S02-36C24926Q0054.pdf

Combined Synopsis/Solicitation Notice

Description

This is a combined synopsis/solicitation for commercial products and commercial services 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.

This solicitation is issued as an RFQ. The solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular JUN 2025 (eff. 10/01/2025), FAR Deviations NOV 2025 (eff. 11/05/2025), VAAR Deviation APR 2025 (eff. 04/01/2025)

This solicitation is set aside for a Small Business

The associated North American Industrial Classification System (NAICS) code for this procurement is 339112, with a small business size standard of 1,000 employees.

The FSC/PSC is J065.

Lt. Col. Luke Jr. Weathers, VA Medical Center, 116 N. Pauline St, Memphis, TN 38105, is seeking to purchase a Hand Hygiene Monitoring System and Services.

All interested companies shall provide quotations for the following:

Statement of Work: See Attachment 1.

Contract Period of Performance is 01/01/2026 to 09/30/2031

The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/browse/index/far.

The following solicitation provisions apply to this acquisition:

1. FAR 52.212-1, Instructions to Offerors–Commercial Products and Commercial Services

(SEP 2023)

Addendum to FAR 52.212-1 (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, or 150 employees for information technology value-added resellers under NAICS code 541519, if the acquisition—

(1) Is set aside for small businesses and has a value above the simplified acquisition threshold;

(2) Uses the HUBZone price evaluation preference regardless of dollar value, unless the offeror 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 in this solicitation. Quotes may be submitted on letterhead stationery or as otherwise specified in the solicitation. As a minimum, quotes must show—

(1) The solicitation number and sign the SF 1449.

(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; Complete the Price/Cost Schedule completely-Attachment 1.

(7) A completed copy of the representations and certifications at Federal Acquisition Regulation (FAR) 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the offeror shall complete electronically);

(8) Acknowledgment of Quotation Amendments;

(9) Past performance information will not be considered in simplified acquisition procurements.

(10) Quotes 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, or information, or reject the terms and conditions of the solicitation may be excluded from consideration.

(c) Period for acceptance of Quotes. The offeror agrees to hold the prices in its offer 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. When required by the solicitation, product samples shall be submitted at or prior to the time specified for receipt of quotes. Unless otherwise specified in this solicitation, these samples shall be submitted at no expense to the Government, and returned at the sender’s request and expense, unless they are destroyed during pre-award testing.

(e) Multiple Quotes. Quoters are encouraged to submit multiple quotes presenting alternative terms and conditions, including alternative line items (provided that the alternative line items are consistent with FAR subpart 4.10), or alternative commercial products or commercial services for satisfying the requirements of this solicitation. Each quote submitted will be evaluated separately.

(f) Late submissions, modifications, revisions, and withdrawals of quotes.

(1) Quoters are responsible for submitting quotes, and any modifications, revisions, or withdrawals, 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 4:30 p.m., local time, for the designated Government office on the date that quotes or revisions are due.

(2) Any quote 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 determines that accepting the late quote would not unduly delay the acquisition.

(3) If an emergency or unanticipated event interrupts normal Government processes so that quotes cannot be received at the Government office designated for receipt of quotes by the exact time specified in the Request for Quote, and urgent Government requirements preclude amendment of the solicitation or other 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 from a price and technical standpoint. However, the Government may reject any or all quotes if such action is in the public’s best interest. In addition, the Contracting Officer (CO) may issue a purchase order to other than the quoter with the lowest quoted price.

(h) Multiple awards. The Government may accept 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 quotation, offers may not be submitted for quantities less than those specified in the RFQ. 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 quote.

(i) Availability of requirements documents cited in the solicitation.

(1)

(i) The GSA Index of Federal Specifications, Standards and Commercial Item Descriptions, FPMR Part 101–29, and copies of Federal specifications, standards, and product descriptions can be downloaded from the ASSIST website at https://assist.dla.mil.

(ii) If the General Services Administration, Department of Agriculture, or Department of Veterans Affairs issued this solicitation, a copy of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained from the address in paragraph (i)(1)(i) of this provision.

(2) Most unclassified Defense specifications and standards may be downloaded from the ASSIST website at https://assist.dla.mil.

(3) Defense documents not available from the ASSIST website may be requested from the Defense Standardization Program Office by—

(i) Using the ASSIST feedback module ( https://assist.dla.mil/feedback); or

(ii) Contacting the Defense Standardization Program Office by telephone at 571–767–6688 or email at assisthelp@dla.mil.

