ATTACHMENT B - CONTRACT ADMINISTRATION - NX EQ SCANNING LASER OPTICAL BIOMETRY SYSTEM - Copy.pdf

36C10G26R0010 NX EQ SCANNING LASER OPTICAL BIOMETRY SYSTEM

SECTION B - CONTRACT ADMINISTRATION / INVOICE INSTRUCTIONS

B.1 CONTRACT ADMINISTRATION

B.1.A. Introductory Instructions to Contractors: the Contractor shall review the solicitation and become familiar with it to ensure a thorough response is provided by the deadline as noted below. Failure to understand the contract's requirements will not relieve the contractor from performing in accordance with the strict meaning and intent thereof.

Throughout this solicitation there are several “fill-ins” and “checkboxes” that must be completed and returned to the Government. In addition to filling out and submitting with its proposal, the Offeror shall provide a complete and current PDF copy of its SAMs registration, see www.sam.gov.

B.1.B. Scope of Contract: It is anticipated the award shall be made on a brand name or equal basis conducted in accordance with (“IAW”) FAR Part 12 and 15. It is anticipated a single requirements contract will result for a 60-month ordering period consisting of a 12-month base year period and four 12-month option periods. The CLIN structure identifies all commercial supply items and any allied non-professional services available for purchase. All requirements under the subject contract will be issued under individual task/delivery orders by the respective requiring activities. There is no funding under the subject requirements contract. The financial arrangement with the contractor shall be firm-fixed price (“FFP”). “Fixed-Priced Contracts” and any Department of Veterans Affairs (“VA”) VAAR clauses, policies, and regulations. If any sub-contracting opportunities exist or appear to be available, the Contractor shall specify in detail those opportunities or apparent opportunities, respectively, at the time of proposal submission.

B.1.C. Scope of Solicitation: This solicitation and resulting contract will be full and openly competed. All deadlines are identified in this solicitation. All responses shall be emailed to the Contract Specialist and Contracting Officer identified below. Late responses shall not be reviewed. The format of the solicitation and resulting contract complies with FAR

15.204 12.303.

B.1.D. Contract Administration: The Contractor shall contact the Contracting Officer on all matters pertaining to administration. Only the Contracting Officer is authorized to make commitments or issue changes that will affect the price, quantity or delivery terms of the contract. All contractual administration matters will be handled by the following individuals:

a. CONTRACTOR: TBD

POC

TITLE

EMAIL

PHONE

UNIQUE ENTITY ID

b. GOVERNMENT: Contracting Officer 36C10G http://www.sam.gov/

Hosea Berkley U.S. Department of Veterans Affairs

Strategic Acquisition Center 5202 Presidents Court, Suite 103 Frederick, MD 21703 Hosea.berkley@va.gov

Contract Specialist 36C10G Lisa Thompson U.S. Department of Veterans Affairs Strategic Acquisition Center

5202 Presidents Court, Suite 103 Frederick, MD 21703 Lisa.thompson10@va.gov

Deputy Program Manager, ELCM

Daniel King VHA Office of Supply Chain Department of Veterans Affairs Daniel.King4@va.gov

Contracting Officer Representative (COR), ELCM

David Hochheimer VHA Office of Supply Chain Department of Veterans Affairs David.Hochheimer@va.gov

B.2 CONTRACTOR REMITTANCE ADDRESS

All payments by the Government to the Contractor will be made in accordance with 52.232-33, Payment by Electronic Funds Transfer—System for Award Management.

B.3 INVOICES

Payment shall be submitted monthly in arrears based upon delivery, acceptance, and receipt of a properly prepared invoice 30 days of delivery.

In order to comply with the Improper Payment Elimination and Recovery Act of 2010 (IPERA), the VA has mandated electronic invoice submission to the Veterans Affairs Financial Services Center (VAFSC). The contractor shall submit invoice within 30 days of delivery.

B.4 GOVERNMENT INVOICE ADDRESS

mailto:Hosea.berkley@va.gov mailto:Lisa.thompson10@va.gov mailto:Daniel.King4@va.gov mailto:David.Hochheimer@va.gov

All Invoices from the Contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Request.

B.5 FSC MANDATORY ELECTRONIC INVOICE SUBMISSION

Contractors are required to submit payment requests in electronic form in accordance with the submission instructions below.

TUNGSTEN ELECTRONIC INVOICE SUBMISSION

FSC e-INVOICE PROGRAM THRU AUSTIN PORTAL

FSC MANDATORY ELECTRONIC INVOICE SUBMISSION FOR AUSTIN PAYMENTS

Contracting POC: Lisa Thompson COR (Contracting Officers Representative): David Hochheimer Contract/Task Order Number: TBD

a. Contractor Electronic Invoice Submission Methods:

Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below.

1. VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party Contractor, Tungsten, to transition Contractors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

2. A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI). The X12 EDI Web site (http://www.x12.org)

b. Contractor e-invoice Set-Up Information:

Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below.

