Effective Date: 03/15/2023 Revision: 01 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 2024-05. This solicitation is set-aside for SDVOSBs. The associated North American Industrial Classification System (NAICS) code for this procurement is 541690, with a small business size standard of $19.0M The FSC/PSC is H958. The Network Contracting Office 1 is seeking to purchase Physicist Radiology Equipment Inspection and Calibration on behalf of VA Connecticut Health Care System. All interested companies shall provide quotations for the following: STATEMENT OF WORK PHYSICIST RADIOLOGY EQUIPMENT INSPECTION & CALIBRATION VA CONNECTICUT HEALTHCARE SYSTEM General Information: The VACT Healthcare System maintains an annual service contract for the certification of all diagnostic imaging equipment of NRC, NHPP and TJC as a yearly requirement at the West Haven and Newington campuses. Type of Contract: Firm-Fixed Price Service Contract. Contract Performance Period: Base Year 8/19/2024 - 8/18/2025 Option Yr. 1 8/19/2025 - 8/18/2026 Option Yr. 2 8/19/2026 - 8/18/2027 Option Yr. 3 8/19/2027 - 8/18/2028 Objective: This contract is to ensure safe and reliable diagnostic imaging equipment performance while meeting all safety requirements, industry standards and NRC, NHPP and TJC regulations. This shall be completed to ensure maximum uptime with minimal impact on patient care. Scope of Work 1. EQUIPMENT IDENTIFICATION: VA Connecticut Equipment List: Equipment Category Entry Number Serial# Manufacturer Model Campus Location Service Pointer SCANNING SYSTEMS: CT 138147 3LC2Z2048 CANON MEDICAL SYSTEMS USA AQUILION ONE GENESIS 640 West Haven G187H-1-W 689-360-RADIOLOGY SCANNING SYSTEMS: CT 138151 3LC22Z2049 CANON MEDICAL SYSTEMS USA AQUILION ONE GENESIS 640 West Haven G187F-1-W 689-360-RADIOLOGY SCANNING SYSTEMS: CT 139154 19-7M86534-01 CANON MEDICAL SYSTEMS USA AQUILION ONE GENESIS 640 Newington 109-1-N 689-360-RADIOLOGY SCANNING SYSTEMS: CT 139155 3LA21522018 CANON MEDICAL SYSTEMS USA AQUILION ONE GENESIS 640 Newington 109-1-N 689-360-RADIOLOGY SCANNING SYSTEMS: CT 127963 8LA2082086 CANNON INST AQUILION PRIME SP West Haven TRAILER 689-360-RADIOLOGY R/F SYSTEMS: GENERAL-PURPOSE 103863 61773 SIEMENS MEDICAL SYS AXIOM LUMINOS AGILE MAX West Haven 1104-1-W 689-360-RADIOLOGY X-RAY GENERATORS 103865 11544 SIEMENS MEDICAL SYS AXIOM LUMINOS AGILE MAX West Haven 1104-1-W 689-360-RADIOLOGY RADIOGRAPHIC SYSTEMS: DIGITAL 78760 11000606 PHILIPS HEALTHCARE NORTH AMERICA DIGITAL DIAGNOST West Haven 1157-2-W 689-360-RADIOLOGY RADIOGRAPHIC SYSTEMS: DIGITAL 115582 1041318WK5 GE HEALTHCARE USA DISCOVERY XR656 West Haven 1158-2-W 689-360-RADIOLOGY RADIOGRAPHIC SYSTEMS: DIGITAL 116828 DX2SS1900074HL GE HEALTHCARE USA DISCOVERY XR656 Newington 214-1-N 689-360-RADIOLOGY RADIOGRAPHIC SYSTEMS: DIGITAL 117888 DX2SS1900178HL GE HEALTHCARE USA DISCOVERY XR656 Newington 213-1-N 689-360-RADIOLOGY R/F SYSTEMS: GENERAL-PURPOSE 103802 17000017 PHILIPS BUSINESS SYS EASYDIAGNOST ELEVA West Haven 1106-1-W 689-360-RADIOLOGY RADIOGRAPHIC UNITS: MOBILE 86279 17030229 FUJIFILM MEDICAL SYSTEMS USA FCR GO Newington 141-1-N 689-360-RADIOLOGY RADIOGRAPHIC UNITS: MOBILE 92768 46330445 FUJIFILM MEDICAL SYSTEMS USA FCR GO 2 Newington 214-3-N 689-360-RADIOLOGY SCANNING SYSTEMS: GAMMA CAMERA 135023 1000493 PHILIPS HEALTHCARE NORTH AMERICA FORTE JETSTREAM West Haven G140-1-W NUCLEAR MEDICINE RADIOGRAPHIC UNITS: MOBILE 106840 5143M3HK600003R SAMSUNG ELECTRONICS AMERICA GM85 West Haven 1102-1-W NUCLEAR MEDICINE DENSITOMETERS: BONE: X-RAY 134838 306589M HOLOGIC HORIZON A Newington 209-1-N 689-360-RADIOLOGY DENSITOMETERS: BONE: X-RAY 134891 306924M HOLOGIC HORIZON A West Haven 1155-2-W 689-360-RADIOLOGY SCANNING SYSTEMS: MRI 82929 MZ0078 PHILIPS HEALTHCARE NORTH AMERICA INGENIA 3.0T  SG140-1-W 689-360-RADIOLOGY R/F SYSTEMS: CARDIOVASCULAR 62773 467 PHILIPS HEALTHCARE NORTH AMERICA ALLURA XPER FD10 West Haven 1115-1-W 689-20B-CARDIOLOGY R/F SYSTEMS: ANGIO/INTERVENTIONAL 72333 579922BU6 GE MEDICAL INNOVA 4100-IQ West Haven 1127-1-W 689-360-RADIOLOGY SCANNING SYSTEMS: MRI 103867 141488 SIEMENS MEDICAL SYS MAGNETOM AERA West Haven SG140-1-W 689-360-RADIOLOGY SCANNING SYSTEMS: MRI 103881 16C264 SIEMENS MEDICAL SYS