(4) Nongovernment (voluntary) standards must be obtained from the organization responsible for their preparation, publication, or maintenance.

(j) Unique entity identifier. (Applies to all quotes that exceed the micro-purchase threshold, and quotes at or below the micro-purchase threshold if the Request for Quote (RFQ) requires the Contractor to be registered in the System for Award Management (SAM).) The Quoter shall enter, in the block with its name and address on the cover page of its offer, the annotation "Unique Entity Identifier" followed by the unique entity identifier that identifies the Quoter's name and address. The Quoter also shall enter its Electronic Funds Transfer (EFT) indicator, if applicable. The EFT indicator is a four-character suffix to the unique entity identifier. 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 Quoter does not have a unique entity identifier, it should contact the entity designated at www.sam.gov for unique entity identifier establishment directly to obtain one. The Quoter should indicate that they are planning to submit a quote for a Government Request for Quote (RFQ) when contacting the entity designated at www.sam.gov for establishing the unique entity identifier.

(k) [Reserved]

(l) Notification. The CO will not notify unsuccessful quoters that responded to this Request for Quotation (RFQ).

52.216-1, Type of Contract (APR 1984) (DEVIATION NOV 2025).

(End of provision)

FAR 52.212-4, Contract Terms and Conditions–Commercial Products and Commercial Services

(NOV 2023)

Addendum to FAR 52.212-4

2. FAR 52.212-2, Evaluation-Commercial Products and Commercial Services (NOV 2021)

3. FAR 52.212-3, Offerors Representations and Certifications–Commercial Products and Commercial Services (MAY 2024) (DEVIATION FEB 2025)

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

The following contract clauses apply to this acquisition:

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

52.216-19 ORDER LIMITATIONS (OCT 1995)

(a) Minimum order. When the Government requires supplies or services covered by this contract in an amount of less than $15.00, the Government is not obligated to purchase, nor is the Contractor obligated to furnish, those supplies or services under the contract.

(b) Maximum order. The Contractor is not obligated to honor—

(1) Any order for a single item in excess of $6,000.00;

(2) Any order for a combination of items in excess of $500,000.00; or

(3) A series of orders from the same ordering office within 3 days that together call for quantities exceeding the limitation in paragraph (b)(1) or (2) of this section.

(c) If this is a requirements contract (i.e., includes the Requirements clause at subsection 52.216-21 of the Federal Acquisition Regulation (FAR)), the Government is not required to order a part of any one requirement from the Contractor if that requirement exceeds the maximum-order limitations in paragraph (b) of this section.

(d) Notwithstanding paragraphs (b) and (c) of this section, the Contractor shall honor any order exceeding the maximum order limitations in paragraph (b), unless that order (or orders) is returned to the ordering office within 3 days after issuance, with written notice stating the Contractor's intent not to ship the item (or items) called for and the reasons. Upon receiving this notice, the Government may acquire the supplies or services from another source.

(End of Clause)

VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

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

VAAR 852.246-71 REJECTED GOODS (OCT 2018)

(End of Addendum to 52.212-4)

FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Products and Commercial Services (JAN 2025)

The following subparagraphs of FAR 52.212-5 are applicable:

52.203–17, Contractor Employee Whistleblower Rights (NOV 2023)

52.204–27, Prohibition on a ByteDance Covered Application (JUN 2023)

52.204–30, Federal Acquisition Supply Chain Security Act Orders— Prohibition. (DEC 2023)

52.209-9, Updates of Publicly Available Information Regarding Responsibility Matters. (OCT

2018) (DEVIATION NOV 2025)

52.209–6, Protecting the Government’s Interest When Subcontracting with Contractors Debarred, Suspended, Proposed for Debarment, or Voluntarily Excluded. (JAN 2025)

52.219–4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns (OCT 2022)

52.219-8, Utilization of Small Business Concerns (JAN 2025)

52.219-28, Postaward Small Business Program Representation (JAN 2025)

52.222–36, Equal Opportunity for Workers with Disabilities (JUN 2020)

52.222-50, Combating Trafficking in Persons (NOV 2021)

52.223-23, Sustainable Products and Services (May 2024) (DEVIATION FEB 2025)

52.225-13, Restrictions on Certain Foreign Purchases (FEB 2021)

52.226-8, Encouraging Contractor Policies to Ban Text Messaging While Driving (MAY 2024)

52.232-33, Payment by Electronic Funds Transfer—System for Award Management (OCT 2018)

52.240–1, Prohibition on Unmanned Aircraft Systems Manufactured or Assembled by American Security Drone Act—Covered Foreign Entities (NOV 2024)

All questions shall be sent in writing to Attn to Carlos Rodriguez, Quote number, Carlos.Rodriguez14@va.gov, no later than December 08, 2025, at 10:00 am CST.

