ATTACHMENT B_CONTRACT ADMINISTRATION_NX EQ TEE SCANNING SYSTEMS.docx

36C10X27R0011 NX EQ TEE SCANNING SYSTEMS

SECTION B – CONTRACT ADMINISTRATION / INVOICE INSTRUCTIONS

B.1 CONTRACT ADMINISTRATION:

All contract administration matters will be handled by the following individuals:

a. CONTRACTOR: TBD

b. GOVERNMENT:

Contracting Officer 36C10X Jessica Smith U.S. Department of Veterans Affairs

Frederick, MD 21703 Jessica.Smith32@va.gov

Frederick, MD 21703 Courtney.Chattman@va.gov

Contracting Officer’s Representative (COR) ELCM

TBD

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 (within 30 days of delivery) in arrears based upon delivery, acceptance, and receipt of a properly prepared invoice.

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:

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: TBD COR (Contracting Officers Representative): TBD Contract/Task Order Number: TBD

a. Vendor 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 vendors 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. Vendor 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 questions 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 See https://www.fsc.va.gov/einvoice.asp for more information.

Purchase card orders are not authorized against this contract.

B.6 TERMS AND CONDITIONS:

1. THE FOLLOWING TERMS AND CONDITIONS ARE MANDATORY

By establishing a contract, the Contractor 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 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.

2. EXTENT OF OBLIGATION

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.

a. 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 Offeror 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.

b. Installation and Training:

The contractor agrees to provide complete installation and training for the TEE Scanning systems. Installation services will include delivery, unboxing, hardware setup, software calibration, and system validation to ensure the equipment is fully operational and meets all manufacturer specifications. Following successful installation, the contractor shall provide training for operators, clinicians, and biomedical engineers, covering system operation, patient safety protocols, image acquisition, and routine maintenance/troubleshooting procedures.

c. Inspection and Acceptance:

The acceptance paragraph in RFO 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 provisions of RFO 52.212-4 are incorporated by reference.

d. Maintenance, Repairs, and Replacements:

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

e. Product Refresh:

Product refresh is when a current CLIN is no longer being manufactured due to obsolescence and the product is being replaced with a newer, and more often, superior version of the same product. The current CLIN product may be revised to reflect the refreshed product information, manufacturer’s part number, price (inclusive of Service Level Agreement (SLA) fee), etc., when advised of a product’s obsolescence.

The Government reserves the right to not accept the products offered/quoted under product refresh. The contractor will be notified in writing if a product refresh is not accepted. All products offered/quoted shall be provided with the warranty that is agreed upon for this contract.

The contractor agrees to ensure that all upgraded improved/replaced products meet Americans with Disabilities Act (ADA) and Health Insurance Portability and Accountability Act (HIPAA) Federal requirements.

The contractor shall provide the following information for product refresh:

(1) A list of specific awarded CLIN(s) being refreshed in the Price/Cost Schedule(to include commercial pricing, discount offered, and price (inclusive of SLA fee));

(2) Product literature for the refreshed product(s).

(3) A detailed description of the differences or benefits of refreshed as compared to the CLIN(s) being discontinued or added.

(4) Proper identification of any product requirements and/or procedures related to those product(s) proposed to be refreshed or upgraded.

(5) FDA approval, if applicable

(6) Provide historical sales to VA by product(s), if applicable

(7) Copy of Commercial Warranty The request shall be submitted to the COR, copy to the Contract Specialist and Contracting Officer, for review and recommendation of approval to be submitted to the CO. The CO shall prepare a bilateral modification for execution, if approved.

e. Product Removal or Recall:

For any product awarded under this contract removed or recalled by the manufacturer due to defects in the product or potential dangers to patients, or if any required removal or recall is suggested or mandated by a regulatory or official agency, the manufacturer agrees to take the following steps immediately:

Notify the COR and CO at the Enterprise Procurement Office, in writing, by the most expeditious manner possible.

Provide copies of the notification to the Contracting Officer, Contract Specialist, Contracting Officer’s Representative, and Manager at Product Recall Office, all Agencies and VA Facilities who purchased the product, which include, but not be limited to the following:

(1) Complete item description and/or identification, order numbers from customers and the contract number assigned as a result of an issuance on the solicitation;

(2) Reasons for modifications, removal or recall; and

(3) Necessary instructions for return for credit, replacement or corrective action.

A copy of the notification will be provided to:

Manager, Product Recall Office National Center for Patient Safety Veterans Health Administration 24 Frank Lloyd Wright Drive, Lobby M Ann Arbor, MI 48106

3. PURCHASE/ORDERING LIMITATIONS

Orders placed against this contract are limited to RFO 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 TEE SCANNING SYSTEMS. The quantities provided are estimates only, and VA makes no guarantee regarding the actual quantities that may be purchased.

The Veterans Health Administration (VHA) Non-Expendable Equipment National Program has identified the TEE Scanning Systems as a candidate for an Enterprise-wide (otherwise referred to as “National”) Requirements 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 the 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 the 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.

4. INDIVIDUALS AUTHORIZED TO PURCHASE UNDER THE CONTRACT

This is an Enterprise Procurement Office decentralized contract. Orders are placed by VA Government Ordering Officers in accordance with the terms and conditions of the specific contract identified in the ordering officer appointment memorandum approved by an Enterprise Procurement Office Contracting Officer. Ordering Officers may only place orders for those contracts that 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 Enterprise Procurement Office Contracting Officer responsible for this contract. Orders placed only by designated 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 VHA ELCM Ordering Officers Team via email at vaelcmnxeqorderingofficer@va.gov for verification.

The Contractor shall accept orders against this contract only from the designated VHA ELCM Ordering Officers when the Delivery Order has been reviewed by the Ordering Officer 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. 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. The contractor will 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.

5. DELIVERY TICKETS

The following provisions apply to all shipments:

Inspection: Destination Acceptance: Destination Shipping: Free on Board (FOB) – Destination Ship To and Mark For: Deliveries shall be marked and shipped to various VHA locations identified in each order placed against the contract.

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

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 ___ days.

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.

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)

1. 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 – QUARTERLY SALES REPORT – NX EQ TEE SCANNING SYSTEMS on a monthly basis to the Contract Specialist and COR. 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 TEE SCANNING SYSTEMS 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 – QUARTERLY SALES REPORT – NX EQ TEE SCANNING SYSTEMS based on the Governments fiscal calendar year. See below.

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 Government points of contact until the contractor is notified, in writing, of a different point of contact.

c. COR: TBD

B.7 ACKNOWLEDGMENT OF AMENDMENTS:

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

B.8 CONTRACT SPECIAL INSTRUCTIONS:

N/A

B.9 PRICE/COST SCHEDULE:

This is a nationwide Department of Veterans Affairs Requirements Contract for the procurement of Transesophageal Echocardiography (TEE) Scanning Systems, to include accessories, consumables, and warranties, in accordance with ATTACHMENT A PRICE COST SCHEDULE. The quantity delivered will be dependent on the numbers ordered by the VA Medical Centers.

[The price/cost schedule will be incorporated into the fully executed contract]