36C25725Q0680.docx

SUBJECT*

Dental Hygiene Chairs

GENERAL INFORMATION

SET-ASIDE

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs South Texas Veterans HCS 5441 Babcock Rd. STE 302 Temple TX 76504

POINT OF CONTACT*

Contract Specialist Tammy L Wilson Tammy.wilson5@va.gov 254-661-5372

PLACE OF PERFORMANCE

Valley Coastal Bend VAMC

2600 Veterans Drive

Harlingen TX

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

This is a Sources Sought notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted in response to this Source Sought notice. Respondents will not be notified of the results of the evaluation.

The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS 339114 – 750 Emp. The Department of Veterans Affairs (VA), Network Contracting Office 17 (NCO 17) is seeking to identify any vendor capable of providing Eight (8) Dental Hygiene Chairs for the Valley Coastal Bend VAMC, 2600 Veterans Drive, Harlingen, TX 78550. Refer to the Statement of Work (SOW) for the requested requirement description. The standard shall be of quality; meeting or exceeding those outlined in the SOW.

This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirement. Vendors are being invited to submit information relative to their potential to fulfill this requirement, in the form of a capability response that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer’s review of the market base, for acquisition planning, size determination, and procurement strategy.

Submission Instructions: Interested parties who consider themselves qualified to perform the services are invited to submit a response to this Sources Sought Notice by 2:00 PM CST, June 27, 2025. All responses under this Sources Sought Notice must be emailed to Tammy.Wilson5@va.gov. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.

Interested parties should complete the attached Sources Sought Worksheet. Parties may submit additional information related to their capabilities, provided it contains all the requirements contained in the Sources Sought Worksheet. Responses to this Sources Sought shall not exceed 10 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format.

SAM: Interested parties shall be registered in the System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. SAM information can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220. Interested parties not registered in SAM will be ineligible to receive a government contract, should a solicitation be issued resulting from this Sources Sought.

VISTA: The VA utilizes VISTA to issue a purchase order and liquidate invoices. Failure to register in VISTA may result in exclusion from the issuance of a VA contract, should a solicitation be issued resulting from this Sources Sought.

Respondents claiming SDVOSB and VOSB status shall be registered and verified in SBA Veteran Small Business Certification at Veteran Small Business Certification (sba.gov).

ALL SUBMISSIONS SHALL SHOW PROOF OF THE COUNTRY OF ORIGIN (MANUFACTURE).

Attachment 1 Sources Sought Worksheet

QUALIFICATION INFORMATION:

Company / Institute Name: _______________________________________________________ Address: ______________________________________________________________________ Phone Number: ________________________________________________________________ Point of Contact: _______________________________________________________________ E-mail Address: ________________________________________________________________ Unique Entity Identifier (UEI) #: ___________________________________________________ CAGE Code: __________________________________________________________________ Other available contract vehicles (GSA/FSS/NASA SEWP/ETC): ________________________ **Country of Origin:______________________________________________________________

SOCIO-ECONOMIC STATUS:

SBA/VIP Verified SDVOSB: (Y / N) SBA/VIP Verified VOSB: (Y / N) 8(a): (Y / N) HUBZone: (Y / N) Economically Disadvantaged Women-Owned Small Business: (Y / N) Women-Owned Small Business: (Y / N) Small Business: (Y / N) NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and verified in SBA Veteran Small Business Certification at Veteran Small Business Certification (sba.gov) BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION.

Sources Sought Notice Sources Sought Notice

Sources Sought Notice

STATEMENT OF WORK

1.0 SCOPE

The Veterans Health Administration (VHA) has a requirement for healthcare furniture in support of Corpus Christi VA Dental Clinic that meet the VHA IDIQ specifications and high-quality threshold while integrating excellent environmental stewardship.

Dental chairs and the delivery system are for the dental operatory rooms, for ancillary support and related services to outfit the Corpus Christi VA Dental Clinic.

The contractor shall provide all labor, materials, a direct replacement of current equipment, transportation, professional installation, training, warranty services and supervision necessary to satisfy the needs of each ordering activity. There will be no modifications from the facility’s side in order to proceed with replacement.

1.1 Equipment

1.1.1 (8) Hygiene Dental Chair must include Traditional Delivery System, deluxe touchpad, syringe, Cavitron integrated scaler,5-hole, 6-pin, 6-pin tubing, tray holder and tray.

1.1.2 (8) 12 O’clock Assistant’s Instrumentation must be designed to be mounted on cabinet, dual 2-position holder with dual HVE, autoclavable assistant's QD syringe, standard touchpad, QD's for air and water, standard tray holder and tray, power supply connector kit, and solid surface worksurface.

