services to accurately estimate their costs and capabilities.

Statement of Work (SOW)

To establish an Indefinite Delivery Indefinite Quantity (IDIQ) Contract for the rental and filling of medical cylinder gases for VISN 19 facilities and their community-based clinics.

• Provision of compressed medical gases including, but not limited to, Medical Air USP, Oxygen USP, Carbon Dioxide USP, Nitrogen NF, Nitrous Oxide USP, Helium USP, and specialty medical gas mixtures.

• Gases will be ordered by VISN 19 facilities and delivered to designated locations.

• Contractor may be required to fill government-owned cylinders, provide contractor-owned cylinders, or a combination of both.

• Requires 24/7 emergency service response for emergent medical gas delivery or liquid system repair.

• Annual on-site inventory of medical gas cylinders at each medical center.

• Gases must conform to United States Pharmacopeia (USP) and National Formulary (NF) specifications.

• Manufacturers and fillers must be FDA registered and comply with Current Good Manufacturing Practice (CGMP) regulations.

• Delivery within specified timeframes after order placement.

• Emergency delivery response within 1 hour and delivery within 6 hours to medical centers, or within 24 hours to CBOCs.

• Provide valid certificates of analysis with each oxygen delivery.

• Performance period not specified in this document, but delivery is to VISN 19 facilities and community-based clinics.

• Contractor must possess required professional and technical experience and comply with health regulations for transporting cylinders.

• Within 15 days of award, contractor must contact POCs to finalize ordering methods and delivery instructions.

• Cylinders and containers must comply with Department of Transportation (DOT) and Federal Food, Drug, and Cosmetic Act regulations.

• Contractor must provide proof of training and competency assessment for personnel.

• Contractor personnel must wear visible identification on VA premises.

• Contractor vehicles must be clearly marked with identification.

• Contractor must provide a transition plan within 30 days of award approval.

• Contractor must provide verification of FDA and state licensing for manufacturing or reselling medical gases.

Statement of Work (SOW)

To establish an Indefinite Delivery Indefinite Quantity (IDIQ) Contract for the rental and filling of medical cylinder gases for VISN 19 facilities and their community-based clinics.

• Provision of various medical gases including Medical Air USP, Oxygen USP, Carbon Dioxide USP, Nitrogen NF, Nitrous Oxide USP, Helium USP, and specialty mixtures.

• Gases will be ordered by VISN 19 facilities and delivered to designated locations.

• Contractor may provide contractor-owned (C) cylinders, fill government-owned (G) cylinders, or a combination (C/G).

• Estimated annual quantities are provided in "Attachment 1- Medical Gas Items".

• Ensure professional and technical experience for required work.

• Comply with all Local, State, or Federal Department of Health regulations for transporting cylinders.

• Finalize ordering methods and delivery instructions with facility Points of Contact (POCs) within 15 days of award.

• Provide 24/7 emergency service response for emergent deliveries or repairs.

• Ensure cylinders follow applicable Federal and State Regulations, including annual testing/inspections coordinated with POCs.

• Provide all necessary equipment and materials.

• Conduct a minimum of one on-site inventory per year per medical center.

• Disconnect and connect cylinders at Community Based Outpatient Clinics (CBOCs) with piped-in systems.

• All medical gases must conform to United States Pharmacopeia (USP) and National Formulary (NF) specifications.

• Manufacturers and fillers must be FDA registered and comply with Current Good Manufacturing Practice (CGMP) regulations.

• Adherence to specific Federal Specifications (e.g., BB-C-l O l D) and Compressed Gas Association (CGA) publications is required.

• Compliance with VHA Patient Safety Advisory ID: AD24-01 regarding low-flow oxygen regulators.

• Delivery time specified by the order; FOB destination.

• All transportation charges included in the gas price; no additional delivery fees, hazardous materials fees, or fuel surcharges.

• Deliveries during normal business hours (Monday-Friday, 8:00 am - 4:30 pm), excluding federal holidays.

