36C25024Q0390_1.docx

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

GENERAL INFORMATION

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs Network Contracting Office (NCO) 10 3200 Vine St Cincinnati OH 45219

POINT OF CONTACT*

Contract Specialist Don Caldwell don.caldwell@va.gov 412-822-1007

PLACE OF PERFORMANCE

Chillicothe VAMC

17273 SR 104

Chillicothe OH

ADDITIONAL INFORMATION

DESCRIPTION

COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS

General Information

Contracting Office Address 3200 Vine St. Cincinnati, OH 45220 Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6 in conjunction with Part 13 of Federal Acquisition Regulation (FAR), as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. This Solicitation is issued as a Request for Quote (RFQ), and the solicitation number is 36C250-24-Q-0390.

This notice incorporates provisions and clauses in effect through Federal Acquisition Circular (FAC) 2024-03 effective 23FEB24 and the Veterans Affairs Acquisition Regulations (VAAR). The complete text of any of the clauses and provisions may be accessed in full text at http://farsite.hill.af.mil.

This Solicitation is set-aside for small business. The NAICS Code is 339112 – Surgical and Medical Instrument Manufacturing. The PSC code is 6650 – Optical Instruments, Test Equipment, Components and Accessories.

The Cincinnati, OH Contracting Office is seeking to purchase a Robotic Total Station including supplies at the Veterans Affairs Medical Center in Chillicothe, OH. The Statement of Work (SOW) is enclosed.

This is a new procurement. It does not replace an existing contract. No prior contract information exists.

Complete instructions for submitting a response to this solicitation and applicable provisions and clauses are enclosed. All offerors are advised to pay careful attention to the quote submission instructions as there are very specific instructions as what is required to be provided.

The applicable line item/CLIN is enclosed.

Any award resulting from this solicitation will be issued on a Standard Form 1449.

NOTE: To receive an award resulting from this solicitation, offerors MUST be registered in the System for Award Management (SAM) database. Registration may be done online at: www.acquisition.gov or www.sam.gov.

No questions will be answered after 29MAR24 at 1600 HRS EST. Questions may be sent via email to Don Caldwell at don.caldwell@va.gov.

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Contract Specialist, Don Caldwell at don.caldwell@va.gov.

Point of Contact:

Don Caldwell Contract Specialist | Commodities 1 (Ohio) Department of Veterans Affairs | Regional Procurement Office Centeral | Network Contracting Office 10 Phone: (412) 822-1007 3200 Vine St. | Cincinnati OH 45220 don.caldwell@va.gov

A.1 PRICE/COST SCHEDULE

ITEM INFORMATION

FOCUS 50 AUTOLOCK BASE HARDWARE

PRINCIPAL NAICS CODE: 339112 - Surgical and Medical Instrument Manufacturing PRODUCT/SERVICE CODE: 6650 - Optical Instruments, Test Equipment, Components and Accessories

LOCAL STOCK NUMBER: FOCUS50-HW-A

OPTION - FOCUS 50 - AUTOLOCK TO SHORT RANGE ROBOTIC

LOCAL STOCK NUMBER: FOCUS50-OPT-SRR

Configuration - Focus 50 - 1" Angular Accuracy

LOCAL STOCK NUMBER: FOCUS50-CFG-01

ROBOTIC BPACK, LI-ION, 10.8V, 6500mAHr

LOCAL STOCK NUMBER: 99511-40

Trimble Geospatial Accessory - Dual Battery Charger with Power Supply and Power Cord (North America)

LOCAL STOCK NUMBER: 101070-00-01

PRISM - 360 PRISM BLACK INCL HEIGHT ADAPTER TO STANDARD ROD, PRISM CONST: 0.002M

LOCAL STOCK NUMBER: 58023002

ROD- 2.6M TELESCOPIC RANGE POLE-SPECTRA

LOCAL STOCK NUMBER: 88400-03-SPN

BIPOD,TRB,1/2-13SS,ANTI-CRUSH

LOCAL STOCK NUMBER: 5217-04-FLY

TRIMAX STD DUAL CLAMP TRIPOD

LOCAL STOCK NUMBER: 90553

SPECTRA DC- RANGER 5, WWAN, WORLDWIDE REGION

LOCAL STOCK NUMBER: RG5-1-1100-00

ORIGIN MAX - PERPETUAL

LOCAL STOCK NUMBER: OR-MAX-P

TSC5 POLE MOUNT BRACKET - SINGLE SINGLE BRACKET, SPLIT FROM 5 PACK PN: 121952-01-GEO

LOCAL STOCK NUMBER: 121952-01

TSC5 / TSC7 Quick Release Pole Mount Clamp with Adjustable Arm

LOCAL STOCK NUMBER: 121951-01-GEO

STATEMENT OF WORK (SOW)

1. as of 2/12/2024

1. Contract Title

Furnish Robotic Total Station, Data Collector, and Other Accessories

2. Background Chillicothe VA Medical Center Planning and Design Office expansion of in-house design services, construction inspection, and as-built conditions has resulted in the need to a precision one-man-operable measuring device. This device will allow for measurement and layout to facilitate design and construction projects at the medical center.

3. Scope Vendor to furnish a robotic total station and data collector, in addition to the auxiliary equipment required to operate the total station.

4. Specific Tasks

4.1. Task 1-Furnish the following:

4.1.1. Robotic Total Station

Performance Characteristics:

Robotic Total Station Prism Tracking Optical Plummet Tracklight/Guide Light IP65 Dust and water protection Reflectorless/ Direct Reflex/ DR mode Minimum Rotational Speed: 90 degrees/sec Angular Accuracy: ≤2” Prism Distance Accuracy: 1mm + 2ppm Reflectorless/DR Accuracy: 2mm + 2ppm Reference Material: Unit to be supplied with Operators Manual, Service Manual, Diagnostic/Repair Manual, and any other applicable references either digitally or hard copy.

