36C24724Q0839.docx

Combined Synopsis/Solicitation Notice

GENERAL INFORMATION

SET-ASIDE

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*

PLACE OF PERFORMANCE

ADDRESS

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Combined Synopsis/Solicitation Notice

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs W.J.B. Dorn VA Medical Center

POINT OF CONTACT*

Joseph Locke Contracting Officer joseph.locke@va.gov

ALTERNATE POINT OF CONTACT

Marvin “Ben” Butler Branch Chief- Services Team # 3 Marvin.Butler@va.gov

facilities.

POSTAL CODE

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Combined Synopsis/Solicitation Notice 36C24724Q0839

Combined Synopsis/Solicitation Notice ed Synopsis/Solicitation Notice

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs W.J.B. Dorn VA Medical Center

POINT OF CONTACT*

ALTERNATE POINT OF CONTACT

Marvin “Ben” Butler Branch Chief- Services Team # 3

215 Perry Hill Road

Montgomery, AL

AGENCY’S URL: Central Alabama VA Medical Center-Montgomery | VA Central Alabama Health Care | Veterans Affairs

URL DESCRIPTION: CAVHCS, AL VAMC

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Solicitation: Dental Equipment Notice Type: Combined Synopsis/Solicitation Contracting Office Address:

NCO 7 – Contracting Office Department of Veterans Affairs VA Columbia Healthcare System 6439 Garners Ferry Road Columbia, SC 29029

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

This solicitation is a Request for Quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2024-01 dated January 25, 2024.

This solicitation is UNRESTRICTED. All vendors interested in submitting a quotation for this requirement MUST be registered in System for Award Management (SAM), www.sam.gov

The associated North American Industrial Classification System (NAICS) code for this procurement is 339114; Dental Equipment and Supplies Manufacturing; Small Business Size Standards; 750 employees. The FSC/PSC is 6520

Central Alabama VA Medical Center (CAVHCS) is seeking to procure dental instruments. Offerors are therefore asked to complete PRICE/COST SCHEDULE-Item Information for each period of performance in their response, and to include a Grand Total.

A. MINIMUM TECHNICAL REQUIREMENTS:

The Department of Veterans Affairs (VA) is seeking vendors who can provide ALL products identified within the schedule of supplies which meet all the following minimum technical requirements (MTRs). Vendors are encouraged to provide any product solution or configuration so long as they meet same fit, form and function of the current product or equipment. Additionally, vendors responses can include any additional product that may be beneficial. These items must be clearly identified by brand name and part number.

For each product the response must include descriptive literature demonstrating the product meets or exceeds the MTRs specified above. The Government's intent is to include all ancillary items to ensure the equipment can function as designed by the OEM and as clinically required.

B. DESCRIPTION OF REQUIREMENT:

· Delivery, Assembly and Installation of Dental Equipment.

· Dental Hand Pieces and Motors to resume dental operations and will be used to enhance patient care.

· ADEC Air / Water and ADEC Electric connectors are currently being used. Contractors are asked to connect / install products using existing hardware / tubing. Provide Hand Pieces and Motors, provide documentation of safety and functional test on each item with manufacturer name, model number, serial number, room number where the equipment is placed, and test results. Remove all trash.

· BRAND NAME OR EQUAL – QUOTED PRODUCTS MUST HAVE THE SAME FIT, FORM AND FUNCTION OF THE BRAND NAME ITEM(S). ALL POSSIBLE EQUAL TO ITEMS ARE ACCEPTABLE THAT MEET FIT, FORM AND FUNCTION.

C. VA FACILITIES:

The Montgomery VA Clinic located at 215 Perry Hill Road, Montgomery, Alabama requires the purchase of Hand Pieces and Motors. This is for the Outpatient Clinic in all areas at Montgomery, Alabama, Tuskegee, AL, Columbus, Ga, and Fort Novosel. The contract awardee will be required to complete installation at ALL VA Facilities identified below.

