Amendment to Intent to Sole Source Posting.docx

AMENDMENT to Intent to Sole Source Posting originally posted 01/21/2025.

The purpose of this Amendment is to change “FSS” to “NAC”, to extend the closing date from 01/28/2025 to 02/04/2025, and to attach the Statement of Work.

See fully corrected Intent to Sole Source below.

This is a Notice of Intent published in accordance with Federal Acquisition Regulation (FAR) 5.101(a)(1) requiring the dissemination of information regarding proposed contract actions. This Notice of Intent is for a proposed award of a sole source firm fixed price contract to the following contractor in support of the need for Dental Chairs to support the Fargo VA Health Care System.

A-Dec Inc.

SAM: UM2HYYSE69R7

2601 E CRESTVIEW DR

NEWBERG, OR, 97132

This is done under authority of 41 CFR Part 101-25 Subpart 101-26.3, as implemented by FAR 8.002: Agencies shall satisfy requirements for supplies and services from or through the mandatory government sources and publications.

This is not a request for competitive quotes.

Market research revealed that A-Dec Inc. holds current NAC Contract V797D-70087 which contains the needed Dental Chairs to support the Fargo VA Healthcare System.

The North American Industry Classification System (NAICS) code for this service is 339114 (Dental Equipment and Supplies Manufacturing) and the Product Service Code (PSC) is 6520 (Dental Instruments, Equipment, and Supplies).

While this synopsis does not constitute a solicitation, interested vendors may identify their interest and capability to satisfy the requirement, including documentation from the proprietary rights holder A-Dec Inc. that such contractor could provide this service as an authorized reseller, authorized dealer or third party.

All responsible sources may submit a capability statement, which shall be considered by the agency by e-mailing such statement and supporting documentation to Savannah Weberg, Contract Specialist, at savannah.weberg@va.gov. No phone calls please. Please indicate “Dental Chairs” in subject line of e-mail.

Such documentation will be reviewed solely for the purpose of determining whether or not to conduct the procurement on a competitive basis. A determination not to compete this requirement, based upon responses to this notice, is solely within the discretion of the Government under authorities cited above.

See Attached Statement of Work (SOW)

B.2 – Statement of Work

A. BACKGROUND

The Fargo VA Health Care System is requesting a Turn-Key Project to replace the existing, no longer supported Pelton & Crane Dental Equipment, currently located in our Dental Clinic.

Contractor shall provide a Turn-Key Solution and supply all Equipment, Parts, Supplies, Labor/Installation, and on-site VA Staff Training for the

Fargo VA Health Care System (FVAHCS) 2101 N Elm Street Fargo, ND 58102

The dental chair/ delivery unit provides air and suction. This is what your handpiece drills, air water syringe, cavitron water scaler, and suction attach to; the patient reclines in the dental chair which is attached to the delivery unit. This piece of equipment is the workhorse of dentistry—we cannot perform any of our clinical duties without this unit functioning properly.

Turnkey Installation of new equipment and demolition/removal of existing equipment to include but not be limited to:

1. Demolition/removal of existing equipment to include off-site disposal.

2. Extend existing utility connections or provide new as required for connection to new equipment.

3. All hookups must be installed per local code and inspected by a licensed professional this includes electrical connections, steam lines and gate valves, HVAC, and hot and cold-water supply. Licensed in the State of North Dakota.

4. Contractor is responsible for any flooring removal needed to fit new equipment.

5. Any structural change is on the Contractor.

6. Some rooms may include adjustments to overhead ceiling lights and possible duct work and/or utilities moved.

B. SALIENT CHARACTERISTICS - Brand Name Only: A-dec

Delivery System/ assistant’s instruments Characteristics: Product #31002066, Quantity 12

· Ability to convert from right to left-handed dentists.

· Continental delivery system design

· Wet/ dry disc foot control

· Compatible with current handpiece system (Kavo 703 LED Motors, W&H Synea Handpieces, NUPRO RDH Prophy motors, W&H Synea Highspeed Handpieces, and Cavitron handpieces)

· Suction control valves for both HVE and Saliva Ejector must be able to be predictably re-processed by SPS between each patient.

· Quad volt intraoral light source

· Arm system with air brake, positive positioning.

