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Contract Opportunity

1. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, 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.
2. This is a Request for Quote (RFQ) and the solicitation number is 36C26024Q0403. The Government anticipates awarding a firm-fixed price purchase order contract resulting from this solicitation.
3. This is a BRAND NAME or EQUAL Solicitation for The Roseburg and Eugene HCCVA VA Medical Center for E3 Diagnostics Service Contract. Base+4 Option years: 04/01/2023 03/31/2029). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2024-03 effective February 23, 2024
4. This is a Full-and-Open solicitation Unrestricted by business size. The associated North American Industrial Classification System (NAICS) code for this procurement is 811210, with a small business size of 34.0 million Employees and the PSC is J065.
All interested companies shall provide quotations, including pricing, as a part of this solicitation. All information of this nature submitted to the government shall be made in accordance with the Brand Name or Equal Statement of Work below. Responsive quotes shall include a price quote, past relevant performance, and item/task technical specifications outlining how they intend to meet the standards provided in the technical specifications of the Statement of Work requirements in section (6).
5. Price/Cost Schedule.
The Department of Veterans Affairs, Boise VA Medical Center (VAMC), NCO20 is looking for BRAND NAME or EQUAL sources of the following:
Base year + 4 Option Years (the below is a template to be used per year)
Base year
04/01/2024-03/31/2025
$
Option 1
04/01/2025-03/31/2026
$
Option 2
04/01/2026-03/31/2027
$
Option 3
04/01/2027-03/31/2028
$
Option 4
04/01/2028-03/31/2029
$

Base Plus Four Option years E3 Diagnostics Audiology Equipment Calibrations For Roseburg and Eugene
MFG PN
Items VA Medical Center - Roseburg
Qty
Year
Price $
S/N 20210500 / ECKEL
1000012 - SR-Ambient Noise Certification
1

S/N 2033651 / MADSEN ZODIAC
1000674 - IMP-Calibration- Clinical
1

S/N 260367 / OTOMETRICS AuDX PRO
1000677 - OAE-Calibration - OAE Clinical
1

S/N 40112 / AMBCO 1000+
1002468 AUD Calibration - Screening
1

S/N AB10278 / AMBCO 650AB
1002468 AUD Calibration - Screening
1

S/N C1683 / AUDIOSCAN VERIFIT 2
1000673 HAD-Calibration REM/HIT Clinical
1

S/N C5598 / AUDIOSCAN
1000673 HAD-Calibration REM/HIT Clinical
1

S/N GS0097355 / GSI AUDIOSTAR PRO 2
1000001 AUD-2nd Transducer
5
1000670 AUD-AC+BC Clinical Calibration
1
1000074 AUD-FF Calibration - additional FF
5

8122325
PARTS/REPAIRS IF NEEDED
1

8122324
PARTS /REPAIRS IF NEEDED EUG
1

1000029
LBR-Travel fee
1

VA Medical Center Eugene
MFG PN
Items VA Medical Center Eugene
Qty
Price $
S/N 2037028
OTOMETRICS ZODIAC
1000674 -IMP-Calibration- Clinical
1

S/N 3058323
OTOMETRICS ZODIAC
OTOMETRICS ZODIAC -1000674 -IMP-Calibration- Clinical
1

S/N C1682
AUDIOSCAN VERIFIT 2
1000673 - HAD-Calibration REM/HIT Clinical
1

S/N C1684
AUDIOSCAN VERIFIT 2
1000673 - HAD-Calibration REM/HIT Clinical
1

S/N GS0059190 / G S I
AUDIOSTAR PRO
1000670 AUD-AC+BC Clinical Calibration
1
1000002 AUD-FF Calibration - Audiometer FF
1
1000003 AUD-HF Calibration- Audiometer HF
1
1000001 AUD-2nd Transducer
1

