Combined Synopsis and Solicitation Template - UPDATED.pdf

Combined Synopsis/Solicitation

Synopsis/Solicitation Requirement HT940626QE121 is issued as a Request for Quotation (RFQ). This solicitation for commercial products or commercial services is prepared and solicited in accordance with the Federal Acquisition Regulation (FAR) Overhaul Subpart 12.201-1 supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a separate written solicitation will not be issued.

The Defense Health Agency Contracting Activity (DHACA), Southeastern Healthcare Operations Contracting Division intends to procure a firm-fixed price purchase order for Maintenance Services for Medtronic Fusion Stereotactic Neuro Surgical Equipment in support of Navy Medicine Readiness and Training Command (NMRTC) Portsmouth, Virginia. Provide all materials, labor and equipment to complete the required task. Additionally, the vendor is to provide any required travel and shipping.

This requirement is under North American Industry Classification System (NAICS) number 811210 - Electronic and Precision Equipment Repair and Maintenance and Product Service Codes (PSC) J065 – Maintenance, Repair, and Rebuilding of Medical, Dental, and Veterinary Equipment and Supplies.

Period of Performance (PoP):

Base Year: 22 October 2026 – 21 October 2027 Option Year I: 22 October 2027 – 21 October 2028 Option Year II: 22 October 2028 – 21 October 2029 Option Year III: 22 October 2029 – 21 October 2030 Option Year IV: 22 October 2030 – 21 October 2031

Competition Approach: Full and Open Competition – Set-Aside for Small Business

Submission of Quote: Prospective contractors are required to follow the instructions and requirements of Addendum to 52.212-1 and Addendum 52.212-2 included in this document.

Questions or Clarifications: All questions are to be submitted via email to the Contract Specialist, Luis Zeno-Pimentel, luis.a.zeno-pimentel.civ@health.mil and Contracting Officer, Melissa Peregrino, melissa.peregrino-white.civ@health.mil with email subject: RFQ HT940626QE121 – Medtronic Fusion Maintenance. The Government may not respond to questions received less than four (4) days prior to the due date and time for receipt of quotations.

Incumbent Contractor: N0018321P0364

Attachments:

Attachment I – Combined Synopsis and Solicitation / Request for Quote (RFQ) Attachment II - Past Performance Questionnaire (PPQ) Form mailto:luis.a.zeno-pimentel.civ@health.mil mailto:melissa.peregrino-white.civ@health.mil

ADDENDUM TO 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES.

a. Contract award. The Government intends to evaluate quotes and award a contract without discussions with Contractors. Therefore, the Contractor’s initial quote should contain the Contractor’s best terms. However, the Government reserves the right to conduct discussions, if necessary. The Government may reject any or all quotes if such action is in the public interest, accept other than the lowest quote, and waive informalities and minor irregularities in quotes received. This solicitation does not commit the Government to pay any costs incurred in the preparation and submission of a quote or for any other costs incurred by any contractor submitting a quote in response to this solicitation.

b. Submission of quotes. Submit signed and dated quotes to the office specified in this solicitation at or before the exact time specified in this solicitation. As a minimum, quotes shall include the following:

Proprietary information shall be clearly marked. Proprietary information submitted in response to this solicitation will be protected from unauthorized disclosure as required by Subsection 27 of the Office of Procurement Policy Act as amended (41 U.S.C. 423), hereinafter referred to as “the Act”, as implemented in the FAR.

Contractors must be registered in System for Award Management (SAM) in order to be eligible to be awarded a Department of Defense (DoD) contract.

Contractors must provide the information necessary to evaluate the factors contained in provision at Addendum 52.212-2. The Government will not make assumptions concerning intent, capabilities, or experiences. Clear identification of quote details is the sole responsibility of the offeror. Failure to clearly address all submittal requirements, evaluation criteria and information requirements of the RFQ may result in rejection of the offer.

Submission Requirements: Quote shall be submitted in four (4) separate volumes as shown below:

Volume Factor Title Format Page Limitation

I 1 Business Summary PDF 2

II

Technical Capability PDF 15

III 3 PPQ PDF 4 except

CPARS

IV 4 Completed Combined Synopsis and Solicitation / RFQ (include pricing)

PDF varies

Contractors shall not lock, encrypt, copy as an image, password protect or otherwise place barriers to opening files for their quote submissions. If the Government cannot access the electronic version to complete evaluation, the government will consider the quote invalid, and the quote will be deemed ineligible for award.