MAGNETOM AERA West Haven SG140-1-W 689-360-RADIOLOGY RADIOGRAPHIC UNITS: MOBILE 96176 15100135 PHILIPS MEDICAL SYS/ULTRASOUND MOBILE DIAGNOST West Haven 1102-1-W 689-360-RADIOLOGY RADIOGRAPHIC UNITS: MOBILE 96177 15100138 PHILIPS MEDICAL SYS/ULTRASOUND MOBILE DIAGNOST West Haven 1156-2-W 689-360-RADIOLOGY R/F UNITS: MOBILE 76594 E2-1681 OEC MEDICAL SYSTEMS OEC 9900 ELITE West Haven 2113-1-W 689-360-RADIOLOGY R/F UNITS: MOBILE 91577 E2-4068 GENERAL ELECTRIC/MEDICAL SYS OEC 9900 ELITE West Haven 3160-1-W 689-360-RADIOLOGY R/F UNITS: MOBILE 93147 E2-4268 GE HEALTHCARE USA OEC 9900 ELITE West Haven 5216-1-W 689-360-RADIOLOGY R/F UNITS: MOBILE 93148 E2-4272 GE HEALTHCARE USA OEC 9900 ELITE West Haven 3160-1-W 689-360-RADIOLOGY SCANNING SYSTEMS: CT/SPECT 103769 252201782 SIEMENS MEDICAL SYS SYMBIA INTEVO 16 West Haven G138-1-W NUCLEAR MEDICINE RADIOGRAPHIC UNITS: MOBILE 96176 15100135 Philips Medical Systems, Inc. MOBILE DIAGNOST West Haven Mobile 689-360-RADIOLOGY RADIOGRAPHIC UNITS: MOBILE 96177 15100138 Philips Medical Systems, Inc. MOBILE DIAGNOST West Haven Mobile 689-360-RADIOLOGY R/F UNITS: MOBILE 115340 ESXXXX04510 GE HEALTHCARE USA oec 9900 elite West Haven Mobile 689-439-ANESTHESIOLOGY R/F UNITS: MOBILE 115344 4101 GE HEALTHCARE USA oec 9900 elite West Haven Mobile 689-439-ANESTHESIOLOGY R/F UNITS: MOBILE 76594 E2-1681 GE HEALTHCARE USA oec 9900 elite West Haven Mobile 689-360-RADIOLOGY R/F UNITS: MOBILE 91577 E2-4068 GE HEALTHCARE USA oec 9900 elite West Haven Mobile 689-360-RADIOLOGY R/F UNITS: MOBILE 134006 FSXXTX00373 GE HEALTHCARE USA OEC ELITE West Haven Mobile 689-439-ANESTHESIOLOGY R/F UNITS: MOBILE 142768 FBXXTE02727 GE HEALTHCARE USA OEC ELITE CFD West Haven Mobile 689-360-RADIOLOGY R/F UNITS: MOBILE 142769 FBXXTE02728 GE HEALTHCARE USA OEC ELITE CFD West Haven Mobile 689-360-RADIOLOGY R/F UNITS: MOBILE 140174 30-0623-29M HOLOGIC FLUOROSCAN INSIGHT-FD West Haven Mobile SURGICAL R/F UNITS: MOBILE 103513 20-0317-20M HOLOGIC FLUOROSCAN INSIGHT-FD West Haven Mobile SURGICAL RADIOGRAPHIC UNITS: DENTAL 142097 ITPX19046253 PLANMECA INC PROX Newington 2102-2C-N-689 689-101-DENTAL RADIOGRAPHIC UNITS: DENTAL 99608 TPX360697 PLANMECA INC PROMAX DIMAX 3 West Haven 2117E-2-W-689 689-100-DENTAL RADIOGRAPHIC UNITS: DENTAL 95991 IPX015109 PLANMECA INC PROX Newington 2105-2C-N-689 689-101-DENTAL RADIOGRAPHIC UNITS: DENTAL 95989 IPX015112 PLANMECA INC PROX Newington 2112-2C-N-689 689-101-DENTAL RADIOGRAPHIC UNITS: DENTAL 95990 IPX015115 PLANMECA INC PROX Newington 2101-2C-N-689 689-101-DENTAL RADIOGRAPHIC UNITS: DENTAL 95992 IPX015114 PLANMECA INC PROX West Haven 2117D-2-W-689 689-100-DENTAL SCANNING SYSTEMS: CT: CONE-BEAM: HEAD/NECK 62742 RPX236549 PLANMECA INC PROMAX 3D West Haven BB1-6-W 689-101-DENTAL RADIOGRAPHIC UNITS: DENTAL 95993 IPX015111 PLANMECA INC PROX West Haven 2116B-2-W-689 689-100-DENTAL RADIOGRAPHIC UNITS: DENTAL 95994 IPX015108 PLANMECA INC PROX West Haven 2118-2-W-689 689-100-DENTAL RADIOGRAPHIC UNITS: DENTAL 99607 IPX020590 PLANMECA INC PROX West Haven 2117E-2-W-689 689-100-DENTAL R/F SYSTEMS: CARDIOVASCULAR 99075 1035 PHILIPS HEALTHCARE NORTH AMERICA ALLURA XPER FD20 West Haven 1111-1-W 689-20B-CARDIOLOGY RADIOGRAPHIC UNITS: DENTAL 131037 1009209 KAVO NOMAD PRO 2 West Haven 1341-2-W 689-100-DENTAL RADIOGRAPHIC UNITS: DENTAL 131038 1009210 KAVO NOMAD PRO 2 Newington 2102-2C-N-689 689-101-DENTAL Location: VA CT Health Care System West Haven Campus, 950 Campbell Ave, West Haven, CT 06516 Newington Campus, 555 Willard Ave, Newington, CT 06111 2. CONFORMANCE STANDARDS: Initial (Acceptance or Relocation), annual and post repair surveys/inspections of diagnostic radiography equipment including CT, fluoroscopes, potables, C-Arms, dental units, and general diagnostic machines. MRI and image display monitors, Nuc Med cameras, PET/CT, and SPECT equipment. 