ATTACHMENT B - CONTRACT ADMINISTRATION DATA- ENDOSCOPE DRYING AND STORAGE CABINETS.pdf

SECTION B - CONTRACT ADMINISTRATION / INVOICE INSTRUCTIONS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR: TBD

POC

TITLE

EMAIL

PHONE

DUNS

b. GOVERNMENT: Contracting Officer 36C10G

U.S. Department of Veterans Affairs OPAL | Strategic Acquisition Center 10300 Spotsylvania Ave | STE 400 Fredericksburg VA 22408-2697

Contract Specialist 36C10G

U.S. Department of Veterans Affairs Strategic Acquisition Center 10300 Spotsylvania Ave., Suite 400 Fredericksburg, VA 22408

Program Office POC

TBD

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly in arrears

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

5. FSC MANDATORY ELECTRONIC INVOICE SUBMISSION:

Contractors are required to submit payment requests in electronic form in accordance with the submission instructions below.

TUNGSTEN ELECTRONIC INVOICE SUBMISSION

FSC e-INVOICE PROGRAM THRU AUSTIN PORTAL

FSC MANDATORY ELECTRONIC INVOICE SUBMISSION FOR AUSTIN PAYMENTS

Contracting POC: TBD COR (Contracting Officers Representative): TBD Contract/Task Order Number: TBD

a. Contractor Electronic Invoice Submission Methods:

Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below.

1. VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party Contractor, Tungsten, to transition Contractors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

2. A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI). The X12 EDI Web site (http://www.x12.org)

b. Contractor e-invoice Set-Up Information:

Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below.

1. Tungsten e-Invoice Setup Information: 1-877-489-6135

2. Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

3. FSC e-Invoice Contact Information: 1-877-353-9791

4. FSC e-invoice email: vafsccshd@va.gov

See https://www.fsc.va.gov/einvoice.asp for more information.

TERMS AND CONDITIONS

http://www.tungsten-network.com/US/en/veterans-affairs/ http://www.tungsten-network.com/US/en/veterans-affairs/ http://www.x12.org/ mailto:VA.Registration@Tungsten-Network.com mailto:vafsccshd@va.gov https://www.fsc.va.gov/einvoice.asp

a. By establishing a contract, the Contractor agrees to supply established items(s) to satisfy the Government’s requirement when an order is place under the contract during the effective period of performance. If, however, the Contractor determines to terminate production of the selected item and contemplates replacement with an alternative item, the Government reserves the right to evaluate the potential replacement item(s). There is no guarantee that the Government will evaluate any replacement item(s) favorably. If the Government determines the replacement item(s) as unacceptable, the individual item(s) or the entire contract may be canceled.

b. The Government is obligated only to the extent of authorized purchases actually made under the resultant contract. The terms and conditions included in this contract apply to all purchases made pursuant to it. In the event of an inconsistency between the provisions of this contract and the Contractors invoice, the provisions of this contract will take precedence.

c. Purchase/Ordering Limitation:

Orders placed against this contract are limited to FAR Clause 52.216-19 Order Limitations, as noted in the contract. The estimated total quantities are listed on

ATTACHMENT A – PRICE COST SCHEDULE – ENDOSCOPE DRYING AND

STORAGE CABINETS. The quantities provided are estimates only, and VA makes no guarantee regarding the actual quantities that may be purchased.

d. The Veterans Health Administration (VHA) Equipment Life Cycle Management

(ELCM) Program identified the Endoscope Drying and Storage Cabinets as a candidate for a VA-wide (otherwise referred to as “national”) single award Requirement’s contract. The Government's intent for this Requirements contract is to include all ancillary items to ensure the equipment can function as designed by the OEM and as clinically required. The Government may through bilateral modification, add or remove items to this contract that are determined to be within scope of the solicited product line, not limited to the original items awarded. Additionally, any discontinued items may be replaced via future contract modification by the replacement part identified by the OEM, so long as the replacement part serves the same clinical purpose and function as the originally awarded item. Furthermore, any new technology that is presented during performance of this contract may be evaluated by the Government for inclusion into the contract, via bilateral modification. This new technology must be determined to be within scope of the original contract.

e. Individuals Authorized to Purchase Under the Contract:

This is a Strategic Acquisition Center (SAC) decentralized contract. Orders are placed by a VA Government Ordering Officer (OO) in accordance with the terms and conditions of the specific contract identified in the OO appointment memorandum approved by a SAC Contracting Officer. OOs may only place orders for those contracts that they are specifically appointed.