• Tank counts to be conducted and signed by both delivery driver and facility POC upon delivery and pickup of empty cylinders.

• 12-hour notice required for any inability to deliver as agreed; contractor must find an alternate source.

• Emergency delivery response within 1 hour, delivery within 6 hours to medical centers and 24 hours to CBOCs.

• Compliance with Department of Transportation (DOT) specifications and Federal Food, Drug, and Cosmetic Act.

• Marking and color coding to comply with CGA publications.

• Contractor responsible for all testing of contractor-owned cylinders; government pays for hydrostatic testing of government-owned cylinders via separate purchase order.

• FDA registration and CGMP compliance for manufacturers and fillers.

• Medical-grade oxygen meeting USP standards.

• Valid certificate of analysis required with each oxygen delivery.

• Provide copies of inspection reports from OSHA, JC, or other regulatory agencies.

• Contractor personnel must be trained in safe use, storage, and handling of medical gases/cylinders.

• Provide initial and annual refresher training to designated VA personnel (Security, POC, maintenance) at no extra cost.

• Visible identification required for contractor employees on VA premises.

• Contractor must provide a transition plan with proposal submission.

• Full transition and operational status required within 30 calendar days after award approval.

• Failure to conform to the transition period may result in contract termination for cause.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation (RFP # 36C25926R0017) for a firm-fixed-price Indefinite Delivery Indefinite Quantity (IDIQ) contract for Medical Gases and Cylinder Rental for VISN 19. The government anticipates awarding one contract.

• Procurement of medical gases and cylinder rental services.

• Delivery F.O.B. Destination to VISN 19 VA Medical Facilities.

• Offerors must be an OEM, authorized dealer, distributor, or reseller; gray market items are not acceptable.

• Offerors must provide proof of current valid licensing, permits, insurance, certifications, or registrations required by the FDA and relevant states.

• Contract Type: Firm-Fixed-Price IDIQ.

• Period of Performance: One (1) Base Year Plus Four (4) One-Year Options.

• Guaranteed Minimum: $25,000.00.

• Maximum Contract Value: $6,000,000.00 over the life of the contract.

• Ordering Period: January 1, 2026, through December 31, 2030.

• Maximum Order Limitations: $500,000.00 for a single item, $2,000,000.00 for a combination of items.

• Questions Deadline: November 21, 2025, 10:00 AM ET.

• Proposal Submission Deadline: November 28, 2025, 2:00 PM ET, via email to jesse.sannicolas@va.gov (4MB email limit).

• Evaluation Factors: Technical capability, Past Performance, and Price.

• Proposals must be completed in their entirety and signed.

• Award will be made on an All or Nothing Basis.

• NAICS Code: 325120 with a size standard of 1,200 Employees.

• Set-Aside: 100% set-aside for Service Disabled Veteran Owned Small Businesses (SDVOSB).

• SDVOSB status must be VetCert verified and visible in SBA's Veteran Small Business Certification (VetCert) or SBA Small Business Search at the time of proposal submission AND award.

• Refer to "Attachment 1- Medical Gas Items" for pricing and "Attachment- Statement of Work- VISN 19 Medical Gas" for detailed requirements.

• Offerors must complete and submit "Attachment- VAAR Clause 852.219-76 VA Notice of LOS-Certificate of Compliance for Supplies and Products" and "Attachment- FAR 52.225-2 Buy American Certificate."

• Past performance requires at least three recent and relevant references.

• Proposals must be submitted in three volumes: Technical Capability, Past Performance, and Price.

Solicitation / RFP / RFQ

This is a Combined Synopsis-Solicitation for Medical Gases and Cylinder Rental under an Indefinite Delivery Indefinite Quantity (IDIQ) contract for VISN 19. The government is seeking vendors to provide these services.

• Provision of medical gases and cylinder rental services.

• Specific medical gas items are detailed in 'Attachment 1- Medical Gas Items'.

