36C24126Q0304.docx

VHAPG Part 813.106 Simplified Acquisition Procedures: Soliciting from a Single Source Brand Name Justification for SAP under the SAT

GENERAL INFORMATION

VA Connecticut

950 Campbell Avenue West Haven CT 06516

POINT OF CONTACT*

Contracting Specialist Chadwin Walker chadwin.walker@va.gov

PLACE OF PERFORMANCE

Providence VA Medical Center

830 Chalkstone Avenue

Providence RI

ADDITIONAL INFORMATION

DESCRIPTION

Midmark Barrier-Free Exam Chairs COMBINED SYNOPSIS: INTENT TO COMPETE AMONGST SB CLASS DISTRIBUTORS FOR Midmark Barrier-Free Exam Chairs

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: 36C24126Q0304 is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) Number 2025-06, October 31st, 2025.

This combined synopsis is being solicited with the intent to award via SB (Small Business) competition at Contract Opportunities, amongst capable vendors that are able to provide the Midmark 626 Barrier-Free Exam Chairs required by the Providence VA Medical Center.

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 6530. The competition will be a SB set-aside amongst capable vendors.

Product Service Code 6530

Providence VA Medical Center 830 Chalkstone Ave Providence, RI 02908

Capable Vendors: Submit a quote for the Midmark Barrier-Free Exam Chairs based on the requirements of the Statement of Work listed below.

STATEMENT OF WORK

SCOPE OF WORK: The Contractor shall provide 626 Midmark Exam Chairs to improve patient care geriatric services at the VA Providence Healthcare System.

EQUIPMENT

The following equipment shall be provided and by the Contractor in the space determined by the Government. All equipment provided by the Contractor shall be FDA approved for use, in new condition, and fully operational in accordance with manufacturer literature specifications. A minimum of two (2) copies of any associated operational and/or service manuals shall be provided for all equipment listed below as applicable.

The Contractor shall provide all tools and equipment necessary to properly and safely perform the services set forth within this statement of work. This shall include, but is not limited, to all Personal Protective Equipment (PPE) which may be required for the work to be completed in a safe manner.

The Department of Veterans Affairs (VA) Providence VA Medical Center requires Midmark Barrier-Free Exam Chairs as listed and described in the Product Listing below. The package requirement listed below maintains the same coverage and capabilities historically provided by previous Midmark Barrier-Free Exam Chairs contracts. The Providence VA Medical Center has standardized to this specific brand to maintain continuity in operations.

Midmark Barrier-Free Exam Chairs Product Listing

*10 PAIRS OF RAILS ARE REQUIRED

The quotations shall be for the Midmark Barrier-Free Exam Chairs as described in the Product Listing above. Due to FAR 25, The Buy American Act applies. Intent to Compete/ RFQ: 36C24126Q0304 will be posted on Contract Opportunities. Large Business (LB) Original Equipment Manufacturer (OEM) Midmark has provided a list of 11 authorized distributors of the Midmark Barrier-Free Exam Chairs. All distributors providing a quote for the required Chairs must be capable of distributing the required items found in the Product Listing above and must be able to provide written authorization from the LB OEM stating they are authorized to distribute the Midmark brand Barrier-Free Exam Chairs.

AREAS TO BE SERVICED

Department of Veterans Affairs Providence VA Medical Center 830 Chalkstone Ave Providence, RI 02908

INSPECTION AND ACCEPTANCE

a) The Contractor shall conduct a joint inspection with the COR upon delivery of equipment.

b) Contractor shall provide dates of completion of punch list items and replacement parts and/or short ship items from the manufacturer(s).

c) The COR shall ensure all work is completed satisfactorily prior to acceptance. Disputes shall be resolved by the Contracting Officer.

WARRANTY

a) The contractor shall provide a one year manufacturer’s warranty on all parts and labor.

b) The warranty shall include all travel and shipping costs associated with any warranty repair.

TASK FREQUENCY AND INSTRUCTIONS

The work set forth in the Scope of Work shall be completed in a single visit, be it a single day or multiple days as required for appropriate completion. All work is to be scheduled in advance with the COR.

Equipment delivery shall not precede installation by more than 20 days. Installation and implementation must be immediately followed by clinical user training including “go live” support. Implementation and integration with VistA CPRS shall not exceed 90 days from date of award.

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 capable 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 Statement of Work.

· The requirement is for 5 Midmark Barrier Free Exam Chairs for Providence VA Medical Center.

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

The following solicitation provisions apply to this acquisition:

2. 52.212-2 Evaluation—Commercial Products and Commercial Services. As prescribed in 12.205(a)(2), insert a provision substantially as follows: EVALUATION—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (DEVIATION DATE)

Evaluation factors. The Government will award a contract resulting from this solicitation to the responsible Offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered.

NOTE: This competition will be an SB Set-aside as authorized by FAR 19.502-2(a). The final selection will be for price alone.

The following factors will be used to evaluate offers:

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

Award shall be made to the capable SB Class distributor/quoter, whose quotation is determined to be the lowest price.

· The respondent must be actively registered in SAM.

· The applicable NAICS: 339113.

· The respondent must be capable of providing the Midmark Barrier-Free Exam Chairs Product Listing above on P4.

· The respondent must be designated by Midmark as an authorized distributor of the required items. An AUTHORIZED RESELLER LETTER is required to be submitted with quote.

