36C24724Q0782 opthalmic Untrasound.docx

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

GENERAL INFORMATION

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs W.J.B. Dorn VA Medical Center 6439 Garners Ferry Road Columbia SC 29209-1639

POINT OF CONTACT*

Contract Specialist Janet Smith janet.smith@va.gov 803-776-4000 ext. 56610

PLACE OF PERFORMANCE

109 Bee Street

Charleston VA

ADDITIONAL INFORMATION

EMAIL DESCRIPTION

I. GENERAL INFORMATION

This is a combined synopsis/solicitation for commercial products 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.

Solicitation 36C24724Q0782 is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2024-05, was published in the Federal Register, April 22, 2024.

This solicitation incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. The full text of clauses and provisions may be accessed electronically at this/these address(es):

https://www.acquisition.gov/browse/index/far https://www.va.gov/oal/library/vaar/

This solicitation is set-aside for Service-Disabled Veteran-Owned Small Business (SDVSOB) pursuant to 38 U.S.C. 8127, in accordance with VAAR 819.7006, using procedures outlined in FAR 13.5. The associated North American Industrial Classification System (NAICS) code for this procurement is 334510, with a small business size standard of 1250 Employees. The FSC/PSC is 6515.

II. REQUIREMENT

The Department of Veterans Affairs, Network Contracting Office (NCO) 7 is seeking to purchase Ophthalmic Ultrasound for Ralph H. Johnson VA Medical Center.

All interested companies shall provide quotations for the following:

Supplies/Services

DICOM package- software license used to communicate with and send DICOM images to EMR systems.

Salient Characteristics A. Characteristic: Pen-sized probe with marker designed for ophthalmic use and compatible with “ophthalmic b-scans”

Explanation: Probes come in all sizes and shapes. The probes we need must be designed specifically to look at the eye (vs. one that is designed to look into a patient’s abdomen). It should look more like a large pen than it does an electric razor. If you look at the “Like this” picture below, you can see the silver horizontal line near the tip of the probe (nearest the eye). This is called a “marker” and is used to orient the device so the clinician knows which way the image is being taken (orientation of image).

Like this:

Not this:

B. Characteristic: Compact and portable with a rolling stand.

Explanation: The device will be moved from room-to-room within the clinic. The device is moved to the patient, not vice versa. So, it needs to be easily transportable. Ultrasound machines come in all shapes and sizes. Some are more easily portable than others. The one we need must be easily portable. We generally do not want technicians moving lifting Anything. We don’t want them to hurt their back or drop it (break it). So, although we need it to be portable, it must be on a wheeled stand.

C. Characteristic: Has capability of using more modes than b-scan (a-scans, etc.).

Explanation: In ophthalmology, several types of ultrasound scans are used. Not all ultrasound machines are capable of multiple modes. The majority of testing will be b-scan, but we do need a machine that can perform other modes of testing.

D. Characteristic: 15mhz, probe.

Explanation: Ophthalmic ultrasound probes may range between 7.5Mhz and 20Mhz. Higher MHz = higher resolution images. Sometimes, higher resolution is better because it shows certain features of the eye/eye orbit better. Sometimes, a lower resolution is better for other reasons. So, to change back and forth between MHz requires changing probes. That is something we’d generally not want to do constantly so we are seeking a probe with mid-resolution that straddles the line but helps us avoid changing probes constantly. For more information on this concept, please see this study. A comparison of 10 MHz and 20 MHz ultrasound probes in imaging the eye and orbit - PMC (nih.gov). Specifically, the conclusion of the study says: “Conclusion: The 20 MHz probe has a superior resolution and can be used to better detect details at the posterior pole and in the orbit. The 10 MHz probe can be used to examine low intensity scatterers, such as the vitreous humor, that cannot be seen using a higher frequency probe.”

E. Characteristic: Ability to measure axial length in b-scan mode.

Explanation: Not all ultrasounds have the ability to make this measurement. Since this machine is at the Alliance drive location, if this machine cannot do this, the patient would have to be seen subsequently at the main campus clinic which defeats the purpose of the Alliance Drive (i.e., its closer to where the veterans live).

F. Characteristic: Easy to use interface, gain controls and foot pedal.

Explanation: Ease-of-use is important for three reasons.

1) Proficiency. The technicians that use this ultrasound use a multitude of devices and it can be difficult to maintain proficiency on all of them, especially if they are not easy to use.

2) Consistency. The more difficult a machine is to use, the more likely it is that there will be variations and inconsistencies in studies conducted. Studies are used for decision-making and so that variability will ultimately impact patient care.

