36C24725Q0913.docx

DOCX document 26 KB Posted Aug 20, 2025

Attached to: 6515--DENTAL EQUIPMENT . . .
Solicitation number: 36C24725Q0913
Issued by: Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 7

About this file

Written by GovTribe AI · Aug 20, 2025

This is a Request for Quote (RFQ) issued by the Columbia VA Healthcare System for dental equipment. The solicitation is a Service-Disabled Veteran Owned Small Business (SDVOSB) set-aside seeking two specific pieces of equipment: 2 Dexis NOMAD Pro2 handheld x-ray units (part number 1.013.2040) and 1 Planmeca ProMax 3D LEC 5x5-11x8cm CBCT imaging system (part number INC10003). The equipment is intended to enhance diagnostic capabilities for the VA Dental Clinic, with a focus on implant planning, pathology evaluation, and endodontic assessments.

The RFQ requires new equipment with specific technical characteristics, including DICOM and MiPACS compatibility, and mandates installation and training. The response deadline is August 22, 2025, at 9:00 AM EST, with all actions to be completed within 60 days of contract award. The procurement is categorized under NAICS code 339114 with a small business size standard of 750 employees. Interested SDVOSB vendors must maintain active SAM.gov registration and be listed in SBA's VetCert, with a firm fixed price contract type anticipated. The total quantity includes 2 x-ray units, 1 CBCT system, installation, and training, with removal of existing equipment also required by the vendor.

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SUBJECT*

DENTAL EQUIPMENT . . .

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE*

29209-1639

SOLICITATION NUMBER*

36C24725Q0913

RESPONSE DATE/TIME/ZONE

08-22-2025 09:00 EASTERN TIME, NEW YORK, USA

ARCHIVE

90 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS

SET-ASIDE

SDVOSBC

PRODUCT SERVICE CODE*

6515

NAICS CODE*

339114

CONTRACTING OFFICE ADDRESS

Columbia VA Healthcare System

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

POINT OF CONTACT*

Contracting Officer Joseph Locke joseph.locke@va.gov 803-979-0338

PLACE OF PERFORMANCE

ADDRESS

Columbia VA Healthcare System

Dorn VA Medical Center

WJBDVAMC

6439 Garners Ferry Road

Columbia SC

POSTAL CODE

29020

COUNTRY

USA

ADDITIONAL INFORMATION

AGENCY’S URL

https://www.va.gov/columbia-south-carolina-health-care/

URL DESCRIPTION

Columbia VA Web Site

AGENCY CONTACT’S EMAIL ADDRESS

Joseph.Locke@va.gov

EMAIL DESCRIPTION

CO E-Mail Address

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

DESCRIPTION

*= Required Field

Combined Synopsis/Solicitation Notice

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.

Agency: The Department of Veterans Affairs,

Facility: Columbia VA Healthcare System

Location: 6439 Garners Ferry Road, Columbia, SC 29209

Dental Clinic, Building 100 and Columbia VA Warehouse

Brand Name or Equal requirement

The Brand Name Manufacturer is Dexis and Planmeca

The Brand Name Descriptions are as follows:

Line item 1: Dexis, part number 1.013.2040 Line item 2: Planmeca, part number INC10003 The solicitation is issued as a Service-Disabled Veteran Owned Small Business Set-Aside

Justification for use of an SDVOSB set-aside: FAR 19.1405(b)(1)

Requirement: New; no existing contract.

Contract Type: Firm Fixed Price (FFP).

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-01 effective 11/12/2024.

The combined synopsis solicitation is set aside for SDVOSB participation only.

Note: Interested SDVOSB offerors must maintain an active registration in SAM.gov and be listed in SBA’s VetCert to be considered for the Award. Interested quoters are asked to provide their company’s Unique Identity Identifier (UEI).

The associated North American Industrial Classification System (NAICS) code for this procurement is 339114, with a small business size standard of 750 employees. The FSC/PSC is 6515.

