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Combined Synopsis-Solicitation for Commercial Products and Commercial Services
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 2023-05.

This solicitation is set-aside for
SDVOSB

The associated North American Industrial Classification System (NAICS) code for this procurement is 334510, with a small business size standard of 1,250 Employees. The FSC/PSC is 6515.

The Contracting Activity is seeking to purchase delivery, training, and implementation for (3) Philips 3D9-3v Transducers to Manchester VA Medical Center, 718 Smyth Road, Manchester, NH 03104-7007 pursuant to the SOW herein.

All interested companies shall provide quotations for the following:

Supplies:

MODEL NO.
DESCRIPTION
QTY
UOM
FUS8360
3D9-3v Transducer
3
EA
NUSD992
OB/Gyn
3
EA

STATEMENT OF WORK
Manchester VA Medical Center
Epiq 7 UPGRADE
Background:

The Manchester VA Medical Center Sterile Processing Services (SPS) Department has the need for additional Philips 3D9-3V Cavity Transducer Probes. Manchester VAMC Radiology has been using the Hilips Endo cavity transducer for Prostate and Vagina. Having the Philips Ultrasound system on station. The Philips 3D9-3V will be an additional update to probes currently on station. Philips 3D9-3V Cavity Transducer Probes consisting of having broadband curved ultrasound transducer compatible with Philips ultrasound systems. The 3D9-3V probe can be employed for vaginal applications. This probe features color power angio, XRES, as well as harmonic imaging. With a 3-9 MHz frequency range and a 130 degree field of view.

MODEL NO.
DESCRIPTION
QTY
UOM
FUS8360
3D9-3v Transducer
3
EA

Philips 3D9-3V cavity Transducer Probe will serve the following primary functions:
Compatible with Philips ultrasound systems
Volume of field view is 130°
Modes 2D, 3D volume acquisitions
4D, steerable pulsed wave and color doppler
Color power angio
Directional CPA, SonoCT, XRES and harmonic imagining
Biopsy capabilites

Period of Performance:
This unit will be maintained within the Radiology department. This unit will be used until non-functioning and/or updated model is requested by the SPS department.

Place of Performance/Delivery Location:
Manchester VAMC: 718 Smyth Rd, Manchester, NH 03104

Vendor Responsibilities:
Implementation services shall include the following:
On-site installation coordination of all equipment and accessories, and training plan.
Meetings should be scheduled with site for implementation, initial deployment, and through the completion of the delivery.
Materials shall be new equipment, parts, and accessories as specified in the purchase order.
The vendor shall have the materials delivered to the job site in original equipment manufacturer (OEM) original unopened containers, clearly labeled with the OEM s name, equipment model and serial identification numbers, delivery order number, and VA purchase order number.
If products do not meet criteria, site POC will contact the Vendor Project Manager for replacement of that equipment.
The vendor is responsible for inventorying materials prior to delivery to VA sites to check for accuracy in quantity and part number.
Must be verified by VA POC when delivered onsite
Vendor shall provide upgrades during the renewal of an option or unless approved by the vendor. Upgrades will be for those pieces of equipment specifically identified by the vendor as they become available.
The vendor shall provide the following documentation for the Philips 3D9-3V Probe Transducer
Hard and soft copy of operator s manual
Hard and soft copy of technical service manuals including troubleshooting guides, necessary diagnostic software and equipment, schematic diagrams, and parts lists
Hard and soft copy of cleaning, sterilization, and reprocessing procedures
DVD or web-based training if available
Government Responsibilities:
Each VA site is responsible for inventorying materials prior to acceptance of order.
Each VA site shall identify and provide limited daily storage of vendor parts/supplies at the time of delivery.
Each VA site shall reject items that do not conform to requirements above.
Equipment shall be checked upon opening the packaging to ensure no damage occurred during shipment. If damage is observed, POC will contact Vendor Project Manager for replacement of that equipment.
Training Requirements:
The vendor shall provide technical training to ensure SPS staff at each facility have the ability to support the Philips 3D9-3V Cavity Transducer Probe at an equivalent level of a vendor-provided fully trained service technician. All costs and expenses for the contractor to provide the technical training required shall be included with each purchase.
Upon delivery of Philips 3D9-3V cavity Transducer Probe equipment, certified instructors must provide user training for staff on day, evening, and night shifts at times to be determined by each facility.
All staff needs to be trained within 2 weeks of install. Training must be flexible based on day, evening, night, and weekend shifts. All times to be determined by each facility.
Records Management Language for Statement of Work (SOW):
The following standard items relate to records generated in executing the contract and should be included in a typical procurement contract:

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.
Delivery shall be provided no later than 30 days after receipt of order (ARO).
Place of Performance/Place of Delivery
Address:
718 Smyth Road
Manchester, NH
Postal Code:
03104-7007
Country:
UNITED STATES

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 Dec 2022
FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Products and Commercial Services Sep 2023

The following subparagraphs of FAR 52.212-5 are applicable:
52.204-10, 52.204-27, 52.209-6, 52.219-28, 52.219-32, 52.219-33, 52-222-3, 52.222-19, 52.222-21, 52.222-26, 52.222-36, 52.222-50, 52.223-18, 52.225-1, 52.225-13, 52.232-33

All quoters shall submit the following: Quote.

