36C24125Q0863.docx

Combined Synopsis/Solicitation Notice

GENERAL INFORMATION

Network Contracting Office 1 (NCO 1) Contracting Officer (90C) 1 VA Center Augusta ME 04330-6719

POINT OF CONTACT*

Contract Specialist Carlos Ortiz carlos.ortiz3@va.gov

PLACE OF PERFORMANCE

VAMC White River Junction

215 North Main Street

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

DESCRIPTION

Combined Synopsis/Solicitation Notice Combined Synopsis: Intent to Compete/RFQ Straight SB Set-Aside Between OEM-Authorized Distributor

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 XSENSOR TECHNOLOGY CORPORATION

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: 36C24125Q0863 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. (Check acquisition.gov to verify current FAC)

This combined synopsis is being solicited with the intent to award via SB (Small Business) competition at Contract Opportunities, amongst two (2) XSensor Technology Corporation OEM (Original Equipment Manufacturer)-authorized SB (Small Business) Class Distributors for a one-time purchase of the XSensor Technology Corporation ForeSite SS Tablet + 1 LX100:36.36.02 listed in the chart below, for VAMC White River Junction, VT.

This is a brand-name-only solicitation for XSensor Technology Corporation ForeSite SS Tablet + 1 LX100:36.36, listed on the Product List below. The quotes will be submitted via email. The competition will be amongst the two (2) known XSensor Technology Corporation OEM-authorized SB Class distributors: AB Martin Services Inc. and Hokte, LLC. The associated North American Industrial Classification System (NAICS) code for this procurement is 334512 with a small business size standard of 650 employees. The FSC/PSC is 6685. The competition will be an SB set-aside amongst the OEM-authorized distributors: AB Martin Services Inc. and Hokte, LLC.

VAMC White River Junction 215 North Main Street White River Junction VT 05009-0001

VAMC White River Junction is seeking to purchase XSensor Technology Corporation ForeSite SS Tablet + 1 LX100:36.36.02 for VAMC White River Junction.

ForeSite SS Tablet for VAMC White River Junction, VT

Shipping

TOTAL

XSensor Technology Corporation has identified two (2) SB class distributors for this requirement: AB Martin Services Inc. and Hokte, LLC. All XSensor Technology Corporation -authorized distributors for the required XSensor Technology Corporation ForeSite SS Tablet + 1 LX100:36.36.02 listed in the chart below shall provide quotations for the required XSensor Technology Corporation brand products for VAMC White River Junction.

The quotations shall be for the XSensor Technology Corporation ForeSite SS Tablet + 1 LX100:36.36.02 listed on Page 1 (P1), and as described in detail in the combined synopsis solicitation, Intent to Compete/ RFQ to be posted on Contract Opportunities. The product is manufactured in the USA. The FOB point is “Destination.”

XSensor Technology Corporation -Designated SB Class Distributors: AB Martin Services Inc. and Hokte, LLC shall submit the following: Submit a quote for the XSensor Technology Corporation ForeSite SS Tablet + 1 LX100:36.36.02 listed in the Product listing above (P1).

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, who holds whose quotation, is determined to be the lowest price.

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

· The requirement is for XSensor Technology Corporation ForeSite SS Tablet + 1 LX100:36.36.02 listed on Page 1 (P1) for VAMC White River Junction

· 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 XSensor Technology Corporation products required will not be considered.

· Distributors will need to submit a LOA (Letter of Authorization) from XSensor Technology Corporation designating that distributor as an authorized distributor for the required products.

· No substitutions.

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”

· 52.212-3 This segment of Instructions to Offerors is currently listed as [Overhaul Reserved]

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 the 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).

(b) Submission of Quotes (cont’d):

(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 XSensor Technology Corporation ForeSite SS Tablet + 1 LX100:36.36.02.

(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 09/24/25 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.

(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 quoter's 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 exception(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.

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 09/24/25.

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-4830

1. Contracting Activity: Department of Veterans Affairs, VISN 01, VAMC (VA Medical Center), White River Junction, VT.

PR: 405-25-4-7821-0481: $12,718.00

2. Brief Description of Supplies/ Services required and the intended use/Estimated Amount: VAMC White River Junction VT is requesting to purchase one (1) ForeSite SSL Tablet pressure mapping system. The required ForeSite SS Tablet is required to configure wheelchairs to accommodate wheelchair dependent and or bed-bound individuals. This device will be used by VAMC WRJ staff in conjunction with high complexity clinics such as the ALS and spinal cord injury clinics, to assist with pressure mapping for mobile and or wheelchair bound individuals with chronic skin and or wound issues. The required ForeSite SS Tablet is a standalone unit. The ForeSite SS Tablet will not be connected or linked to the VA's medical system no patient identifiers will be transmitted.