S/N GS0060875 / G S I AUDIOSTAR PRO
1000670 AUD-AC+BC Clinical Calibration
1
1000002 AUD-FF Calibration - Audiometer FF
1
1000003 AUD-HF Calibration- Audiometer HF
1
1000001 AUD-2nd Transducer
1

8122324
PARTS /REPAIRS IF NEEDED
1

1000029
LBR-Travel fee
1

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6. Statement of work:
preventive maintenance, calibrations, Service Contract

CONTRACTING OFFICERS REPRESENTATIVE (COR): RVAHCS will appoint one (1) POC for this contract. The POC will come from the HTM Department. The Biomedical Engineering contact for the service contract will be Robert Hruza (541-67-0952). When service is requested, the contractor will always contact Robert Hruza.

SCHEDULING ARRANGEMENTS: Except by special alternative arrangement, scheduled maintenance will be provided only during Contractor s normal working hours (8:00 a.m. to 5:00 p.m.), Monday thru Friday, (excluding holidays) local site time.

LOCATION OF WORK: Roseburg VA Medical Center and Eugene HCC

SCOPE OF WORK: This service contract will include all scheduled preventive maintenance, calibrations as needed and phone support. Must have full access to the original manufacturer s software for calibrations as required. No sub-contracting of any portion of this service is authorized. Travel and labor costs are to be covered with this agreement.

The equipment covered includes Roseburg:
S/N 20210500 / ECKEL
S/N 260367 / OTOMETRICS AuDX PRO
S/N 40112 / AMBCO 1000+
S/N AB10278 / AMBCO 650AB
S/N C1683 / AUDIOSCAN VERIFIT 2
S/N GS0097355 / GSI AUDIOSTAR PRO 2
8122325 PARTS/REPAIRS IF NEEDED

Equipment Eugene:
S/N 2037028 / OTOMETRICS ZODIAC
S/N 3058323 / OTOMETRICS ZODIAC
S/N C1682 / AUDIOSCAN VERIFIT 2
S/N C1684 / AUDIOSCAN VERIFIT 2
S/N GS0059190 GSI AUDIOSTAR PRO
S/N GS0060875 GSI AUDIOSTAR PRO
8122324 PARTS /REPAIRS IF NEEDED

PERIOD OF CONTRACT: Contract will be for base year-12 months, and then 4 option years as approved. Base year will start when the contract is approved by both parties, signed and put into place.
Base Year: 04/01/2024-03/31/2025
Option Year 1: 04/01/2025-03/31/2026
Option Year 2: 04/01/2026-03/31/2027
Option Year 3: 04/01/2027-03/31/2028
Option Year 4: 04/01/2028-03/31/2029

Place of Performance:
Roseburg VA Medical Center
913 NW Garden Valley Blvd
Roseburg, OR
97470- 6523

And

Eugene Community Based Outpatient Clinic (CBOC)
3355 Chad Dr
Eugene, OR
97408-7428

Point of Contact:
HTM BESS
Supervisory
Roseburg VAMC
Hruza, Robert
Robert.Hruza2@va.gov
(541) 440-1335

JUSTIFICATION: In accordance with the manufacturer s requirements, NFPA, The Joint Commission
and local policy, scheduled and unscheduled maintenance is required on this equipment. Additionally, all service (including parts) must be equal to or greater than what the original manufacturer would provide.

PERSONNEL CLEARANCES AND PRIVACY CONSIDERATIONS: The Contractor will ensure that their personnel and subcontractor personnel meet the privacy standards as set forth by HIPPA (Health Insurance Portability and Accountability Act of 1996) with respect personal and confidential information that they may come upon, while servicing medical equipment. Additionally, all contracted service personnel must have training on the above described equipment equivalent to the original manufacturers training.