• Services are to be performed at VISN 19 Stations across the USA.

• Contract Type: Indefinite Delivery Indefinite Quantity (IDIQ).

• Period of Performance: Not explicitly stated in the provided text, but implied to be ongoing.

• Response Date/Time/Zone: 11-28-2025 14:00 EASTERN TIME, NEW YORK, USA.

• The solicitation number is 36C25926R0017.

• Evaluation criteria are not detailed in this synopsis.

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

• VAAR Clause 852.219-76 VA Notice of LOS-Certificate of Compliance for Supplies and Products is referenced.

• The primary document is the 'Combined Synopsis-Solicitation VISN 19 Medical Gas'.

• Supporting documents include:

  • Statement of Work (SOW)
  • Medical Gas Items list
  • VISN 19 Locations
  • VISN 19 Authorized Caller List
  • VAAR Clause 852.219-76
  • FAR 52.225-2 Buy American Certificate

Form / Attachment / Pricing Sheet

This document is the VA Notice of Limitations on Subcontracting (LOS) - Certificate of Compliance for Supplies and Products. It requires offerors to certify their compliance with subcontracting limitations if awarded a contract, specifically for contracts involving supplies or products.

• Subcontracting Limitations: Offerors must select the appropriate box to certify compliance with either:
  • Paying no more than 50% of the contract amount to firms that are not VIP-listed SDVOSBs or VOSBs (for non-manufacturer supplies).
  • Supplying products from a domestic small business manufacturer or processor (for non-manufacturers, unless a waiver is granted).
• Manufacturer/Nonmanufacturer Representation: Offerors must certify whether they are the manufacturer/producer or qualify as a nonmanufacturer, providing supporting certifications (e.g., employee count, primary business, taking ownership).
• Acknowledgement of Penalties: Offerors acknowledge that false certifications are subject to penalties under Title 18, United States Code, Section 1001.
• Cooperation: Offerors agree to provide documentation to VA to verify compliance.
• Certification Completion: The formal certification must be completed, signed, and returned with the offer. Failure to do so will render the offer ineligible for award.

This form is mandatory for bidders responding to opportunities involving supplies or products. Bidders must carefully review and complete the certification accurately to ensure their offer is considered for award. It outlines specific requirements for small business subcontracting and manufacturer/nonmanufacturer status, which are critical for eligibility.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet containing an authorized caller list for medical gases within VISN 19. It lists individuals authorized to make calls related to medical gas services across various VA facilities within the VISN.

• Facility: Identifies the specific VA Health Care System or NCO.
• Last Name, First Name: Names of the authorized callers.
• Email: Contact email address for the authorized caller.
• Authorized Caller Status: Indicates if the individual is currently authorized ('Yes').
• Contract POC - COR: Specifies the role of the individual (e.g., POC, Alternate POC, 1st POC, VISN AUS, Contracting Officer).
• Comments: Additional notes or details regarding the individual's role or status.
• Modified/Created Dates: Timestamps for record updates.
• Created By/Modified By: Personnel responsible for record creation and modification.
• VISN AUS - CONTRACT UPDATED: A boolean indicating if the VISN AUS contract was updated.
• VISN AUS Notes: Notes related to VISN AUS contract updates.
• Item Type: Categorizes the entry (e.g., 'Item').
• Path: Internal file path.

This list is crucial for bidders to identify the correct points of contact (POCs) and authorized personnel at various VA facilities within VISN 19 for matters related to medical gas services. Understanding who is authorized to make calls and their roles can streamline communication and ensure compliance with established protocols when responding to or performing under contracts for these services.

Form / Attachment / Pricing Sheet

This document lists the specific locations where the place of performance will be for the associated opportunity. It details the various VA Medical Facilities and their Community Clinics across multiple states.