3. Unique characteristics that limit availability to only one source, with the reason no other supplies or services can be used: The ForeSite SS Tablet is an advanced pressure mapping system. The ForeSite SS was selected due to its peculiar healthcare technologies that reduce patient risk, and which provide better patient outcomes for Veterans receiving wound care. The ForeSite SS Tablet Pressure Mapping System will add the best value for Wheelchair Pressure Mapping due to:

1. Enhanced Privacy and Security: The ForeSite SS Tablet provides user password protection and encrypted patient files to protect Veteran personal and health information.

2. Streamlined Care: The ForeSite SS X4 Sensor Pack is wireless. This allows healthcare professionals to perform pressure mapping without cumbersome cables. This expedites pressure mapping and improves healthcare clinicians to efficiently assess patient needs to configure wheelchairs to provide maximum comfort and expedient wound healing.

3. Accurate Measurements: The ForeSite SS Tablet uses high-resolution sensors provide precise measurements of surface pressures. This is vital to wound treatments for Veterans; the accuracy and the expediency of pressure mapping prevents pressure sores and minimizes other complications that Veterans with mobility issues experience. The high-level of pressure mapping accuracy clinicians to increase patient treatment and rehabilitation outcomes.

4. Precision Wound Treatment: The improves clinician capabilities with precision tools to assess and monitor wheelchair and other pressures exerted upon wheelchair bound and bedbound Veterans. This provides real-time data, feedback that enables clinicians to make responsive decisions in affecting wound care recovery and enhancing comfort for patients.

5. Seamless Integration Clinical Environments: The ForeSite SS Pressure Mapping System integrates smoothly into existing hospital workflows, providing Veterans streamline and responsive care that is tailored to their specific needs.

4. Description of market research conducted and results or statement why it was not conducted:

An Initial Market Research Survey was sent to the OEM of the ForeSite SS Tablet to determine the peculiarity of the ForeSite SS Tablet in the market. The OEM verified the NAICS code as 334512. The OEM indicated the ForeSite SS system is peculiar in the market; per the OEM it is the most accurate pressure mapping system on the market. The ForeSite SS Pressure Mapping System is recognized as providing the highest quality pressure mapping data, which improves healthcare via pressure injury prevention. The system is used throughout VA hospitals all over the US.

Market Research Findings:

Mandatory Sources: The ForeSite SS Tablets are not available through mandatory sources such as VA Inventories, Other Agencies, nor AbilityOne. There were also no mandatory contract vehicles for the ForeSite SS Tablets located on the SAC (Strategic Acquisition Center) or the SCMC (Supply Chain Master Catalog). The SCMC search yielded zero results. There are no known IDVs (Indefinite Delivery Vehicles) for this requirement.

· VFCP (Veterans First Contracting Program): An SBA DSBS search under NAICS 334512 and the Keywords: Pressure Mapping revealed zero results for potentially capable SD/VOSB class distributors. There are (2) OEM-authorized ForeSite SS Tablet distributors within the SB class; they were not listed in the SBA DSBS NAICS/Keyword search. They were verified separately as SB Class distributors at SBA DSBS.

· Mandatory Sources: The ForeSite SS Tablets are not available through mandatory sources such as VA Inventories, Other Agencies, nor AbilityOne. There were also no mandatory contract vehicles for the ForeSite SS Tablets located on the SAC (Strategic Acquisition Center) or the SCMC (Supply Chain Master Catalog). The SCMC search yielded zero results. There are no known IDVs (Indefinite Delivery Vehicles) for this requirement.

· NAC (National Acquisition Center): There were no results for the ForeSite SS Tablets in the NAC.

· GSA Advantage: The search terms ForeSite SS Tablets, ForeSite Pressure Mapping, there were no listings on GSA Advantage.

· GSA e-Library: A GSA e-Library search also produced zero results when using search terms for ForeSite SS Tablet.

· FPDS: FPDS was searched using the Keywords ForeSite SS Tablets. There were ten (10) results. Of the two known ForeSite distributors, only AB Martin was listed as a distributor. Hokte LLC is a newer distributor an appeared in ADDS UP searches for the ForeSite SS Tablet.

· SB Set-Aside FAR 19.502-2(a): Because there is no NMR Waiver for NAICS 334512, we cannot apply a SDVOSB set aside, per VAAR 819.7003(d). However, because our requirement is below SAT, the LOS (Limitations on Subcontracting does not apply. We can use the SBA NMR Exception, FAR 19.502-2(a) and apply a Straight SB Set-aside to compete to the maximum extent practicable.

