36C24125Q0847.docx

Combined Synopsis/Solicitation Notice

GENERAL INFORMATION

Brockton VAMC / VHA Boston 940 Belmont Street Brockton MA 02301-5596

POINT OF CONTACT*

Contract Specialist Sherrye Harris sherrye.harris@va.gov

PLACE OF PERFORMANCE

VAMC West Roxbury / VHA Boston

1400 VFW Parkway

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

DESCRIPTION

Combined Synopsis/Solicitation Notice

COMBINED SYSNOPSIS: INTENT TO COMPETE/RFQ: HILL-ROM-AUTHORIZED SB DISTRIBUTORS

Combined Synopsis/Solicitation Notice

DESCRIPTION

Combined Synopsis/Solicitation Notice

Page 1 of

Combined Synopsis/Solicitation Notice

Page 1 of COMBINED SYNOPSIS: INTENT TO COMPETE AMONGST OEM-AUTHORIZED SB CLASS DISTRIBUTORS FOR HILL-ROM PROGRESSA /CENTRELLA MATTRESS COVERS AND ACCESSORIES

GENERAL INFORMATION: This is a combined synopsis/solicitation for commercial products or commercial services prepared In accordance with the format in FAR 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested, and a written solicitation will not be issued.

This solicitation: 36C24125Q0847 is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) Number 2025-05, August 7th, 2025.

This combined synopsis is being solicited with the intent to award via SB (Small Business) competition at Contract Opportunities, amongst two (2) Hill-Rom OEM (Original Equipment Manufacturer)-authorized SB (Small Business) Class Distributors for a one-time purchase of the Hill-Rom Mattress Covers and Accessories listed in the chart below, for VHA Boston (West Roxbury Campus). Hill-Rom is a large business (LB).

This is a brand name only solicitation for Hill-Rom Centrella/Progressa brand Mattress Covers and Accessories, listed on the Product List below. The quotes will be submitted via email. The competition will be amongst the two (2) known Hill-Rom OEM-authorized SB Class distributors: DiSorb Inc. and Geo-Med LLC. The associated North American Industrial Classification System (NAICS) code for this procurement is 339113 with a small business size standard of 1000 employees. The FSC/PSC is 6515. The competition will be a SB set-aside amongst the OEM-authorized distributors: DiSorb Inc. and Geo-Med LLC.

VAMC West Roxbury 1400 VFW Parkway West Roxbury 02132-4927 MA

VHA Boston is seeking to purchase Hill-Rom Centrella/Progressa Mattress Cover Replacements and Accessories for VAMC West Roxbury. These Mattress Covers and Accessories are required to go with Hill-Rom Centrella/Progressa Mattresses ordered via Hill-Rom FSS Contract: 36F79721D0160. The Hill-Rom Mattress Covers and Accessories are only available from the OEM Hill-Rom on the open market. These Mattress Covers/Accessories are required for the new mattresses ordered from the FSS contract to comply with recent audits.

Hill-Rom has identified two (2) OEM-Authorized SB Class distributors as the only OEM distributors to the Government for this requirement: DiSorb Inc. and Geo-Med LLC. The two (2) Hill-Rom-authorized distributors shall provide quotations for this requirement

The quotations shall be for the Hill-Rom Centrella/Progressa Mattress Covers and Accessories listed on Page 1 (P1), and as described in detail in this Combined Synopsis: Intent to Compete/ RFQ as posted on Contract Opportunities. The product is covered by the BAA Exception FAR 25.104(a)(30): Spare and replacement parts for equipment of foreign manufacture, and for which domestic parts are not available. The FOB point is “Destination.”

Hill-Rom-Designated SB Class Distributors: DiSorb Inc. and Geo-Med LLC shall submit the following: Submit a quote for the Hill-Rom Centrella/Progressa Mattress Covers/Accessories listed in the Product List above.