· Water system: 2-liter bottle (closed container)

· Extended reach handpiece hoses

· Overhand delivery with balanced tubing

· Dual operator settings

· Smooth touchpad for ease of sanitization

· Removable tray holder

Doctor Stools: Product #101546714, Quantity 12

· Color to match dental operatory patient chairs and assistant stools.

· Flexible seat springs for dynamic seating

· Whisper quiet casters

· Adjustable seat tilt, height, and back tilt

· Push button adjustable backrest height.

· Contoured backrest

· Adjustable height, with cylinder option above 34”

· Includes TALL cylinder.

Assistant Stools: Product #101538548, Quantity 12

· Color to match dental operatory patient chairs and doctor stools.

· Flexible seat springs for dynamic seating

· Whisper quiet casters

· Ability to convert from right to left-handed dentists.

· Contoured backrest

· Adjustable height

Workstation Stools: Product #31001991, Quantity 12

· Color to match dental operatory patient chairs, doctor and assistant stools.

· Whisper quiet casters

· Adjustable height

· Includes TALL Cylinder

Track light: Product #101546714, Quantity 13

· Three axis adjustment with 540 degrees of rotation

· 5000k LED light source

· 8 light source bulbs

· 4 light intensities

· Low – 15,000 Lux

· Medium – 25,000 Lux

· High – 30,000 Lux

· Color safe – 23,000 Lux yellow light.

· Color Rendering Index of 94 or greater.

· Touchless on/off sensor for infection control

Doctor’s Mobile Cart and Mobile Duo Cart: Product #101810279, Quantity 2

· Compatible with operatory delivery system for maintenance and repair

· 4 whisper quiet casters supporting single central pole.

· Water system: 2-liter bottle (closed container)

· Ability to convert from right to left-handed dentists.

· Wet/ dry disc foot control

· Compatible with current handpiece system (Kavo 703 LED Motors, W&H Synea Handpieces, NUPRO RDH Prophy motors, W&H Synea Highspeed Handpieces, and Cavitron handpieces)

· Suction control valves for both HVE and Saliva Ejector must be able to be predictably re-processed by SPS between each patient.

· Quad volt intraoral light source

· Extended reach handpiece hoses

· Handpiece adjustment touchpad

· Smooth touchpad for ease of sanitization

· Articulated removable tray holder.

Dental Chair change out must include the footprint of the existing chair. The chairs must fit the existing location and connect to the existing utilities. If not, it is on the vendor to modify the utilities, etc.

C. QUOTE REQUIRMENTS

1. Offerors or quoters are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award.

2. Every attempt should be made to attend the scheduled site visit. Site Visits are available by appointment only if necessary. Site Visits will be available up to 72 hours before the closing date.

3. The bidding contractors will need to review the site and ensure that all equipment (both for demo/removal of old equipment and delivery/installation of new equipment) can fit through the existing corridors and doorways.

4. The Contractor shall remove all related shipping debris and cleanup any materials and tools associated with delivery and installation of the specified items.

5. All items to be shipped F.O.B. destination. Shipping shall be included in the product price and shall not be billed separately.

6. No tools during deinstallation or installation will be supplied/provided by the VA.

7. The quote should include a bill of materials with product subtotal, labor/installation line item, and total cost for each deliverable separately. Includes all necessary labor and materials required to uncrate, assemble, and set in place equipment.

8. Installation and training are included, not billed separately.

9. Service manuals to come with the equipment and installation.

10. VA will not be doing any site work.

11. Operational check-out test

12. All necessary adjustments

13. Date of manufacture must not be greater than 2 years before the purchase order date.

WORK HOURS

A. Services shall be performed during the hours of 8:00 AM and 4:00 PM, Monday through Friday, excluding Federal Holidays. Any service performed outside of normal working hours shall be approved in advance by the Contracting Officer’s Representative (COR) at a price agreed to by the Contractor and Contracting Officer (CO). If appropriate, the (COR) may authorize additional services under a separate purchase order.

B. Federal Holidays observed by the VA include:

1. New Year’s Day

2. Martin Luther King Day

3. President's Day

4. Memorial Day

5. Juneteenth

6. Independence Day

7. Labor Day

8. Columbus Day

9. Veterans Day

10. Thanksgiving Day

11. Christmas Day

DELIVERY

Upon delivery, the contractor/vendor agrees to work with facility personnel to:

· De-palletize shipment, unbox, and stage products.