NMR Statement: There is no NMR Waiver for NAICS 334512 for the ForeSite SS Tablet. A SDVOSB Set-Aside cannot be applied due to VAAR 819.7003(d) which requires that the NMR and the LOS (Limitations on Subcontracting) rules be met. The SDVOSB is not similarly situated with the LB OEM. Because the requirement is below SAT, the SBA NMR Exception, FAR 19.502-2(a) provides for an SB Set-Aside. The OEM has three (2) designated SB class distributors to the Government: AB Martin Services Inc (SDVOSB) and Hokte LLC (SB).

Recommendation: The recommended strategy is a for a Straight SB Set-Aside, IAW FAR 19.502-2(a). There is no NMR Waiver for the ForeSite SS Tablet. VFCP (Veterans First Contracting program) cannot be applied. The requirement is below SAT; LOS does not apply. The SBA NMR Exception can be applied for a Straight SB Set-Aside. The LB OEM XSensor has designated two (2) SB class vendors: AB Martin Services LLC (SDVOSB) and Hokte LLC (SB), as the authorized distributors to the government, for the ForeSite SS Tablet Pressure Mapping System. The SB Rule of (2) is satisfied. The strategy will be to compete as a brand name, open market competition. An Intent to Compete between XSensor-authorized distributors will be posted on Contract Opportunities. The brand name only purchase is justified IAW FAR 13.106-(b)(1)(i).

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.

Deidra Thomas VAMC White River Junction VT, NC01 RPOE

Statement of Work (SOW) ForeSite SS Tablet VAMC White River Junction VT Objective The purpose of this Statement of Work (SOW) is to outline the tasks and responsibilities of the awarded Contractor in relation to the provision a XSensor ForeSite Mapping. This document highlights the technical specifications and services being requested by the White River Junction VAMC for consideration towards the purchase of a pressure mapping system . Vendors under this proposal shall provide all equipment, accessories, applicable training, and manuals.

Project Management / Equipment Implementation Product delivery will be the responsibility of the Vendors working with the White River Junction VAMC project management POC, the Vendor will be responsible for coordinating and performing the delivery.

Background/Justification/ Replacement of existing device which is no longer supported. This system is a CSA/CE Class 1 ISO 60601-1 medically approved product. The ForeSite SS Tablet comes with preinstalled ForeSite SS software and is intended as a secure, easy-to-use, pressure mapping specific device. This system is intended for clinicians in a hospital setting who require secure devices with user password protection, encrypted patient files, and the ability to pressure map without cables connecting the Tablet to the sensor. The sensor comes connected to the X4 wireless sensor pack and transmits data to the ForeSite SS Tablet via Bluetooth. High resolution sensors are critical to seeing surfaces pressures and making informed recommendations.

Equipment Specifications Equipment: All equipment must be new, state-of-the-art, and not recertified nor refurbished. All equipment must be compliant with current VA requirements including vendor supported operating systems.

System Equipment

a. Set-up of System

b. Other

i. (2) User Manuals

ii. (2) Service Manuals

iii. (2) Cleaning instructions Training Provided / Training Materials

1. Vendor will be required to provide two user manuals.

2. Vendor will be required to provide two service manuals.

3. Vendor will be required to provide an on-station in-service for proper use and set-up.

4. Vendor will be required to provide the cleaning methods/guidelines for equipment.

Installation

1. Contractor’s Responsibilities:

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

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

c. 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.

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

e. Vendor will coordinate all site visits with the Biomed staff at least 24 hours in advance.

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

2. Medical Center’s Responsibilities:

a. Providing access to patient care spaces, hallways, and equipment rooms during normal business hours for implementation of the general system installation requirements.

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

3. On-site assembly and installation of items and performance of services identified in this document will take place during hours defined as: 0730 to 1500 (i.e.: 7:30 am to 3:00 pm ET), Saturday or Sunday, excluding Federal Holidays

· High risk clinical areas may require after-hour installation.

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

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

6. The WRJ VA will provide a staging area for the equipment to be staged before deployed.

Delivery Location Contractor shall deliver all equipment to the:

White River Junction VA Medical Center 163 Veterans Dr.

White River Junction, VT 05009

Records Management

1. The following standard items relate to records generated in executing the contract and should be included in a typical procurement contract:

2. Citations to pertinent laws, codes, and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

3. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

4. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

5. Contractor shall not retain, use, sell, or disseminate copies of any deliverables that contain information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

6. Contractor should not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

7. The Government Agency owns the rights to all data/records produced as part of this contract.

8. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

9. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

10. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

11. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

12. The A&A (Assessment and Authorization) requirements do not apply, and a Security Accreditation Package is not required.

*= Required Field

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