Combined Synopsis Solicitation Commercial Products and Commercial Services.docx

Combined Synopsis-Solicitation 36C25525Q0490; Midmark 626-006 Barrier-Free Examination Chair Description This is a combined synopsis/solicitation for commercial products and 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 [2025-04].

This solicitation is set-aside for small business.

The associated North American Industrial Classification System (NAICS) code for this procurement is [339113], with a small business size standard of [800 employees].

The FSC/PSC is [6515].

The VA Saint Louis Health Care System is seeking to purchase a Midmark model 626-006 Barrier-Free Examination Chair with Built-in Digital Scale].

All interested companies shall provide quotations for the following:

Supplies/Services

9A600002

Objective The VA Saint Louis Health Care System intends to procure Midmark 626-006 Barrier-Free® Examination Chair w/Built-In Digital Scale for the Surgery Service- GYN. This document highlights the technical specifications and services being requested by the facility for consideration towards purchase of the units. Vendors under this RFQ shall provide all equipment and accessories, installation services, and project management support.

Equipment Specifications

There is an existing Midmark inventory in the John J. Cochran veterans Hospital. The facility currently uses the Midmark 626-006 Barrier-Free® Examination Chair w/Built-In Digital Scale. Staff are trained on the operation, disassembly, and cleaning of these chairs, and the facility needs continuity between exam areas, as well as the ability to move chairs if needed. Consistency in the functionalities of the exam chair from one exam area to the next avoids confusion between the use of these functionalities. A foot pedal in a different location or stir-ups that extend and retract differently increases the amount of time it takes staff to examine patients. Proper patient positioning and seat height are needed for accurate blood pressure measurement. Incorrect seat height can lead to inaccurate measurement and potentially lead to over medication for hypertension. The Midmark sturdy support rails help patients safely onto the chair. The chair’s 650-pound weight capacity allows for a broad range of patients to be treated, and consistency from one room to another allows staff to place patients in an exam room without the need for staff to ensure that one room is suitable where another may not be, avoiding mistakes which could lead to patient injury. Consistency of the overall footprint of the chair from one room to another also allows for the design of the exam rooms to be consistent. Consistency from one exam area to another results in an overall savings of time and money and reduces the chance of injury.

Product Specifications Product: 626-006 Description: Barrier-Free Examination Chair with Built-in Digital Scale

· Power height, Power backrest

· Compressed 14.6” low seat height upholstery allowing 97% of patients to have feet flat on the floor for proper positioning for blood pressure capture, 37” high height

· Patient Transfer Position (PTP): must have low FLAT back position at 15.5” for true safe patient

· Meets US Access Board recommendations for accessibility with 15.5” uncompressed low seat height

· 650 lb. lifting capacity

· Built-in digital scale with 650 lb. capacity

· Automatic BMI calculation

· Standard clean assist rollers, retractable roller base to move the chair easily and safely for cleaning/infection prevention

· Wired hand and foot control standard

· Lockout feature on hand and foot control to prevent unintended movement of exam chair

· Manually engagement of actuator to lower table if power outage

· Optional heated upholstery for patient comfort

· Optional Patient Support Rails Plus to achieve proper positioning of patients’ arm for blood pressure capture, handling and wheelchair transfer, 59” long x 28” or

· 32” wide transfer area

· Chair position or flat table position at any height

· 76” long patient surface with slide-out footrest extended

· Active sensing technology safety feature to pause movement when disrupting impact is detected

· Front storage drawer with dividers for access/storage of speculums, gloves, instruments, and supplies

· Paper roll storage

· Multi-position hideaway stirrups

· Pelvic tilt and drawer heater

· Treatment pan

· Smooth-start electromechanical actuator motors

· One-touch auto-return home button that lowers table and raises backrest to “chair position”

· Programmable one-touch quick exam button

· Tamper-resistant, UL-listed, duplex, hospital-grade electrical receptacles

· Elastomeric seat cutout for patient comfort

· Seamless upholstery for cleaning/infection prevention

· Removable upholstery top system for cleaning and easy replacement

· Steel-on-steel construction on all weight-bearing points for durability, including steel-reinforced seat and back section

· Seamless/sealed foot control for cleaning/infection prevention

· Standard spline receptacle system for tools free plug-n-play attachment of accessories patient support rails and patient support rails plus

· Galvanized leveling feet

· Mist base color; Stone molded accents

· Automated vitals device ports on left side, right side, and rear of exam chair

· UL-listed

Software -Vendor shall ensure all software operating on the device provided is supported by the original manufacturer at time of delivery.