Please follow the solicitation provisions, clauses, and the addendum to offerors stated below:

The following solicitation provisions apply to this acquisition:

1. FAR 52.212-1” Instructions to Offerors–Commercial Items” (SEP 2023)

· Award shall be made to the OEM-authorized SB Class distributor/quoter, whose quotation is determined to be the lowest price.

· Pricing shall be entered for each line item as listed in the PRODUCT LIST above.

· The requirement is for the Hill-Rom Centrella/Progressa Mattress Covers and Accessories listed above for VHA Boston MA.

· The respondent must be verifiable as a SB in SAM and on the SBA (Small Business Administration) DSBS website.

· All other quoters not authorized by the OEM to distribute the Hill-Rom Centrella/Progressa products required will not be considered.

· Distributors will need to submit a LOA (Letter of Authorization) from Hill-Rom designating that distributor as an OEM-authorized distributor for the required products.

· No substitutions. Due to FDA and other regulatory compliance requirements, and due to standardization to the Hill-Rom Centrella/Progressa Mattresses/Beds, the custom-fitted/designed Hill-Rom brand mattress covers and accessories must be the Hill-Rom brand designed for the Centrella/Progressa Mattresses being procured separately from GSA FSS, to ensure full system integration and compatibility: fit, form, and function.

The following solicitation provisions apply to this acquisition:

2. FAR 52.212-2 (NOV 2021) The government will evaluate information based on the following evaluation criteria:

(1) Full capability to supply all Line-Item requirements listed above, at the lowest price.

3. FAR 52.212-3: “Offerors Representations and Certifications–Commercial Items” (MAY 2024) (DEVIATION FEB 2025) Offerors must complete annual representations and certifications on-line at https://www.sam.gov/portal/SAM/#1, in accordance with FAR 52.212-3, “Offerors Representations and Certifications–Commercial Items.” 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 Items” Nov 2023

· FAR 52.212-5, “Contract Terms and Conditions Required to Implement Statutes or Executive Orders” Jan 2025 (DEVIATION FEB 2025)

The following subparagraphs of FAR 52.212-5 (JAN 2025) are applicable:

· 52.204-10, 52.209-6, 52.219-28, 52.222-3, 52.222-19, 52.222-21, 52.222-26, 52.222-50, 52.223-1 (MAY 2024) (DEV FEB 2025); 52.223-10 (MAY 2024) (DEV FEB 2025), 52.223-23 (MAY 2024) (DEV FEB 2025), 52.223-18, 52.225-13, 52.232-33.

· FSS Schedule products satisfy Trade Agreement requirements.

VAAR 852.212-71 GRAY MARKET AND COUNTERFEIT ITEMS (FEB 2023)

(a) No used, refurbished, or remanufactured supplies or equipment/parts shall be provided. This procurement is for new Original Equipment Manufacturer (OEM) items only. No gray market items shall be provided. Gray market items are OEM goods intentionally or unintentionally sold outside an authorized sales territory or sold by non-authorized dealers in an authorized sales territory.

(b) No counterfeit supplies or equipment/ parts shall be provided. Counterfeit items include unlawful or unauthorized reproductions, substitutions, or alterations that have been mismarked, misidentified, or otherwise misrepresented to be an authentic, unmodified item from the original manufacturer, or a source with the express written authority of the original manufacturer or current design activity, including an authorized aftermarket manufacturer. Unlawful or unauthorized substitutions include used items represented as new, or the false identification of grade, serial number, lot number, date code, or performance characteristics.

(c) 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)

VAAR 852.212-72 GRAY MARKET AND COUNTERFEIT ITEMS— INFORMATION TECHNOLOGY MAINTENANCE ALLOWING OTHER-THAN-NEW PARTS (FEB 2023)

(a) No used, refurbished, or remanufactured supplies or equipment/parts shall be provided. This procurement is for new Original Equipment Manufacturer (OEM) items only. No gray market items shall be provided. Gray market items are OEM goods intentionally or unintentionally sold outside an authorized sales territory or sold by non-authorized dealers in an authorized sales territory.