• VA Montana Health Care System (436): Includes Fort Harrison VA Medical Center and numerous VA Clinics across Montana (Billings, Browning, Butte, etc.).
• VA Cheyenne Health Care System (442): Includes Cheyenne VA Medical Center and VA Clinics in Wyoming, Colorado, and Nebraska (Cheyenne, Rawlins, Fort Collins, Sidney, etc.).
• Eastern Colorado VA Health Care System (554): Includes Rocky Mountain Regional VA Medical Center and numerous VA Clinics across Colorado (Aurora, Colorado Springs, Denver, Pueblo, etc.).
• VA Eastern Oklahoma Health Care System (623): Includes Jack C. Montgomery VA Medical Center and VA Clinics across Oklahoma (Muskogee, Tulsa, Oklahoma City, etc.).
• VA Oklahoma City Health Care System (635): Includes Oklahoma City VA Medical Center and numerous VA Clinics across Oklahoma (Oklahoma City, Ada, Enid, etc.).
• VA Salt Lake City Health Care System (660): Includes George E Wahlen VA Medical Center and VA Clinics in Utah and Idaho (Salt Lake City, North Logan, Pocatello, etc.).
• VA Sheridan Health Care System (666): Includes Sheridan VA Medical Center and VA Clinics across Wyoming and Colorado (Sheridan, Casper, Lakewood, etc.).

This attachment is crucial for bidders to understand the geographical scope of the contract. It identifies all potential sites where services may be required, which can impact logistical planning, resource allocation, and understanding the full extent of the place of performance.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet containing detailed breakdowns of medical gas items and their estimated quantities and costs across various Veterans Integrated Service Networks (VISNs) and specific stations. It serves as a pricing sheet or an itemized list of potential requirements.

• VISN Totals Sheet: Provides a high-level overview of estimated costs for Blood Gases and Cylinder Rentals by VISN.
• Station-Specific Sheets (e.g., 436, 442, 554, 623, 635, 660, 666): Each sheet details specific medical gas items, their sizes, estimated annual quantities (contractor-furnished and VA-furnished tanks), unit types, estimated fill prices, and estimated total fill prices. It also includes columns for estimated monthly cylinder rental fees and total cylinder rental fees across base and option years (OY1-OY4).
• Common Items: Includes a wide range of gases such as Oxygen (Medical, Industrial, USP), Carbon Dioxide (Medicinal, Industrial, USP), Nitrogen (Medical, UHP, Liquid), Acetylene, Argon, Helium, Nitrous Oxide, and various gas mixtures (e.g., Lung Diffusion, Heliox).
• Ancillary Items: Also lists items like Valve Replacement, Annual Loss of Use Inventory, Loss of Use CLIN, Hydrostatic Testing, and Emergency Delivery.
• Types of Gas Sheet: Provides a consolidated list of gas types and their corresponding sizes.

This document is crucial for bidders to understand the specific types and estimated quantities of medical gases required, as well as the associated pricing structure (fill prices and rental fees). Bidders should use this information to prepare their pricing proposals, assess their capability to supply these items, and understand the potential scope of work for each station or VISN. The detailed breakdown allows for precise cost estimation and resource planning.

Form / Attachment / Pricing Sheet

This document is the FAR 52.225-2 Buy American Certificate provision. It requires offerors to certify the origin of end products and their components for compliance with the Buy American Act.

• Domestic End Product Certification: Offerors must certify that each end product, except those listed, is a domestic end product and contains a critical component.
• Foreign End Products: Offerors must list any foreign end products, their country of origin, and whether they exceed 55% domestic content (unless they are COTS items).
• Critical Components: Offerors must separately list domestic end products that contain a critical component.
• Definitions: The provision references definitions for "commercially available off-the-shelf (COTS) item," "critical component," "domestic end product," "end product," and "foreign end product" as defined in the "Buy American-Supplies" clause.

Bidders must complete and submit this certificate as part of their offer. Failure to properly complete this form may impact the evaluation of their offer under the policies and procedures of FAR Part 25.