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM NUMBER	DESCRIPTION OF SUPPLIES/SERVICES	QUANTITY	UNIT	UNIT PRICE	AMOUNT
0001	BRAND NAME OR EQUAL

Manufacturer: Dexis

Part Number: 1.013.2040	2	EA	__________________	__________________
	Description: Pkgd Sys,NOMAD Pro2, White

Salient Characteristics for the Brand Name Item:

1.	21.6 V DC lithium Ion Battery
2.	60 kV true DC Voltage
3.	2.5 mA Current
4.	0.02-100 s – Exposure time range
5.	0.4 mm Focal spot
6.	>1.5 mm Al equivalent
7.	20 cm Source to Skin distance
8.	60 mm round X-ray field
9.	1:60 Maximum duty cycle
10.	6.0 lbs. (2.7kg) total weight
11.	Approximate dimensions are W 5.5” x L 11” x H 10.5” (W 14 cm x L 28 cm x H 27 cm)
12.	Must be compatible with DiCOM and MIPACS
0002	BRAND NAME OR EQUAL

Manufacturer: PLANMECA

Part Number: INC10003	1	EA	__________________	__________________
	Description: ProMax 3D LEC 5x5-11x8cm

Salient Characteristics for the Brand Name Item:

1.	Anode voltage 60–90 kV, 60–120 kV
2.	Anode current 1–14 mA
3.	Focal spot 0.5 mm, fixed anode
4.	Image detector Flat pane
5.	Image acquisition 200 / 360-degree rotation
6.	Scan time 9–33 s
7.	Typical reconstruction time 2–30 s
8.	Maximum volume sizes
9.	Maximum volume with a single scan Ø20 x 10 cm

Dental programs

10. Volume size (child mode) [cm] Tooth

11.	Ø4 x 5 (Ø3.4 x 4.2)
12.	Ø4 x8 (Ø3.4 x 6.8)

Teeth

13.	Ø8 x 5 (Ø6.8 x 4.2)
14.	Ø8 x 8 (Ø6.8 x 6.8)
15.	Ø10 x 6 (Ø8.5 x 5)
16.	Ø10 x 10 (Ø8.5 x 8.5)

Jaw

17.	Ø16 x 6 (Ø16 x 6)
18.	Ø16 x 10 (Ø16 x 10)
19.	Ø20 x 6 (Ø20 x 6)
20.	Ø20 x 10 (Ø20 x 10)

ENT (Ear, Nose, Throat) programs Volume size (child mode) [cm] Nose

21. Ø8 x 8 (Ø6.8 x 6.8) Sinus

22.	Ø10 x 10 (Ø10 x 10)
23.	Ø16 x 10 (Ø16 x 10)
24.	Ø20 x 10 (Ø20 x 10)

Middle ear

25.	Ø4 x 5 (Ø3.4 x 4.2)
26.	Ø8 x 8 (Ø6.8 x 6.8)

Temporal bone

27. Ø8 x 8 (Ø6.8 x 6.8) Vertebrae

28. Ø8 x 8 (Ø6.8 x 6.8) Airways

29. Ø8 x 8 (Ø6.8 x 6.8) Physical space requirements

30.	Width 135 cm (53.2 in.)
31.	Depth 145 cm (57 in.)
32.	Height* 173–239 cm (68.1–94.1 in.)
33.	Weight 131 kg (lbs 289)

With cephalostat:

’34. Width 222 cm (87.4 in.)

35. Depth 145 cm (57 in.)

36. Height* 173–239 cm (68.1–94.1 in.)

37. The maximum height of the unit can be adjusted for offices with limited ceiling space.

38. Must be compatible with DiCOM and MIPACS

	`
0003	INSTALLATION 1 EA ______________

0004 TRAINING 1 EA ______________

________________
	GRAND TOTAL	__________________

B.3 DELIVERY SCHEDULE

All actions are required to be completed within 60 days of the effective date of the contract,.