3). Efficiency. Ophthalmology is a very busy clinic that can see upwards of 60 patients per day. Machines that are difficult to operate slow the clinic down which impacts efficiency and then in turn impacts patient wait times and patient satisfaction. The ability to easily adjust gain controls is part of this. The technician will have both hands in use (one with the probe and one to adjust settings) so a foot pedal is essential for proper operation of the machine.

G. Characteristic: Must be electronically compatible with the main imaging server (FORUM) and electronic health record system (VISTA) and must use Digital Imaging and Communications and Medicine (DICOM) already in use at our facility.

Explanation: At the VA, we have an existing image server system, known as “Forum,” the ultrasound must be capable of transmitting its images to, and must be compatible with this system. The ultrasound must be compatible with and receive its worklist from the existing electronic health care record (known as CPRS/VISTA). This is critical to avoid patient/image identification errors. Must use DICOM (essentially a standardized imaging format for medical imagery).

H. Characteristic: Industry proven reliability and quality for the best image acquisition for patient treatment.

Explanation: This machine is going to be used in a very busy clinic, dozens of times each day over the life of the device. It is essential that the equipment be able to withstand this use without breaking down all the time.

I. Characteristic: Movie capability

Explanation: This allows the clinician to pause the “movie” and stop at a precise “slice” and create the exact image needed. This is especially useful for patients where it is difficult to obtain a still image (i.e., elderly, or incapacitated, or disabled veterans).

All products must be warranted for a minimum of one year. All items must be delivered within 45 days of receipt of order to the following address: Ralph H. Johnson VA Medical Center. 109 Bee Street Charleston SC 29401.

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

III. INSTRUCTIONS TO OFFERORS

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

a. Offerors must provide technical description of the items, unit price, total and vendor information. This should include product description, manufacturer, model number and/or part number, product literature, warranty terms, delivery time frame, (after receipt of order), and other documents as necessary. Vendor must provide unit pricing in table.

b. Offerors must complete and submit FAR 52.225-2 BUY AMERICAN CERTIFICATE with their quote. See attached certificate.

c. 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.

d. Submission of your response shall be received not later than 6/26/2024 @1100am EST.

e. Any questions or concerns regarding this solicitation should be forwarded in via e-mail to Janet Smith, Janet.smith@va.gov.

(End of Addendum)

IV. EVALUATIONS

ADDENDUM to 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

· Basis for Award. The Government will issue a purchase order to the responsible quoter whose quotation conforming to the solicitation will be most advantageous to the Government.

Evaluation Approach. The Government will evaluate quotations using the comparative evaluation process outlined in FAR 13.106-2 (b) (3), where quotations will be compared to one another to determine which provides the best benefit to the Government. The Government reserves the right to consider a quotation other than the lowest price that provides additional benefit(s) and/or exceeds the minimum requirements of the solicitation but is not required to do so. Each response must meet the minimum requirements of the solicitation.

· Responses should contain your best terms, conditions.

V. CLAUSES

The Clauses below apply to this acquisition.

1. FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

2. FAR 52.203-17 CONTRACTOR EMPLOYEE WHISTLEBLOWER RIGHTS (NOV 2023)

3. FAR 52.204-4 PRINTED OR COPIED DOUBLE-SIDED ON POSTCONSUMER FIBER CONTENT PAPER (MAY 2011)

4. FAR 52.204-13 SYSTEM FOR AWARD MANAGEMENT MAINTENANCE (OCT 2018)

5. FAR 52.204-18 COMMERCIAL AND GOVERNMENT ENTITY CODE MAINTENANCE (AUG 2020)

6. FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2023)

7. FAR 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (DEC 2023) (DEVIATION) (2024)

8. FAR 52.225-1 BUY AMERICAN-SUPPLIES

9. VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

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

11. VAAR 852.246-71 REJECTED GOODS (OCT 2018)

12. VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023) (DEVIATION)

13. VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018)

14. VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

15. ADDENDUM to VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018)

INVOICES: All invoices should be submitted in arrears and must contain the appropriate purchase order number. NOTE: If invoice is submitted improperly (too early, incorrect purchase order number, incorrect billing, etc.), invoice will be returned to contractor for correction.

Vendor Electronic Invoice Submission Methods Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below:

1. VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten Network (Formerly OB10), to transition vendors from paper to electronic invoice submission. Please go to this website http://www.tungsten-network.com/us/en/veterans-affairs-us/ to begin submitting electronic invoices, free of charge.