3. SERVICE AND MAINTENANCE: Major repairs or replacement of a major component (i.e., tube changes, collimator repair, detector replacement or generator repair), post repair surveys of CT and fluoro equipment must be performed within seven (7) days of vendor notification of service need(s) (This does not apply to emergencies, as defined in section 7). Verbal confirmation that equipment has passed and is safe for use is required at the completion of service/repair. Annual, initial and post repair (i.e., Tube replacement) testing must include measurements of sufficient numbers and types to thoroughly evaluate the safety of the radiation producing equipment and safety of its use for patients and operators. JCAHO, NHPP and CT DEEP (when in effect) testing standards must be followed. An annual review meeting, as well as an initial kick-off meeting, will be planned and scheduled between the COR and the contractor s delegated point-of-contact to update the equipment list. In addition, contractor shall be able to provide on-site fluoro safety training for physicians and technologists. Contractor must be able to provide patient skin dose calculations for prolonged fluoroscopy procedures. 4. PARTS EXCHANGE: N/A, Physicist do not provide parts. 5. LABOR & TRAVEL EXPENSES: All labor and travel conducted during normal business hours: Monday through Friday, 8:00am 5:00pm relative to customer s local time, however service calls may exceed normal operating hours to start re-use after a repair. 6. CERTIFIED TRAINED TECHNICIANS AND KEY PERSONNEL: All medical physicists/personnel providing service to equipment at VACT must meet JCAHO and NHPP requirements for education, training, experience, and all other credentials required by VHA and other governing agencies. This includes the required annual radiation safety training to keep their own occupational doses ALARA. VACT must have a current resume/cv on file for all physicists who will or may come to either of our campuses to test or otherwise work on our equipment. VACT must see and approve the resume/cv for any new physicists who would be coming to work at VACT campuses prior to their arrival. Subcontractors must account for < 51% of the physicists time working at VACT. medical physicists must be educated and experienced in nuclear medicine and pet diagnostic and therapy procedures such that they can answer questions and offer advice on issues in these areas. they must be knowledgeable about lu-177, ra-233 and y-90 therapy to provide advice. they also must be experienced with radiation shielding and performance of dose reconstruction for patient and staff for incidents and in critical situations. 7. HOURS OF COVERAGE: Normal hours of coverage for non-emergencies are Monday through Friday from 08:00 AM to 05:00 PM, excluding federal holidays. All service will be performed during normal hours of coverage unless requested or approved by the Contracting Officer s Representative (COR) or Designee of the service(s). Because emergencies can stop critical patient care, the medical physicist must be able to arrive at VACT within 3 hours from the time of receipt of an emergency call from VACT, such as for urgent CT equipment inspection to allow equipment use to resume. Federal Holidays observed by the VAMC are: New Years' Day, Martin Luther King Day, Presidents' Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans' Day, Thanksgiving Day, and Christmas Day 8. SCHEDULED SERVICE: Testing must be scheduled during normal Biomed/Clinical Engineering staff working hours/tours. These days/times must also accommodate the VACT Radiology and all other services that are involved with the management of covered equipment. Testing must follow the American college of radiology and any other relevant standards. Tests routinely performed annually and at acceptance will include, but not limited to, mA linearity, timer accuracy, kVp accuracy, HVL, exposure reproducibility, light field/x-ray alignment and equipment output at various settings. Dose rate surveys in the control room and adjacent occupied areas are to be included during acceptance testing or relocation of equipment. Testing of CT equipment shall also include evaluation of table incrementation and travel accuracy, image uniformity, slice thickness and position accuracy, alignment light accuracy, radiation beam width, image noise, artifact evaluation, spatial resolution, high contrast resolution, low contrast resolution, contrast scale/CT # s, mA scan time calibration and evaluation of patient dose to reference/recommended doses. The contractor shall be