DOCUMENTATION: Contractor will provide the Biomed COR with individual written reports which describe the maintenance and repair service performed on the equipment in sufficient detail as to be acceptable by field inspectors of the Joint Commission Accreditation of Healthcare Organizations. This shall include a list of all parts replaced, all service performed as well as a statement that the equipment is operating per manufacturer s specifications after repair. A copy will be given to VAMC Biomedical Engineering for their internal records. This can be supplied via e-mail. Send service report to VHAROS-BIOMED@VA.GOV.

Prior to award, bidder must have a facility to include personnel, test equipment, parts inventory, training certificates, licenses and technical documentation available for inspection by VA Medical Center personnel and be able to show written evidence to technical qualifications of personnel, test equipment (and calibration documentation) licenses and availability of parts. Parts availability must be written documentation from either the equipment manufacturer or authorized parts supplier. In either case, bidder must be able to show the availability of parts to him/her within 24 hours after initial call. For contracts for maintenance and repair services form other than the original manufacturer or a designated representative, the Contractor will be fully responsible for obtaining all technical documentation necessary to fulfill contractual obligations.
The Contractor warrants that the services to be performed under this contract will be performed in a good workmanship manner and shall conform to the standards of the industry. This warranty is given expressly and in place of all other warranties, expressed or implied, statutory or otherwise, and is the only warranty given by the Contractor.

NEGLIGANCE CLAUSE: When services and parts are required as a result of accident, abuse, misuse or negligence by other than the Contractor or his representative and are not included as a part of PM inspection or service calls, such needs will be reported to the Contracting Officer s Representative along with estimates of charges. The Contracting Officer and Representative will evaluate these needs and authorize appropriate action. The parts will be installed under the terms of the contact and each invoice is to include a legible itemized list of labor charges and parts costs. The government will incur no charges for service and parts due to accident, abuse, misuse or negligence by the contractor or his representative.

END OF CONTRACT: Contractor guarantees that all equipment covered in this contract shall meet or exceed manufacturer s performance specifications at the contract expiration date. Any deficiencies noted will be the responsibility of the previous Contractor and shall be corrected by the terms of this contract.

TECHNICIANS PROVIDING SERVICE: All technicians providing service on this equipment MUST be factory trained by the original manufacturer of the equipment. Documentation of this training needs to be available upon request.

FEDERAL HOLIDAYS
Unless specifically authorized in writing by the Contracting Officer, no services will be provided, and no charges will be incurred and/or billed to any order on this contract on any of the Federal Holidays listed below.
New Year s Day Labor Day
Birthday of Martin Luther King, Jr. Columbus Day
Washington s Birthday Veterans' Day
Memorial Day Thanksgiving Day
Juneteenth Christmas Day
Independence Day
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The full text of FAR and VAAR provisions or clauses may be accessed electronically at:
http://acquisition.gov/comp/far/index.html
http://www.va.gov/oal/library/vaar/index.aspThe following solicitation provisions apply to this acquisition:
The following solicitation provisions apply to this acquisition:
07. FAR 52.212-1, Instructions to Offerors Commercial Items , applies to this acquisition and the following clauses and instructions are added as addenda:
ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL
52.252-1
Solicitation Provisions Incorporated by Reference (FEB 1998)
52.204-7
System for Award Management (OCT 2018)
52.204-16
Commercial and Government Entity Code Reporting (AUG 2020)
52.211-6
Brand Name or Equal (AUG 1999)