ITEM NUMBER	SHIPPING INFORMATION	QUANTITY	DELIVERY DATE
0001	SHIP TO:	Columbia VA Healthcare System

6439 Garners Ferry Road Columbia, SC 29209 Warehouse & Dental Clinic FOB: Destination

	2
0002	SHIP TO:	Columbia VA Healthcare System

6439 Garners Ferry Road Columbia, SC 29209 Warehouse & Dental Clinic FOB: Destination

	1
0003	SHIP TO:	Columbia VA Healthcare System

6439 Garners Ferry Road Columbia, SC 29209 Warehouse & Dental Clinic FOB: Destination

	1
0004	SHIP TO:	Columbia VA Healthcare System

6439 Garners Ferry Road Columbia, SC 29209 Warehouse & Dental Clinic FOB: Destination 1

NOTES:

1.	This is a Service-Disabled Veteran Owned Small Business Set-Aside.
2.	The Columbia VA Dental Clinic is currently in need of updated and additional CBCT X-ray and Nomad Handheld x-ray equipment to enhance diagnostic capabilities and reduce patient wait times. The existing CBCT imaging resources are either outdated or insufficient to meet the increasing demand for advanced dental imaging, particularly for implant planning, pathology evaluation, and endodontic assessments.
3.	The requirement includes two separate pieces of equipment, specifically (1). A new CBCT unit and (2). A Handheld piece of equipment for use when expedited x-rays are required or there is a backlog of x-rays.
4.	This is being solicited as Brand Name or Equal.
5.	New equipment only. No remanufactured, reconditioned, refurbished, manufacturing excess or Government surplus will be considered for award. Reference FAR 52.211-5.
6.	The Brand Name(s) are as follows:
a.	Line item 1 Brand Name: Dexis
b.	Line item 1 Part Number: 1.013.2040
c.	Line item 2 Brand Name: Planmeca
d.	Line item 2 Part Number: INC10003
7.	Vendor must clearly describe in detail how the equal to brand name item(s) quoted meet or exceed all stated salient characteristics of the brand name item(s).
8.	Removal of existing equipment is required. To be clear, the vendor will be responsible for the removal of all existing equipment. The Columbia VA BioMed service line will dispose of the old equipment.
9.	The vendor is responsible for the installation of all new equipment.
10.	Software is required; to be clear. The Columbia VA facility currently uses Planmeca equipment. Planmeca equipment utilizes Romexis. Romexis is currently installed and in use at the Columbia VA facility. If the vendor quotes the Brand Name items, the vendor shall work with the Columbia VA facility to ensure the most current software version is being used during the installation of the equipment. If the vendor quotes an Equal to Brand Name item, then the most current version of operating software will be required for the equal to brand name product quoted.
11.	Training is required. Vendors are encouraged to briefly describe in 2-3 sentences what their standard commercial practice is for providing training on the equipment quoted.
12.	The minimum field of view required is: 5x5-11x8cmm
13.	Digital Imaging and Communications in Medicine (DICOM), specifically an international standard for handling, storing, printing and transmitting medical information is required. The vendor selected for the contract award and the Columbia VA facility will work together during the installation of all equipment to ensure the most current software version is installed at the Columbia VA facility. All products quoted must be compatible with DICOM.
14.	The Columbia VA facility currently uses MiPACS – Medicor Imaging Picture Archiving and Communication System, which is a comprehensive dental imaging software designed for capturing, storing, viewing, enhancing, analyzing, and sharing dental images and Veteran patient data. All products quoted must be compatible with MiPACS.

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

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

This solicitation incorporates one or more solicitation provisions by reference, with 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 offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these addresses: http://www.acquisition.gov/far/index.html http://www.va.gov/oal/library/vaar/

FAR	Title	Date
52.204-7	SYSTEM FOR AWARD MANAGEMENT	Oct 2018
52.204-16	COMMERCIAL AND GOVERNMENT ENTITY CODE REPORTING	Aug 2020
52.211-6	BRAND NAME OR EQUAL	Aug 1999
52.212-1	INSTRUCTIONS TO OFFERORS – COMMERCIAL ITEMS	Nov 2021
52.212-2	EVALUATION – COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES	Nov 2021

52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS – COMMERICAL ITEMS (NOV 2021)

The Offeror shall complete only paragraph (b) of this provision if the Offeror has completed the annual representations and certification electronically in the System for Award Management (SAM) accessed through https://www.sam.gov. If the Offeror has not completed the annual representations and certifications electronically, the Offeror shall complete only paragraphs (c) through (v)) of this provision.