2. A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI). The X12 EDI Web site (http://www.x12.org).

Vendor e-Invoice Set-Up Information Please contact OB10 at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or OB10, please contact the FSC at the phone number or email address listed below:

• OB10 e-Invoice Setup Information: 1-877-489-6135

• OB10 e-Invoice email: VA.Registration@ob10.com

• FSC e-Invoice Contact Information: 1-877-353-9791

• FSC e-invoice email: vafsccshd@va.gov

15. FAR 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (DEC 2023) (DEVIATION) (JAN 2024)

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

(1) 52.203–6, Restrictions on Subcontractor Sales to the Government (JUN 2020), with Alternate I (NOV 2021) (41 U.S.C. 4704 and 10 U.S.C. 4655).

(5) 52.204–10, Reporting Executive Compensation and First-Tier Subcontract Awards (JUN 2020) (Pub. L. 109–282) (31 U.S.C. 6101 note).

(9) 52.204–27, Prohibition on a ByteDance Covered Application (JUN 2023) (Section 102 of Division R of Pub. L. 117–328).

(11)(i) 52.204–30, Federal Acquisition Supply Chain Security Act Orders— Prohibition. (DEC 2023) (Pub. L. 115–390, title II).

(12) 52.209–6, Protecting the Government’s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (NOV 2021) (31 U.S.C. 6101 note).

(20) 52.219-8, Utilization of Small Business Concerns (SEP 2023) (15 U.S.C. 637(d)(2) and (3)).

(25) 52.219–27, Notice of Service-Disabled Veteran-Owned Small Business Set-Aside (OCT 2022) (15 U.S.C. 657f).

(26) (i) 52.219–28, Post-Award Small Business Program Rerepresentation (SEP 2023) (15 U.S.C. 632(a)(2)).

(32) 52.222–19, Child Labor—Cooperation with Authorities and Remedies (NOV 2023) (DEVIATION) (JAN 2024) (E.O. 13126).

(33) 52.222-21, Prohibition of Segregated Facilities (APR 2015).

(34)(i) 52.222–26, Equal Opportunity (SEP 2016) (E.O. 11246).

(35)(i) 52.222–35, Equal Opportunity for Veterans (JUN 2020) (38 U.S.C. 4212).

(36)(i) 52.222–36, Equal Opportunity for Workers with Disabilities (JUN 2020) (29 U.S.C. 793).

(37) 52.222–37, Employment Reports on Veterans (JUN 2020) (38 U.S.C. 4212).

(38) 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (DEC 2010) (E.O. 13496).

(39)(i) 52.222-50, Combating Trafficking in Persons (NOV 2021) (22 U.S.C. chapter 78 and E.O. 13627).

(48) 52.223–18, Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020) (E.O. 13513).

(55) 52.225-13, Restrictions on Certain Foreign Purchases (FEB 2021) (E.O.'s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury).

(59) 52.229–12, Tax on Certain Foreign Procurements (FEB 2021).

(62) 52.232-33, Payment by Electronic Funds Transfer—System for Award Management (OCT 2018) (31 U.S.C. 3332).

(64) 52.232-36, Payment by Third Party (MAY 2014) (31 U.S.C. 3332).

VI. PROVISIONS

The provisions below apply to this acquisition.

1. FAR 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

2. FAR 52.204-7 SYSTEM FOR AWARD MANAGEMENT (OCT 2018)

3. FAR 52.204-16 COMMERCIAL AND GOVERNMENT ENTITY CODE REPORTING (AUG 2020)

4. FAR 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

5. FAR 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT ORDERS—REPRESENTATION AND DISCLOSURES (DEC 2023)

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

7. FAR 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2023)

8. FAR 52.225-2 BUY AMERICAN CERTIFICATE

9. FAR 52.229-11 TAX ON CERTAIN FOREIGN PROCUREMENTS—NOTICE AND REPRESENTATION (JUN 2020)

10. 52.233-2 SERVICE OF PROTEST (SEP 2006)

Protests, as defined in section 33.101 of the Federal Acquisition Regulation, that are filed directly with an agency, and copies of any protests that are filed with the Government Accountability Office (GAO), shall be served on the Contracting Officer by obtaining written and dated acknowledgment of receipt from: Janet Smith, janet.smith@va.gov

(b) The copy of any protest shall be received in the office designated above within one day of filing a protest with the GAO.

(End of Provision)

11. VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION (OCT 2018)

12. VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

13. VAAR 852.239-75 INFORMATION AND COMMUNICATION TECHNOLOGY

ACCESSIBILITY NOTICE (FEB 2023)

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