S02 - Attachment 1 Tailored FAR 52.212-1 Instructions to Offerors 4-27.pdf

52.212-1 Instructions to Offerors—Commercial Products and Commercial Services.

As prescribed in 12.205(a)(1), insert a clause substantially as follows:

Instructions to Offerors—Commercial Products and Commercial Services (Deviation Date)

(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.

(e) Debriefings. If a postaward debriefing is given to requesting Offerors, the Government will disclose the following information, if applicable:

(1) The agency’s evaluation of the significant weak or deficient factors in the debriefed Offeror’s offer.

(2) The overall evaluated cost or price and technical rating of the successful Offeror and the debriefed Offeror and past performance information on the debriefed Offeror.

(3) The overall ranking of all Offerors when any ranking was developed by the agency during source selection.

(4) A summary of the rationale for award.

(5) For acquisitions of commercial products, the make and model of the product to be delivered by the successful Offeror.

(6) Reasonable responses to relevant questions posed by the debriefed Offeror as to whether the agency followed source-selection procedures set forth in the solicitation, applicable regulations, and other applicable authorities.

(End of provision)

(C$END-OF-PROV)

ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS

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 provisions are incorporated into 52.212-1 as an addendum to this solicitation:

ELIGIBILITY

See 52.212-2 Evaluation – Commercial Items for basis of award

QUOTE PREPARATION INSTRUCTIONS

To assure timely and equitable evaluation of quotes, offerors must follow the instructions contained herein for quote submissions. Quotes must be complete, self-sufficient, and respond directly to the requirements of this solicitation.

FAILURE TO PROVIDE ANY OF THE INFORMATION REQUESTED IN THIS SECTION

MAY RESULT IN YOUR QUOTE BEING EXCLUDED FROM FURTHER CONSIDERATION

FOR AWARD.

Required Documentation

Offerors shall submit quote by email to Matthew.Hohl@va.gov by the solicitation due date. Please limit graphics or excessive large files during quote submission.

As part of their quote, offerors shall submit the following information:

Volume 1: Price Quote

Contractor must provide firm-fixed pricing for all line items listed in the Price Schedule for the four (4) ordering Periods. If the Price Schedule is not completed entirely, or the offeror indicates additional/ variable pricing fees, the entire quote may be considered unacceptable and the offeror could be ineligible for award. Content for this quote shall include:

• Priced Quote to include base period and all four (4) ordering periods.

• A completed copy of FAR 52.225-6 Trade Agreements Certificate. See Attachment 4.

• Completed Provision fill-ins for VAAR 852.219-75 (if applicable)

• Authorization letter or other documents from the OEM verifying offeror is an authorized dealer, distributor, or reseller.

• A completed copy of 852.240-70, Compliance with Public Law 119-37, Section 258

(DEVIATION MAR 2026). Refer to Attachment 6

• Statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Offers that fail to furnish required representations or information or reject the terms and conditions of the solicitation may be excluded from consideration.

o 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:"

o Quoters shall list exception(s) and rationale for the exception(s), if any.

Volume 2: Technical Submission The technical quote must demonstrate the offeror’s ability to meet the Government’s needs stated in the

SOW and submit all necessary supporting documentation listed below:

Offeror must submit the following documentation to review

• Operators and Service Manuals for proposed products

• Manual for the cleaning and disinfection process to include suggested cleaning agents if not list in the operation or service manual.

• Narrative addressing their ability to meet each requirement outlined in the statement of work.

This narrative should include evidence of meeting the requirements.

• Past performance documentation o References from VA Facilities where equipment is installed o Manufacturer will provide a five-year summary of all relevant device recalls, safety notices, corrective actions, and adverse event reports for ceiling lift motors and tracks in the U.S. market for consideration by the facility. The facility reserves the right to access comprehensive safety records through the VHAs internal safety documentation to ensure full disclosure occurs.

• Warranty and Serviceability o Documentation on any warranties provided for offered products o Documentation on manufacturers required maintenance and the ability for the VA to do routine and corrective maintenance.

o Provide documentation on the life expectancy of each component provided and how servicing may or may not impact the useful life.

PLEASE NOTE:

FAILURE TO SUBMIT ANY OF THE REQUIRED INFORMATION IDENTIFIED ABOVE

MAY RESULT IN YOUR QUOTE BEING EXCLUDED FROM FURTHER CONSIDERATON

FOR AWARD.

*VA has a maximum allowable incoming email size limitation including attachments of seven megabytes.

Offerors submitting responses via email which exceed seven megabytes shall split their response into multiple email messages so as to not exceed the maximum allowable email size limitation. The VA is not responsible for late responses due to undelivered e-mails that exceed seven megabytes.

Format

Volume 1: Price Quote

This quote shall include the following:

• Quote to include all four (4) ordering periods.

The Cover page shall be clearly labeled as follows:

<Company Name>

Ceiling Lift replacement Quote for Tomah VA Medical Center

36C25226Q0277

Volume 1: Price Quote

Volume 2: Technical Submission This quote shall only include technical details. This shall NOT any information on pricing directly related to this solicitation requirement.

The Cover Page Shall be clearly labeled as follows:

<Company Name>

Ceiling Lift replacement Quote for Tomah VA Medical Center

36C25226Q0277

Volume 2: Technical Submission

Instructions to Offerors-Commercial Products and Commercial Services (SEP 2023) (DEVIATION OCT 2025) [all] [provision may be tailored to reflect customary commercial practice, except the paragraph on Debriefings, which is required by statute