1. Tungsten e-Invoice Setup Information: 1-877-489-6135

2. Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

3. FSC e-Invoice Contact Information: 1-877-353-9791

4. FSC e-invoice email: vafsccshd@va.gov http://www.tungsten-network.com/US/en/veterans-affairs/ http://www.tungsten-network.com/US/en/veterans-affairs/ http://www.x12.org/ mailto:VA.Registration@Tungsten-Network.com mailto:vafsccshd@va.gov

See https://www.fsc.va.gov/einvoice.asp for more information.

B.6 TERMS AND CONDITIONS

a. By establishing a contract, the Contractor agrees to supply established items(s) to satisfy the Government’s requirement when an order is place under the contract during the effective period of performance. If, however, the Contractor determines to terminate production of the selected item and contemplates replacement with an alternative item, the Government reserves the right to evaluate the potential replacement item(s). There is no guarantee that the Government will evaluate any replacement item(s) favorably. If the Government determines the replacement item(s) as unacceptable, the individual item(s) or the entire contract may be canceled.

b. The Government is obligated only to the extent of authorized purchases actually made under the resultant contract. This contract does not obligate any funds, nor is the Government obligated to make any purchases under this contract. The Government does not guarantee any volume of purchases through a contract. The terms and conditions included in this contract apply to all purchases made pursuant to it. In the event of an inconsistency between the provisions of this contract and the contract holder’s invoice, the provisions of this contract will take precedence.

i. Uninterrupted Source of Supply- By establishing a contract, the Offeror agrees to supply established item(s) to satisfy the Government’s requirement when an order is placed under the contract during the effective period of the established contract. If the Quoter decides to terminate production of the selected item and contemplates replacement with an alternative item; the Government reserves the right to evaluate the potential replacement item(s).

There is no guarantee that the Government will evaluate any replacement item(s) favorably. If the Government determines the replacement item(s) is unacceptable, the individual item(s) or the entire contract may be cancelled.

ii. Inspection and Acceptance - The acceptance paragraph in FAR 52.212-4 is based upon the assumption that the Government will rely on the Contractor’s assurances that the commercial item tendered for acceptance conforms to the contract requirements. The Government inspection of commercial items will not prejudice its other rights under the acceptance paragraph. The clauses of FAR 52.212-4 are incorporated by reference.

c. PURCHASE/ORDERING LIMITATIONS:

https://www.fsc.va.gov/einvoice.asp

Orders placed against this contract are limited to FAR Clause 52.216-19 Order Limitations, as noted in the contract. The estimated total quantities are listed on

ATTACHMENT A – PRICE COST SCHEDULE – NX EQ SCANNING LASER

OPTICAL BIOMETRY SYSTEM. The quantities provided are estimates only, and VA makes no guarantee regarding the actual quantities that may be purchased.

d. The Veterans Health Administration (VHA) Equipment Life Cycle Management

(ELCM) Program identified the SCANNING LASER OPTICAL BIOMETRY SYSTEM product line as a candidate for a VA-wide (otherwise referred to as “national”) single award Requirement’s contract. The Government's intent for this Requirements contract is to include all ancillary items to ensure the equipment can function as designed by the OEM and as clinically required. The Government may through bilateral modification, add or remove items to this contract that are determined to be within scope of the solicited product line, not limited to the original items awarded.

Additionally, any discontinued items may be replaced via future contract modification by the replacement part identified by the OEM, so long as the replacement part serves the same clinical purpose and function as the originally awarded item.

Furthermore, any new technology that is presented during performance of this contract may be evaluated by the Government for inclusion into the contract, via bilateral modification. This new technology must be determined to be within scope of the original contract.

e. INDIVIDUALS AUTHORZIED TO PURCHASE UNDER THE CONTRACT:

This is a Strategic Acquisition Center (SAC) decentralized contract. Orders are placed by VA Government Ordering Officer (OO) in accordance with the terms and conditions of the specific contract identified in the OO appointment memorandum approved by a SAC Contracting Officer. OOs may only place orders for those contracts that they are specifically appointed. Ordering Officers are responsible for issuing and administering orders placed under this contract. Ordering Officers may revise or modify their orders, but only within the scope of this contract. Ordering Officers have no authority to modify any term of this basic contract. Any deviation from the terms of the basic contract must be approved in writing by the SAC Contracting Officer responsible for this contract. Orders placed only by designated VHA ELCM Ordering Officers shall be submitted on a fully funded and completed Delivery Order. No orders shall be placed without first obtaining approved funding from a VA facility. Requesting Facility submits order requests through the NEC Order Portal ELCM NEC Ordering Portal - Power Apps for verification. Questions may be submitted to the VHAELCM OO Team via email at vaelcmnxeqorderingofficer@va.gov.

The Contractor shall accept orders against this contract only from the designated VHA ELCM OO when the Delivery Order has been reviewed by the OO for this contract. Fulfilling orders from persons other than the approved Ordering Officer may result in loss or delay in payment for supplies/services provided under such orders.