· Unbox and assemble.

· Affix customer provided asset tags if required.

· Dispose of waste packaging off site daily

· Register device warranty if required.

· Meet all incoming delivery vehicles at the building entrance, unload deliveries, check for damages, and move them to the appropriate areas.

STORAGE, AND HANDLING

1. Deliver, store, and handle products using means and methods that will prevent damage, deterioration, and loss, including theft. Do not install damaged products. Remove damaged products from the site and replaced with new product at no cost to the VA.

2. Off-site storage for all equipment and supplies until day of install.

3. Access to Warehouse loading dock is available for unloading of material only.

4. Delivery trucks are not 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.

Drop shipping is not acceptable.

All deliveries must be received and handled by the Equipment installers.

DEINSTALLATION

1. Contractor makes all necessary utility disconnections.

2. The Contractor shall clean up and dispose of waste materials or rubbish in accordance with this paragraph and all applicable federal, state, and local regulations, standards, codes and laws.

3. Coordinate with Supply Chain for process with equipment decommissioning before removal from property.

INSTALLATION

This will be a phased installation of 12 dental chairs, delivery units, and track lights. During these phased installs, this will also include the requested Adec Pro Carts, doctors and assistant stools.

Phase I

Delivery of 4 chairs, delivery systems & track lights

Installation of same 4 chairs, delivery systems & track lights

Water Testing

Water Testing Approval

All testing complete

Installation of same 4 chairs, delivery systems & track lights

Water Testing

Water Testing Approval

All testing complete

Installation of same 4 chairs, delivery systems & track lights

Water Testing

Water Testing Approval

All testing complete

**The delivery schedule is based upon the current Dental Appointment schedule, which is subject to change. Currently Dental Clinic is scheduling appointments out thru March 2025.**

1. The contractor shall provide an installation schedule to the POC for review and approval prior to starting any work on-site at the facility. Once the POC has reviewed and approved the install schedule, the contractor must arrange equipment delivery to the installation site location in accordance with the Installation Schedule.

2. Contractor will provide a minimum of 2 weeks’ notice prior to install.

3. Installation shall include the delivery, unloading, setting in place, interconnecting wiring of the system components, equipment alignment and adjustment, and all other work whether expressly required herein which is necessary to result in complete fully functional and operational turnkey systems.

4. The Contractor will also coordinate the labeling of all equipment with Supply Chain personnel before installation.

5. Meet all incoming delivery vehicles at the building entrance, unload deliveries, check for damages, and move them to the appropriate areas.

6. The Contractor will perform all work in such a manner that will cause a minimum interface with VA operations and the operations of other contractors on the premises.

7. Contractor shall ensure proper signage, barriers, and/or blockage of service areas, provided where applicable, especially at hoist way doors and clearly visible to ensure patient/employee safety is adhered to.

8. During Installation, if there is additional work that would create dust (such as cutting floor, wall, etc) then the Contractor shall follow the requirements of the (PCRA) Pre-construction.

Risk Assessment and (ICRA) Infection Control Risk Assessment as directed by the Government. The Contractor shall provide required containment walls to enclose the worksite. The contractor shall keep the job site, including staging and storage areas used by the contractor, free from accumulations of waste material or rubbish.

9. Track lighting support structure in the wheelchair accessible exam room (D1-144)may need to be modified to accommodate the limitation of the Adec Pro Cart utility connection cabling. This may also include modifications to other overhead ceiling lights, duct work, and other utilities to accommodate this limitation of the utility connection cabling.

INSTALLATION CONSIDERATIONS

1. Installation considerations revolve around normal clinic operations.

2. It is the responsibility of the Contractor to coordinate all work with the other trades for scheduling, rough-in, and finishing all work specified.

3. Once the chairs are installed, then infection control waterline guidelines are followed until acceptable waterline sterility is achieved.

4. Shocking treatment will be done by VA personnel prior to the water line testing/sampling.

5. Contractor is responsible for water testing/sampling after install of delivery chairs (group of 4) and provide testing results to VA POC prior to proceeding to next phase. The VA POC will give notice to vendor that they can proceed with the next phase following positive water sampling.