1. Montgomery, AL, VA Clinic address (MVAC Clinic): 215 Perry Hill Road, Montgomery, Alabama 36117

2. Tuskegee, AL, VA Clinic address: 2400 Hospital Road, Tuskegee, Alabama 36083

3. Columbus, GA, VA Clinic address (Poydasheff) : 6910 River Road, Columbus, Georgia 31904

4. Fort Novosel, VA Clinic address (Lyster Army Health Clinic): 301 Andrews Ave, Fort Novosel, Alabama 36362

D. INSTALLATION:

1. All handpieces will be connected to the existing tubing on the chairs. No new tubing is being requested.

2. The Contractor will be required to complete installation at all VA Facilities identified in Paragraph B.

3. Each offeror MUST clearly describe their individual proposed plan of action (within the text of their quote) to include for the delivery, receipt, and installation to all VA Facilities identified in Paragraph B.

E. HOURS OF WORK:

The installation should take place during normal business hours of 8:00am and 4:30pm, Monday through Friday, Federal Holidays excluded. Request for weekend work must be submitted in writing. “Inspections” will require a prior five-day notification submitted to the Contracting Officers Representative (COR) or government representative.

F. DELIVERY:

1. The Service Line is asking that instruments be delivered, installed and ready for use in the Dental service no later than thirty (30) business days after the date of award.

2. If this timeframe is not realistic for any reason, the quoter is asked to identify their best obtainable delivery schedule, to include installation date(s) for all facilities; clearly explain that information within the text of their quotation.

3. All requested items shall be delivered to:

Central Alabama VA Healthcare System (CAVHCS) 215 Perry Hill Road Montgomery, Alabama 36109

G. TRAINING: There is no requirement for training, however quoters are asked to provide copies of any applicable user manuals or product data which could be used by the Government to provide internal training on the products and equipment. Should there be an additional charge, please add those charges to the submitted quotation.

The following solicitation provision applies to this acquisition and is included below in full text.

The full text may be accessed electronically at http://acquisition.gov/comp/far/index.html.

ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS — COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES ITEMS (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 following provisions are incorporated into 52.212-1 as an addendum to this solicitation:

H. QUOTATION SUBMISSION

1. INTRODUCTION: The Offeror’s Quote shall be submitted via email to the Contracting Officer at joseph.locke@va.gov on or before the closing date and time referenced on page 1.

a. Each quotation submission shall be sent via e-mail either as a separate PDF or an Excel document. One quotation submission of each is required.

b. Quotation Submission Part 1A: TECHNICAL & Part 1B: INSTALLATION

c. Quotation Submission Part 2: PRICING AND DELIVERY

The use of hyperlinks is prohibited.

Quotes will be evaluated solely on the information contained in each quotation submission without any reference made to extraneous information.

2. QUOTATION FILES

a. Format: Each submission must be clearly indexed and logically assembled. Each part of the contractor’s quotation submission shall be clearly identified and shall begin at the top of a page. All pages shall be appropriately numbered and identified by the complete company name, date, and solicitation number in the header and/or footer. Each paragraph shall be separated by at least one blank line. All proprietary information shall be clearly and properly marked.

b. File Size Restrictions: Due to VA email file size restrictions, vendors are encouraged to logically separate their quote into separate emails. If this is necessary, quoters shall clearly document this information in the text of their email.

c. Content Requirements: Vendors are solely responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each quotation submission.

d. Title Requirements: The title requirements for each file are shown in the Table below.

e. Quotations submitted in response to this solicitation shall contain the following in separate parts.

Part 1A

Part 1B Technical &

Installation Your Company Name - Tech.pdf

Your Company Name - Install.pdf

Part 2

Pricing & Delivery

Your Company Name - Price.xls

3. QUOTATION SUBMISSION PART 1A– TECHNICAL:

Vendors shall provide descriptive literature which will be referenced to determine if the quoted products are technically acceptable. Quoted products shall either be exact match to the brand name or be equal to the brand listed and must clearly meet the same fit, form and function of the brand name item. To be considered technically acceptable, it must be clear the equal to item has the same fit, form and function of the brand name item.

4. QUOTATION SUBMISSION PART 1B– INSTALLATION:

Vendors are asked to complete the following Installation Worksheet to identify point-of-contact, clearly define roles and to help ensure all expectations for installation are met by the dental service line.

5. NO PRICING SHALL BE SUBMITTED IN QUOTATION SUBMISSION(s) PART 1A and 1B., Installation Worksheet

Insert Company Name

Insert Facility Name

Contractor’s Proposed Date(s) of Installation

The installation includes the following:

XXX

XXX

Installation Assumptions Everyone seeks to have a smooth and event free installation. To meet the expectations of both parties, the Installation effort is developed under the following assumptions.