Incomplete offers may be considered non-responsive and removed from further consideration.

Additionally, to ensure a fair evaluation process, each contractor is permitted to submit only one quote. If a contractor submits more than one original quote, the government may invalidate all submissions from that contractor, who would then be considered ineligible for the contract award.

This policy does not apply to revised quotes requested by the government.

Format. All materials shall be in typeface Times New Roman 12 point (or Arial 12 point) and formatted to print on 8-1/2 x 11” white paper with one-inch margins all around. Tables and illustrations may use reduced font style but not less than 8-point. All material submitted may be single-spaced. Each page must provide identification of the submitting contractor in the header or footer.

The quote shall not contain any extraneous information such as advertisements or marketing information. Elaborated formats, or color presentations are not desired or required. Oral presentations will not be considered for this solicitation competition. The Government does not require any paper quotes and will not accept faxed quote copies.

Specific Instructions by Volume: Contractors shall provide each volume as explained below:

Volume I - Factor 1 Business Summary:

The contractor’s business summary must include the following details:

• Legal entity name and any "doing business as" alias.

• Full address and phone number.

• The address where the work will be performed (if different from your main address).

• CAGE Code and Unique Entity ID.

• GSA contract number(if applicable)

• Verification statement of their representations and certifications in SAM.gov affirming that these representations and certificates are current, complete, and accurate as of the date quotes are due.

• Period for acceptance of quotes. State whether the Contractor agrees to hold the prices in its quote firm for 90 calendar days from the date specified for receipt of quotes, unless another time period is specified in an addendum to the solicitation.

• Reference the RFQ number.

• Include a statement confirming your agreement with all terms, conditions, and provisions outlined in the solicitation.

• Acknowledgement of all amendments, if any.

• Affirm your company's ability to fulfill the stated requirement.

• Provide the total quoted price.

• The business summary document shall be signed by a company representative who is authorized to obligate the company. This person's contact information must also be included.

Volume II - Factor 2 Technical Capability – Do not include pricing information in this factor document.

Technical Capability Statement Requirements: To demonstrate the ability to meet the requirements of this RFQ, the capability statement must prove the contractor's expertise, qualifications, and authority to provide the required items and services. The submission must address the following areas:

• PWS Compliance and Execution Plan: The contractor must demonstrate a clear understanding of the requirements and detail how they will meet every part of the scope and each specific task in PWS. This section must include an implementation plan and an estimated transition timeframe.

• Proposed Solution Details: The statement must thoroughly describe all proposed items, resources, and methods, including specifications, performance capabilities, delivery schedules, and warranties.

• Equipment Condition: All parts and equipment must be brand new.

Volume III - Factor 3 Past Performance

To demonstrate their experience, contractors must provide up to three (3) examples of relevant work completed within the last three (3) years. If contractors submit more than three

(3) past performance references, the Government will evaluate the first three (3) identified past performance references in the order submitted. These examples must be similar in scope, magnitude, and complexity to the work described in this solicitation. Each example, limited to four pages – except for Contractor Performance Assessment Reports (CPARS), must include: Performance dates; an explanation of the services provided; ratings from the customer; and a valid and reachable point of contact with a phone number and email address. PPQs must not be completed by current or previous teaming partners.

Contractors may use the PPQ Form (Attachment II), Contractor Performance Assessment Reports (CPARS), or another format as long as all the required information is included. If a contractor has no relevant past performance, they must submit a statement to that effect.

Volume IV - Factor 4 Price

Use Attachment I – Combined Synopsis and Solicitation / Request for Quote to prepare and submit the price offer. Contractors shall provide the shipping price included in their quoted firm fixed price to facilitated price evaluation. The contractor may add rows, columns, or spreadsheets to accommodate the required pricing information. Contractors shall provide the necessary details and supporting information to address the solicitation requirements and to allow a complete analysis of each line-item price. All quoted prices must not contain more than two (2) decimal places and shall be Free on Board (FOB) Destination.

c. Submissions, Late submissions, modifications, revisions, and withdrawals of quotes.

a. Contractors are responsible for submitting quotes and any modifications or revisions electronically to the Contract Specialist, Luis Zeno-Pimentel, luis.a.zeno-pimentel.civ@health.mil and Contracting Officer, Melissa Peregrino, melissa.peregrino-white.civ@health.mil before or at 12:00pm Eastern Standard Time (EST) 29 September 2026. All correspondence shall reference RFQ HT940626QE121 – Medtronic Fusion Maintenance in the email subject line and all enclosed documents.