· Pricing shall be entered for each line-item as listed in the Midmark Barrier-Free Exam Chairs Product Listing above on P4.

· The lowest price determination will be based upon the lowest total price for all three (3) Line-Items listed on the Midmark Barrier-Free Exam Chairs Product Listing above on P4.

· Due to standardization to this supply requirement for the Providence VA Medical Center, no substitutions will be considered.

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.

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);

(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 Yaskawa HV600 VFDs.

(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 12PM, local time, for the designated Government office on the date that quotes are due. (Time specified is 04/07/26 12PM (EST))

(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 price. 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 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: Gail Grundy: gail.grundy@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 12:00PM EDT 04/17/26 Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

Combined Synopsis/Solicitation Notice

DEPARTMENT OF VETERANS AFFAIRS

Brand-Name Justification IAW FAR 13.106-1 For Over Micro-Purchase Threshold but Not Exceeding the SAT ($250K)

Acquisition Plan Action ID: 36C241-26-AP-1230

1. Contracting Activity: Department of Veterans Affairs, Network/Program Contracting Office 1, located at West Haven, CT, in support of VISN 01, VA Health Care System at Providence, RI.

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

Base Supply of:

626 Premium 28 Upholstery, Stone QTY 5 Barrier-Free Examination Chair W/Clean Assist Roller System, Receptacles, Drawer Heater, Pelvic Tilt, Wired Controls, w/o Top QTY 5 Patient Support Rails Plus, Field Installed QTY 10 Pairs

The Bedford VA Medical Center is requesting the procurement of five 626 Barrier-Free patient examination chairs. The VA Providence Healthcare System currently has a fleet of 121 Midmark 626 Barrier Free Examination Chairs to support patient care throughout various facilities. To support the addition of treatment rooms, additional examination chairs are required. The Midmark 626 has a high weight limit, which allows for treatment of a variety of patients. It also has one of the lowest minimum height at 15.5 inches, allowing for increased mobility. The Midmark 626 also has hand controls as an included feature, increasing accessibility for both providers and patients. Maintaining a consistent device amongst facilities eliminates the need for additional training, and helps limit the potential for use errors caused by staff moving between different equipment.

3. Unique characteristics that limit availability to only one source, with the reason no other supplies or services can be used:

The current fleet of patient examination and procedure chairs at the Providence VA Medical Center are all Midmark-manufactured chairs. Ordering chairs from a new manufacturer would require unnecessary training of end-users and would require a new relationship be formed for service, repairs, and other requests. The Midmark 626 chairs are the only United States Access Board compliant chairs on the market. Furthermore, the Midmark 626 has a high weight limit, which allows for treatment of a variety of patients. It also has one of the lowest minimum height at 15.5 inches, allowing for increased mobility. The Midmark 626 also has hand controls as an included feature, increasing accessibility for both providers and patients. Maintaining a consistent device amongst facilities eliminates the need for additional training, and helps limit the potential for use errors caused by staff moving between different equipment.

There are several features of the Midmark 626 patient examination chair and the Midmark 631 patient procedure chair that are unique to that make/model.

· Weight Capacity: The high patient weight capacity of both chairs of 650 lbs will allow for a wide range of veterans to receive care, especially considering the aging patient demographic seen at the Bedford VAMC.

· Height Adjustment Range: The high height adjustment range of 15.5-37 in. (626) allow for a large range of veterans to receive care. The increased level of adjustability ensures veterans can comfortably move on and off of the chair, which is especially important for an aging patient demographic.

· Pelvic Tilt and Other Positioning: Midmark 626 patient examination chairs offer a pelvic tilt range of 5.2 degrees, which will allow clinicians increased options for treatment of patients.

· Controls: Both hand and foot controls are included in the Midmark 626 chairs, allowing for higher clinician ease-of-use.

· Drop-Down Wheels: The Midmark 626 patient examination chair features drop-down wheels to easily adjust the placement of the chair in the room.

While other brand names may offer products that include some of these features, Midmark is the only LB OEM that offers a product that covers all of the Bedford VAMC’s requirements.

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

A SBS search for NAICS 339113 and keyword “Barrier Free Exam Chair” returned 0 results. Additionally, ADDSUP was search with the keyword “Barrier-Free Exam Chairs” found 16 capable vendors. An initial market research survey with Midmark found that the 626 Barrier-Free Exam Chairs are proprietary to Midmark. Midmark also provided a list of authorized vendors; 1ST AMERICAN MEDICAL DISTRIBUTORS, BEACON POINT ASSOCIATES LLC, MERCY MEDICAL EQUIPMENT COMPANY, CLAFLIN SERVICE COMPANY, SUSTAINMENT TECHNOLOGIES, ALKO ENTERPRISES, EKLA CORP, US LABEL & RIBBON GROUP, VETERANS HEALTHCARE SUPPLY SOLUTIONS, INC, 1 A DEFENSE, LLC, and TSPS INDUSTRIES. Government-wide databases were queried resulting in the finding of GSA contract 36F79721D0152 which was awarded to Midmark Corporation. There is no NMR waiver for NAICS 339113. Without the NMR Waiver, per VAAR 819.7003(d), there cannot be a SDVOSB set-aside. With the SBA NMR Exception, per FAR 19.502-2(a), the requirement is eligible for a Straight SB Set-Aside.

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.

Gail Grundy Contracting Officer

Last Updated: 02/01/22