· For example, vendor shall not provide VA Saint Louis a device utilizing the Windows XP or Windows 7 operating system as they are no longer Microsoft supported.

· Proprietary software systems are acceptable so long as vendor supports the version provided to VA Saint Louis and it is the newest version at time of delivery.

-Access to all software shall be provided to VA Saint Louis in situations where re-installation is necessary.

- Software shall be provided to VA Saint Louis with unlimited perpetual licensing for the supported life of the device.

· In cases where vendor insists on utilizing a licensing fee model this should be noted in the bid provided for VA Saint Louis consideration.

Network Security The vendor is required to fill out the five attached VA Security Forms if their equipment can be connected to the VA network. If these forms are not completed and submitted with the bid package the vendor can be disqualified from the bidding process.

Cerner Compatibility -All vendors providing a bid to this requirement shall provide a Cerner compatibility statement from the OEM of the equipment that they are proposing to the VA Saint Louis Health Care System.

· This statement will include an OEM attestation that the product proposed is Cerner verified and provide a list of healthcare organizations that have deployed the project with the Cerner EHR.

· The statement will also include any relevant information as to what data can be transmitted to Cerner.

· This statement will be dated within 60 days of the quote being provided to ensure it is recent and accurate.

· The statement will provide an OEM point of contact who can be reached to further discuss any questions or concerns over Cerner compatibility.

· If the device/system being proposed does not connect to the network or medical record the vendor shall note this in their proposal.

-Vendor bids that do not include a Cerner compatibility statement directly from the OEM will be discarded from consideration.

Installation and Assembly -Vendor shall be responsible for assembly and installation of systems after notification from VA Saint Louis Biomedical Engineering that it has been delivered to station.

-Installation shall include implementation and testing of all purchased interfaces to VA electronic systems in coordination with Clinical Staff, Biomedical Engineering staff, O&IT staff, and others identified as needed.

-Vendor shall provide all necessary accessories, cables, adaptors, etc. to deliver a fully functional clinical device.

Training -Vendor shall provide on-site clinical/applications training for all appropriate VA Saint Louis staff members.

-Vendor shall provide introductory system/maintenance training to VA Saint Louis Biomedical Engineering staff during installation.

-Vendor shall include all costs for travel to provide this training in their proposal.

-Vendor shall coordinate all installation and training dates with VA Saint Louis specified Biomedical Engineering POC who will communicate internally with clinical staff.

Warranty and Service -Service and Operator Manuals – The vendor shall provide the following documentation for the proposed system:

-Two (2) copies of operator's instruction manuals per unit purchased -Two (2) copies of complete technical service manuals including detailed troubleshooting guides, necessary diagnostic software, service keys, schematic diagrams, parts lists, and any other resources available to the manufacturer’s service technicians.

-Two (2) copies of a system manager’s manual outlining back-up procedures, managing privilege group limits, routine tasks, etc.

-Warranty – The system, all accessories, and all software shall be covered under the manufacturer’s warranty and shall include all parts and labor for at least one year following acceptance by the VAMC.

· A manufacturer’s factory-trained Field Service Engineer shall perform installation and maintenance during the warranty period.

· The warranty period shall not begin until after the VA Saint Louis Biomedical Engineering POC has accepted the products delivery, installation, and functionality.

· The warranty shall include all manufacturer recommended Preventive Maintenance procedures for its duration.

· All available software updates and security patches will be made available to the VA Saint Louis during the warranty period.

· Vendor shall provide response to applications and technical calls within 8 hours.

· Vendor shall ship replacement parts within 48 hours of identifying necessity by VA Saint Louis Biomedical Engineering staff.

Other Features Value added features in the vendor’s proposal that will be considered include but are not limited to:

-Options for Trade-in of existing equipment shall be proposed in bid package -Extended Warranty options shall be outlined in bid package -Service and Biomedical training options shall be outlined in bid package

· Options for this training should include all registration, travel, and lodging costs when possible

Hours of Operation -Normal hours of coverage are Monday through Friday, 7:00 AM to 3:30 PM Central Standard Time excluding national holidays.

-Vendor on-site visits will be coordinated with the VA Saint Louis Biomedical Engineering POC before being scheduled or conducted.

-Vendor representatives will check in with the VA Saint Louis Biomedical Engineering POC when they arrive on-site and check out upon completion of work each day.

-All services shall be performed during normal hours unless otherwise scheduled with the VA Saint Louis Biomedical Engineering POC.

-Vendor staff shall always be professional and shall take all necessary precautions to maintain a safe environment for the occupants. This includes, as necessary, coordinating access and closures for sensitive areas of the Medical Center.