b. Any quote, modification, or revision received after the time specified for receipt of quotes is “late” and will not be considered.

c. Contractors may withdraw their quotes by written notice to the Government received at any time before award.

d. Exceptions/Assumption to TOPR Requirements. Contractors are required to meet all solicitation requirements, such as terms and conditions; representations and certifications; and technical requirements. Failure to meet a requirement may result in an offer being ineligible for award. If necessary, contractors must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale. Each exception shall be specifically related to each paragraph and/or specific part of the solicitation to which the exception is taken. Provide rationale in support of the exception and fully explain its impact, if any, on the performance, schedule, price, and specific requirements of the solicitation. This information shall be provided in the format and content of table below.

Solicitation Document

Page/paragraph Requirement/Portion Rationale

PWS, Part X, Pricing Template, Past Performance

Applicable Page and Paragraph Numbers

Identify the requirement or portion to which exception is taken.

Describe Why the requirement can/will not be met.

(End of provision)

ADDENDUM TO 52.212-2 EVALUATION--COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES

a. The Government will award a contract resulting from this solicitation to the responsible contractor whose quote conforming to the solicitation will be most advantageous to the Government, price and other factors considered.

The Government intends to evaluate offers and issue a firm fixed price contract based on the initial offers received, utilizing the procedures found at Federal Acquisition Regulation (FAR) Overhaul Subpart 12.203 supplemented with additional information included in this document.

The Government intends to evaluate quotes and award a contract without discussions with Contractors. However, the Government reserves the right to conduct discussions if the Contracting Officer later determines them to be necessary.

Contractors shall include all four (4) volumes listed in Addendum to 52.212-1. Incomplete quotes may be considered non-responsive and removed from further consideration.

BASIS FOR AWARD

This is a Best Value procurement. The Government may elect to award to other than the lowest priced quote where the perceived benefits merit the higher price, and the price is determined fair and reasonable. Conversely, the Government may select a lower-priced quote, and the technical capability is rated as acceptable.

The Government will review quotes to determine if they are complete and compliant with the solicitation requirements. A compliant quote is one that meets all the terms, conditions, and specifications in the solicitation. The contractor shall provide all documents listed and shall comply with all RFQ instructions for the quote to be considered “compliant and complete” with this solicitation. The Government may consider a contractor ineligible for award if any required document was not submitted by the required date and time; it is incomplete (missing items, signatures, etc.), or it does not comply with format requirements.

The following factors shall be used to evaluate quotes:

Factor 1: Business Summary;

Factor 2: Technical Capability;

Factor 3: Past Performance; and Factor 4: Price

Factor 2 is more important than Factor 1 and Factor 3, Factor 3 is more important than factor

1. Evaluation factors other than price when combined are significantly more important than price.

Factor 1 Business Summary: Evaluation of this factor will be for completeness.

Completeness: The business summary will be reviewed to determine the extent to which all the required elements listed in Addendum to 52.212-1 have been addressed. A business summary that fails to address all required elements may be excluded from further consideration.

Factor 2 Technical Capability/Medical Device and Equipment Risk Assessment Form:

Evaluation of this factor is a subjective evaluation of the contractor's understanding/capability/approach, demonstrated resources, and methods to meet all requirements.

The following adjectival ratings/definitions shall be used for the Technical Evaluation Factor. The combined technical/risk rating includes consideration of risk in conjunction with the strengths, weaknesses and deficiencies in determining technical ratings. Combined technical/risk evaluations shall utilize the combined technical/risk ratings listed below.

The contractor’s quote will be evaluated to determine whether the proposed capability approach demonstrates a clear and unambiguous understanding and a demonstrated ability to meet the requirements. Failure to demonstrate a clear and unambiguous capability approach to meeting the requirements will result in an “Unacceptable” rating for this factor.

Technical

Rating Description

Acceptable Quote meets requirements and indicates an adequate approach and understanding.

Unacceptable Quote does not meet requirements of the solicitation, and thus contains one or more deficiencies, and/or risk of unsuccessful performance is unacceptable.

Factor 3 Past Performance

Past performance is limited to a maximum of three (3) recent and relevant past performance references. Should more than three be submitted, the Government will evaluate only the first three in the order they were provided. Each reference must meet the definition for recency and relevancy (see definitions below). PPQs must not be completed by current or previous teaming partners.

Contractors will be assigned an overall Performance Confidence Assessment (PCA), see below, which is based on an integrated assessment of the Contractor’s relevant and recent past performance.

