Combined Synopsis Solicitation 3625725Q0855.pdf

36C25725Q0855 - Combined Synopsis/Solicitation for Commercial Services

This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-05 dated 08/07/2025.

This solicitation is a Small Business set-aside.

The associated North American Industrial Classification System (NAICS) code for this procurement is 541511, with a small business size standard of $34M. The PSC is DE10 – IT and Telecom End User as a Service.

The North Texas VAMC is seeking to purchase NTX Mammography Reporting Software.

All interested companies shall provide quotations for the following:

Schedule of Services Line Item Description Quantity Unit of

Measure Unit Price Total Price

0001 Mammography Software System for Patient Tracking and Reporting IAW VA Directive 1105.03 15 Sep 2025 – 14 Sep 2026

12 MO

*See attached Statement of Work (SOW) for Mammography Reporting Software – 17 pages.

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

This is accomplished through the Tungsten Network located at:

http://www.fsc.va.gov/einvoice.asp. This is mandatory and the sole method for submitting invoices.

Phone: (877) 353-9791 Fax: (512) 460-5540

The purchase order period of performance is 15 Sep 2025 – 14 Sep 2026.

Place of Performance: 4500 S. Lancaster Rd. Dallas, TX 75216 Submission of your response shall be electronically received not later than 10:00 am, Monday, 25 August 2025, at astrid.mckinney@va.gov for submission of quotes. Subject line should read:

“Response to RFQ 3625725Q0855”

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 Contracting Officer: Astrid McKinney astrid.mckinney@va.gov mailto:astrid.mckinney@va.gov

The Government will evaluate quotations that meet the government’s minimum requirements stated in the solicitation, using the comparative evaluation process outlined in FAR 13.106-2 (b) (3), where quotations are evaluated individually, and then compared to one another to determine which provides the best benefit to the Government.

The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/browse/index/far.

The following solicitation provisions apply to this acquisition:

1. FAR 52.212-1, “Instructions to Offerors–Commercial Products and Commercial Services”

2. FAR 52.212-2 Evaluation-Commercial Products and Commercial Services [In accordance with

FAR 12.301(c) when the use of evaluation factors is appropriate, the contracting officer may (1) Insert the provision at 52.212-2, Evaluation- Commercial Products and Commercial Services, in solicitations for commercial products or commercial services (see 12.602).

3. FAR 52.212-3, “Offerors Representations and Certifications–Commercial Products and

Commercial Services” Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://sam.gov/ 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 Services” (Nov 2023)

• FAR 52.212-5, “Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Products and Commercial Services” (Jan 2025)

The following subparagraphs of FAR 52.212-5 are applicable:

Subparagraphs: (b)(5), (b)(9),(b)(11),(b)(12), (b)(25), (b)(26),(b)(31), (b)(35), (b)(37), (b)39), (b)(40), (b)(46), (b)(51), (b)(55), (b)(59), and (b)(63).

https://sam.gov/

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 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

The Contractor shall not make reference in its commercial advertising to Department of Veterans Affairs contracts in a manner that states or implies the Department of Veterans Affairs approves or endorses the Contractor’s products or services or considers the Contractor’s products or services superior to other products or services.

(End of Clause)

VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018)

(a) Definitions. As used in this clause—

(1) Contract financing payment has the meaning given in FAR 32.001;

(2) Designated agency office means the office designated by the purchase order, agreement, or contract to first receive and review invoices. This office can be contractually designated as the receiving entity. This office may be different from the office issuing the payment;

(3) Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods and formats identified in paragraph (c) of this clause. Facsimile, email, and scanned documents are not acceptable electronic forms for submission of payment requests;

(4) Invoice payment has the meaning given in FAR 32.001; and

(5) Payment request means any request for contract financing payment or invoice payment submitted by the contractor under this contract.

(b) Electronic payment requests. Except as provided in paragraph (e) of this clause, the contractor shall submit payment requests in electronic form. Purchases paid with a Government-wide commercial purchase card are considered to be an electronic transaction for purposes of this rule, and therefore no additional electronic invoice submission is required.

(c) Data transmission. A contractor must ensure that the data transmission method and format are through one of the following:

(1) VA’s Electronic Invoice Presentment and Payment System at the current website address provided in the contract.

(2) Any system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) and chartered by the American National Standards Institute (ANSI).

(d) Invoice requirements. Invoices shall comply with FAR 32.905.

(e) Exceptions. If, based on one of the circumstances in this paragraph (e), the Contracting Officer directs that payment requests be made by mail, the Contractor shall submit payment requests by mail through the United States Postal Service to the designated agency office. Submission of payment requests by mail may be required for—

(1) Awards made to foreign vendors for work performed outside the United States;

(2) Classified contracts or purchases when electronic submission and processing of payment requests could compromise the safeguarding of classified or privacy information;

(3) Contracts awarded by contracting officers in the conduct of emergency operations, such as responses to national emergencies;

(4) Solicitations or contracts in which the designated agency office is a VA entity other than the VA Financial Services Center in Austin, Texas; or

(5) Solicitations or contracts in which the VA designated agency office does not have electronic invoicing capability as described above.

VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

The Contracting Officer reserves the right to designate an Administrative Contracting Officer (ACO) for the purpose of performing certain tasks/duties in the administration of the contract.

Such designation will be in writing through an ACO Letter of Delegation and will identify the responsibilities and limitations of the ACO. A copy of the ACO Letter of Delegation will be furnished to the Contractor.

(End of Addendum to 52.212-4)

The following provision is incorporated into 52.212-1 as an addendum to this solicitation:

Your quote must stipulate that it is predicated upon all the terms and conditions of this RFQ and signed by an official authorized to bind your organization. In addition, it must contain a statement to the effect that it is firm for a period of at least 30 days from the date of receipt by the Government.

The Government will evaluate your quote in accordance with the evaluation criteria set forth within this solicitation.

This RFQ does not commit the Government to pay any of the costs associated with the preparation and submission of your quote. In addition, the CO is the only individual authorized to legally commit the Government to the expenditure of public funds in connection with this requirement.

INSTRUCTIONS TO OFFERORS:

The Contractor is required to submit their quote on company letterhead, by the time specified in the solicitation, and include the name, address, and telephone number for the offeror, unit price, and an overall total price. Further required are any discount terms, cage code, UEI number, and business size. Failure to provide such information may result in the quote being found nonresponsive.

For quotes to be considered acceptable and eligible for evaluation, they must be prepared following and in compliance with the instructions given in this solicitation and address all of the requirements set forth within this solicitation.

The Offerors must be registered and active in the System for Award Management (www.sam.gov) at the time of submission of quotes.

An Offeror is required to demonstrate compliance with 13 CFR 125.6 when submitting an offer or quotation and shall continue to be compliant during the entire performance period. Submit the representation at 52.212-3 with paragraph (b) filled in if you have completed the annual representations and certificates electronically at SAM.gov.

If you have not completed the annual representations and certifications electronically at the System for Award Management (SAM) website, please complete paragraphs (c) through (o) of provision 52.212-3 and send it with your quote.

The Evaluation process will be processed IAW FAR Provision 52.212-2 EVALUATION—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (E.9).

The Evaluation will be based on Price, Past Performance, and Technical Capability.

Each offer/quote shall include:

All quotes shall include the following information:

Business Name:

Address:

SAM EUID:

SAM Registration Expiration Date:

Socioeconomic Status (Check all that apply):

( ) Small Business

( ) SDB

( ) HUBZone ( ) Woman-Owned SB

( ) SDVOSB

( ) 8(a)

( ) EDWOSB

( ) Other – Please State:

Point of Contact Name/Phone Number:

Point of Contact Email:

Copy of the authorized distributor letter to verify that the quoters are an authorized distributor of the services.

Attachment A – Combined Synopsis Description and Schedule of Prices (Quotes shall be valid for a minimum of 30 calendar days.)

Technical Submission – Submit the Specifications of the offered Mammography Reporting Software that meets the Specifications in the Statement of Work. The quote shall be clear, and concise, and shall include sufficient detail for effective evaluation and for substantiating the validity of stated claims. The quote should not simply rephrase or restate the Government’s requirements but rather shall provide a convincing rationale to address how the Offeror intends to meet these requirements.

Past Performance: Quoter shall provide at least two (2) references for similar contracts in the public or private sector.

Price: Submit the price for your quote on page 1 under Schedule of Services.

All quotes shall be sent to the Contracting Officer: Astrid McKinney, astrid.mckinney@va.gov NLT 10:00 am, Monday, 25 August 2025. Subject line should read: “Response to RFQ 3625725Q0855”

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 exceptions and rationale for the exceptions, if any.

52.212-1 Instructions to Offerors—Commercial Products and Commercial Services (SEP 2023)

(a) North American Industry Classification System (NAICS) code and small business size standard. The NAICS code(s) and small business size standard(s) for this acquisition appear elsewhere in the Request for Quote (RFQ). However, the small business size standard for a concern that submits an quote, other than on a construction or service acquisition, but proposes to furnish an end item that it did not itself manufacture, process, or produce is 500 employees, or 150 employees for information technology value-added resellers under NAICS code 541519, if the acquisition—

(1) Is set aside for small business and has a value above the simplified acquisition threshold;

(2) Uses the HUBZone price evaluation preference regardless of dollar value, unless the offeror waives the price evaluation preference; or

(3) Is an 8(a), HUBZone, service-disabled veteran-owned, economically disadvantaged women-owned, or women-owned small business set-aside or sole-source award regardless of dollar value.

