36C24124Q0516.docx

Attachment 1: Combined Synopsis-Solicitation for Commercial Products and Commercial Services

GENERAL INFORMATION

VA Boston Healthcare System Contracting Officer (90C) 940 Belmont Street Brockton MA 02301

POINT OF CONTACT*

Contract Specialist Kim McCarthy kim.mccarthy@va.gov 774-826-4937

PLACE OF PERFORMANCE

ADDRESS

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice See attached document: P03_SSJ signed_Redacted.

Combined Synopsis/Solicitation Notice

Description This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2024-03.

This solicitation is set-aside for 100% SDVOSB

The associated North American Industrial Classification System (NAICS) code for this procurement is 339113 with a small business size standard of 800 employees.

The FSC/PSC is 6515.

The Contracting Activity is seeking to purchase of 16 Patient Examination Tables. This is a brand name requirement.

All interested companies shall provide quotations for the following:

Supplies/Services

Edith Nourse Rogers Veterans Hospital 200 Springs Road Bedford, MA 01730

Edith Nourse Rogers Veterans Hospital 200 Springs Road Bedford, MA 01730

Delivery shall be provided no later than 60 days after receipt of order.

Place of Performance/Place of Delivery

200 Springs Road Bedford, MA

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following solicitation provisions apply to this acquisition:

1. FAR 52.212-1, “Instructions to Offerors–Commercial Products and Commercial Services” [CO See Attachment 2 Instructions to Offerors, tailor body of text as necessary for Quotes.]

2. FAR 52.212-3, “Offerors Representations and Certifications–Commercial Products and Commercial Services” [Attention CO: www.sam.gov registration is required to be complete at time of submission of response.]

Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, “Offerors Representations and Certifications–Commercial Products and Commercial Services.” If paragraph (j) of the provision is applicable, a written submission is required.

The following contract clauses apply to this acquisition:

· FAR 52.212-4, “Contract Terms and Conditions–Commercial Products and Commercial Services” [Nov 2023]

· The following subparagraphs of FAR 52.212-4 are applicable: 52.204-13, 852.203-70, 852.219-73 , 852.232-72, 852.242-71, 852.246-71, 852.247-71, 852.247-73.

· FAR 52.212-5, “Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Products and Commercial Services” [Feb 2024]

· The following subparagraphs of FAR 52.212-5 are applicable: 52.211-6

GRAY MARKET ITEMS (APR 2020)

(a) No gray market or remanufactured items will be acceptable. Gray market items are Original Equipment Manufacturers’ (OEM) goods sold through unauthorized channels in direct competition with authorized distributors. This procurement is for new OEM medical equipment only for VA medical facilities.

(b) Vendor shall be an OEM, authorized dealer, authorized distributor, or authorized reseller for the proposed equipment/system, verified by an authorization letter or other documents from the OEM. All software licensing, warranty and service associated with the equipment/system shall be in accordance with the OEM terms and conditions.

(End of clause)

All quoters shall submit the following: Quote with delivery timeframe.

All quotes shall be sent to kim.mccarthy@va.gov.

Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government.

The following are the decision factors:

Price Technical Acceptance Delivery Past Performance.

The award will be made to the response most advantageous to the Government.

Responses should contain your best terms, conditions.

ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021)

Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The version of FAR 52.212-1 in the addendum is tailored for Simplified Acquisition Procedures and supersedes the current version of FAR 52.212-1 contained in the FAR.

The following provision is incorporated into 52.212-1 as an addendum to this solicitation:

52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (SEP 2023)

(a) North American Industry Classification System (NAICS) code and small business size standard. The NAICS code(s) and small business size standard(s) for this acquisition appear elsewhere in the solicitation. However, the small business size standard for a concern that submits an offer, other than on a construction or service acquisition, but proposes to furnish an end item that it did not itself manufacture, process, or produce is 500 employees, or 150 employees for information technology value-added resellers under NAICS code 541519, if the acquisition— (1)Is set aside for small business and has a value above the simplified acquisition threshold;

(2)Uses the HUBZone price evaluation preference regardless of dollar value, unless the offeror waives the price evaluation preference; or (3)Is an 8(a), HUBZone, service-disabled veteran-owned, economically disadvantaged women-owned, or women-owned small business set-aside or sole-source award regardless of dollar value.

