Travaux publics et Services gouvernementaux Canada. Title - Sujet Dry Gas Cylinders SOA. Solicitation No. - N de l'invitation M

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1 Public Works and Government Services Canada RETURN BIDS TO: RETOURNER LES SOUMISSIONS À: Bid Receiving - PWGSC / Réception des soumissions - TPSGC 11 Laurier St./ 11 rue, Laurier Place du Portage, Phase III Core 0A1 / Noyau 0A1 Gatineau, Québec K1A 0S5 Bid Fax: (819) Revision to a Request for a Standing Offer Révision à une demande d'offre à commandes National Individual Standing Offer (NISO) Offre à commandes individuelle nationale (OCIN) The referenced document is hereby revised; unless otherwise indicated, all other terms and conditions of the Offer remain the same. Ce document est par la présente révisé; sauf indication contraire, les modalités de l'offre demeurent les mêmes. Comments - Commentaires Travaux publics et Services gouvernementaux Canada 1 1 Title - Sujet Dry Gas Cylinders SOA Solicitation No. - N de l'invitation Date M /A Client Reference No. - N de référence du client Amendment No. - N modif. M File No. - N de dossier CCC No./N CCC - FMS No./N VME pv915.m GETS Reference No. - N de référence de SEAG PW-$$PV Date of Original Request for Standing Offer Date de la demande de l'offre à commandes originale Solicitation Closes - L'invitation prend fin Time Zone Fuseau horaire at - à 02:00 PM Eastern Daylight on - le Saving Time EDT Address Enquiries to: - Adresser toutes questions à: Buyer Id - Id de l'acheteur Gosselin, Monique pv915 Telephone No. - N de téléphone FAX No. - N de FAX (819) ( ) ( ) - Delivery Required - Livraison exigée Destination - of Goods, Services, and Construction: Destination - des biens, services et construction: SEE ANNEX C Vendor/Firm Name and Address Raison sociale et adresse du fournisseur/de l'entrepreneur Security - Sécurité This revision does not change the security requirements of the Offer. Cette révision ne change pas les besoins en matière de sécurité de la présente offre. Instructions: See Herein Instructions: Voir aux présentes Issuing Office - Bureau de distribution Scientific, Medical and Photographic Division / Division de l'équipement scientifique, des produits photographiques et pharmaceutiques 11 Laurier St./ 11 rue, Laurier 6B1, Place du Portage Gatineau, Québec K1A 0S5 Acknowledgement copy required Accusé de réception requis Signature Yes - Oui The Offeror hereby acknowledges this revision to its Offer. Le proposant constate, par la présente, cette révision à son offre. Date No - Non Name and title of person authorized to sign on behalf of offeror. (type or print) Nom et titre de la personne autorisée à signer au nom du proposant. (taper ou écrire en caractères d'imprimerie) For the Minister - Pour le Ministre Canada Page 1 of - de 7

2 Amendment no. 2 is raised to amend the Request for Standing Offer (RFSO) document and to publish all answers to the questions received as of August 7th, PART 6 - STANDING OFFER AND RESULTING CONTRACT CLAUSES B. RESULTING CONTRACT CLAUSES 6. Inspection Delete: (para 2) Insert: The Offeror must provide a NIST Traceable Reference materials (NTRM) gas calibration standard at a concentration of between 215 to 250 ppm ethyl alcohol in nitrogen. Two unexpired tanks are to be supplied during the term of the contract. If the NTRM expires or empties during the contract, a new NTRM will be provided at the expense of the Offeror. Copies of documents from NIST and supplier regarding the NTRM certification and concentration must be provided with each tank. All fittings required to connect this tank to a Datamaster DMT-C breath test instrument must provided by the Offeror. The Offeror must provide a NIST Traceable Reference materials (NTRM) gas calibration standard at a concentration of between 212 to 250 ppm ethyl alcohol in nitrogen. Two unexpired tanks are to be supplied during the term of the contract. If the NTRM expires or empties during the contract, a new NTRM will be provided at the expense of the Offeror. Copies of documents from NIST and supplier regarding the NTRM certification and concentration must be provided with each tank. All fittings required to connect this tank to a Datamaster DMT-C breath test instrument must provided by the Offeror. Delete: (para 4) Insert: The Offeror must conduct a duplicate analysis of every tank in the lot at the time of production (excluding tanks that the Offeror may remove from the lot) for ethyl alcohol ppm corrected to sea level. The data from this analysis will be submitted to the specified RCMP laboratory before the ten sample tanks will be identified by the RCMP FS&IS. The Offeror must conduct a duplicate analysis of every tank in the lot at the time of production (excluding tanks that the Offeror may remove from the lot) for ethyl alcohol ppm corrected to sea level. The data from this analysis will be submitted to the specified RCMP laboratory and the mean result of the data must fall in the range of ppm in order for the lot to be provisionally accepted and for the ten sample tanks to be identified by the RCMP FS&IS. All other terms and conditions of the RFSO remain unchanged. Page 2 of - de 7

