36A79719Q0002-001.pdf

September 2018 Consolidation

The September 2018 Consolidation will be posted to FedBizOpps (FBO).

1. This solicitation is only open to companies that have a current contract for the equipment types listed herein with the VA National Acquisition Center, High Tech Medical Equipment Division or with the Defense Logistics Agency, Troop Support (DLA-TS) under which the VA National Acquisition Center has been given ordering authority.

2. September 2018 Consolidation Schedule:

Dates** PHASE 1 Milestones – Portables and Ultrasounds

10/30/2018 Pre-Solicitation Notice posted to FBO

11/6/2018 Post requirements/solicitation to FBO

11/20/2018 Deadline for Vendors to submit questions to NAC

12/04/2018 Deadline for NAC to respond to Vendor Questions

12/18/2018 Deadline for Vendor to submit quotes to NAC

12/28/2018 Deadline for Customers to receive vendor quotes via the shared drive

2/8/2019 Deadline for Customer to submit Best Value Selections

3/22/2019 Deadline for NAC to complete review of Selection Justifications

4/26/2019 Goal to award all Delivery Orders

Dates** PHASE 2 Milestones – All Other Modalities

10/30/2018 Pre-Solicitation Notice posted to FBO

11/6/2018 Post requirements/solicitation to FBO

12/18/2018 Deadline for Vendors to submit questions to NAC

1/03/2019 Deadline for NAC to respond to Vendor Questions

1/16/2019 Deadline for Vendor to submit quotes to NAC

1/25/2019 Deadline for Customers to receive vendor quotes via the shared drive

3/8/2019 (6 weeks) Deadline for Customer to submit Best Value Selections

4/19/2019 (6 weeks) Deadline for NAC to complete review of Selection Justifications

5/24/2019 (5 weeks) Goal to award all Delivery Orders

** All dates are estimated and subject to change at any time.

3. Vendor Instructions:

a) In order to maintain the vendor email group, all HTME ID/IQ contractors are required to submit the following information to Ms. Jeanette Dyrek at Jeanette.Dyrek@va.gov.

1) Contract Administrator: Provide the name, address and email of the current contract administrator.

2) Provide the current contact information (name and email address) to be included on e-mail notifications regarding HTME updates and Consolidations.

b) During the solicitation phase following the November 6, 2018 FBO posting and prior to the March 22, 2019 (Phase 1) and April 19, 2019 (Phase 2) announcement of selected vendors, all communication regarding the September 2018 consolidation shall be coordinated through the mailto:Jeanette.Dyrek@va.gov

NAC consolidation coordinator, Iliana Jorge at Iliana.Jorge@va.gov. This includes all requests for clarification or additional information from vendors.

During the evaluation phase, communication should be coordinated by a NAC Contracting Officer. In the event that a NAC Contracting Officer cannot be available for such communications, a local/VISN Contracting Officer can assist in the communications with the approval of the NAC Consolidation Coordinator. All communications between a vendor and a local/VISN Contracting Officer must be provided to the NAC Consolidation Coordinator. This includes all clarifications or additional information that is required to complete evaluations. A NAC or local/VISN Contracting Officer will determine what access, if any, is needed by the vendors to obtain information and shall be present at all vendor presentations. Presentations are meant to clarify the understanding of equipment features in the quote. Prices or additional equipment or features that were not quoted, shall not be discussed. Once communications have begun with vendors relating to a specific quote, Contracting Officers must control those communications in order to ensure that all vendors are treated fairly and given the same opportunity.

c) The NAC Contracting Officers will review the station’s technical evaluations and recommended selection to determine whether or not the information provided is adequate to award the order or if additional information from the station is required before an award can be executed.

Communication during this time will be through NAC Contracting Officers only. We have advised our customers that when the solicitation process begins there is to be no further contact with vendors regarding their requirements. Information such as members of the evaluation panel is considered confidential source selection information and may not be disclosed.

d) We ask that vendors forward the above information to their respective sales team so that all are aware of the process and timelines.

e) We also ask that you do not contact the NAC or the requesting VISN or Medical Center regarding the status of selections as this will only delay the process. After the NAC has reviewed and finalized all vendor selections for a VISN or Medical Center, an update providing the selections for that VISN or Medical Center will be issued.

f) The September 2018 Consolidation will have phases (see milestones above).

g) GENERIC SPECIFICATION PILOT: The NAC is using this consolidation to pilot Generic Specifications in place of Benchmark Quotes for some requirements. Below is the list of requirements that are a part of this pilot and DRAFT generic specification have been posted with this Pre-Solicitation notice.

mailto:Iliana.Jorge@va.gov

HTME VISN

Requisition Number in Action

Equipment Type

VISN 1: VA New England Healthcare System 402-B81002 XR PORT C ARM

VISN 1: VA New England Healthcare System 523-B81009 XR US

VISN 1: VA New England Healthcare System 523-B81010 XR US

VISN 1: VA New England Healthcare System 523-B81011 XR US

VISN 1: VA New England Healthcare System 523-B81012 XR RAD

VISN 1: VA New England Healthcare System 523-B81013 XR RAD

VISN 1: VA New England Healthcare System 523-B81014 XR PORT C ARM

VISN 1: VA New England Healthcare System 523-B81015 XR PORT C ARM

VISN 1: VA New England Healthcare System 608-B83003 XR US

VISN 1: VA New England Healthcare System 689-B81008 XR PORT C ARM

VISN 1: VA New England Healthcare System 689-B81009 XR US

VISN 15: VA Heartland Network 589-B80016 XR CT

VISN 15: VA Heartland Network 589-B82017 NM PET CT

VISN 15: VA Heartland Network 589-B83004 XR RF

VISN 23: VA Midwest Health Care Network 636-B80114 XR PORT C ARM

There will be specific instructions on how to properly quote these requirements which will be included in the September 2018 Consolidation Instructions to Offerors posted to FBO with the solicitation.

The NAC will hold a call with industry on November 7, 2018 at 1:00pm CST to discuss the pilot in more detail and to answer any industry questions. The call-in information is provided below:

Call-in: 844-376-0278 Access Code: 691736896 Link: https://meet.rtc.va.gov/megan.friel/W8SJ9F88

The meeting will be via Skype and vendors are encouraged to access the audio-visual meeting so they can see the presentation provided. A meeting invitation with the link will be sent out to industry. IF YOU DO NOT RECEIVE THE INVITATION PLEASE CONTACT THE NAC. In the event that a vendor cannot join via Skype and must call in, a copy of the presentation will be posted with the solicitation on November 6, 2018.

Vendor questions during the call will be limited to questions specifically about the Generic Specification Pilot. Any questions about specific equipment requirements should be submitted via the normal vendor question process.

https://meet.rtc.va.gov/megan.friel/W8SJ9F88