All quoters shall submit the following: Shall submit quotes via email to Carlos.Rodriguez14@va.gov no later than 10:00 am CST on or before December 12, 2025.

The award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 12. 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.

Options will be evaluated at the time of award.

The following are the decision factors:

The award will be made to the response most advantageous to the Government.

Responses should contain your best terms, conditions.

ADDENDUM to 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES

(a) 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, price and other factors considered.

(1) The following factors shall be used to evaluate quotations: The factors such as (1) technical capability or quality of the item offered to meet the Government requirement; (2) price;

and (3) past performance. The following is standard evaluation criteria.

(2) Technical or Quality

(3) Past Performance

(4) Price

(1) 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). Quotations may exceed minimum requirements of the solicitation. The Government reserves the right to select a quotation that provides benefit to the Government that exceeds the minimum requirements of the solicitation but is not required to do so. Each response must meet the minimum requirements of the solicitation. The Government is not requesting or accepting alternate quotations. The evaluation will consider the following:

1. Technical or Quality.

2. Past Performance: The past performance evaluation will assess the relative risks associated with a quoter’s likelihood of success in fulfilling the solicitation’s requirements as indicated by the quoter’s record of past performance. The past performance evaluation may be based on the contracting officer’s knowledge of and previous experience with the supply or service being acquired; Customer surveys, and past performance questionnaire replies; Contractor Performance Assessment Reporting System (CPARS) at http://www.cpars.gov/; or any other reasonable basis.

3. Price: The Government will evaluate the price by adding the total of all line item prices, including all options. The Total Evaluated Price will be that sum.

(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.

Submission of your response shall be received not later than 10:00 am CST December 12, 2025, at Carlos.Rodriguez14@va.gov. Special instructions: No hand delivery will be accepted;

all quotes must be submitted via email as a PDF.

Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212- 1(f).

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

Carlos Rodriguez, Contract Specialist, 615-867-6000 ext. 20411 and e-mail address Carlos.Rodriguez14@va.gov.

STATEMENT OF WORK

SCOPE OF WORK

The contractor shall provide all services, labor, travel, transportation, material, shipping, parts, and equipment necessary to perform repair for the equipment listed in the “Equipment” section of this Statement of Work in accordance with the original manufacturer’s specifications for the Lt.

Col. Luke Weathers, Jr. VA Medical Center located at 116 N Pauline. St, Memphis, TN 38105 to ensure dependable and reliable equipment operation.

The contractor shall provide all equipment (badge, beacons, and base stations), to collect electronic hand hygiene monitoring data at Lt. Col. Luke J. Weathers (Memphis) VA Medical Center. All devices will be used at Lt. Col. Luke J. Weathers (Memphis) VA Medical Center. The hand hygiene compliance monitoring will be 24 hours/7 days a week.

Lt. Col. Luke J. Weathers (Memphis) VA Medical Center continuously monitors and performs surveillance of Healthcare-Associated Infections (HAI), particularly Central Line Associated Blood Stream Infections (CLABSI), Catheter-Associated Urinary Tract Infections, Clostridium difficile (c.

diff), and Multi-Drug-Resistant Organisms (MDRO). Patients in healthcare settings are at risk of getting infections while receiving treatment for other conditions. Cleaning hands can prevent the spread of germs, including those resistant to antibiotics, and protect healthcare personnel and patients.

EQUIPMENT

Badge

Base station

Door beacon

Sink beacon mailto:Carlos.Rodriguez14@va.gov

REQUIREMENTS

The solution will continually monitor hand hygiene compliance 24 hours per day.

The solution will allow for comprehensive reports over a minimum of Just-in-Time reporting accessible only to designated persons utilizing login and passcode.

Reports should (at a minimum) include individual comprehensive reporting tools.

The solution should include one (1) device worn by a staff member to show compliance with the facility’s hand hygiene policy. This device will clearly show a green, yellow, or red LED and an audible/vibration notification for patient engagement.