1.1.3 (8) Radius LED Dental Light must include dual mounts to dental chair.

1.1.4 (8) Radius Monitor Mount Floating must include arm and floating tilt for use on dental chair with light.

1.1.5 (8) Doctor’s Stool must be designed with a Dynamic seat armature for premium comfort and support. Adjustments for seat tilt, backrest height and backrest tilt. Noise dampening multi-surface casters. Gas cylinder for height adjustment with height range of 19.6" to 24.1".

1.1.6 (8) Assistant Stool must be designed with a Dynamic seat armature for premium comfort and support. Torso support with height and pivot adjustment. Height adjustable foot ring. Noise dampening multi-surface casters. Gas cylinder for height adjustment with height range of 23.1" to 28.7".

1.2 Trade-ins

Texas Valley Coastal Bend Health Care System (TVCBHCS) is open to trade-ins on the following equipment:

1.2.1 Room # E165

Dental delivery unit -EE10156, ser#13067709 Dental light- EE10164, Ser#13069696 Dental chair exam/treatment EE10146, ser#13068510 Dental assistant delivery unit 12 o’clock ee10252, sn# 12J11385

1.2.2 Room #e180

Dental delivery unit - EE 10158, sn#13c6771 Dental light- EE 10166, sn#13C69694 Dental chair exam/treatment - EE 10145, sn#13c70608 Dental assistant delivery unit 12 o’clock- EE 10247, sn#12J11389

1.2.3 Room #E174

Dental delivery unit - EE 10153 sn#13067708 Dental light- EE 10161, sn#13069700 Dental chair exam/treatment: EE 10142 sn#13068512 Dental assistant delivery unit 12 o’clock: EE 10249, sn#12J11395

1.2.4 Room #E163

Dental delivery unit - EE 10155, sn#13067705 Dental light- EE 10163, sn#13069699 Dental chair exam/treatment- EE 10144, sn#13068528 Dental assistant delivery unit 12 o’clock - EE 10251, sn#12J11388

1.2.5 Room #E161

Dental delivery unit - EE 10154,sn#13067707 Dental light- EE 10162, sn#13069698 Dental chair exam/treatment - EE 10143, sn#13068515 Dental assistant delivery unit 12 o’clock - EE 10250, sn#12J11397

1.2.6 Room #E172

Dental delivery unit - EE 10152, sn#13067710 Dental light- EE 10160, sn#13069695 Dental chair exam/treatment-ee10141, sn#13070610 Dental assistant delivery unit 12 o’clock- EE 10189, sn#12J11394

1.2.7 Room #E170

Dental delivery unit - EE 10151, sn#13070959 Dental light- EE 10159, sn#13069697 Dental chair exam/treatment - EE 10140, sn#13070603 Dental assistant delivery unit 12 o’clock - EE 10248, sn#12J11396

1.2.8 Room #E182

Dental delivery unit - EE 10157, sn#13067706 Dental light- EE 101165, sn#12K29878 Dental chair exam/treatment- EE 10147, sn#13068517 Dental assistant delivery unit 12 o’clock- EE 10246, sn#12J11386 s

2.0 GENERAL CONDITIONS

2.1 Delivery and Receiving

2.1.1 Delivery shall be freight on board (FOB) – Destination.

2.1.2 The vendor is required to define the need for a staging area to accommodate item delivery, if needed. Post-award, this information will be confirmed with the vendor.

2.1.3 The delivery of items identified in this document shall take place during normal business hours which are defined as: 0800 to 1630 (i.e.: 8:00am to 4:30pm Central Time), Monday through Friday, and excluding Federal Holidays.

2.1.4 Delivery trucks will not be permitted to remain at the loading dock. Trucks shall be unloaded, moved from the dock, and then brought back to the dock if required to haul out any waste, tools, or excess materials.

2.1.5 Labeling of delivered items shall include the awarded contract number and VA purchase order number for identification and reference upon receipt of product.

2.1.6 Equipment shall be pre-assembled at factory, blanket wrapped and delivered to clinic physically placing the product into each operatory.

2.2 Use of Warehouse

2.2.1 If the vendor requires the use of the Government’s activation contractor’s warehouse to meet the requirements of this contract the vendor must provide a certificate of insurance prior to the delivery and offloading of the item(s). This insurance certificate must be completed and presented to the activation contractor prior to delivery.