(b)(1) Annual Representations and Certifications. Any changes provided by the Offeror in paragraph (b)(2) of this provision do not automatically change the representations and certifications in SAM.

(2) The offeror has completed the annual representations and certifications electronically in SAM accessed through http://www.sam.gov. After reviewing SAM information, the Offeror verifies by submission of this offer that the representations and certifications currently posted electronically at FAR 52.212-3, Offeror Representations and Certifications--Commercial Products and Commercial Services, have been entered or updated in the last 12 months, are current, accurate, complete, and applicable to this solicitation (including the business size standard applicable to the NAICS code referenced for this solicitation), at the time this offer is submitted and are incorporated in this offer by reference (see FAR 4.1201), except for paragraphs . [Offeror to identify the applicable paragraphs at (c) through (v) of this provision that the offeror has completed for the purposes of this solicitation only, if any. These amended representation(s) and/or certification(s) are also incorporated in this offer and are current, accurate, and complete as of the date of this offer. Any changes provided by the offeror are applicable to this solicitation only, and do not result in an update to the representations and certifications posted electronically on SAM.] (End of Provision)

The following Commercial Items clauses apply to this acquisition:

52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

http://www.acquisition.gov/far/index.html http://www.va.gov/oal/library/vaar/

FAR	Title	Date
52.204-13	SYSTEM FOR AWARD MANAGEMENT MAINTENANCE	Oct 2018
52.204-18	COMMERCIAL AND GOVERNMENT ENTITY CODE MAINTENANCE	Aug 2020
52.209-6	PROTECTING THE GOVERNMENT'S INTEREST WHEN SUBCONTRACTING WITH CONTRACTORS DEBARRED, SUSPENDED, OR PROPOSED FOR
DEBARMENT	Nov 2021
52.212-4	CONTRACT TERMS AND CONDITIONS-COMMERCIAL ITEMS	Dec 2022
52.212-5	CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUES OR EXECUTIVE ORDERS	Mar 2023
52.219-27	NOTICE OF SET-ASIDE FOR SERVICE-DISABLED VETERAN OWNED SMALL BUSINESS (SDVOSB) CONCERNS ELIGIBLE UNDER THE SDVOSB PROGRAM	Feb 2024
52.222-3	CONVICT LABOR	Jun 2003
52.222-19	CHILD LABOR – COOPERATION WITH AUTHORITIES AND REMIDIES	Dec 2022
52.222-36	EQUAL OPPORTUNITY FOR WORKERS WITH DISABILITIES	Jun 2020
52.222-50	COMBATING TRAFFICKING IN PERSONS	Nov 2021
52.222-54	EMPLOYMENT ELIGIBILITY VERIFICATION	May 2022
52.223-18	ENCOURAGING CONTRACTOR POLICIES TO BAN TEXT MESSAGING WHILE
DRIVING	Jun 2020
52.225-1	BUY AMERICAN-SUPPLIES	Oct 2022
52.225-13	RESTRICTIONS ON CERTAIN FOREIGN PURCHASES	Feb 2021
52.232-33	PAYMENT BY ELECTRONIC FUNDS TRANSFER-SYSTEM FOR AWARD
MANAGEMENT	Oct 2018
52.232-40	PROVIDING ACCELERATED PAYMENTS TO SMALL BUSINESS
SUBCONTRACTORS	Mar 2023
852.212-71	GRAY MARKET AND COUNTERFEIT ITEMS	Feb 2023
852.212-72	GRAY MARKET AND COUNTERFEIT ITEMS (DEVIATION)	Feb 2023

VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

The bidder or offeror agrees that if a contract is awarded to him/her, as a result of this solicitation, he/she will not advertise the award of the contract in his/her commercial advertising in such a manner as to state or imply that the Department of Veterans Affairs endorses a product, project or commercial line of endeavor.