3 QUESTIONS AND ANSWERS Page 9, Factors for Evaluation #8 and Page 24 Annex B-1 Q.1 The historical stability of the concentration, and the ability to predict similar stability going forward, is directly related to the cylinder material used, the cylinder preparation process, and the valves used in production of the standards. Therefore, is it correct that the historical data provided must be for the same cylinder material, from the same cylinder manufacturer, the same cylinder preparation process, and the same valves to be used to supply product against the Standing Offer, since any other data would not be relevant? Will the offeror need to be able to provide proof of the same? A.2 The historical data must be related to the same cylinder material (ie aluminum) and should be related to the same valves, and manufacturing process if the valves and process had an effect on the stability data. The cylinder manufacturer may change over the accumulation of the stability data, unless the cylinder manufacturer has an adverse effect on the data. The offeror will need to provide written assurance that all of the stability data was originated entirely from products using aluminum cylinders, and to provide a written assurance that the historical data has been accumulated using processes, and materials that are equivalent to current processes and materials. Page 18, Section 4 Packaging and Shipping, Paragraph 5 Q.2 The requirement reads, The tanks must not be shipped in an environment where they could be subjected to low temperaturs. The tanks must not be exposed to temperatures below 0 degrees Celsius. We understand that the RCMP believes this requirement to be a conservative approach to ensuring the integrity of the dry gas standard. However, we believe this requirement may represent an unnecessary burden on your program. Please consider the facts that no other program we know of in North America has a similar requirement. With many years of experience in supplying dry gas standards we are not aware of a single instance where the cylinder was affected due to exposure to cold temperatures during shipping. Additionally, we have performed tests on cylinders recovered from sub-zero temperatures after both short-term and long-term exposure, which have shown that no change in concentration occurred (assuming the gas was not expired while below the dew point of the mixture). Ensuring the cylinders are not exposed to subzero temperatures will create a burden on the vendor in shipping quantities to the Stores locations, but will create an even larger burden on the RCMP in shipping smaller quantities from Stores to individual locations. As it is currently worded, the requirement would prevent the movement of cylinders in cold weather as they could momentarily be exposed to temperatures below 0 degrees Celsius as they are moved from one temperature controlled environment to another. Please consider changing the requirement to The cylinders must not achieve a temperature below 0 degrees Celsius, or dropping the temperature requirement in it s entirety. Page 3 of - de 7

4 A.2 Each cylinder must have a zero degree cold temperature indicator attached to it by the offeror before shipment. Upon receipt at RCMP stores the temperature indicators will be inspected and if they indicate cylinders have encountered freezing temperatures the affected cylinders will not be accepted. Page 18, Section 4 Packaging and Shipping, Paragraphs 6 and 7 Q.3 Please confirm that only those individual cylinders that achieved a temperature below 0 degrees Celsius during transit from the supplier to the ship points designated in Annex C, as evidenced by a positive temperature indicator will be rejected, and that the balance of the lot will be accepted. We understand that it is the vendor s responsibility to deliver the cylinders to the ship points designated in Annex C without the cylinders reaching temperatures below 0 degrees Celsius. Please confirm that the individual temperature indicators will be examined immediately upon receipt, and that the vendor s responsibility relative to temperature control of the cylinders ends at that time. A.3 We can confirm only cylinders exposed to freezing temperatures as identified by the temperature indicators will be rejected. The indicators will be inspected at the shipping points indicated in Annex C after receipt from the offeror, and the vendor's responsibility for freezing prevention ends at that point. Page 18, Section 5 Labelling Q.4 Should the label state a tolerance? For example: +/- 2mg/100mL Should the label also state the concentration in PPM? A.4 No tolerance or concentration units in PPM will be required on the label. Page 19, Section 6 Inspection, Paragraph 2 Q.5 NTRM is a Trademarked product of NIST. There are other internationally accepted gaseous reference materials that offer equivalent tolerances and uncertainty measurements. For example, a Certified Reference Material (CRM) prepared by an ISO Guide 34 accreditated supplier is considered equivalent. Please see the statement on equivalency from the NIST website below: An NTRM (NIST Traceable Reference Material) is a commercially produced reference material with a well-defined traceability linkage to existing NIST standards. This traceability linkage is established via criteria and protocols defined by NIST which include the NIST analysis of at least 10% of a Gas Mixture NTRM batch. Commercial producers may affix the NTRM certification mark provided by NIST to materials produce according to these criteria and protocols. A NIST NTRM may be recognized by a regulatory authority as being equivalent to a Certified Reference Material (CRM). Source available at: Page 4 of - de 7