The facility will appoint a point-of-contact (“POC”) to interface with (Insert Contractor’s Name) in coordinating and completing pre-installation requirements and the actual installation.

1. Facility POC: Joseph Locke, 803-979-0338, joseph.locke@va.gov

2. On Site Contractor POC: [Name], [Phone#], [Email Address]

3. The POC and/or a Dental Service Line representative will be on site throughout the installation to resolve any questions or issues, designate onsite areas for relocating equipment during the transition, remove old equipment from facility once contractor’s On-Site POC removes the equipment from the dental clinic, and signs off on the installation once it is completed.

4. For each dental clinic receiving the new equipment, that dental space will be closed during the installation period. Contractor POC On-Site time estimates are based on a closed dental space to perform the work during an 8-hour workday. If contractor On-Site needs to work around patients or incur overtime, there may be an additional cost and the POC will be informed prior to any additional charges being incurred by the contractor.

5. To ensure an efficient installation, all products to be installed by Contractor On-Site must be received and cleared by the facility prior to finalizing the installation date. Contractor On-Site will work with the POC to create an equipment staging plan so all equipment to be installed is in the clinic and staged accordingly no later than the night before the installation date. Any equipment that is not staged and ready for installation will not be installed. This avoids additional charges for overtime and unplanned work effort.

6. Installation does not include any training.

7. Badge access or other access requirements will be finalized between the facility and

8. Contractor On-Site so they can be addressed prior to the installation team deploying to the facility.

9. Any facility specific security or medical requirements will be timely communicated to Contractor On-Site to avoid any delays at the start of the installation.

10. Removal of shipping cartons and packing material is the responsibility of the facility.

11. Transporting old and new equipment between the warehouse and facility is the responsibility of the facility.

12. The facility will confirm to Contractor On-Site and that it is ready for the installation 7 days in advance of the installation date. Contractor On-Site may review this Installation Worksheet with the POC as part of the readiness assessment.

Items to be Completed Prior to Installation

1. Facility POC Identified.

2. Government On-Site Dental Engineer assigned.

3. Determine Installation Date(s)

4. Is there any existing equipment that needs to be removed before installation.

5. Any On-Site requirements of BioMed provided to Facility POC.

6. Contractor On-Site and Facility POC agree to the equipment staging plan.

7. Products received and cleared by the facility prior to finalizing the installation date

8. Communicate any facility specific security or medical requirements.

9. Badge access or other access requirements finalized.

10. Confirmation of installation readiness 7 days ahead of time

11. Equipment staged by the night before installation.

12. Contractor On-Site day-of installation start time.

Items to be Completed after Installation

1. Facility POC signs off with Contractor On-Site on completed installation.

2. Contractor removes and disposes of all shipping cartons and packing material.

I. BASIS OF AWARD:

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

The following are the decision factors:

Technical

Delivery

Price

Notes:

1. The award will be made to the quoter’s response identified as the most advantageous to the Government.

2. Quotation submissions must include descriptive literature which clearly demonstrates all products quoted are clearly compatible with ADEC and ENGLE dental chairs.

3. Quotation submissions must clearly describe specific terms conditions and benefits of their respective quotation for consideration during the technical evaluation of their quotation.

4. If one or more of the items quoted includes a product warranty, Warranty coverage must be clearly identifiable; all quotation submissions must include a copy of the product warranty.

5. If you are quoting as a dealer, there must be clear traceability back to the original equipment manufacturer with a letter from the manufacturer whose product you are quoting which clearly states that your company is an authorized reseller. The letter presented must be current; shall not be more than twelve (12) months old.

6. If you are quoting as a Service-Disabled Veteran Owned Small Business, your company must provide a copy of your company’s current VIP registration, https://vetbiz.va.gov

7. All quotation submissions must clearly document a price for each item quoted as well as a total quotation price.

8. All quotation submissions must clearly document a delivery timeframe for each item quoted.

9. Contractors are hereby advised that any Contractor-imposed terms and conditions and/or assumptions which deviate from the Government’s material terms and conditions established by the Solicitation, may render the Offeror’s proposal Unacceptable, and thus ineligible for award.