(a) Gray market items are Original Equipment Manufacturers (OEM) goods sold through unauthorized channels in direct competition with authorized distributors. This procurement is for new OEM medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts) for VA Medical Centers. No remanufactures or gray market items will be acceptable.
(b) Offeror 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, such that the OEM s warranty and service are provided and maintained by 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.
(c) 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.
(d) Any award made as a result of this solicitation will be made on an All or Nothing Basis.
(e) 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 contactors, the offeror making such contact may be excluded from award considerations.
(f) All proprietary information shall be clearly and properly marked. If the Offeror submits annexes, documentation, attachments or the like, not specifically required by this solicitation, such will count against the Offeror s page limitations unless otherwise indicated in the specific volume instructions below.
(g) All information shall be confined to the appropriate file. The offeror shall confine submissions to essential matters, sufficient to define the quote and provide an adequate basis for evaluation. Offerors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each quote.
(End of Addendum to 52.212-1)
08. FAR 52.212-2, Evaluation-Commercial Items , applies to this acquisition. The government intends to make a best value determination based on, but not limited to, the following evaluation factors when evaluating offers:
(a) Technical Compliance:
Only Brand Name or Equal Services will be accepted in accordance with the Statement of work provided in Section (6) above.
(b) Price: The offeror shall complete the pricing schedule provided in Section (5) above: Price/Cost Schedule.
(C) Past Performance The offeror shall attach contract numbers of previous similar past performance along with a very brief description of services.
(d) Proof of Meeting the Special Standards of Responsibility per the SOW: The offeror must provide proof of being an authorized distributor of the manufacturer to be considered for award.
The offeror shall provide either a statement or a brief synopsis of the process outlining how they intend to meet the standards provided in both Section (6) Statement of Work in order to be considered for award.
09. Offerors are advised to include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications Commercial Items, with its offer if has not been completed on SAM.gov.
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 Items. If paragraph (j) of the provision is applicable, a written submission is required.
The following contract clauses apply to this acquisition:
10 . FAR 52.212-4, Contract Terms and Conditions Commercial Items (OCT 2018)
ADDENDUM to FAR 52.212-4 The following clauses are included as a part of the addendum:
52.204-13
System for Award Management Maintenance (OCT 2018)
52.204-18
Commercial and Government Entity Code Maintenance (AUG 2020)
52.217-8
Option to Extend Services (NOV 1999)
52.217-9
Option to Extend the Term of the Contract (MAR 2000)
52.232-40
providing accelerated payments to small business subcontractors (DEC 2013)
852.212-70, Provisions and Clauses Applicable to VA Acquisition of Commercial Items (APR 2020). The following clauses are incorporated by this clause:
852.203-70
Commercial Advertising
852.212-71
Gray Market Items (APR 2020)
852.232-72
Electronic Submission of Payment Requests.
852.242-71
Administrative Contracting Officer (OCT 2020)
852.264-71
Rejected Goods

The following subparagraphs of FAR 52.212-5 are applicable:
FAR 52.212-5 applies to this acquisition with the following FAR clauses incorporated by reference;
52.219-14
Limitations on Subcontracting (MAR 2020)
52.219-28
Post Award Small Business Program Representation (MAY 2020) (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 (JAN 2020) (E.O. 13126) in both
52.222-21
Prohibition of Segregated Facilities (APR 2015)
52.222-26
Equal Opportunity (SEP 2016) (E.O. 11246)
52.222-36
Equal Opportunity for Workers with Disabilities (JUN 2020) (29 U.S.C. 793)
52.222-50
Combating Trafficking in Persons (JAN 2019) (22 U.S.C. chapter 78 and E.O. 13627)
52.223-18
Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020) (E.O. 13513)
52.225-1
Buy American--Free Trade Agreements--Israeli Trade Act (JAN 2021)
52.225-13
Restrictions on Certain Foreign Purchases (JUN 2008) (E.O.'s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury)
52.232-33
Payment by Electronic Funds Transfer System for Award Management (Jul 2018) (31 U.S.C. 3332)

12. There are no additional contract requirements, terms or conditions.
13. The Defense Priorities and Allocations System (DPAS) ratings are NOT APPLICABLE.
14. Quotes must be emailed to phillip.folger@va.gov and received no later than 11:59 PM PST on 03/25/2024. Quotes may be submitted on this document or the vendor s own form.
No late quotations will be accepted. The Government intends to make award without discussions.
15. For information regarding the solicitation, please contact Phillip Folger at phillip.folger@va.gov
DEPARTMENT OF VETERANS AFFAIRS

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