5 Given that NIST states that its trademarked NTRM program is equivalent to a Certified Reference Material (CRM), may the offeror supply either CRMs, or NTRMs at their descretion? A.5 An NTRM gas calibration standard will be required. A Certified Reference Material (CRM) will not meet this requirement. Page 19, Section 6 Inspection, Paragraph 3 Lot Testing Q.6 Lot testing requires that 10-cylinders from each lot be shipped to a specified facility for analysis and approval prior to release of the lot. The static quantity of cylinders required for analysis does not seem A.6 A 10 cylinder sample size will be required for every lot size. This is the minimum number of cylinders we require to conduct an analysis of any lot. Page 19, Section 6 Inspection, Paragraphs 4 & 5 Q.7 We understand that the data from the Offeror s duplicate analysis of every cylinder in a lot is to be provided to the FS&IS for their decision on whether or not to provisionally accept, or reject the lot. There does not appear to be any stated criteria for the determination of acceptance. Please provide information regarding how the FS&IS will determine whether or not the lot qualifies to move forward. E.g. Standard Deviation, Standard Error, etc. A.7 The duplicate analysis data will be used to determine an average value for the entire lot of cylinders and this will become a reference point for the FS&IS analysis. Page 19, Section 6 Inspection, Paragraph 8 Q.8 The requirement states that sample tanks must be shipped to the RCMP FS&IS laboratory within 21 calendar days from the date of manufacture. We understand that the ability to ship the sample tanks is dependent on receiving permission to do so from the FS&IS after their analysis of the lot data provided by the Offeror. Should the requirement to ship sample tanks be modified to XX days after receiving formal acknowledgement of provisional acceptance of the lot from the FS&IS? A.8 The offeror is required to ship the remaining cylinders in the lot within 21 days after receiving approval of the lot from the RCMP FS&IS, following the FS&IS analysis. Page 5 of - de 7

6 Page 24, Annex B-1 (and Page 9, Section 8) Q.9 Same question as Page 9, Section 8 - The historical stability of the concentration, and the ability to predict similar stability going forward, is directly related to the cylinder material used, the cylinder preparation process and the valves used in production of the standards. Therefore, is it correct that the historical data provided must be for the same cylinder material from the same cylinder manufacturer, the same cylinder preparation process, and the same valves to be used to supply product against the Standing Offer, since any other data would not be relevant? A.9 See clarification above. Page 24, Annex B-1 Q.10 In the Requirements column of the Point Rated Criteria matrix there are references to Annex B Statement 5 and Annex B Statement 6.4. We cannot find references numbered 5, or 6.4 in Annex B. Please explain what these references are. A.10 The reference to Statement 5 is an error. The minimum lot size is 100 cylinders. Offerors capable of providing larger lot sizes will be awarded more points up to a lot size of 250 cylinders. The reference should be: Annex B The reference to Statement 6.4 is an error. The Offeror must provide stability data for at least 10 lots of cylinders. Up to 15 technical points will be awarded for stability data in excess of 10 lots. The reference should be: Part Page 25, Annex C Q.11 Can you provide an estimate as to how many of the estimated 1700 tanks required annually will be shipped to each of the division stores? A.11 There are different numbers of breath test instruments in each RCMP division and therefore a different demand for Dry Gas cylinders. The estimated requirement is for the RCMP as a whole. Page 19 #6 Inspection reads: Q.12 The Offeror must provide a NIST Traceable Reference materials (NTRM) gas calibration standard at a concentration of between 215 to 250 ppm ethyl alcohol in nitrogen. Two unexpired tanks are to be supplied during the term of the contract. If the NTRM expires or empties during the contract, a new NTRM will be provided at the expense of the Offeror. Copies of documents from NIST and supplier regarding the NTRM certification and concentration must be provided with each tank. All fittings required to connect this tank to a Datamaster DMT-C breath test instrument must provided by the Offeror. NIST NTRM s are produced by gas manufactures and we only produce a specific value to meet the requirements of most users. Page 6 of - de 7

7 We must pick those values a full year before sending our tanks to NIST, it then takes NIST a year to qualify the standards. Short story is we manufacture our NTRM s at a certified value of 212 ppm ethanol in nitrogen. 52 ppm ethanol in nitrogen and 360 ppm ethanol in nitrogen. These values do not meet your ppm ethanol in nitrogen requirement. We are asking that you extend that requirement to be between 200 ppm and 250 ppm ethanol in nitrogen. We would appreciate your understanding that we could not have new standards produced in time to meet the deadline. We would be able to provide you with a collection of data over the years that show the Data Master to be very linear and to be able to be calibrated at 210 ppm and give you accurate readings at the target value of 223 ppm. We would also be able to offer a suite of all three values (52 ppm, 212 ppm and 360 ppm) of NTRM s to prove linearity of the Data Master. We also produce all our NTRM in 150 cft (4200 liters) cylinders compared to the NIST standard of only 30 cft (840 liters). The requirement states that we must supply two cylinders. We would ask that you specify the size of the NTRM cylinder to be supplied and the volume of gas in each. If your requirement is for the smaller cylinder we ask that you except our one large tank to meet the requirement of supply two cylinders based on the volume of the cylinder. A.12 The acceptable range of the NTRM standard requirement can be expanded to ppm. Either NTRM cylinder size of 4200 or 840 liters is acceptable, however if the cylinder is emptied before the term of the contract expires it must be replaced. NTRM Cylinders may be returned to the offeror at the end of the contract period if it is not extended. Two cylinders are required because they will be used in the FS&IS analysis of the dry gas lots in two different geographical locations. It is anticipated that two 840 liter NTRM cylinders will provide enough NTRM gas standard for the length of the contract. Page 7 of - de 7