(End of Addendum to 52.212-1)

ATTACHMENT A: PRICE/COST SCHEDULE

QUOTATION SUBMISSION PART 2. PRICING & DELIVERY

ITEM NAME: COUPLING UNIFIX 4H L WATER ADJ

· Brand: Bien Air

· Item Code: 1600086-001

· Minimum Technical Requirement: Must be compatible with ADEC and ENGLE type dental chairs.

ITEM NAME: BORA 2 LED

· Brand: Bien Air

· Item Code: 1601152-001

· Minimum Technical Requirement: Must be compatible with ADEC and ENGLE type dental chairs.

ITEM NAME: SLOW SPEED KIT 1

· Brand: Bien Air

· Item Code: 1603001-001

· Minimum Technical Requirement: Must be compatible with ADEC and ENGLE type dental chairs.

SHIPPING/HANDLING FEE

INSTALLATION FEE (IF ANY) 1 EA _________________

GRAND TOTAL

ATTACHMENT B: DELIVERY SCHEDULE

Responses should contain your best terms and conditions.

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

The following solicitation provisions apply to this acquisition:

1. FAR 52.212-3, Offerors Representations and Certifications–Commercial Items (NOV 2020)

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 52.204-29, Federal Acquisition Supply Chain Security Act Orders- Representation and Disclosures (Dec 2023)

5. FAR 52.211-6, Brand Name or Equal

6. FAR 52.214-21, Descriptive Literature

7. FAR 52.229-11, Tax on Certain Foreign Procurements- Notice and Representation (Jun 2020)

8. FAR 52.233-2, Service of Protest (Sep 2006)

9. VAAR 852.233-71, Alternate Protest Procedure (Oct 2018)

10. VAAR 852.239-75, Information and Communication Technology Accessibility Notice (Feb 2023)

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

The following contract clause applies to this acquisition and is included in full text:

1. VAAR 852.212-71 Gray Market and Counterfeit Items.

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)

The following contract clauses apply to this acquisition; are included by reference:

1. FAR 52.212-4, “Contract Terms and Conditions–Commercial Items (OCT 2018)”

1. The following clauses are incorporated into 52.212-4 as an addendum to this contract:

52.204-18, 52.217-8, 52.217-9, VAAR 852.203-70, VAAR 852.219-10, VAAR 852.232-72, and VAAR 852.237-70.

2. FAR 52.212-5, “Contract Terms and Conditions Required to Implement Statutes or Executive Orders (NOV 2020). The following subparagraphs of FAR 52.212-5 are applicable: 52.203-6, 52.204-10, 52.204-27, 52.204-30, 52.209-6, 52.219-8, 52.219-27, 52.219-28, 52.219-33, 52.222-19, 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.222-40, 52.222-50, 52.223-18, 52.225-1, 52.225-13, 52.229-12, 52.232-33; 52.232-36.

3. VAAR 852.219-73, VA Notice of Total Set-Aside for Certified Service-Disabled Veteran Owned Small Businesses (Deviation) Jan 2023

4. VAAR 819-76 VA Notice of Limitations on Subcontracting- Certificate of Compliance for Supplies and Products (Jan 2023)

5. VAAR 852.232-72 Electronic Submission of Payment Requests

6. VAAR 852.247-73 Packing for Domestic Shipment

The Defense Priorities and Allocations System (DPAS) is not applicable to this acquisition.

Responses should contain your best terms, conditions.

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.

All quoters shall submit the following: Files should be sent via electronic mail; in PDF format and no larger than 10MB or they may be automatically rejected by the server. The Government is not responsible for rejected e-mails that exceed the e-mail capacity.

All quotes shall be submitted via email ONLY to the Services Team # 3 Branch Chief, Mr. Marvin “Ben” Butler at marvin.butler@va.gov. NOT LATER THAN THE CLOSING DATE IDENTIFIED ON PAGE ONE (1). All quotes/offers submitted must include the Solicitation# 36C24724Q00839 and DENTAL HANDPIECES AND MOTORS in the subject line of the email. Hand deliveries or facsimile will NOT be accepted, telephone responses will NOT be accepted. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

Point of Contact:

Marvin “Ben” Butler Branch Chief, Services Team # 3

NCO 7

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Combined Synopsis/Solicitation Notice