Ordering Officers are responsible for issuing and administering orders placed under this contract. Ordering Officers may revise or modify their orders, but only within the scope of this contract. Ordering Officers have no authority to modify any term of this basic contract. IAW FAR 52.212-4(c), any deviation from the terms of the basic contract is accomplished via bi-lateral written agreement of the parties.

Orders placed only by designated VHA ELCM Ordering Officers shall be submitted on a fully funded and completed Delivery Order. No orders shall be placed without first obtaining approved funding from a VA facility. Requesting Facility submits order requests through the NEC Order Portal ELCM NEC Ordering Portal - Power Apps for verification.

The Contractor shall accept orders against this contract only from the designated VHA ELCM OO when the Delivery Order has been reviewed by the OO for this contract. Fulfilling orders from persons other than the approved Ordering Officer may result in loss or delay in payment for supplies/services provided under such orders.

When a Contracting Officer appoints an Ordering Officer in writing after award, the Contracting Officer will furnish the Contractor with an updated list of individual Ordering Officers authorized to place orders against the contract. Contractor will acknowledge receipt of any order submitted by an individual Ordering Officer specified by appointment against the contract.

f. Delivery Tickets:

The following provisions apply to all shipments:

Inspection: Destination

Acceptance: Destination

Shipping: Free on Board (FOB) – Destination

Ship To and Mark For: Deliveries shall be marked and shipped to various VHA locations identified in each order placed against the contract.

All shipments, either single or multiple container deliveries, shall bear and contain on the delivery tickets or sales slips (external shipping labels and associated manifests or packing lists) the following at a minimum:

(i) Name of supplier

(ii) Contract/Delivery Order/Task Order number

(iii) Date of purchase

(iv) Contract number

(v) Itemized list of supplies or services furnished

(vi) Quantity, unit price, and extension of each item, less applicable discounts (unit prices and extensions need not be shown when incompatible with the use of automated systems, provided the invoice is itemized to show this information).

(vii) Date of delivery or shipment https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fapps.gov.powerapps.us%2Fplay%2Fe%2Fdefault-e95f1b23-abaf-45ee-821d-b7ab251ab3bf%2Fa%2Ff5a4b923-8e9a-4db8-85d0-d00eb0ca1d07%3FtenantId%3De95f1b23-abaf-45ee-821d-b7ab251ab3bf%26hint%3D4065f86d-3290-468a-93da-5e182e642f3e%26sourcetime%3D1707251534292&data=05%7C02%7C%7C99f912a006124f21351308dc58a3cca1%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C638482707742636597%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=PIgCdabLBHhw9mDSlAWIbA06V9opReZU4rMUVyIHB4Y%3D&reserved=0

In the case of multiple container deliveries, a statement readable near the VA Order number will indicate total number of containers for the complete shipment (ex.

“Package 1 of 2”), clearly readable on manifests and external shipping labels.

Packing Slips/Labels and Lists shall include the following:

IFCAP PO # ____________ (i.e., 166-E11234) Total number of Containers: Package ___ of ___. (i.e., Package 1 of 3)

g. Reports:

Monthly Report: In order for the contracting office to submit the required financial reporting on FPDS-NG the Contractor needs to submit ATTACHMENT E – SALES REPORTING TOOL on a monthly basis to the Contract Specialist and Contracting Officer Representative. The report is due by the 5th of each month.

Quarterly Report: In addition to the monthly submission, the same ATTACHMENT E

– SALES REPORTING TOOL needs to be submitted quarterly as outlined below.