6. If testing fails, there may be a delay in proceeding to the next phase. Testing for this is anticipated to take 3 weeks.

7. Then, the second phase of 4 dental chairs can be installed.

8. Again, it is expected to take 3 weeks after installation for waterline testing and results to be completed. Then the third and final installation phase can be conducted.

9. The contractor must be able to provide professional certification of all installation staff and subcontractors if requested by VA staff.

10. Contractor cleans daily each room/area of replacement.

DISPOSAL OF EQUIPMENT

1. Contractor will determine the most efficient method of disposal including but not inclusive of pick up by carrier. Please note, disposal of Customer equipment implies Customer relinquishes ownership rights of disposed equipment.

2. Disposal of equipment will occur off site within 5 days of removal.

PROJECT CLOSE-OUT

1. The Contractor is responsible for any repairs to the floor that shows around the base.

2. Prior to final inspection and acceptance of the work, remove all debris, rubbish, waste material, tools, construction equipment, machinery and surplus materials from the project site and thoroughly clean your work area.

3. Contractor is responsible for ensuring that the dental chair is mated to building utilities and is fully functional. Manufacturers complete start-up and testing reports for all functions shall be completed and provided to the VA for final acceptance.

NOTE: The Contractor shall initiate the start of the warranty period from the date of startup, not from the date of purchase.

TRAINING

1) Contractor shall provide system administrator training onsite at the Fargo VA Health Care System, 2101 Elm St N, Fargo ND 58102.

2) Provide training to Biomed staff.

3) Provide training to Dental staff.

4) The Contractor shall coordinate through the VA POC to provide a hands-on training session to staff selected by the VA. Training shall be completed within 30 days after final installation of equipment.

5) The Contractor shall coordinate training dates with the on-site Project Manager. Post-award, these dates will be confirmed with the Contractor. Proposed training date will occur after installation of equipment.

Privacy training is required if the contractor(s) will be working in areas with sensitive Veteran information with an increased risk of inadvertent disclosures. The contractor(s) must read and sign TMS 20939, VA Privacy Training for Personnel without Access to VA Computer Systems or Direct to or the Use of VA Sensitive Information, prior to beginning work in these areas. Contracted staff will also be escorted while on-site during this project, therefore will not require to have a PIV Card.

NOTE: The Contractor and Contractor employees may be required to fill out forms requiring personal information and may be required to take a course or courses as stated above. This requirement is applicable to all subcontractor personnel requiring the same access. The VA POC will assist the contractor in these processes.

Contractor personnel are not permitted to be anywhere in the facility that their work does not require them to be.

Parking, and Smoking Regulations

A. Contractor and/or subcontractor staff shall report to the COR (Contracting Officer Representative), Fargo VAHCS project POC (point of Contact) office or designee’s office when arriving on campus prior to commencement of work.

B. During emergencies Contractor and/or subcontractor staff should check in with Fargo VAHCS Police if the Fargo VAHCS POC or designee is not available. This information and other training elements shall be reviewed prior to the commencement of on-site services.

C. Smoking is prohibited inside any buildings at the Fargo VAHCS.

D. Possession of weapons or contraband is prohibited and shall be subject to arrest and termination from future performance under this contract.

E. All contractor and subcontractor vehicles, vehicle contents, and other items, shall be subject to search at the discretion of the VA and/or Fargo VAHCS.

F. Violations of federal, state, local, or municipal laws, rules, or regulations; or violations of Veteran Affairs rules, policies, requirements, or regulations may result in a citation answerable in a United States (Federal) District Court.

NARA Records Management Language for Contracts (July 10, 2019) https://www.archives.gov/records-mgmt/policy/records-mgmt-language

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 Fargo VA Medical Center records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their Fargo VA Medical Center 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. Fargo VA Medical Center 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 [Fargo VA Medical Center] 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 Fargo VA Medical Center. 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 Fargo VA Medical Center 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 Fargo VA Medical Center 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 Fargo VA Medical Center policy.

8. The Contractor shall not create or maintain any records containing any non-public Fargo VA Medical Center 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 Fargo VA Medical Center 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 Fargo VA Medical Center 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 Fargo VA Medical Center-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. Flow down 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.