S02 - Oral Quote Email Language - Brownsburg Pkg 50 TH Pkg 40 - FinalCO Review 7.14.21.docx

ORAL QUOTE EMAIL IAW FAR 13.106-1(c)(1)

Hello !

This email serves as the official “oral” solicitation in accordance with FAR 13.106-1(c)(1) for Activation packages Brownsburg Pkg. 50 and Terre Haute Pkg. 40 for Refractions Desks. This solicitation is set-aside 100% for Service-Disabled Veteran-Owned Small /Business (SDVOSB) concerns.

REQUIREMENT: The Department of Veterans Affairs, Indianapolis VA Medical Center, Indiana requires Lombart Refraction Desks and Accessory Items – Brand Name or Equal, as part of the initial outfitting and activation of the new VA Terre Haute and Brownsburg VA Clinics. Please see the attached Statement of Work (SOW)/Salient Characteristics for detailed information regarding the required equipment/services.

DELIVERY:

Delivery dates may need to be adjusted based on the construction and activation schedule.

DELIVERY LOCATIONS:

This will be a Firm Fixed Price (FFP) Purchase Order (PO) conducted in accordance with the procedures in FAR Parts 12 and 13.

QUOTE DUE DATE: Please submit quotes to Bernadette Bodzenta at Bernadette.Bodzenta@va.gov Contract Specialist, and copy Michelle Rhodes, Contracting Officer at Michelle.Rhodes@va.gov, by Wednesday July 21, 2021, 1:00 PM Eastern. All quotes shall include the following information:

PRICING SCHEDULE: Please see the Price Schedule, attached

PAYMENT/INVOICING: All payments by the Government to the contractor will be made in accordance with Federal Acquisition Regulation (FAR) Clause 52.232-33, Payment by Electronic Funds Transfer—System For Award Management. Invoices shall be submitted in arrears after Government receipt and acceptance of CLINs. All Invoices from the contractor shall be submitted electronically in accordance with VA Acquisition Regulation (VAAR) Clause 852.232-72 Electronic Submission of Payment Requests.

USE OF CONTRACTOR SUPPORT SERVICES: Prospective contractors are hereby notified that the Department of Veterans Affairs utilized the following contractor(s) to perform acquisition related functions to assist in the development of the Indiana Refraction Desks requirement:

SME Solutions, LLC

Contractor personnel have or will sign a non-disclosure agreement. The contractor(s) are bound contractually by organizational conflict of interest and disclosure clauses. For this acquisition, a real or perceived OCI does exist. Therefore, SME Solutions, LLC will be barred from submitting a quote as a prime, teaming partner, or subcontractor.

BRAND NAME OR EQUAL: This oral RFQ includes FAR Clause 52.211-6 Brand Name or Equal as prescribed in FAR 11.107(a).

VA ACQUISITION REGULATION (VAAR) 852.247-42 MARKING DELIVERABLES (OCT 2018):

a. The contract number shall be placed on or adjacent to all exterior mailing or shipping labels of deliverable items called for by the contract.

b. Mark deliverables, except reports for:

IFCAP Purchase Order: To Be Determined (TBD) Contract Number: TBD

VAAR 852.247-42 PACKING FOR DOMESTIC SHIPMENT (OCT 2018): Material shall be packed for shipment in such a manner that will insure acceptance by common carriers and safe delivery at destination. Containers and closures shall comply with regulations of carriers as applicable to the mode of transportation.

RFQ RESPONSE REQUIREMENTS: Offerors are responsible for providing all required elements as indicated by relevant sections of the Statement of Work (SOW) and per items listed below. The offeror is responsible for submitting sufficient information to enable the Government to determine that the quoted items meet the salient characteristics identified in the SOW.

SUBMISSION OF OFFERS: Quotations shall be received on or before Wednesday July 21, 2021 at 1:00 PM (Eastern). Quotations received after the due date and time may not be considered. Quotations shall be submitted electronically to the Contract Specialist Bernadette Bodzenta at Bernadette.Bodzenta@va.gov AND Contracting Officer at Michelle.Rhodes@va.gov . The Offeror agrees to hold the prices in its quotation firm for no less than 90 calendar days from the date specified for receipt of quotations.

Questions of a technical nature shall be submitted electronically via email to the Contract Specialist and Contracting Officer no later than three (3) days after the issuance of this RFQ by 1:00 p.m. (Eastern). Oral questions of a technical nature are not acceptable due to the possibility of misunderstanding or misinterpretation.

“RFQ 36A77620Q0377 Brownsburg Pkg. 50 and Terre Haute Pkg. 40 -Refractions Desks” shall be identified in the e-mail title on all communications.

Amendments to this solicitation will be emailed to all SDVOSB authorized dealers found during market research. Failure to acknowledge an amendment may result in your Offer/Quotation being considered unacceptable.

OTHER REQUIRED SUBMISSION INFORMATION:

1. Authorized Distributor Letter: The Offeror shall include a copy of the authorization from the manufacturer that provides acknowledgement the Offeror is an authorized distributor/dealer of the equipment or products if the Offeror is not the Original Equipment Manufacturer (OEM).

2. Completed Buy American Act Certificate: This solicitation includes Federal Acquisition Regulation (FAR) 52.225-1, Buy American-Supplies. Please complete the attached Buy American Certificate indicating the country of origin for each line item. Failure to provide a complete Buy American Act Certificate may render the quote unacceptable.

3. Completed VA Directive 6550 Appendix A for the device(s) requested.

4. Completed Manufacturer Disclosure Statement for Medical Device Security (MDS2), HN 1-2013 form for the device(s) requested from the manufacturer.