2.2.2 The vendor shall communicate through the VA POC any required coordination requirements.

2.3 Clean Up and Disposal

2.3.1 There are no dumpsters available for vendor use.

2.3.2 The removal of waste and/or excess material shall be conducted through the loading dock area. Delivery trucks and/or other vendor vehicles will not be permitted to remain at the loading dock. Vehicles will need to be brought back to the dock if required to remove any waste, tools, or excess materials.

2.4 Deliverables

2.4.1 The vendor shall provide CAD drawings (including shop drawings) and specifications for site prep for their product as required.

2.5 De-installation, Assembly and Installation [ ☒ is ☐ is not required]

2.5.1 The vendor is required to manage and coordinate deinstallation and installation at the VA Corpus Christi Specialty Dental Clinic with the VA POC.

2.5.2 On-site deinstallation, assembly and installation of all items, and performance of services identified in this document shall take place during normal business hours which are defined as: 0800 to 1630 (i.e.: 8:00am to 4:30pm Central Time), Monday through Friday, and excluding Federal Holidays.

2.5.3 The vendor is required to define the need for a staging area to accommodate item assembly and installation, if needed. Post-award, this information will be confirmed with the vendor.

2.5.4 The vendor shall be responsible for assembly and anchoring of all items per factory specification and agency requirements, final air and vacuum connections, calibration and function testing of equipment.

2.5.5 The vendor shall protect all finished spaces and surfaces as required from delivery and installation damage. The vendor shall use covering and protection to the extent necessary to prevent damage to finished spaces. Any damage occurred during delivery deinstallation, and installation is the responsibility of the vendor. The vendor will be responsible for paying for and repairing any damage or noted deficiencies to finished spaces and surfaces that occur as a result of the vendor’s (or associated sub-contractors) installation.

2.5.6 During the entire duration of deinstallation, assembly and installation, the vendor will have a competent representative on-site as the vendor’s contact, and to serve as the interface between the vendor and VA Corpus Christi Specialty Clinic. On-site representative can be the installer. All instructions provided from COR to the representative will be binding as if given to the vendor’s main contact. The COR may provide specific instructions, however, only the Contracting Officer may change the terms or conditions of the contract.

2.6 Training [ ☒ is ☐ is not required]

2.6.1 The vendor shall coordinate through the VA POC to provide a hands-on training session to staff selected by the VA at no additional cost. The vendor will record the training and provide an electronic copy of the training to the VA POC for VA to use to train additional personal at a future date. In addition, the vendor shall provide additional training documents to the VA POC for training additional persons at a future date.

2.7 Standard Warranty

2.7.1 The products shall be covered by vendor’s standard warranty terms and provisions, provided, however that the warranty coverage shall be no less than the following: Parts only, covering defects in material and workmanship, 5 Years for Dental Chairs, Stools, Lights, Delivery Systems, Monitor Mounts, and Dental Furniture.

2.7.2 1 Year for Clinical Products.

2.7.3 The Vendor shall provide a warranty certificate/form stating the warranty period, terms, and information required to initiate the warranty.

2.7.4 The warranty period set forth therein shall run for one, two or five years depending on the warrantied item in question following the first day of use at VA Corpus Christi Specialty Dental Clinic.

2.7.5 The vendor shall extend such warranty directly to the customer as if such customer had purchased the Products directly from the vendor;

2.7.6 The vendor shall warrant the products against defects in material and workmanship under normal use and service, repair or replace at vendor’s cost any defective Product (or issue a credit or refund, as the case may be, based on the purchase price paid therefor); and

2.7.7 The vendor shall pay (or refund the amount of) all freight and shipping charges for any defective Products returned under this paragraph.

2.8 Use of Premises

2.8.1 If during the performance of this contract, work will be carried out on VA Corpus Christi Specialty Clinic premises, the vendor shall perform all work in such a manner that will cause a minimum interference with VA Corpus Christi Specialty dental Clinic operations.

Information Systems Officer, Information Protection:

The contractor will not have access to VA Desktop computers and will not have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody.

Privacy Officer

The contractor will not have access to protected Patient Health Information (PHI) and will not have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. All research data available for Contractor analyses is de-identified.

6. Records Management

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. TVCBHCS 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 TVCBHCS 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 TVCBHCS. 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 TVCBHCS 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 TVCBHCS 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 TVCBHCS policy.

8. The Contractor shall not create or maintain any records containing any non-public TVCBHCS 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 TVCBHCS 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 TVCBHCS 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 VHA-provided records management training, Talent Management System (TMS) Item #10176, Privacy and Information Security, Rules of Behavior. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.