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fapps.gov.powerapps.us%2Fplay%2Fe%2Fdefault-e95f1b23-abaf-45ee-821d-b7ab251ab3bf%2Fa%2Ff5a4b923-8e9a-4db8-85d0-d00eb0ca1d07%3FtenantId%3De95f1b23-abaf-45ee-821d-b7ab251ab3bf%26hint%3D4065f86d-3290-468a-93da-5e182e642f3e%26sourcetime%3D1707251534292&data=05%7C02%7C%7C99f912a006124f21351308dc58a3cca1%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C638482707742636597%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=PIgCdabLBHhw9mDSlAWIbA06V9opReZU4rMUVyIHB4Y%3D&reserved=0

When a Contracting Officer appoints an Ordering Officer in writing after award, the Contracting Officer will furnish the contractor with an updated list of individual Ordering Officers authorized to place orders against the contract. Contractor shall acknowledge receipt of any order submitted by an individual Ordering Officer specified by appointment against the contract.

Purchase card orders are not authorized against this contract.

The Contractor shall provide tracking information or use of a website to obtain delivery status of the delivery order.

After Receipt of Order (ARO) is defined as the established number of days from the Contractor’s receipt of order date to the line-item delivery date. The ARO is 45 days.

f. DELIVERY TICKETS:

The following provisions apply to all shipments:

Inspection: Destination Acceptance: Destination Shipping: Refer to Statement of Work for Special Delivery Instructions Ship To and Mark For: Deliveries shall be marked and shipped to various VHA locations identified in each order placed against the contract.

When applicable, Offerors are required to propose any costs associated with the unloading of deliveries where a facility does not have the capacity to unload and/or install equipment from the truck tailgate. Offerors shall propose this price as a separate unit price line item(s) to be included in the total value priced amount proposed.

All shipments, either single or multiple container deliveries, shall bear and contain on the delivery tickets or sales slips (external shipping labels and associated manifests or packing lists) the following at a minimum:

(i) Name of supplier

(ii) Contract/Delivery Order/Task Order number

(iii) Date of purchase

(iv) Contract number

(v) Itemized list of supplies or services furnished

(vi) Quantity, unit price, and extension of each item, less applicable discounts (unit prices and extensions need not be shown when incompatible with the use of automated systems, provided the invoice is itemized to show this information).

(vii) Date of delivery or shipment In the case of multiple container deliveries, a statement readable near the VA Order number will indicate total number of containers for the complete shipment

(ex. “Package 1 of 2”), clearly readable on manifests and external shipping labels.

The Contractor shall provide an order confirmation within four (4) working days of receipt of the delivery order.

The Contractor will provide tracking information or use of a website to obtain delivery status and proof of delivery.

The After Receipt of Order (ARO) is defined as the established number of days from Contractor’s receipt of order date to the line-item delivery date. The Contractor ARO is 45 days.

Packing Slips/Labels and Lists shall include the following:

IFCAP PO # ____________ (i.e., 166-E11234) Total number of Containers: Package ___ of ___. (i.e., Package 1 of 3)

g. Reports:

Monthly Report: In order for the contracting office to submit the required financial reporting on FPDS-NG the Contractor needs to submit ATTACHMENT E –

REPORTING TOOL – NX EQ SCANNING LASER OPTICAL BIOMETRY SYSTEM

on a monthly basis to the Contract Specialist and Contracting Officer Representative. The report is due by the 5th of each month.

Quarterly Report: In addition to the monthly submission, the same ATTACHMENT

E – REPORTING TOOL – NX EQ SCANNING LASER OPTICAL BIOMETRY

SYSTEM needs to be submitted quarterly as outlined below.

In order to track compliance, VA requires the Contractor to submit the quarterly report of sales in the approved format listed in ATTACHMENT E – REPORTING TOOL – NX EQ SCANNING LASER OPTICAL BIOMETRY SYSTEM based on the Governments fiscal calendar year. See below.

QUARTER PERIOD OF SALES SUBMISSION DUE DATE

1st October – December Due last day in February 2nd January – March May 31st 3rd April – June August 31st 4th July – September November 30th

The Contractor agrees that they shall adhere to this requirement. The Contractor shall provide a quarterly report, no later than 60 calendar days after the end of each fiscal quarter ending December, March, June, and September. Reports shall be sent electronically to the SAC Government points of contact until the Contractor is notified, in writing, of a different point of contact.

a. Project Manager: David Hochheimer

b. Contracting Officer: Hosea Berkley

c. Contract Specialist: Lisa Thompson

B.7 ACKNOWLEDGMENT OF AMENDMENTS

ACKNOWLEDGMENT OF AMENDMENTS: The offeror/Contractor acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO. DATE

B.8 INSTALLATION

The ordering facility and the Contractor/manufacturer will schedule any offered/quoted installation, deinstallation, and disposal. When there is a need to procure these CLINs, the ordering facility will communicate with the Contractor on the schedule and delivery times upon receipt of goods based on facility needs.

B.9 TRAINING

The ordering facility and the Contractor/manufacturer will schedule any offered/quoted training as established by CLIN. Training mode of delivery and training schedule will be purchased based on facility needs.

B.10 MAINTENANCE, REPAIRS, AND REPLACEMENTS

Instructions and procedures will be provided by the Contractor specific to the warranty, maintenance, repairs, and replacement of product and services. At minimum, the Contractor will provide the manufacturer warranty period that may include response time, parts, associated maintenance services, products, and consumables.