(b) No counterfeit supplies or equipment/ parts shall be provided. Counterfeit items include unlawful or unauthorized reproductions, substitutions, or alterations that have been mismarked, misidentified, or otherwise misrepresented to be an authentic, unmodified item from the original manufacturer, or a source with the express written authority of the original manufacturer or current design activity, including an authorized aftermarket manufacturer.

Unlawful or unauthorized substitutions include used items represented as new, or the false identification of grade, serial number, lot number, date code, or performance characteristics.

(c) 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)

ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (SEP 2023): 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 Request for Quote (RFQ). However, the small business size standard for a concern that submits a quote, 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 if the acquisition—

(1) Is set aside for small business and has a value above the simplified acquisition threshold;

Or

(2) Uses the HUBZone price evaluation preference regardless of dollar value, unless the quoter 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 Quotes. Submit signed and dated quotes to the office specified in this Request for Quote (RFQ) at or before the exact time specified. Quotes may be submitted on letterhead stationery, or as otherwise specified in the RFQ. As a minimum, quotes must show—

(1) The solicitation number.

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

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

(4) A technical description of the items being quoted 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 Federal Acquisition Regulation (FAR) 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the quoter shall complete electronically);

(9) Acknowledgment Request for Quotation amendments;

(10) Past performance will not be considered in simplified acquisition procurements.

(11) Quote should include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Quotes that fail to furnish required representations and certifications, information requested in (1) to (9) and accept the terms and conditions of the solicitation may be excluded from consideration.

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

(d) Product samples. NA

(e) Multiple Quotes. Quoters are requested to submit one (1) quote presenting the best discounted price for the required Mattresses.

(f) Late submissions, revisions, and withdrawals of quotes.

(1) Quoters are responsible for submitting quotes 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 16:30 PM, local time, for the designated Government office on the date that quotes are due. (Time specified is 09/25/25 16:30 (EDT))

(2) Any quotation received at the Government office designated in the solicitation after the exact time specified for receipt of quotes is "late" and may not be considered unless it is received before purchase order issuance and the Contracting Officer (CO) determines that accepting the late quotation would not unduly delay the acquisition.

(3) If an emergency or unanticipated event interrupts normal Government processes so that quotations cannot be received at the Government office designated for receipt of quotes by the exact time specified in the solicitation, and urgent Government requirements preclude a notice of an extension of the closing date, the time specified for receipt of quotes 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.

(g) Issuance of Purchase Order. The Government may issue a purchase order to one or more quoters as identified in the Request for Quote (RFQ). Therefore, the quoter’s initial quote should contain the best terms and the best, FSS Schedule discounted price. All service packages from OEM are set per OEM Part Number. The Government may reject any or all quotes if such action is in the public’s best interest.

(h) Multiple awards. The Government may issue a purchase order for any item or group of items of a quotation, unless the quoter qualifies the quotation by specific limitations. Unless otherwise provided in the schedule, quotations may not be submitted for quantities less than those specified. The Government reserves the right to issue a purchase order for a quantity less than the quantity quoted, at the unit prices quoted, unless the quoter specifies otherwise in the quotation.

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

(i) The GSA Index of Federal Specifications, Standards and Commercial Item Descriptions, FPMR Part 101-29, and copies of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained for a fee by submitting a request to- GSA Federal Supply Service Specifications Section Suite 8100 470 East L’Enfant Plaza, SW Washington, DC 20407 Telephone (202) 619-8925, Facsimile (202) 619-8978.

(ii) If the General Services Administration, Department of Agriculture, or Department of Veterans Affairs issued this solicitation, a single copy of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained free of charge by submitting a request to the addressee in paragraph (i)(1)(i) of this provision. Additional copies will be issued for a fee.

(2) NA: Applies to DoD.

(3) NA: Applies to DoD.

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

(i)N/A

(j) Unique entity identifier (UEI). Applies to all quotes that exceed the micro-purchase threshold, and quotes at or below the micro-purchase threshold if the solicitation requires the contractor to be registered in the System for Award Management (SAM).)