-Vendor shall be responsible for cleaning all work areas after completion of tasks. This includes removal of packaging and a clean sweep/mop of the area as required by work type.

-Vendor staff shall minimize noise as much as possible while working in all buildings.

-Vendor is responsible for providing all PPE necessary for their work.

Note: Hardware/software update/upgrade installations, where applicable, may be scheduled and performed outside normal hours of coverage at no additional charge to the Government (unless it would be detrimental to equipment up-time; to be determined by the VA Saint Louis Biomedical Engineering POC).

Federal Holidays observed by VA Saint Louis are:

Delivery -Vendor shall deliver purchased equipment within 60 business days of receiving completed Contracting package from the VISN 15 Contracting Officer. If delivery delays occur vendor shall notify the Contracting Officer and the VA Saint Louis Biomedical Engineering POC.

-Delivery will be to one of the two VA Saint Louis Health Care System main campuses. Vendor shall coordinate exact delivery location with the Contracting Officer and VA Saint Louis Biomedical Engineering POC at the time of the purchase.

-Vendor will ensure that equipment is sent to the Attention of Biomedical Engineering and will include the VA Saint Louis PO Number on the shipping label.

-Delivery of oversized, palletized orders or orders that contain a large number of components will be coordinated with VA Saint Louis Biomedical Engineering POC who will communicate internally with Warehouse Staff.

Place of Performance/Place of Delivery

John Cochran Jefferson Barracks 915 North Grand Blvd 1 Jefferson Barracks Drive Saint Louis, MO 63106 St. Louis, MO 63125 ATTN: Biomedical Engineering ATTN: Biomedical Engineering PO Number for Order PO Number for Order

The purchase order/contract period of performance is no later than 60 days after receipt of order (ARO), FOB Destination.

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 52.212-3, “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.

3. 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); or (2) Include a similar provision containing all evaluation factors required by 13.106, subpart 14.2 or subpart 15.3, as an addendum (see 12.302(d)).]

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) [(DEVIATION FEB 2025)]

The following subparagraphs of FAR 52.212-5 are applicable:

· 52.203-17, Contractor Employee Whistleblower Rights (Nov 2023)

· 52.204-10, Reporting Executive Compensation & First-Tier Subcontract Awards (JUN 2020)

· 52.204-27, Prohibition on a ByteDance Covered Application (JUN 2023)

· 52.209-6, Protecting the Government’s Interest When Subcontracting with Contractors Debarred, Suspended, Proposed for Debarment, or Voluntarily Excluded (JAN 2025)

· 52.219-6, Notice of Total Small Business Set-Aside (NOV 2020)

· 52.219-28, PostAward Small Business Program Rerepresentation (JAN 2025)

· 52.219-33, Nonmanufacturer Rule (SEP 2021)

· 52.222-3, Convict Labor (JUN 2003)

· 52.222-19, Child Labor--Cooperation with Authorities and Remedies (JAN 2025)

· 52.222-36, Equal Opportunity for Workers with Disabilities (JUN 2020)

· 52.222-50, Combating Trafficking in Persons (NOV 2021)

· 52.223-23, Sustainable Products and Services (May 2024) [(DEVIATION FEB 2025)]

· 52.225-1, Buy American--Supplies (OCT 2022)

· 52.225-13, Restrictions on Certain Foreign Purchases (FEB 2021)

· 52.226-8, Encouraging Contractor Policies to Ban Text Messaging While Driving (May 2024)

· 52.232-33, Payment by Electronic Funds Transfer - System for Award Management (OCT 2018)

· 52.240-1, Prohibition on Unmanned Aircraft Systems Manufactured or Assembled by American Security Drone Act-Covered Foreign Entities (NOV 2024)

All quoters shall submit the following: All quoters shall submit the following: Please reference RFQ 36C25525Q0490 in the subject line of email response. Failure to include RFQ number could result in response being missed.

All quotes shall be sent to the NCO 15 Contract Specialist Danzel Streets by email at Danzel.streets@va.gov

Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government.

The following are the decision factors:

Price, Warranty, Product Support, Speed of Delivery and Installation.

The award will be made to the response most advantageous to the Government.

Responses should contain your best terms, conditions.

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 exception(s) and rationale for the exception(s), if any.

Submission of your response shall be received not later than [ 11:00 AM CST on July 30th 2025 to danzel.streets@va.gov].

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 Contract Specialist Danzel Streets Danzel.streets@va.gov Effective Date: 04/18/2025 Revision: 02