S02 36C26026Q0747 Belimed Service.docx

Description This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format Revolutionary FAR Overhaul (RFO) in Federal Acquisition Regulation (FAR) subpart 12.202, “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 (FAC) 2026-01, Effective March 13, 2026.

This solicitation is unrestricted for by business size.

The associated North American Industrial Classification System (NAICS) code for this procurement is 811210, with a small business size standard of 34 million. The FSC/PSC is J065.

The Department of Veterans Affairs, Veterans Healthcare Administration, Regional Procurement Office West, Network Contracting Office 20, on behalf of the Portland VA Medical Center, is seeking to purchase preventative maintenance and repair of Belimed sterilization equipment

All interested companies shall provide quotations for the following:

Supplies/Services

POP 07-01-2026 – 06-30-2027

POP 07-01-2027 – 06-30-2028

POP 07-01-2028 – 06-30-2029

POP 07-01-2029 – 06-30-2030

POP 07-01-2030 – 06-30-2031

STATEMENT OF WORK (SOW)

1. Contract Title.

Sterilization Equipment Maintenance and Repair Services for Portland VA Medical Center.

2. Background.

Service contract needed to provide maintenance and repair services for critical sterilization equipment at the Portland VA Medical Center. This critical equipment includes: (3) steam sterilizers, (2) clean steam generators, (4) washer/disinfectors, and (1) cart washer. Sterilization equipment requires regular service and requires that the steam chambers be cleaned on a periodic basis, which this contract will include. Currently, 100% of the surgical instruments that require processing go through the washer/disinfectors, and all items that can be steam sterilized (high temp), which is about 80% of the instruments, go through the steam sterilizer units.

3. Scope.

Service contract for parts and labor to perform scheduled and corrective maintenance and repair for serialization equipment listed in Section 5, Equipment Inventory. Services are to be performed Monday through Friday, beginning 07/01/2026 and ending 06/30/027 for the base year. Emergency support services will be coordinated with the POC.

The Contractor/Vendor shall furnish the necessary personnel, material, equipment, materials, supervision and facilities (except as otherwise specified), to perform the full Statement of Work.

4. Specific Tasks.

a. Contractor/vendor shall provide maintenance and repair services for the equipment listed in the Equipment Inventory, Section 5.

b. Contractor/vendor shall provide quarterly steam chamber cleanings for the (3) Steam Sterilizers in the Equipment Inventory, Section 5.

c. Contractor/vendor shall provide an OEM (Original Equipment Manufacturer) trained technician that schedules and completes all the OEM recommended maintenance and safety standards, as well as any unplanned corrective maintenance.

d. Contract shall include Customer Support and Priority technical support 24/7, with the ability to place a service request after hours.

e. Contract shall include all travel charges, labor, and parts.

5. Equipment Inventory.

Steam Sterilizer 9-6-15 HS1

2007788

Steam Sterilizer 9-6-15 HS1

2007789

Steam Sterilizer 9-6-15 HS1

2007790

6. Service Location.

Portland VA Medical Center 3710 SW U.S. Veterans Hospital Road Portland, OR 97239

7. Contract Specifications.

· Contractor/Vendor shall be notified by the POC or users of any equipment item listed in the Equipment Inventory by phone when a unit is impacted.

· Contractor/Vendor will furnish all transportation, equipment, tools and labor to accomplish this Statement of Work, including troubleshoot and equipment repair services. Equipment and tools may include hand tools, multimeter, laptop, software, etc. In some cases, this may be proprietary items.

· Contractor/Vendor shall minimize disruption to customers and employees. This may include rescheduling work if it will interfere with normal VA operations.

· Contractor/Vendor will maintain cleanliness of work area and minimize dust and contaminants to areas adjacent to the job site.

· Contractor/Vendor must meet Federal Information Processing Standard (FIPs) 201 for Personal Identity Verification (PIV) badging requirements, IAW (in accordance with) FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel.

· Contractor/Vendor employees will comply with the Standards of Conduct on VA property outlined in title 38 CFR section 1.218.

8. Site Visit.

A site visit can be coordinated by the POC and/or COR if requested by the Vendor/ Contractor through VA Contracting.

9. Deliverables.

Vendor/ Contractor shall provide a documented summary or report for each scheduled or corrective service. This document shall be submitted to the COR no later than 30 days after the service. All electronic submissions shall be in PDF, Word, or Excel format.

Written deliverables and copies of all correspondence requiring a signature shall be sent to the COR and the CO. Original invoices shall be sent to VA Financial Services Center using the Tungsten Network.

10. Working Hours.

Regular hours are 7:30 AM to 4:00 PM, local time, Monday through Friday except for Federal Holidays. Work outside the normal working hours when directed by the VA must be with the written approval of the Contracting Officer (CO) unless those hours have been included. Work outside these hours at the request of the Contractor shall not result in any increase in price.

LEGAL HOLIDAYS

(a)The Federal Government observes the following days as holidays.

*If the date falls on a Saturday, the Government holiday is the preceding Friday. If the date falls on a Sunday, the Government holiday is the following Monday.

(b) In addition to the days designated as holidays, the Government observes the following days:

11. Performance Period.

The performance period of this contract is anticipated to be 365 days for the base year. The contract is intended to have a base year and 4 option years.

The purchase order period of performance is 07-01-2030 – 06-30-2031.

Place of Performance/Place of Delivery

Portland VA Medical Center 3710 SW US Veterans Hospital Rd.