The system is self-sustained utilizing a NON-VA network, with the vendor providing all maintenance requirements.

The solution should comply with all Federal Employee Union requirements.

The solution should allow the VA administrator to perform contact tracing (via mapping & reporting) to determine the spread of infections.

The solution will require only one smart, fully integrated device on each wearer in addition to the system’s RFID card.

The contractor shall provide the necessary equipment for installation, system maintenance, and an equipment warranty for the duration of the agreement, including the replacement hardware for reasonable wear.

The contractor secures data hosting and a dedicated portal for Web access to the Solution user data and performance reports, and regularly schedules data analysis meetings.

The contractor provides on-site support during implementation, ongoing user support, including video training materials, and schedules client success visits.

The contractor will provide access to reports to designated individuals identified by Lt. Col. Luke Jr. Weathers (Memphis), VA Medical Center Chiefs.

The contractor will provide on-site service level responses to the solution’s outages.

The contractor will maintain the privacy of individual staff information through encryption, sharing name, section, and role to predetermined appropriate administration.

SAFETY

The contractor/vendor shall always, ensure that all work provided complies with all local, State, and Federal rules and regulations pertaining to workplace safety. The contractor shall take all proper safety and health precautions to protect the work, the workers, the public and the property.

There is no publicly accessible interface to the embedded computer, and the base station is designed to communicate only with Solution API servers. All transactions are initiated from the Solution base station and utilize NON-VA network. There is no externally initiated command and control of base stations. The base stations have two network interfaces designed to be mutually exclusive. Solution cannot access the Computerized Patient Records System (CPRS) and/or other general files, internal VA network, and data.

The Solution is HIPAA Compliant and does not have the capability to access PHI or any type of patient information including all medical records and other individually identifiable health information used or disclosed by a covered entity in any form, whether electronically, on paper, or orally.

PLACE OF PERFORMANCE

Lt. Col. Luke Weathers, Jr. VA Medical Center; 116 N. Pauline St., Memphis, TN 38105

HOURS OF OPERATION

The contractor will perform services required during the hours of 8:00 am – 4:30 pm, Monday through Friday or as directed by the designated Lt. Col. Luke Weathers, Jr. VA Medical Center Point of Contact.

U.S LEGAL HOLIDAYS

The following is a list of U.S. Government holidays. If the holiday falls on a Saturday, the preceding Friday is observed as the holiday; if the holiday falls on a Sunday, the following Monday is observed as the holiday.

HOLIDAY DATE

New Year’s Day Jan 1

Martin Luther King’s Birthday 3rd Monday in Jan

President’s Day 3rd Monday in Feb

Memorial Day Last Monday in May

Juneenth June 19

Independence Day July 4

Labor Day 1st Monday in Sep

Columbus Day 2nd Monday in Oct

Veterans Day Nov 11

Thanksgiving Day 4th Thursday in Nov

Christmas Day Dec 25

SECURITY/ IDENTIFICATION

The contractor's employees shall check in and out with the VA Police to obtain visitor identification each day. Employees must have a valid state or government identification. All contractor/vendor personnel shall display a Lt. Col. Luke Weathers, Jr., VA Medical Center-issued identification badge while performing work on any VAMC property.

Smoking is prohibited on the property except in designated areas. Possession of weapons is prohibited (in a vehicle or on a person). Enclosed containers, including tool kits, shall be subject to search. Violations of the VA regulations may result in citation answerable in the United States (Federal) District Court.

Contractor employees (crew) when on VAMC Memphis grounds; shall not bring visitors into the facility; shall not bring into the facility, any form of weapons or contraband; shall not bring in any alcohol or drugs or be under the influence of alcohol/drugs; shall conduct themselves professionally and politely at all times; shall not cause any disturbances in the facility, are subject to all the rules and regulations of the Lt. Col. Luke Weathers, Jr. VA Medical Center. Contractor personnel shall present a neat appearance and be easily recognized. Contractor shall furnish and require every on-site company employee to wear a company shirt and safety shoes. All company workers while on duty shall be identified by a uniform shirt or blouse indicating the company logo.

The print should be large enough to be easily read. In addition, all company staff are assigned to work at VAMC Memphis.

ITE REGULATIONS:

All work shall be performed in accordance with Lt. Col. Luke Weathers, Jr., VA Medical Center rules & regulations.