The resulting PCA represents an overall evaluation of Contractor performance. Contractors without a record of relevant past performance or for whom information on past performance is so sparse that no meaningful confidence assessment rating can be reasonably assigned will not be evaluated favorably or unfavorably on past performance and, as a result, will receive a "Neutral Confidence" rating for the Past Performance factor.

The Government reserves the right to use both information provided from Contractors as well as information obtained from other sources available to the Government, to include, but not limited to, CPARS, Federal Awardee Performance and Integrity Information System (FAPIIS), or other databases; interviews with Program Managers, Contracting Officers, Contracting Officers Representatives, and commercial sources and/or non-Government sources.

Recency Assessment: An assessment of the past performance information contained in the contractor’s submittals will be made to determine if it is recent. The documentation submitted must demonstrate that the contractor is or has been performing within the past three (3) years prior to the closing date of this solicitation.

Relevancy Assessment: An assessment of the past performance information will be made to determine if it is relevant. To be relevant, the submitted documentation must be for efforts that involved similar scope, magnitude of effort, and complexity that the solicitation requires.

The Government will use the following relevancy definitions/ratings when assessing relevant past performance.

Adjectival Rating Description Relevant Present/past performance effort involved similar scope and magnitude of effort and complexities this solicitation requires.

Not Relevant Present/past performance effort involved little or none of the scope and magnitude of effort and complexities this solicitation requires.

Neutral No relevant performance record is available, or the Contractor’s performance record is so sparse that no meaningful relevancy assessment can be reasonably assigned.

Performance Confidence Assessment (PCA): The Government will consider the performance quality of relevant and recent efforts and assign an overall PCA. Those rated neutral for relevancy will receive a neutral confidence PCA. Contractors with experience providing the same services required by this solicitation may weigh more heavily than less relevant, less recent past performance.

The confidence ratings noted in the table below will be used. The performance quality of the work performed will be assessed using the PPQ, CPARS report and/or contact with the POC listed on the submittal to obtain information regarding past performance as it relates to providing the services required under this solicitation. Contractors whose past performance is rated limited, or no confidence will not be evaluated further.

Performance Confidence Assessments

RATING DESCRIPTION

Substantial Confidence

Based on the Contractor’s relevant performance record, the Government has a high expectation that the Contractor will successfully perform the required effort.

Satisfactory Confidence

Based on the Contractor’s relevant performance record, the Government has a reasonable expectation that the Contractor will successfully perform the required effort.

Limited Confidence

Based on the Contractor’s relevant performance record, the Government has a low expectation that the Contractor will successfully perform the required effort.

No Confidence

Based on the Contractor’s relevant performance record, the Government has no expectation that the Contractor will be able to successfully perform the required effort.

Neutral Confidence

No relevant performance record is available, or the Contractor’s performance record is so sparse that no meaningful confidence assessment rating can be reasonably assigned.

The Contractor may not be evaluated favorably or unfavorably on the factor of past performance.

Factor 4 Price: The Government will evaluate price for completeness and whether quoted prices are fair and reasonable. Prices must be entirely compatible with the capability portion of the quote.

Completeness: The Contractor’s pricing sheet will be reviewed to determine the extent to which the quote fulfills the solicitation requirements and whether all the price elements have been addressed.

The Contractor’s proposed price will be evaluated to ensure continuity and traceability of prices to the solicitation requirements. The Government may make a final rating determination based on the quote as submitted without requesting any further information.

Fair and Reasonable: The degree to which the proposed prices, base period and Option periods, compared to the prices, a reasonably prudent person would expect to incur for the same or similar services. The Factor 4 – Price/Attachment II – Pricing Template and any pricing information submitted will be evaluated to identify unusual high-price, inconsistent pricing patterns, and potential misunderstandings of the requirement. Comparison of quoted prices received in response to the solicitation and/or comparison of quoted prices with the Independent Government Estimate and historical prices may be used to determine whether a price is fair and reasonable. A contractor with pricing that reasonableness is determined to be questionable for any period of performance may not be considered for award.

(c) Options. The Government will evaluate quotes for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that a quote is unacceptable if the Option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

(d) A written notice of award or acceptance of a quote, mailed or otherwise furnished to the successful contractor within the time for acceptance specified in the quote, shall result in a binding contract without further action by either party. Before the quote’s specified expiration time, the Government may accept a quote (or part of a quote), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

(End of provision)

Factor 3 Past Performance