Portland, OR 97239

The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-52 http://www.va.gov/oal/library/vaar/index.asp

The following solicitation provisions and clause apply to this acquisition:

“System updates may lag policy updates. The System for Award Management (SAM) may continue to require entities to complete representations based on provisions that are not included in agency solicitations. Examples include 52.222-25, Affirmative Action Compliance, and paragraph (d) of 52.212-3, Offeror Representations and Certifications—Commercial Products and Commercial Services. Contracting officers will not consider these representations when making award decisions or enforce requirements. Entities are not required to, nor are they able to, update their entity registration to remove these representations in SAM.”

FAR 52.212-1 INSTRUCTIONS TO OFFERORS – COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (SEP 2023)(DEVIATION OCT 2025) ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (DEVIATION AUG 2025) Provisions 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 version of FAR 52.212-1 in the addendum is tailored for Simplified Acquisition Procedures and supersedes the current version of FAR 52.212-1 contained in the FAR.

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

FAR 52.212-1, “Instructions to Offerors–Commercial Products and Commercial Services” (DEVIATION AUG 2025)

(a) Submission of offers. Submit signed and dated offers to the office specified in this solicitation at or before the exact time specified in this solicitation. As a minimum, offers shall include—

(1) The solicitation number;

(2) The name, address, telephone number of the Offeror;

(3) The Offeror’s Unique Entity Identifier (UEI) and, if applicable, Electronic Funds Transfer (EFT) indicator;

(4) Information necessary to evaluate the factors contained in the provision at 52.212-2 or as described in the solicitation;

(5) Responses to provisions that require Offeror completion of information, representations, and certifications (other than those collected via the System for Award Management (SAM)); and

(6) A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation and any solicitation amendments.

(b) Period for acceptance of offers. The Offeror agrees to hold the prices in its offer firm for 60 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation.

(c) Late submissions, modifications, revisions, and withdrawals of offers.

(1) Offerors are responsible for submitting offers and any modifications or revisions to the Government office designated in the solicitation by the time specified in the solicitation.

(2) Any offer, modification, or revision received after the time specified for receipt of offers is “late” and will not be considered unless it is received before award is made and the Contracting Officer determines that accepting the late offer would not unduly delay the acquisition. However, a late modification of an otherwise successful offer that makes its terms more favorable to the Government will be considered at any time it is received and may be accepted.

(3) If an emergency or unanticipated event interrupts normal Government processes so that offers cannot be received at the Government office designated for receipt of offers by the exact time specified in the solicitation, 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 offers 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.

(4) Offerors may withdraw their offers by written notice to the Government received at any time before award.

(d) Contract award (not applicable to Invitation for Bids). The Government intends to evaluate offers and award a contract without discussions with Offerors. Therefore, the Offeror’s initial offer should contain the Offeror’s best terms. However, the Government reserves the right to conduct discussions, if necessary. The Government may reject any or all offers if such action is in the public interest, accept other than the lowest offer, and waive informalities and minor irregularities in offers received.

The following provisions are included:

The following clauses are included:

52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within Any time before the end of the contract.; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 48 Months.

(End of Clause)

SUBMISSION INSTRUCTIONS

a) Submissions of Offer: Offerors are required to submit their offer in response to this solicitation specifically tailored to the unique requirements of the Statement of Work. Please submit the quote to Gregoy.Watson2@va.gov and nco20supplyteam2@va.gov by the time and date indicated on the face page of the solicitation document. Include the solicitation number in the Subject line. Any attachments must be readable using Microsoft Office or Adobe PDF. The size of the email is limited to 5 megabytes (MB), but multiple emails are allowable. Quotes must be submitted electronically and will not be accepted through fax or postal mail.

b) Products/service capability description: Offerors shall provide confirmation from OEM that your company is an authorized provider for OEM services in accordance with the Statement of Work.

c) Certification: Offer must demonstrate that personnel have the certification necessary to provide the services in accordance with the Statement of Work.

d) Pricing: Complete the Pricing Table submitting a firm-fixed-price quote to include all costs associated with providing all line items listed. This should encompass labor, materials, travel, equipment, and any applicable fees.

e) Required Submissions: Offers not providing the following may not be considered for award:

Submit offers to Gregory.Watson2@va.gov and nco20supplyteam2@va.gov via email referencing the solicitation number in the subject line.

(f) Any award made as a result of this solicitation will be made on an All or Nothing Basis.

(g) Offerors are warned against contacting any VA personnel other than the Contracting Officer and Contract Specialist prior to placement of any award made resulting from this RFQ. If such contact occurs and found to be prejudicial to competing contractors, the offeror making such contact may be excluded from award considerations.

(End of Addendum to 52.212-1)

FAR 52.212-2 Evaluation-Commercial Products and Commercial Services (SEP 2023)(DEVIATION OCT 2025): In accordance with RFO FAR 12.201-1 and FAR 12.201-2 when appropriate, the contracting officers may (1) insert the provision at 52.212-2, Evaluation Commercial Products and Commercial Services, in solicitations for commercial products or commercial services. The Government may award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered.

Offeror must show capability to comply with the requirements of the Statement of Work.

Offeror must submit with quote all of the required documentation listed in Submission Instructions, Section e.

Offeror must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://sam.gov/.

1. Price: The price will be evaluated based on the total of all contract line items including options. A price will be determined reasonable if, in its nature or amount, it does not exceed what would be incurred by a reasonably prudent person.

*Adherence to the requirements of, and demonstrating capabilities to comply with, the Statement of Work is more important than price. Any offer not meeting these standards will not be evaluated for price.

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

All Service-Disabled Veteran Owned Businesses or Veteran Owned Businesses must be registered/certified with the U.S Small Business Administration at Veteran Small Business Certification Veteran Small Business Certification (sba.gov).

FAR 52.212-4, “Contract Terms and Conditions–Commercial Products” (OCT 2018)(DEVIATION OCT 2025) 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.

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed above.