(b) Submission of offers. Submit signed and dated offers to the office specified in this solicitation at or before the exact time specified in this solicitation. Offers may be submitted on the SF 1449, letterhead stationery, or as otherwise specified in the solicitation. As a minimum, offers must show—

(1) The solicitation number;

(2) The time specified in the solicitation for receipt of offers;

(3) The name, address, and telephone number of the offeror;

(4) A technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary;

(5) Terms of any express warranty;

(6) Price and any discount terms;

(7) "Remit to" address, if different than mailing address;

(8) A completed copy of the representations and certifications at Federal Acquisition Regulation (FAR) 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the offeror shall complete electronically);

(9) Acknowledgment of Solicitation Amendments;

(10) Past performance information, when included as an evaluation factor, to include recent and relevant contracts for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information); and

(11) If the offer is not submitted on the SF 1449, include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Offers that fail to furnish required representations or information, or reject the terms and conditions of the solicitation may be excluded from consideration.

(c) Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 30 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation.

(d) Product samples. When required by the solicitation, product samples shall be submitted at or prior to the time specified for receipt of offers. Unless otherwise specified in this solicitation, these samples shall be submitted at no expense to the Government, and returned at the sender’s request and expense, unless they are destroyed during preaward testing.

(e) Multiple offers. Offerors are encouraged to submit multiple offers presenting alternative terms and conditions, including alternative line items (provided that the alternative line items are consistent with FAR subpart 4.10), or alternative commercial products or commercial services for satisfying the requirements of this solicitation. Each offer submitted will be evaluated separately.

(f) Late submissions, modifications, revisions, and withdrawals of offers. (1) Offerors are responsible for submitting offers, and any modifications, revisions, or withdrawals, so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office on the date that offers or revisions are due.

(2) (i) Any offer, modification, revision, or withdrawal of an offer received at the Government office designated in the solicitation after the exact time specified for receipt of offers is "late" and will not be considered unless it is received before award is made, the Contracting Officer determines that accepting the late offer would not unduly delay the acquisition; and-

(A) If it was transmitted through an electronic commerce method authorized by the solicitation, it was received at the initial point of entry to the Government infrastructure not later than 5:00 p.m. one working day prior to the date specified for receipt of offers; or

(B) There is acceptable evidence to establish that it was received at the Government installation designated for receipt of offers and was under the Government’s control prior to the time set for receipt of offers; or

(C) If this solicitation is a request for proposals, it was the only proposal received.

(ii) However, a late modification of an otherwise successful offer, that makes its terms more favorable to the Government, will be considered at any time it is received and may be accepted.

(3) Acceptable evidence to establish the time of receipt at the Government installation includes the time/date stamp of that installation on the offer wrapper, other documentary evidence of receipt maintained by the installation, or oral testimony or statements of Government personnel.

(4) If an emergency or unanticipated event interrupts normal Government processes so that offers cannot be received at the Government office designated for receipt of offers by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of offers will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.

(5) Offers may be withdrawn by written notice received at any time before the exact time set for receipt of offers. Oral offers in response to oral solicitations may be withdrawn orally. If the solicitation authorizes facsimile offers, offers may be withdrawn via facsimile received at any time before the exact time set for receipt of offers, subject to the conditions specified in the solicitation concerning facsimile offers. An offer may be withdrawn in person by an offeror or its authorized representative if, before the exact time set for receipt of offers, the identity of the person requesting withdrawal is established and the person signs a receipt for the offer.

(g) Contract award (not applicable to Invitation for Bids). The Government intends to evaluate offers and award a contract without discussions with offerors. Therefore, the offeror’s initial offer should contain the offeror’s best terms from a price and technical standpoint. However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. The Government may reject any or all offers if such action is in the public interest; accept other than the lowest offer; and waive informalities and minor irregularities in offers received.

(h) Multiple awards. The Government may accept any item or group of items of an offer, unless the offeror qualifies the offer by specific limitations. Unless otherwise provided in the Schedule, offers may not be submitted for quantities less than those specified. The Government reserves the right to make an award on any item for a quantity less than the quantity offered, at the unit prices offered, unless the offeror specifies otherwise in the offer.

(i) Availability of requirements documents cited in the solicitation.