(b) Submission of Quotes. Submit signed and dated quotes to the office specified in this Request for Quote (RFQ) at or before the exact time specified in this solicitation. Quotes may be submitted on letterhead stationery, or as otherwise specified in the solicitation. As a minimum, quotes must show—

(1) The solicitation number.

(2) The time specified in the solicitation for receipt of quotations;

(3) The name, address, and telephone number of the quoter;

(4) A technical description of the items being quoted in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary;

(5) Terms of any express warranty;

(6) Price and any discount terms;

(7) "Remit to" address, if different than mailing address;

(8) A completed copy of the representations and certifications at Federal Acquisition Regulation (FAR) 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the offeror shall complete electronically);

(9) Acknowledgment of Quotation Amendments;

(10) Past performance information will not be considered in simplified acquisition procurements.

(11) Quotes should include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Quotes that fail to furnish required representations, or information, or reject the terms and conditions of the solicitation may be excluded from consideration.

(c) Period for acceptance of Quotes. The offeror agrees to hold the prices in its offer firm for 30 calendar days from the date specified for receipt of quotes, unless another time period is specified in an addendum to the solicitation.

(d) Product samples. When required by the solicitation, product samples shall be submitted at or prior to the time specified for receipt of quotes. Unless otherwise specified in this solicitation, these https://www.acquisition.gov/far/part-52#FAR_52_212_3 https://www.acquisition.gov/far/part-52#FAR_52_212_3 samples shall be submitted at no expense to the Government, and returned at the sender’s request and expense, unless they are destroyed during preaward testing.

(e) Multiple Quotes. Quoters are encouraged to submit multiple quotes presenting alternative terms and conditions, including alternative line items (provided that the alternative line items are consistent with FAR subpart 4.10), or alternative commercial products or commercial services for satisfying the requirements of this solicitation. Each quote submitted will be evaluated separately.

(f) Late submissions, modifications, revisions, and withdrawals of quotes.

(1) Quoters are responsible for submitting quotes, and any modifications, revisions, or withdrawals, so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office on the date that quotes or revisions are due.

(2) Any quote received at the Government office designated in the solicitation after the exact time specified for receipt of quotes is "late" and may not be considered unless it is received before purchase order issuance and the Contracting Officer determines that accepting the late quote would not unduly delay the acquisition.

(3) If an emergency or unanticipated event interrupts normal Government processes so that quotes cannot be received at the Government office designated for receipt of quotes by the exact time specified in the Request for Quote, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of quotes will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.

(g) Issuance of Purchase Order. The Government may issue a purchase order to one or more quoters as identified in the Request for Quote (RFQ). Therefore, the quoter’s initial quote should contain the best terms from a price and technical standpoint. However, the Government may reject any or all quotes if such action is in the public’s best interest. In addition, the Contracting Officer (CO) may issue a purchase order to other than the quoter with the lowest quoted price.

(h) Multiple awards. The Government may accept issue a purchase order for any item or group of items of a quotation, unless the quoter qualifies the quotation by specific limitations. Unless otherwise provided in the quotation, offers may not be submitted for quantities less than those specified in the RFQ. The Government reserves the right to issue a purchase order for a quantity less than the quantity quoted, at the unit prices quoted, unless the quoter specifies otherwise in the quote.

(i) Availability of requirements documents cited in the solicitation.

(1)

(i) The GSA Index of Federal Specifications, Standards and Commercial Item Descriptions, FPMR Part 101–29, and copies of Federal specifications, standards, and https://www.acquisition.gov/far/part-4#FAR_Subpart_4_10 product descriptions can be downloaded from the ASSIST website at https://assist.dla.mil.

(ii) If the General Services Administration, Department of Agriculture, or Department of Veterans Affairs issued this solicitation, a copy of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained from the address in paragraph (i)(1)(i) of this provision.

(2) Most unclassified Defense specifications and standards may be downloaded from the ASSIST website at https://assist.dla.mil.

(3) Defense documents not available from the ASSIST website may be requested from the Defense Standardization Program Office by—

(i) Using the ASSIST feedback module ( https://assist.dla.mil/feedback); or

(ii) Contacting the Defense Standardization Program Office by telephone at 571–767– 6688 or email at assisthelp@dla.mil.

(4) Nongovernment (voluntary) standards must be obtained from the organization responsible for their preparation, publication, or maintenance.

(j) Unique entity identifier.(Applies to all quotes that exceed the micro-purchase threshold, and quotes at or below the micro-purchase threshold if the Request for Quote (RFQ) requires the Contractor to be registered in the System for Award Management (SAM).) The quoter shall enter, in the block with its name and address on the cover page of its offer, the annotation "Unique Entity Identifier" followed by the unique entity identifier that identifies the Quoter's name and address.