5. If the Offeror is proposing deviations or exceptions, or otherwise makes assumptions or adds new terms, conditions or clauses regarding this Statement of Work, the Offeror must explicitly state them. In the event of a conflict between the Statement of Work and the Offeror’s quote, the Statement of Work shall take precedence unless the Government explicitly agrees with the deviation, exception, assumption, term, condition or clause in the resulting order document. The Offeror is cautioned that deviations, exceptions, assumptions or new terms, conditions, or clauses may result in a determination of quote unacceptability, may preclude award to a contractor if award is made without discussions, or may otherwise affect a contractor’s competitive standing.

**PLEASE NOTE: The Contracting Officer reserves the right to consider a quote acceptable or unacceptable based on the documents submitted or not submitted with the quote.

EVALUATION OF OFFERS:

(a) Basis of Award

The Government will perform a comparative evaluation of offers in accordance with Federal Acquisition Regulation (FAR) Part 13.106-2(b)(3) – Evaluation of Quotations or Offers. The Government will award a contract to the responsible offeror (see FAR 9.104-1 General Standards) whose offer conforms to the solicitation and is most advantageous to the Government. Considering several factors, the offer shall represent the best overall value to the Government at a price that can be determined reasonable. The Government is not required to identify the relative weight of the evaluation factors, hold discussions, or use other FAR Part 15 procedures. Reference FAR 13.106-2(b)(1) and 13.106-2(b)(3) Evaluation of Quotations or Offers.

(b) Evaluation Approach

Technical evaluations will be based on the information contained in the Statement of Work (SOW) and will include, but not necessarily limited to, the Offeror’s demonstration of its ability to meet the required specifications, technical completeness of RFQ requirements, lead times, and vendor qualifications including familiarity with and history of providing refraction desks . Please note, missing or incomplete information shall count against the offeror in determination of award.

To be eligible for award, quotes shall meet the minimum requirements set forth in the RFQ. However, the responses/offers may exceed requirements. The Government reserves the right to select the response/offer that exceeds the minimum requirements but is not absolutely required to do so. Contractors may submit more than one (1) quote. Contractors are strongly encouraged to submit their best technical and price quotes in response to this RFQ. All acceptable quotations/offers will be compared and the offer that is the most advantageous and represents the best value to the Government will be selected for award. However, unlike in FAR Part 15, the Government will NOT consider any departures or alternates from the RFQ and each offer shall address the solicitation requirements.

Once the Government determines there is(are) a contractor(s) that can provide the items that meet the requirements of this RFQ, the Government reserves the right to interact with only the identified contractor(s) providing the best-suited quote to address any remaining issues, if any. 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 offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are interactions after its receipt, unless a written notice of withdrawal is received before award.

1. TECHNICAL

a. SUPPLIES: Meets specifications/salient characteristics listed in SOW. This factor will be determined through Government evaluation of the quoted equipment against the Governments minimum requirement as identified in the SOW. The Offeror shall provide an electronic copy of the cut sheets/manufacturer’s specifications for all items quoted unless quoting the brand name. The quote shall indicate if the item is the brand name or an equivalent. These cut sheets/manufacturer’s specifications shall contain adequate specifications for the Government to determine the product meets the specifications identified in the SOW. Not providing this information may render the quote technically unacceptable and, thus, ineligible for award.

b. GRAY MARKET REQUIREMENTS:

1) As part of its initial review of quotes received, the Government will verify quotes are in compliance with the VA gray market prevention requirements applicable to this solicitation. Please refer to VAAR clause 852.212-71 in Section C of this solicitation, as well as the Addendum to 52.212-1, Quote Preparation Instructions, paragraph D2 for additional information regarding VA’s gray market prevention requirements for new medical supplies and equipment applicable to this solicitation.

2) Quotes not in compliance with the VA’s gray market requirements applicable to this solicitation shall be considered technically unacceptable.

3) Please note, quotes shall include documentation from the OEM, signed and dated within the last two (2) years, identifying the quoter as an authorized distributor to be considered for technical acceptance.

4) Vendor shall be an OEM, authorized dealer, authorized distributor, or authorized reseller for the proposed medical supplies, medical equipment, and/or services contracts for maintenance of medical equipment (i.e. replacement parts), verified by an authorization letter or other documents from the OEM. All software licensing, warranty and service associated with the medical supplies, medical equipment, and/or services contracts for maintenance of medical equipment shall be in accordance with the OEM terms and conditions.

5) The delivery of gray market items to the VA in the fulfillment of an order/award constitutes a breach of contract. Accordingly, the VA reserves the right enforce any of its contractual remedies. This includes termination of the contract or, solely at the VA’s election, allowing the Vendor to replace, at no cost to the Government, any remanufactured or gray market item(s) delivered to a VA medical facility upon discovery of such items.

2. PRICE

a. Total evaluated price will be determined by multiplying the quantities identified for each CLIN quoted by the proposed unit price for each Contract Line Item Number (CLIN). The extended amounts for each CLIN will then be added together to determine the total evaluated price.

b. The Government will review the completed price schedule or price quote for completion and accuracy, as well as the fairness and reasonableness of the quoted prices.

c. For solicitations where FAR 52.225-1 Buy American-Supplies is applicable, the Government may be required to evaluate price in accordance with FAR 25.205(b) Determining Reasonableness of Cost.

ATTACHMENTS:

1. ATTACHMENT 1 – Final SOW – Terre Haute Pkg. 40 and Brownsburg Pkg. 50

2. ATTACHMENT 2 – Price-Cost Schedule

3. ATTACHMENT 3 - Delivery Schedule

4. ATTACHMENT 4 – Buy American Certificate

5. ATTACHMENT 5 – 6550 for Completion

** End of Oral Quote RFQ **