Whiteriver Service Unit Bulk Oxygen and Cylinder Rental Services

STATEMENT OF WORK BULK OXYGEN SERVICES AND CYLINDER RENTALS WHITERIVER INDIAN HEALTH SERVICE HOSPITAL (WRSU) A. Introduction The Health and Human Services (HHS), Indian Health Service (IHS), Whiteriver Service Unit (WRSU) has a requirement for bulk medical gases delivery and cylinder rental services. Services include the delivery, transport, return rental of medical gas cylinders, and the procurement of bulk liquid medical oxygen. Medical gas products will need to be readily available 24 hours per day, 7 days per week, 365 days per year which will require various delivery schedules depending on the need to prevent supply outages. The delivery of liquid medical oxygen may have two different delivery schedules which are dependent on the responsible program/office duty hours. B. Scope The acquisition of the medical-grade liquid oxygen will provide a steady supply of bulk medical gas to critical departments such as medical clinics, the operating department, emergency departments, inpatient department, and O.B. for patient use. The WSRU medical grade, bulk liquid oxygen 900-gallon storage and the twelve H-size reserve tanks are located near the Power Plant at Building 4277 on the WRSU Campus. WRSU will require the medical gas products to ensure adequate supply is available on an “as needed basis”. Annual gauge verification shall occur annually for the bulk and reserve oxygen systems. Medical-Grade Liquid Bulk Oxygen Delivery Service: Delivery and product delivered must meet all applicable codes and standards, including but not limited to USP specifications, OSHA, NFPA code, DOT, and FDA Guidelines. Bulk oxygen tanks are classified as a drug delivery devices and all contractors must be registered with the Food and Drug Administration (FDA). 1. General: 1.1 The WRSU liquid oxygen system consists of a main supply tank and 12 reserve tanks. The capacity of the main supply tank is 900-gallons while the reserve system includes 12 H- size tanks. See Appendix A for pictures of the oxygen delivery site. 1.2 The quantities shown in the solicitation Price Schedule are estimates of the WRSU annual requirements. There is no express or implied guarantee that these quantities will be purchased. 1.3 A Contracting Officer Representative (COR) designated in section L is responsible for local contract administration issues such as ordering and providing specific delivery instructions. Within 15 days after notification of contract award, the contractor shall meet with the COR to ensure mutual understanding of facility requirements relating to the ordering method and specific details of any delivery instructions that are not included in the solicitation -- 1 of 15 -- schedule. If agreement cannot be reached between the Contractor and COR regarding any issue the matter shall be referred to the Contracting Officer for resolution. 1.4 Prior to first delivery, the Contractor shall inspect the bulk site and reserve system for any conditions they might deem unsafe or unacceptable. 1.5 The contractor shall inspect and review any government owned systems and provide a copy of their standard refill procedure, any preventive maintenance support requirements that may be needed from WRSU, and an explanation of all the volume alarm and low pressure set-points. 1.6 The contractor will provide written procedures and training protocols to accomplish emergency shutdowns or other sudden, unplanned termination of the refilling process. Contractor will provide 24/7 emergency contact line(s) and telephone number(s). C. Requirements 1. Bulk Medical-Grade Liquid Oxygen annual estimated usage is 6,000 CCF. Monthly deliveries shall provide bulk liquid medical oxygen. CCF is defined as the volume of gas in hundreds of cubic feet. 2. Rental of 12 Reserve Oxygen (O₂), H-size Cylinders. 3. Annual bulk liquid oxygen gauge and reserve system gauge inspections. 4. All medical gas cylinders must have metal bound rubber gaskets to create a seal at the cylinder value/regulator interface to comply with updated Compressed Gases Policy at the Whiteriver Service Unit. Industry standard valve stem post for all cylinders shall be used. D. Contractor Requirements 1. Contractor will create an online account for WRSU to perform online ordering, invoice retrieval, report retrieval, etc. 2. Contractor will assign a Client Services Manager for the WRSU account. The contractor Client Service Manager will be available for any applicable initial medical gases safety training consultation for the WRSU Contracting Officer Representative (COR) and staff. 3. Contractor will provide a sales order at the point of delivery identifying at least but not limited to the service type, description, quantity, cost, unit of measure of products delivered and the sales order number, organization name, phone number, account number of receiving facility, the name or code of the delivery driver representing the contractor. 4. Contractor shall ensure sufficient quantities of products identified are readily available for next business day delivery if the order is placed within the vendor’s/contractor’s cut-off time. 5. Contractor shall ensure deliveries for liquid oxygen are made within the business hours of the Facilities Maintenance & Engineering Department Monday - Friday 7:00 am - 4:00 p.m. 6. Contractor shall ensure all safety guidelines are followed by the employee or representative of the contractor for medical gas distribution to ensure the safety of the contractor employee and the customer at all times. 7. Contactor will contact the WRSU COR at 928-338-3591 before the delivery of the liquid oxygen. 8. Contractor will notify the COR of any changes within the control and changes out of the control of the contractor area of responsibility that can adversely affect WRSU’s inventory balances and use. The Contractor shall be solely and completely responsible for initiating, maintaining and supervising all safety precautions during the delivery of the Bulk Liquid Me…