The Quoter also shall enter its Electronic Funds Transfer (EFT) indicator, if applicable. The EFT indicator is a four-character suffix to the unique entity identifier. The suffix is assigned at the discretion of the Quoter to establish additional SAM records for identifying alternative EFT accounts (see FAR subpart 32.11) for the same entity. If the Quoter does not have a unique entity identifier, it should contact the entity designated at www.sam.gov for unique entity identifier establishment directly to obtain one. The Quoter should indicate that it is an planning to submit a quote for a Government Request for Quote (RFQ) when contacting the entity designated at www.sam.gov for establishing the unique entity identifier.

(k) [Reserved]

(l) Notification. The CO will not notify unsuccessful quoters that responded to this Request for Quotation (RFQ).

(End of provision) https://assist.dla.mil/ https://assist.dla.mil/ https://assist.dla.mil/feedback mailto:assisthelp@dla.mil https://www.acquisition.gov/far/part-32#FAR_Subpart_32_11 http://www.sam.gov/ http://www.sam.gov/

ADDENDUM to 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES

(a) Basis for Award. The Government will issue a purchase order to the responsible quoter whose quotation conforming to the solicitation will be most advantageous to the Government, price and other factors considered.

(b) The following factors shall be used to evaluate quotations: technical capability, past performance, and price.

Evaluation Approach. The Government will evaluate quotations using the comparative evaluation process outlined in FAR 13.106-2 (b) (3), where quotations will be compared to one another to determine which provides the best benefit to the Government. The Government reserves the right to consider a quotation other than the lowest price that offers additional benefit(s). Quotations may exceed the minimum requirements of the solicitation. The Government reserves the right to select a quotation that provides benefit to the Government that exceeds the minimum requirements of the solicitation, but is not required to do so. Each response must meet the minimum requirements of the solicitation. The Government is not requesting or accepting alternate quotations. The evaluation will consider the following:

(1) Technical Capability: Provide Specifications of Mammography Reporting Software Responsibilities compatible with NTX VAMC PACS, IAW the Statement of Work.

The quotation will be evaluated to the extent to which it can meet and/or exceed the Government’s requirements as outlined in the solicitation and based on the information requested in the instructions to quoters section of the solicitation.

(2) Past Performance: Recent, Relevant, and Successful Past Performance in the Performance of Mammography Reporting Software services commensurate with the magnitude of the services required per the SOW. The past performance submissions will primarily determine the competency of the offeror’s historical performance, and how that competency can be employed to predict the offeror’s success in performing the task(s) listed in the solicitation. The Government reserves the right to use the information obtained from other sources such as the Contractor Performance Assessment Reporting System (CPARS) or other databases to provide a reasonable basis to evaluate past performance.

The past performance evaluation will assess the relative risks associated with a quoter’s likelihood of success in fulfilling the solicitation’s requirements as indicated by the quoter’s record of past performance. The past performance evaluation may be based on the contracting officer’s knowledge of and previous experience with the supply or service being acquired; Customer surveys, and past performance questionnaire replies; Contractor Performance Assessment Reporting System (CPARS) at http://www.cpars.gov/; or any other reasonable basis.

(3) Price: The Government will evaluate the price by adding the sum of all priced Line Items (LINs), including all options. As part of price evaluation, the government is evaluating the option to http://www.cpars.gov/ http://www.cpars.gov/ extend services, IAW FAR Clause 52.217-8, by dividing the price of the 1-year LIN in half to determine the price for the 6-month extension.

The Government will evaluate the price by adding the total of all line-item prices. As part of price evaluation, the government is evaluating the option to extend services, IAW FAR Clause 52.217-8, by dividing the 1-year price in half to determine the price for the 6-month extension. The Total Evaluated Price will be that sum.

(c) Options. The Government will evaluate quotations for award purposes by adding the total price for all options to the total price for the basic requirement. This includes options under FAR 52.217-8, Option to Extend Services, which applies to this solicitation. Evaluation of options under FAR 52.217- 8 will be accomplished by adding six months of the quoter's price for the last potential period of performance under this contract to the quoter's total price. For example, if the contract includes option periods that are exercisable under FAR 52.217-9, the quoter's total price for the purpose of evaluation will include the base period, all option periods, and an additional six months of the last option period. Quoters must price only the base and option periods specified in the contract line-item numbers (CLINs), and shall not submit a price for the potential six-month extension of services under FAR 52.217-8. The Government reserves the right to exercise the option under FAR 52.217-8 before the end of any of the contractor's performance periods and will be exercised at the price and/or rates in effect at the time the clause is exercised. Evaluation of options shall not obligate the Government to exercise the option(s).

(End of Provision)