(End of Clause)

VAAR 852.211-70 EQUIPMENT OPERATION AND MAINTENANCE MANUALS (NOV 2018)

The Contractor shall follow standard commercial practices to furnish manual(s), handbook(s) or brochure(s) containing operation, installation, and maintenance instructions, including pictures or illustrations, schematics, and complete repair/test guides, as necessary, for technical medical equipment and devices, and/or other technical and mechanical equipment provided per all CLIN’s. The manuals, handbooks or brochures shall be provided in hard copy, soft copy or with electronic access instructions, consistent with standard industry practices for the equipment or device. Where applicable, the manuals, handbooks or brochures will include electrical data and connection diagrams for all utilities. The documentation shall also contain a complete list of all replaceable parts showing part number, name, and quantity required.

(End of Clause)

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

(a)	Definitions. As used in this clause—
(1)	Contract financing payment has the meaning given in FAR 32.001.
(2)	Designated agency office has the meaning given in 5 CFR 1315.2(m).
(3)	Electronic form means an automated system transmitting information electronically according to the Accepted electronic data transmission methods and formats identified in paragraph (c) of this clause. Facsimile, email, and scanned documents are not acceptable electronic forms for submission of payment requests.
(4)	Invoice payment has the meaning given in FAR 32.001.
(5)	Payment request means any request for contract financing payment or invoice payment submitted by the contractor under this contract.
(b)	Electronic payment requests. Except as provided in paragraph (e) of this clause, the contractor shall submit payment requests in electronic form. Purchases paid with a Government-wide commercial purchase card are considered to be an electronic transaction for purposes of this rule, and therefore no additional electronic invoice submission is required.
(c)	Data transmission. A contractor must ensure that the data transmission method and format are through one of the following:
(1)	VA’s Electronic Invoice Presentment and Payment System. (See Web site at http://www.fsc.va.gov/einvoice.asp.)
(2)	Any system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) and chartered by the American National Standards Institute (ANSI). The X12 EDI Web site (http://www.x12.org) includes additional information on EDI 810 and 811 formats.
(d)	Invoice requirements. Invoices shall comply with FAR 32.905.
(e)	Exceptions. If, based on one of the circumstances below, the contracting officer directs that payment requests be made by mail, the contractor shall submit payment requests by mail through the United States Postal Service to the designated agency office. Submission of payment requests by mail may be required for:
(1)	Awards made to foreign vendors for work performed outside the United States;
(2)	Classified contracts or purchases when electronic submission and processing of payment requests could compromise the safeguarding of classified or privacy information;
(3)	Contracts awarded by contracting officers in the conduct of emergency operations, such as responses to national emergencies;
(4)	Solicitations or contracts in which the designated agency office is a VA entity other than the VA Financial Services Center in Austin, Texas; or
(5)	Solicitations or contracts in which the VA designated agency office does not have electronic invoicing capability as described above.

(End of Clause)

VAAR 852.246-71 REJECTED GOODS (OCT 2018)

(a)	Supplies and equipment. Rejected goods will be held subject to Contractor’s order for not more than 15 days, after which the rejected merchandise will be returned to the Contractor's address at the Contractor’s risk and expense. Expenses incident to the examination and testing of materials or supplies that have been rejected will be charged to the Contractor.
(b)	Perishable supplies. The Contractor shall remove rejected perishable supplies within 48 hours after notice of rejection. Supplies determined to be unfit for human consumption will not be removed without permission of the local health authorities. Supplies not removed within the allowed time may be destroyed. The Department of Veterans Affairs will not be responsible for, nor pay for, products rejected. The Contractor will be liable for costs incident to examination of rejected products.	(End of Clause)

Instruction to Offerors

All quoters shall submit your Quotes no later than Friday, August 22, 2025, at 9:00AM (EST), via email to joseph.locke@va.gov. Please place in “ATTENTION: DENTAL EQUIPMENT” in the subject line of your email. All offers must include the solicitation number. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

The award decision 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 pairwise 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 Price

All products quoted must meet or exceed all stated salient characteristics.

Vendor must clearly describe in detail in their quotation how the equal to brand name item(s) quoted meets or exceeds all stated salient characteristics of the brand name item(s).

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

Point of Contact Joseph Locke Contracting Officer Network Contracting Office 7 joseph.locke@va.gov

File details come from the government source that posted it. Updated Aug 20, 2025.