Warranty: All components and subsystems shall be covered by a 1-year warranty.

4.1.2. Data Collector

Performance Characteristics:

Capable of interfacing with Total Station via Long-Range Bluetooth and/or Radio With Perpetual Software License not requiring updates

4.1.3. Two (2) Spare Batteries

4.1.4. Battery Charger

4.1.5. 360 Prism

4.1.6. Telescopic Prism Pole

4.1.7. Bipod

4.1.8. Tripod

4.1.9. Data Collector Bracket

4.2. Task-2 Delivery:

Vendor shall arrange and cover the cost of freight. Deliveries will be made to:

Chillicothe VA Medical Center Building 23 / Warehouse 17273 State Route 104 Chillicothe, OH 45601

Deliveries will be inspected upon arrival for defects by COR, Program Manager, VA Logistics and Engineering staff. Vendor is responsible for ensuring all items are delivered in acceptable condition, damaged items will not be accepted. Deliveries shall be made Monday-Friday (excluding Federal Holidays) between the hours of 0700-1530. Deliveries will be received at the Chillicothe VA Medical Center Warehouse, unless otherwise instructed upon arrival.

4.3. Task-3 Installation of Equipment

Installation is not required.

5. Deliverables

5.1.1. One (1) Robotic Total Station

5.1.2. One (1) Data Collector

5.1.3. Two (2) Spare Batteries

5.1.4. One (1) Battery Charger

5.1.5. One (1) 360 Prism

5.1.6. One (1) Telescopic Prism Pole

5.1.7. One (1) Bipod

5.1.8. One (1) Tripod

5.1.9. One (1) Data Collector Bracket

5.1.10. Freight for delivery of items

5.2. Shop Drawings

Shop drawings of equipment, to include specifications, and other pertinent information shall be provided

6. Performance Monitoring The request is for goods to be delivered to the Chillicothe VAMC in good condition. VAMC COR and Program Manager in co-ordination with VA Logistics and the Planning and Design Office will be responsible for overseeing delivery and inspecting items for defects upon delivery for final acceptance.

7. Security Requirements Contractor will not require access to VA sensitive information to fulfill the terms of the contract. Contractor will not require access to VA buildings and the related building service equipment to fulfill terms of the contract.

The C&A requirements do not apply, and that a Security Accreditation Package

8. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI)

No Government-Furnished Equipment required.

9. Other Pertinent Information or Special Considerations

Contractor responsible for delivery of all receivables without damage.

Final acceptance of equipment to be determined by VAMC COR in coordination with VA Logistics and the Planning and Design Office.

10. Place of Performance The place of performance (delivery) is Chillicothe VAMC. The address of the Chillicothe VAMC is:

Chillicothe VA Medical Center Building 23, Warehouse 17273 State Route 104 Chillicothe, Ohio 45601

11. Period of Performance The period of performance shall be no more than 30 days from the issuance of the Notice to Proceed by the Contracting Officer.

12. Delivery Schedule

Contractor responsible for all deliveries. Delivery of contracted goods shall be complete within 30 calendar days of notice to proceed by VA Contracting Officer. All deliveries shall be coordinated with the VA COR,.VA Logistics, and the Planning and Design Office.

13. RECORDS MANAGEMENT OBLIGATIONS

A. Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes Chillicothe VAMC records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their Chillicothe VAMC contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. Chillicothe VAMC and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of Chillicothe VAMC or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to Chillicothe VAMC. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to Chillicothe VAMC control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Chillicothe VAMC guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Chillicothe VAMC policy.

8. The Contractor shall not create or maintain any records containing any non-public Chillicothe VAMC information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The Chillicothe VAMC owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which Chillicothe VAMC shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take Chillicothe VAMC-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.] D. Flowdown of requirements to subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

Combined Synopsis/Solicitation Notice

The following solicitation provisions apply to this acquisition:

FAR 52.212-1, “INSTRUCTIONS TO OFFERORS–COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES” (SEP 2023) FAR 52.212-3, “OFFERORS REPRESENTATIONS AND CERTIFICATIONS–COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES” (NOV 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 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:

FAR 52.212-4, “CONTRACT TERMS AND CONDITIONS–COMMERCIAL PRODUCTS AND COMMERCIAL SERVIES” (NOV 2023) ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES Clauses 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 clauses are incorporated into 52.212-4 as an addendum to this contract:

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

FAR 52.212-5, “Contract Terms and Conditions Required to Implement Statutes or Executive Orders” DEC 2023 The following subparagraphs of FAR 52.212-5 are applicable:

[52.203-6, 52.204-10, 52.209-6, 52.219-6, 52.222-3, 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, 52.225-13, 52.232-18, 52.232-19, and 52.232-33.] FAR 52.233-2 SERVICE OF PROTEST (SEPT 2006) - - Hand-Carried Address: Department of Veterans Affairs, Network Contracting Office 10, 3200 Vine St. Cincinnati, OH 45220.

All quoters shall submit the following: A completed schedule with pricing, adequate documentation detailing the capabilities of the product.

All quotes shall be sent to the electronically via email to Don Caldwell @ don.caldwell@va.gov.

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 pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government.

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

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.

Submission of your response shall be received not later than 04APR24 AT 1430 HOURS EST to don.caldwell@va.gov 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 Don Caldwell Contract Specialist Network Contract Office (NCO) 10 Office: 412-822-1007 Email: don.caldwell@va.gov

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Combined Synopsis/Solicitation Notice