able to make recommendations for patient dose reduction methods, and comment on our use of SureStart and other modes of operation. Annual CT inspections must include a review of our CT protocols, technical factors used as well as Our ALERT and Notification levels. Contractor must be able to offer recommendations to ensure patient dose optimization when compared to national recommendations and good practices. Fluoroscopy equipment testing shall also include evaluation of equipment output, resolution, and patient doses. Report must include output data to be posted for each fluoro room or portable unit. For Nuclear Medicine cameras, phantoms will be used to assess image/system uniformity, resolution, and artifact evaluation. A. The Contractor shall perform Inspection Service to ensure that equipment performs in accordance with Item 3, Conformance Standards. An outline of the PM procedures and schedule shall be provided to the COR or designated representative. The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable). At minimum, the contractor will perform electrical safety testing in accordance with NFPA-00 standards. Services shall include, but need not be limited to, the following: 1) Reviewing operating system software diagnostics to ensure that the system is operating in accordance with Section 3, Conformance Standards, or the manufacturer's specifications. 2) Testing and Reporting by Physicist. 3) Performing remedial maintenance of non-emergent nature. 4) Testing and replacing faulty and worn parts and/or parts likely to become faulty, fail or become worn. 5) Inspecting and replacing where indicated, electrical wiring and cables for wear and fraying. 6) Inspecting, and replacing where indicated, all mechanical components which may include, but is not limited to: X-ray tube mounting hardware, patient restraints and support devices, cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches, motors, keyboards, and patient couches for mechanical integrity, safety, and performance. 8) Providing documentation of services performed. 12. DOCUMENTATION/REPORTS: Signed reports shall be received within two- four weeks of performance of testing. Any equipment that has failed testing will be immediately removed from service and must be immediately reported to the appropriate VACT staff members including THE RADIATION SAFETY OFFICER. The documentation shall include detailed descriptions of the scheduled maintenance (i.e., Emergency repairs inspection, not repairs) procedures performed, including replaced parts no parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with Section 3, Conformance Standards, or the manufacturer's specifications. Notations must be made in the CT Annual report to document that our CT protocols were reviewed. Medical physicists must review the CT QA program and be able to make recommendations for any enhancements required. Such documentation shall meet the guidelines as set forth in the Conformance Standards section. The Engineering Service Report (ESR) will consist of a separate PM report for the item(s) covered under the "specific" contract. Grouping different equipment from different contracts on "one" ESR is prohibited. Service reports must be sent to the COR or the requesting entity upon completion of each service. In addition, each ESR must, at a minimum, document the following data legibly and in complete detail: A. Name of contractor and contract number. B. Name of FSE who performed services. C. Contractor service ESR number/log number. D. Date, time (starting and ending), equipment downtime and hours on-site for service call. E. VA purchase order number(s) covering the call if outside normal working hours. F. Description of problem reported by the COR or designated representative. G. Identification of equipment to be serviced: 1) Inventory ID number, 2) Manufacturer's name, 3) Device name, and location 4) Model number, 5) Serial number, 6) Any other manufacturer's identification numbers. H. Itemized Description of Service Performed (including, if applicable, costs associated with after normal working hour services) including: 1) Labor and Travel, 2) Materials and Circuit Location of problem/corrective action. I. Total Cost to be billed (if applicable - i.e., part(s) not covered, or service rendered after normal hours of coverage). J. Signatures: 1) FSE performing services described. 