All quotes shall be sent to the Contract Specialist, Divianna Mathurin, Divianna.mathurin@va.gov

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:

price, past performance

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;Â
          (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/).          Â
(3) Documents not available from ASSIST may be ordered from the Department of Defense Single Stock Point (DoDSSP) by-
(i)Â Using the ASSIST Shopping Wizard (Â https://assist.dla.mil/wizard/index.cfm);
(ii)Â Phoning the DoDSSP Customer Service Desk (215) 697-2179, Mon-Fri, 0730 to 1600 EST; or
(iii)Â 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)Â [Reserved]
(l)Â 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.

Submission of your response shall be received not later than 10AM on Friday Septermbe 15, 2023, at Divianna.Mathurin@va.gov

Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below.
Point of Contact
Contract Specialist
Divianna Mathurin
Divianna.Mathurin@va.gov
914-325-3258

DEPARTMENT OF VETERANS AFFAIRS
Justification for Single Source Awards IAW FAR 13.106-1

Acquisition Plan Action ID: 36C241-23-AP-2940

Contracting Activity: Network Contracting Office 1, Regional Procurement Office East on behalf of the Department of Veterans Affairs, VISN 1, Manchester VA Medical Center, 718 Smyth Road, Manchester, NH 03104-7007. Funding 608-23-3-7006-0084.

Brief Description of Supplies/ Services required and the intended use/Estimated Amount: The Contracting Activity is looking to acquire (3) Philips 3D9-3v Transducers manufactured by large business Philips Healthcare, 3000 MINUTEMAN ROAD, ANDOVER, MA, 01810-1032 (UEI: PWFVQLA9SX78) for Manchester VAMC. Philips 3D9-3V curved array, convex array 3D ultrasound probe transducer. With a 3-9 MHz frequency range and a 130-degree field of view, this probe is compatible with the Philips Ultrasound systems including the IU22, IE33 and the HD11XE. This transducer can be employed for both vaginal applications. Estimated Amount __________.

Unique characteristics that limit availability to only one source, with the reason no other supplies or services can be used: The Manchester VA Medical Center Sterile Processing Services (SPS) Department has the need for additional Philips 3D9-3V Cavity Transducer Probes. Manchester VAMC Radiology has been using the Philips Endo cavity transducer for Prostate and Vagina. Having the Philips Ultrasound system on station. The Philips 3D9-3V will be an additional update to probes currently on station. Philips 3D9-3V Cavity Transducer Probes consisting of having broadband curved ultrasound transducer compatible with Philips ultrasound systems. The 3D9-3V probe can be employed for vaginal applications. This probe features color power angio, XRES, as well as harmonic imaging. With a 3-9 MHz frequency range and a 130-degree field of view. Manchester VAMC s providers have worked with this product in the past. This product will provide better quality imaging for proper examination and diagnosis, along with patient and staff safety.

Description of market research conducted and results or statement why it was not conducted: The Contracting Activity conducted its first search using VetCert using NAICS 334510 which returned rather broad results, 301 exactly. SBA DSBS search using NAICS 334510 along with keyword Philips produced 7 profiles matching the criteria, however none of which are authorized by Philips to provide this particular transducer. GSA search using keyword Philips generated 1 result who were themselves PHILIPS ELECTRONICS NORTH AMERICA under GSA contract 36F79720D0042, however they are considered large, and this requirement will be set-aside to SDVOSB. FPDS search using keyword 3D9-3v Transducer borne 1 contract action, PO VA26017P1581 for the same exact equipment, however this procurement could not be used as market research since this procurement was not recent, dated 06/15/2017 for VISN 20. NAC search using catalog number FUS8360 returned 0 active items available. Last search was on VetBiz using NAICS 334510 along with keyword Philips yielded 9 organizations, one of which (Alliant Enterprises, LLC) is authorized by Philips to provide this transducer. OEM LB Philips states there are 2 authorized SDVOSB distributors able to provide these transducers (Four Points Technology and Alliant Enterprises). Since this requirement is above $25,000, a combined synopsis set-aside to SDVOSB will be published on Contract Opportunities on 09/10/2023 with a closing date of 09/15/2023. The rule of two has been met.

Contracting Officer's Certification: Purchase is approved in accordance with FAR13.106-1(b). I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief.

Attachments/Links