(1) (i) The GSA Index of Federal Specifications, Standards and Commercial Item Descriptions, FPMR Part 101–29, and copies of Federal specifications, standards, and product descriptions can be downloaded from the ASSIST website at https://assist.dla.mil.

(ii) If the General Services Administration, Department of Agriculture, or Department of Veterans Affairs issued this solicitation, a copy of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained from the address in paragraph (i)(1)(i) of this provision.

(2) Most unclassified Defense specifications and standards may be downloaded from the ASSIST website at https://assist.dla.mil.

(3) Defense documents not available from the ASSIST website may be requested from the Defense Standardization Program Office by—

(i) Using the ASSIST feedback module ( https://assist.dla.mil/feedback); or

(ii) Contacting the Defense Standardization Program Office by telephone at 571–767–6688 or email at assisthelp@dla.mil.

(4) Nongovernment (voluntary) standards must be obtained from the organization responsible for their preparation, publication, or maintenance.

(j) Unique entity identifier.(Applies to all offers that exceed the micro-purchase threshold, and offers at or below the micro-purchase threshold if the solicitation requires the Contractor to be registered in the System for Award Management (SAM).) The Offeror shall enter, in the block with its name and address on the cover page of its offer, the annotation "Unique Entity Identifier" followed by the unique entity identifier that identifies the Offeror's name and address. The Offeror also shall enter its Electronic Funds Transfer (EFT) indicator, if applicable. The EFT indicator is a four-character suffix to the unique entity identifier. The suffix is assigned at the discretion of the Offeror to establish additional SAM records for identifying alternative EFT accounts (see FAR subpart 32.11) for the same entity. If the Offeror does not have a unique entity identifier, it should contact the entity designated at www.sam.gov for unique entity identifier establishment directly to obtain one. The Offeror should indicate that it is an offeror for a Government contract when contacting the entity designated at www.sam.gov for establishing the unique entity identifier.

(k) [Reserved]

(l) Debriefing. If a post-award debriefing is given to requesting offerors, the Government shall disclose the following information, if applicable:

(1) The agency’s evaluation of the significant weak or deficient factors in the debriefed offeror’s offer.

(2) The overall evaluated cost or price and technical rating of the successful and the debriefed offeror and past performance information on the debriefed offeror.

(3) The overall ranking of all offerors, when any ranking was developed by the agency during source selection.

(4) A summary of the rationale for award;

(5) For acquisitions of commercial products, the make and model of the product to be delivered by the successful offeror.

(6) Reasonable responses to relevant questions posed by the debriefed offeror as to whether source-selection procedures set forth in the solicitation, applicable regulations, and other applicable authorities were followed by the agency.

(End of provision) To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

Quoters shall list exception(s) and rationale for the exception(s), if any.

Submission of your response shall be received not later than May 8, 2024 at 13:00 EST.

Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below.

Point of Contact: Kim McCarthy, kim.mccarthy@va.gov.

STATEMENT OF WORK (SOW) Midmark Barrier Free Exam Chairs

1. BACKGROUND

The purpose of this Statement of Work (SOW) is to outline the tasks and responsibilities of the awarded Contractor in relation to the provision and installation of Exam Tables. This document highlights the technical specifications and services being requested by the Edith Nourse Rogers Memorial Veterans Hospital for consideration towards the purchase for 16 Patient Examination Tables. Contractors under this proposal shall provide all equipment, accessories, applicable training, and manuals.

Several services at the ENR VAMC, including Primary Care, Women’s Health, Domiciliary, and Mental Health have the need for Patient Examination Tables to facilitate patient treatment while the patient is lying or sitting on the table. These tables are required to allow for height/position adjustments, include drop-down wheels for ease of transportation, and support stirrups, paper rolls, and storage drawers’ attachments.

2. SCOPE

16 exam tables at the ENR VAMC are at end-of-life requiring replacement. The age of these tables has led to an increased risk of infection due to ripped covering and increased risk of mechanical failure. This contract will allow these end-of-life tables to be replaced.

The Contractor is responsible for the delivery, unboxing, and placement of the equipment to and throughout the ENR VAMC. VA Staff in Clinical Engineering are responsible for coordinating a time for the contractor to come on-site and chaperoning the contractor throughout the rollout process.

Product delivery will be the responsibility of the Contractor working with the Edith Nourse Rogers (ENR) VAMC project management POC and the Contractor will be responsible for coordinating and performing the delivery, unboxing, delivery, and training for the tables.