2) Authorized VA Employee who witnessed service described. NOTE: - Any additional charges claimed must be approved by the COR or designated representative before service is completed. 13. REPORTING REQUIREMENTS: The Contractor shall be required to report to the Clinical Engineering Department to log in. This check- in is mandatory. When the service is completed, the FSE shall document services rendered on a legible ESR(s). The FSE shall be required to log out with Biomedical Engineering and submit the ESR(s) to the COR or designated representative. ALL ESRs shall be submitted to the equipment user for an "acceptance signature" and to the COR or designated representative for an "authorization signature". If COR or designated representative is unavailable, a signed, authorized copy of the ESR will be left with the user. 14. PAYMENT: Invoices shall include at a minimum, the following information: Contract Number, Purchase Order/Task Order Number, Contractor Name, Item(s) covered (to include serial #'s) by the PMI and covered period of service. All invoices shall be mailed to the Department of Veterans Affairs Financial Services Center s address as follows: FMS-VA-1-650 P.O. Box 149971 Austin, TX 78714 15. ADDITIONAL CHARGES: There shall be no additional charge for time spent at the site (during, or after the normal hours of coverage) awaiting the arrival of additional FSE and/or delivery of parts. 16. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE: - The Contractor shall immediately, but no later than 24 (twenty-four) consecutive hours after discovery, notify the COR and/or designated representative (in writing) of the existence or the development of any defects in, or repairs required, to the scheduled equipment which the Contractor considers he/she is not responsible for under the terms of the contract. The Contractor shall furnish to the COR or designated representative a written estimate of the cost to make necessary repairs. 17. CONDITION OF EQUIPMENT: The Contractor shall accept responsibility for the equipment. Failure to inspect the equipment prior to contract award will not relieve the Contractor from performance of the requirements of this contract. 18. TEST EQUIPMENT: The contractor s Test Equipment (including ION Chambers, GM Survey Meters, Phantoms and other test equipment) shall be current state of the art, properly maintained and calibrated and remain in working condition. 19. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS: The Contractor's FSE's shall always wear visible identification while on the premises of the VAMC. The Contractor shall park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the VAMC. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. 20.TRANSPORTATION CHARGES: All costs associated with transportation, from shipping point to the destination specified above, and all costs of removal after contract completion, shall be paid by the Contractor, and incorporated in the price proposal. The Contractor shall be responsible for all damage in transit including any transportation costs for replacement. 21.COMPLIANCE WITH OSHA BLOODBORNE PATHOGENS STANDARD: The Contractor shall comply with the Federal/California OSHA Bloodborne Pathogens Standard. The Contractor shall: Have methods by which all employees are educated as to risks associated with bloodborne pathogens. Have policies and procedures which reduce the risk of employee exposure to bloodborne pathogens. Have mechanisms for employee counseling and treatment following exposure to bloodborne pathogens. Provide appropriate personal protective equipment/clothing such as gloves, gowns, masks, protective eyewear, mouthpieces for the employee during performance of the contract. 22. MISCELLANEOUS: Additional equipment may be added and/or removed throughout the life of this contract and shall be considered within scope. 23. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS: All contractor personnel shall obtain a short-term identification badge issued by the COR or government designated representative. Such badge shall be worn by the individual and prominently always displayed while on VA Property. No employee of the contractor shall enter the project site without a valid identification badge issued by the VA. In order to obtain a short-term identification badge, contractor personnel shall present to the COR a valid (non-expired) photo identification issued by a US federal, state or local government agency. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. Contactor policies and procedures shall comply with all VA Privacy & Security, the Privacy Act and Health Insurance Portability and Accountability Act (HIPAA). Escort will be provided as required in sensitive work areas. The C&A requirements do not apply, and the security accreditation package is not required. The identified Sole Source Vendor shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in standard acquisition guidelines. Per the VA handbook 6500.6, no VA sensitive information will be transferred, shared, or stored with said vendor. As such, no additional mechanisms will be needed to ensure the protection of information. The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html. The following solicitation provisions apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services 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://www.sam.gov/portal 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 (November 2023) FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Products and Commercial Services (May 2024) The following subparagraphs of FAR 52.212-5 are applicable: 52.203-17, Contractor Employee Whistleblower Rights (Nov 2023) (41 U.S.C. 4712) 52.204-10, Reporting Executive Compensation & First-Tier Subcontract Awards (JUN 2020) (Pub. L. 109-282) (31 U.S.C. 6101 note) 52.204-27, Prohibition on a ByteDance Covered Application (JUN 2023) (Section 102 of Division R of Pub L. 117-328) 52.209-6, Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (NOV 2021) (31 U.S.C. 6101 note). 52.219-6, Notice of Total Small Business Set-Aside (NOV 2020) 52.219-28, Post Award Small Business Program Rerepresentation (FEB 2024) (15 U.S.C. 632(a)(2)) 52.222-3, Convict Labor (JUN 2003) (E.O. 11755) 52.222-19, Child Labor-Cooperation with Authorities and Remedies (NOV 2023) 52.222-36, Equal Opportunity for Workers with Disabilities (JUN 2020) (29 U.S.C. 793) 52.222-50, Combating Trafficking in Persons (NOV 2021) (22 U.S.C. chapter 78 and E.O. 13627) All quotes shall be sent to the Veterans Health Administration, Regional Procurement Office East, Network Contracting Office 1 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: Technical, Past Performance and Price The award will be made to the response most advantageous to the Government. Responses should contain your best terms, conditions. ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021) 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 (Nov 2021) (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 a 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 if the acquisition Is set aside for small business and has a value above the simplified acquisition threshold; or Uses the HUBZone price evaluation preference regardless of dollar value, unless the quoter waives the price evaluation preference; or 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. Quotes may be submitted on letterhead stationery, or as otherwise specified in the RFQ. 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; 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 quoter shall complete electronically);            (9) Acknowledgment Request for Quotation amendments; (10) Past performance will not be considered in simplified acquisition procurements. (11) Quote 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 and certifications, information requested in (1) to (9), and accept the terms and conditions of the solicitation may be excluded from consideration. (c) Period for acceptance of Quotes. The quoter agrees to hold the prices in its quote 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 samples shall be submitted at no expense to the Government, and returned at the sender s request and expense, unless