In order to track compliance, VA requires the Contractor to submit the quarterly report of sales in the approved format listed in ATTACHMENT E – REPORTING TOOL based on the Governments fiscal calendar year. See below:

QUARTER PERIOD OF SALES SUBMISSION DUE DATE

1st October – December Due last day in February

2nd January – March May 31st

3rd April – June August 31st

4th July – September November 30th

The Contractor agrees that they shall adhere to this requirement. The Contractor shall provide a quarterly report, no later than 60 calendar days after the end of each fiscal quarter ending December, March, June, and September. Reports shall be sent electronically to the SAC Government points of contact until the Contractor is notified, in writing, of a different point of contact.

a. Contracting Officer: TBD

b. Contract Specialist: TBD

c. COR: TBD

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

The Department of Veterans Affairs (VA) Strategic Acquisition Center (SAC) has a requirement to purchase ENDOSCOPE DRYING AND STORAGE CABINETS to deliver patient care at its VA Medical Centers throughout the USA.

A single award Firm-Fixed Price, Requirements contract will be awarded for the purchase of Brand Name or Equal equipment in accordance with all terms, conditions, provisions, specifications, and schedule of this solicitation herein. Offers shall contain the terms for cost/price and technical capabilities of the Brand Name or Equal equipment. The Government reserves the right to award without discussions.

The associated North American Industrial Classification System (NAICS) code for this procurement is 339113 Surgical Appliance and Supplies Manufacturing and the associated size standard is 750 employees.

This contract will establish 12-month base contract with four 12-month option periods.

Delivery is FOB destination and requires delivery to VA medical facilities throughout the United States. Firm-fixed price orders will be placed against this contract in writing and will provide the exact delivery locations, delivery dates and exact quantities. Delivery to the ordering facility shall be provided within 30 days (or less) after receipt of order

(ARO).

The FAR provision at 52.212-1, Instructions to Offerors -- Commercial, applies to this acquisition including attached addenda to the provision.

The FAR provision at 52.212-2, Evaluation -- Commercial Items, and the specific evaluation criteria as attached addenda also applies to this acquisition.

Offerors shall include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications -- Commercial Items, with its offer, if not available in the System for Award Management (SAM). Vendors are required to complete all fill-in Provisions listed on FAR Solicitation Provisions.

Clause at 52.212-4, Contract Terms and Conditions -- Commercial Items, applies to this acquisition and a statement regarding any addenda to the clause.

Clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders -- Commercial Items, applies to this acquisition and a statement regarding which, if any, of the additional FAR clauses cited in the clause are applicable to the acquisition and found in the FAR Contract Clauses.

The FAR Provision found at 52.204-7(b)(1) requires that “an Offeror is required to be registered in SAM when submitting an offer or quotation…” You may access the SAM website at https://www.sam.gov/portal/public/SAM/. All offerors must be certified as with the appropriate NAICS code on the SAM website. All SDVOSB/VOSB offerors must be https://www.sam.gov/portal/public/SAM/ verified in the Veteran Small Business Certification (VetCert) database at: Veteran Small Business Certification (sba.gov) at the time of offer submission.

ATTACHMENT A - PRICE COST SCHEDULE – ENDOSCOPE DRYING AND

STORAGE CABINETS

ATTACHMENT B - CONTRACT ADMINISTRATION DATA - ENDOSCOPE DRYING

AND STORAGE CABINETS

ATTACHMENT C - CONTRACT CLAUSES - ENDOSCOPE DRYING AND STORAGE

CABINETS

ATTACHMENT D – SOLICITATION PROVISIONS - ENDOSCOPE DRYING AND

STORAGE CABINETS

ATTACHMENT E – SALES REPORTING TOOL - ENDOSCOPE DRYING AND

STORAGE CABINETS

ATTACHMENT F – PAST PERFORMANCE REFERNCE - ENDOSCOPE DRYING

AND STORAGE CABINETS

ATTACHMENT G – PAST PERFORMANCE QUESTIONNAIRE - ENDOSCOPE

DRYING AND STORAGE CABINETS

https://veterans.certify.sba.gov/ https://veterans.certify.sba.gov/