· The quoter must enter, in the block with its name and address on the cover page of its quote, the annotation "Unique Entity Identifier" followed by the unique entity identifier that identifies the quoters name and address. The quoter also must enter its Electronic Funds Transfer (EFT) indicator, if applicable.

· The EFT indicator is a four-character suffix to the UEI. The suffix is assigned at the discretion of the quoter to establish additional SAM records for identifying alternative EFT accounts (see FAR subpart 32.11) for the same entity.

· If the quoter does not have a UEI, it should contact the entity designated at www.sam.gov for UEI establishment directly to obtain one. The quoter should indicate that it is a quoter for a Government contract when contacting the entity designated at www.sam.gov for establishing the UEI.

(k) [Reserved]

(l) Requests for information. The CO will not notify unsuccessful quoters that responded to this Request for Quotation (RFQ). However, quoters may request information on purchase order(s) resulting from this solicitation with the CO.

(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 exceptions(s) and rationale for the exception(s), if any.

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

CC: Deidra Thomas: deidra.thomas@va.gov

The lowest price will be the sole determining factor. Please submit your best price with the best discount applied. The award will be made to the pricing response most advantageous to the Government.

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

This is an open-market combined synopsis/solicitation for products as defined herein. The government intends to award a one-time contract/purchase order as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein.

E-mailed quotes will be accepted. Submission shall be received no later than 16:30 EDT 09/25/25.

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

DEPARTMENT OF VETERANS AFFAIRS

Justification for Single Source Awards IAW FAR 13.106-1 For Over Micro-Purchase Threshold but Not Exceeding the SAT ($250K)

Acquisition Plan Action ID: 36C241-25-AP-4793

1. Contracting Activity: US Department of Veterans Affairs, VISN 01, VAMC Boston, West Roxbury Campus, 1400 VFW Parkway, West Roxbury, MA 02132.

Funding document: 523-25-4-7806-0404

2. Brief Description of Supplies/ Services required and the intended use/Estimated Amount:

Mattress covers existing bed systems.

HILL-ROM MATTRESS COVERS

3. Unique characteristics that limit availability to only one source, with the reason no other supplies or services can be used: The replacement mattress covers are designed for the integrated surfaces on existing Centrella® bed and Progressa® bed systems. The mattress covers and accessories by dimensional design must fully integrate with their respective Centrella/Progressa Mattresses: fit, form, and function. The Centrella® bed and Progressa® beds both have powered length adjustment. The surfaces extend and retract with the bedframe to adjust to each Vet’s height.

The Centrella® bed and Progressa® bed are sole proprietary products to the Hill-Rom Company. Hill-Rom is OEM and these products are a registered trademark exclusive to Hill-Rom.

4. Description of market research conducted and results or statement why it was not conducted: Market research was conducted IAW FAR 10.001. Contracting conducted market research to determine if the required items could be obtained from mandatory sources; to determine if SDVOSBs could be provided with the first opportunity or if any other set-side opportunities could be applied; and whether the items could be sourced from any non-mandatory GSA or GWAC contracts.

Market Research Findings:

· VFCP (Veterans First Contracting Program): An SBA DSBS search for Hill-Rom mattress covers yielded no results. The Hill-Rom Mattresses require these specific mattress covers; there is no allowance for off brand substitutions per Hill-Rom. Hill-Rom distributes their mattress covers under NAICS 339113.

· NAICS: The NAICS used 339113 is applied as the mattress covers and accessories are a component of the highest level of assembly “Hospital beds.” Although the NAICS 337910 would apply to the manufacture of mattresses alone, NAICS 339113 is the best fit for all components as subcomponents of the Hill-Rom name brand end assembly as a hospital bed. 326299 is the NAICS applied to generic mattress covers for mattresses not for medical applications; these cannot be used with Hill-Rom Mattresses.

