J045--ELP - Replace Medical Vacuum Pumps

Statement of Work (SOW) / Performance Work Statement (PWS)

This document outlines the requirements for Infection Control Risk Assessments (ICRAs) for construction, renovation, and maintenance activities to prevent infection risks. It also details the Pre-Construction Risk Assessment (PCRA) process for non-infection-related safety concerns.

• Provides a template for performing ICRAs, categorizing activity types, and determining necessary precautions.

• Outlines steps to complete the ICRA template, including identifying activity category, affected areas, patient risk category, and required infection prevention and control precautions.

• Details minimum control measures for different levels of precautions (Level I, II, III, IV).

• Includes requirements for completion of the activity, such as cleaning, HVAC system verification, and water system flushing.

• Specifies requirements for a Pre-Construction Risk Assessment (PCRA) for non-infection-related safety.

• Defines specific control measures for each level of infection prevention and control precautions.

• Requires verification of HVAC systems and water systems upon completion.

• Mandates inspection by an infection preventionist and engineering representative for final close-out.

• Not explicitly defined in this document, as it provides a framework for assessments that would be applied to specific projects.

• Requires a fillable permit form to be posted at the activity site for Level III and IV activities.

• Specifies requirements for containment barriers, negative pressurization, and worker PPE.

• Includes an alternative to outdoor exhaust requirements for interior construction space exhaust, detailing HEPA filtration and monitoring.

• Requires coordination with adjacent areas and communication plans.

Form / Attachment / Pricing Sheet

This document, "SOW Appendix B - Vacuum Equip Info.pdf", provides detailed information and visual documentation related to the vacuum equipment relevant to the Statement of Work (SOW) for this opportunity. It serves as a critical reference for bidders to understand the existing infrastructure.

• Equipment Details/Photos: Includes specific information and images of the vacuum equipment.
• Observation Report from ENG Firm: A report detailing a site observation of the vacuum system, including its type (Dekker oil-sealed liquid ring), capacity, model number (VMX0203KA3-40-ES), and manufacturing date (November 2007).
• Medical Gas Certification Report 2026: A certification report for the medical gas systems, indicating compliance with NFPA 99 2018 standards.

This appendix is crucial for bidders to assess the current state of the vacuum equipment. It provides technical specifications, operational status, and inspection results, which are essential for understanding the scope of work, potential maintenance or replacement needs, and overall system compliance. The observation report highlights that the system has accumulated significant operating hours and recommends replacement, which is a key consideration for bidders in developing their proposals.

Amendment / Modification

This amendment to Solicitation 36C25726Q0440 makes the following changes:

• Posts Q&A Document: Includes responses to vendor questions regarding the "ELP - Replace Medical Vacuum Pumps" project.

• Extends Response Date: The deadline for submitting offers has been extended to May 11, 2026, at 10:00 AM Central Time (CT).

• Response Date/Time: Extended to 05-11-2026 10AM CENTRAL TIME, CHICAGO, USA.

• Solicitation Content: The amendment incorporates answers to vendor questions, clarifying various aspects of the project, including:

  • Medical Vacuum Exhaust Termination: Must meet current NFPA 99 code requirements. Downward termination and screens are not explicitly mandated but must comply with code. Minimum clearances from AHUs or building air intakes are not specified beyond code compliance.
  • Brand Preference: The facility and COR have no brand/manufacturer preferences for replacement pumps.
  • Site Visit Confirmation: A sign-in sheet can be requested from the Contracting Specialist.
  • Piping Replacement: Demolition, replacement, or rerouting of existing medical vacuum piping is only required as necessary to facilitate new equipment installation and meet NFPA 99 code. Work is limited to the "Vacuum Main Valve" and reconfiguring exhaust piping as needed.
  • Deficiencies: All known deficiencies in the current system were corrected as of March 14, 2026.
  • Budget: No budget expectation or target range is provided; contractors must provide equipment meeting facility load/capacity requirements.
  • Downtime: System shutdown and downtime are only permitted during non-business hours (after 4:30 PM MST, weekends, federal holidays).
  • Tie-in/Shutdown Window: The contractor is responsible for proposing a shutdown window compliant with SOW requirements.
  • Backup Systems: No existing backup systems are available for tie-in.
  • Third-Party Verifier: The contractor is responsible for providing the third-party verifier.
  • Re-verification: Verification must be completed as required by NFPA 99 code.
  • Staging Area: A staging area will be coordinated with and designated by the COR.
  • Access Constraints: Mechanical Room C-106 access is via the 1st floor, east side loading dock. Entry points and corridor widths are specified, but contractors must perform field verification.
  • Rigging: Rigging is the contractor's responsibility; the mechanical room is on the first floor. Contractors must perform field verification.
  • Noise/Vibration: Work requiring equipment shutdown must occur during non-business hours. Other work will be evaluated case-by-case.
  • Ownership of Removed Items: The VA retains ownership of removed copper and equipment until disposal/recycling is coordinated with the COR. The contractor is responsible for providing a recycling plan and final disposal.
  • Pipe Sizes: Existing inlet and exhaust pipe sizes are detailed on page 7 of SOW Appendix B.
  • Pump Nameplate: A photo of the existing vacuum pump nameplate is on page 2 of SOW Appendix B.

• The proposal submission deadline is extended to May 11, 2026, 10:00 AM CT.

Solicitation / RFP / RFQ

This solicitation is for the replacement of medical vacuum pumps at the El Paso Veterans Affairs Health Care System (EPVAHCS). The project involves providing all necessary personnel, equipment, supplies, and services to dispose of and replace the existing medical vacuum source equipment located in Mechanical Room C-106.

• Disposal and replacement of existing medical vacuum source equipment.

• Installation of a new system with equal or greater capacity than the existing system; preferred configuration is an oil-less, triplex (three-pump) system.

• Compliance with NFPA 99, facility accreditation agency standards (Joint Commission), and all applicable federal, state, and local environmental and occupational safety laws.

• Medical gas technicians must be ASSE 6010 certified.

• Implementation of Infection Control Risk Assessment (ICRA) and Pre-Construction Risk Assessment (PCRA) control measures.

• Provision of specification cut sheets/submittals for proposed equipment prior to purchase.

• Coordination of any required system shutdowns with the COR, with a minimum of 14 days' notice, scheduled outside normal business hours.

• Avoidance of extended downtime; provision of temporary equipment if necessary.

• Startup, testing, and commissioning of the new vacuum source equipment.

• Verification by a third-party ASSE 6030 certified Medical Gas Systems Verifier.

• Provision of operations and maintenance manuals and on-site training for facility staff.

• Minimum one (1) year warranty on all parts and labor.

• Solicitation Number: 36C25726Q0440

• NAICS Code: 238220

• Size Standard: $19 Million

• Period of Performance: Base POP Begin: 05-11-2026, POP End: 11-10-2026 (180 days after award).

• Place of Performance: El Paso Veterans Affairs Health Care System, 5001 N. Piedras, El Paso TX 79930.

• Response Date/Time: 05-06-2026, 10 AM Central Time, Chicago, USA.

• Submission Instructions: Offers are to be submitted via email to Abduel Sanford (abduel.sanford@va.gov).

• Evaluation: Best value selection using Comparative Analysis, evaluating technical capability, past performance, and price.

• Key Deadlines: Site Visit: Tuesday, 04/21/2026 at 9 AM. Technical Questions Deadline: April 28, 2026, 10 AM CST.

• Set-Aside: SDVOSBC (Service-Disabled Veteran-Owned Small Business).

• The solicitation incorporates FAR 52.212-1, 52.212-4, and 52.212-5 by reference. Addenda are attached.

• Invoices must be submitted electronically via the Tungsten Network.

• Reference Documentation for Proposal Development (SOW Appendix B) is available for informational purposes.