3. SPECIFIC TASKS

Equipment: All equipment must be new, state of the art, and not recertified nor refurbished.

System Equipment A. Provide 16 patient examining tables.

B. Provide:

1) (2) User Manuals

2) (2) Service Manuals

3) (2) Reprocessing Manuals [If applicable] C. Services

1) Delivery

2) Installation

3.1 Task 1 – Table procurement

1. Subtask 1 – Table procurement

a. Contractor shall provide 16 patient examining tables to the ENR VAMC

3.2 Task 2 – Delivery

1. Subtask 1 – Delivery

a. Contractor shall deliver 16 patient examining tables to the ENR VAMC on the desired day and time of VA preference.

b. The delivery shall occur over the weekend

c. Product will be delivered on Saturday or Sunday, between 7:30am and 4:00pm.

d. Documentation which includes a statement acknowledging the invoice and receipt of delivery.

e. Contractor will provide labor to deliver, unbox, and place product and test it to ensure functionality before Service Lines will accept delivery.

f. Contractor will continue to provide service and support on this product as required in contract.

3.3 Task 3 – Installation

1. Subtask 1 –Provide Installation

a. Contractor shall unbox and construct all patient examining tables delivered

b. Tables must be placed in rooms with the help of the contractor

c. Installation shall occur over the weekend

d. Based on approved deployment work schedule, the Contractor shall provide all labor necessary to install, deploy and configure the requirements of ENR VAMC

e. Contractor shall receive and place equipment in the pre-arranged designated areas at the ENR VAMC

f. The Contractor shall unpack and install all equipment in the designated area and dispose of all trash. Disposing of the trash is the responsibility of the Contractor.

g. Contractor shall perform all installation and configuration necessary to complete the work, plus perform technical service checks to ensure product is fully operational in accordance with manufacture operating standards.

h. Contractor will coordinate all site visits with the staff at least 24 hours in advance.

i. The contractor will provide at-least a 1-year manufacturer warranty on the device from the date of installation.

Other Installation Notes:

High risk clinical areas may require after hours install.

The Contractor is required to provide all tools, labor, and materials to complete assembly and installation of the items detailed in this document.

The Contractor shall have an on-site representative for the duration of assembly and installation to serve as the primary interface with the ENR VAMC staff.

The ENR VAMC will provide a staging area for the equipment to be staged before deployed.

3.4 Task 4 – Training

1. Contractor will be required to provide two user manuals for the patient examination tables.

2. Contractor will be required to provide two service manuals for the patient examination tables.

3. Contractor will be required to provide the cleaning methods/guidelines for patient examination tables and other accessories.

3.5 Task 5 – Provide Warranty

1. Subtask 1 –Warranty

a. Provide at least one year of product warranty

3.6 Task 5 – General Information

1. Subtask 1 – Costs

a. Any charges for travel, lodging, services, manuals, tools, software, or licenses are included within this contract, and it’s agreed upon price, unless specifically stated in writing to the Contracting Officer.

2. Subtask 2 – Protocol

a. The Contractor shall physically sign into (and out of) the facility upon every visit. Contractor shall physically check in and out with the COR or designee while on campus.

b. Contractors will be badged and escorted by VA employees. Contractors will complete TMS Course VA 20939, VA Privacy Training for Personnel without Access to VA Computer Systems or VA Sensitive information.

c. Contractor shall comply with all applicable records management laws, and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act, (44 U.S.C. chs, 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974, (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transportation, or state of completion.

4 Medical Center’s Responsibilities:

1. Providing access to patient care spaces, hallways, and equipment rooms for implementation of the general system installation requirements.

2. Providing a single point of contact to work with in planning and implementing the services described.

3. Responsible for any structural changes (cabinets, desks, etc.).

5. Packaging, Packing and Shipping Instructions

Delivery directly to the Edith Nourse Rogers Memorial Veterans Hospital.

6. Place of Performance

Edith Nourse Rogers Memorial Veterans Hospital 200 Springs Road Bedford, MA 01731

7. Delivery Schedule The Contractor shall have 60 days to perform all tasks and resolve all issues.

8. Period of Performance The Contractor shall have 60 days to perform all tasks and resolve all issues.

Effective Date: 03/15/2023 Revision: 01