· Mandatory Sources: The Hill-Rom mattress covers are not available through mandatory sources such as VA Inventories, Other Agencies, nor AbilityOne. There were also no mandatory contract vehicles located on the SAC (Strategic Acquisition Center) or the SCMC (Supply Chain Master Catalog). The SCMC search yielded zero results when searching for Hill-Rom mattress covers.

· NAC (National Acquisition Center): There were no results for Hill-Rom mattress covers in the NAC.

· GSA Advantage/GSA e-Library: The search terms used had zero results in GSA Advantage. A GSA e-Library search also produced zero results. The mattress covers are an open market procurement.

· FPDS: FPDS was searched using the Keywords “Hill-Rom Mattress Covers”: There were 6 results with purchases directly as a sole source to Hill-Rom (which is a LB). We were made aware through Market Research that there were two authorized distributors of these Hill-Rom mattress covers who are SB certified.

· VAAR 819.7006 and VAAR 810.003-70(c): VFCP (Veterans First Contracting Program): There is no NMR Waiver for NAICS 339113. IAW VAAR 819.7003(d) cannot be applied. An SDVOSB Set-aside cannot be leveraged.

· FAR 19.502-2(a)SBA NMR Exception/Straight SB Set-Aside: Contracting is leveraging the SBA NMR Exception FAR 19.502-2(a) for a Straight SB Set Aside. VFCP (Veterans First Contracting Program) cannot be applied due to the absence of an NMR Waiver for NAICS 339113. This requirement will fall below the SAT (Simplified Acquisition Threshold); the SBA NMR Exception can be applied to afford competition to the maximum extent practicable.

Nonmanufacturer Rule (NMR) Findings: The required mattress covers are only sold by two Hill-Rom approved vendors. The mattresses are manufactured in Mexico. Market research has determined that there are two SDVOSBs (Nonmanufacturers) that sell the required mattress covers. The VA Rule of Two (2) can be met due to both OEM being SDVOSBs. The requirement can be competed between the two (2) SB (SDVOSB) vendors.

Recommendation: The recommendation for this requirement is for a Straight SB Set-Aside IAW FAR 19.502-2(a). The brand name procurement is justified IAW FAR 13.106-1(b)(1)(i), there is only one source deemed reasonably capable of supplying the custom-designed/configured Hill-Rom Centrella/Progressa Mattress Covers and Accessories required for the Hill-Rom Centrella/Progressa replacement mattresses ordered via FSS contract. Hill-Rom mattress covers are required to assure system integrity via fit form and function and will best-assure a fit for the mattresses for VAMC West Roxbury, MA. These mattress covers and accessories are only available on the open market through OEM-authorized distributors.

The requirement will fall below SAT; there is no NMR waiver. An SDVOSB set-aside cannot be applied. The SBA NMR Exception (FAR 19.502-2(a) applies. There are at least (2) SB class Hill-Rom distributors. The Rule of (2) will be met. Straight SB Set-Aside will afford competition to the maximum extent practicable.

5. Contracting Officer's Certification: Purchase is approved in accordance with FAR13.106-1(b). I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief.

Contracting Officer VAMC White River Junction VT, NC1 RPOE

Statement of Work Mattress Replacement Components VHA Boston: VAMC West Roxbury MA

A. INTRODUCTION:

The VA Boston Healthcare System, Supply Chain Management & Patient Safety are requesting mattress covers for mattresses that have been identified during the review of all mattress surfaces outlined in Patient Safety Alert AL24-01: Undetected fluid ingress and egress from inpatient and outpatient mattresses

The mattress covers prevent bloodborne pathogens and potentially infectious fluids being transferred to each patient after use. Per the patient safety alert, we were required to complete an initial audit of mattress surfaces. During that time if a compromised mattress was discovered we were required to complete a 100% audit of the mattress inventory and replace all compromised components as necessary. And document actions taken. We have followed all directions, and the items listed below will bring us into compliance with the patient safety alert.

B. SUPPLIES OR SERVICES AND PRICES/COST:

C. DELIVERY LOCATION: Deliveries will be made to:

VAMC West Roxbury, MA. Warehouse

*= Required Field

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