they are destroyed during testing. (e) Multiple Quotes. Quoters are encouraged to submit multiple quotes presenting 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, revisions, and withdrawals of quotes. (1) Quoters are responsible for submitting quotes 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 are due. (2) Any quotation 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 (CO) determines that accepting the late quotation would not unduly delay the acquisition. (3) If an emergency or unanticipated event interrupts normal Government processes so that quotations cannot be received at the Government office designated for receipt of quotes by the exact time specified in the solicitation, and urgent Government requirements preclude a 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. The Contracting Officer (CO) may issue a purchase order to other than the quoter with the lowest priced quotation. (h) Multiple awards. The Government may 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 Schedule, quotations may not be submitted for quantities less than those specified. 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 quotation.       (1) Availability of requirements documents cited in the solicitation. (i) The GSA Index of Federal Specifications, Standards and Commercial Item Descriptions, FPMR Part 101-29, and copies of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained for a fee by submitting a request to- GSA Federal Supply Service Specifications Section Suite 8100 470 East L Enfant Plaza, SW Washington, DC 20407 Telephone (202) 619-8925, Facsimile (202) 619-8978. (ii) If the General Services Administration, Department of Agriculture, or Department of Veterans Affairs issued this solicitation, a single copy of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained free of charge by submitting a request to the addressee in paragraph (i)(1)(i) of this provision. Additional copies will be issued for a fee. (2) Most unclassified Defense specifications and standards may be downloaded from the following ASSIST websites:                 (i) ASSIST ( https://assist.dla.mil/online/start/).                 (ii) Quick Search ( http://quicksearch.dla.mil/).           (3) Documents not available from ASSIST may be ordered from the Department of Defense Single Stock Point (DoDSSP) by- (i) Using the ASSIST Shopping Wizard ( https://assist.dla.mil/wizard/index.cfm); (ii) Phoning the DoDSSP Customer Service Desk (215) 697-2179, Mon-Fri, 0730 to 1600 EST; or (iii) Ordering from DoDSSP, Building 4, Section D, 700 Robbins Avenue, Philadelphia, PA 19111-5094, Telephone (215) 697-2667/2179, Facsimile (215) 697-1462. (4) Nongovernment (voluntary) standards must be obtained from the organization responsible for their preparation, publication, or maintenance. (j) Unique entity identifier (UEI). Applies to all quotes that exceed the micro-purchase threshold, and quotes at or below the micro-purchase threshold if the solicitation requires the contractor to be registered in the System for Award Management (SAM).) The quoter must enter, in the block with its name and address on the cover page of its quote, the annotation "Unique Entity Identifier" followed by the unique entity identifier that identifies the quoters name and address. The quoter also must enter its Electronic Funds Transfer (EFT) indicator, if applicable. The EFT indicator is a four-character suffix to the UEI. 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 UEI, it should contact the entity designated at www.sam.gov for UEI establishment directly to obtain one. The quoter should indicate that it is a quoter for a Government contract when contacting the entity designated at www.sam.gov for establishing the UEI. (k) [Reserved] (l) Requests for information. The CO will not notify unsuccessful quoters that responded to this Request for Quotation (RFQ). However, quoters may request information on purchase order(s) resulting from this solicitation with the CO. (End of Provision) 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. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Quoters shall list exception(s) and rationale for the exception(s), if any.
