Combined Synopsis/Solicitation Notice 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 number is 36C24W25Q0237. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-03. This solicitation is set-aside for Small Disabled Veteran Owned Business (SDVOSB). The associated North American Industrial Classification System (NAICS) code for this procurement is 339114 with a small business size standard of 750 Employees The FSC/PSC is 6520. The Department of Veterans Affairs Lancaster Clinic/Antelope Valley CBOC is seeking to purchase BRAND NAME OR EQUAL with delivery provided by July 25,2025. All interested companies shall provide quotations for the following: Supplies/Services Line Item Description Quantity Unit of Measure Unit Price Total Price 0001 DEXIS Imaging FOCUS IntraOral X-ray Unit - 85" arm reach PKG A005, LANCASTER CLINIC ACTIVATION 3 EA 0002 DEXIS IMAGING IXS COMBO KIT INCLUDES SIZE 1 AND SIZE 2 SENSOR 3 EA 0003 DEXIS IMAGING OP 3D PLAN UPGRADABLE (2D UNIT) - 0.805.6300 1 EA 0004 INSTALLATION 1 EA 0005 SHIPPING 1 EA STATEMENT OF WORK INTRODUCTION: The purpose of this Statement of Work (SOW) is to outline the tasks and responsibilities of the vendor in supplying electrocardiogram machines for the newly constructed Antelope Valley CBOC within VISN22 under VA Greater Los Angeles Healthcare System. BACKGROUND: The Antelope Valley CBOC is part of VA Greater Los Angeles Healthcare System. The new CBOC offers primary care, dental, women s health, physical therapy, mental health, telehealth, and other specialty services. This new clinic has a requirement for new dental imaging systems. PURPOSE: The dental imaging systems help dentists diagnose and treat oral health issues by providing a clear view of the inside of the mouth. These imaging systems helps in improving patient care within Antelope Valley CBOC. SCOPE: VA GLA is requesting contractors provide brand name or equal that meet or exceed the physical, functional and performance of the listed salient characteristics in this section. The equipment feature is essential to the technical requirements to meet the need of the government. PHYSICAL CHARACTERISTICS: Equipment must have the physical characteristics to enable the government to perform the capabilities: X6505 Radiographic Unit, Dental, Panographic Dexis OP 3D a) Dental Imaging OP 3D Pan Upgradable (2D Unit) b) Fast Scan 2D panoramic imaging in just 9 seconds c) Standard and pediatric images, along with bitewing and lateral TMJ projections cover all the extraoral imaging d) Bitewing-like view is a quick and easy alternative to intraoral bitewing imaging e) Must be able to provide the optimum panoramic image layer automatically f) Image volume: 5x5, 6x9, 9x11 g) Image detector: CMOS h) Image voxel size: 80-400 micrometer (um) i) Tube voltage: 95 kV j) Tube current: 2-12.5mA k) Easy wheelchair accessibility l) The device meets the RoHS Directive 2011/65/EU m) Dimension: 17.7 D x 39.2 W x 96.65 H n) Quantity: 1 X6600 Radiographic Unit, Dental, Wall Mounted Dexis FOCUS IntraOral a) Must include Generator Constant Potential High Voltage DC, 100-200kHz b) Tube Voltage 60 or 70 kV c) Tube Current 7 mA d) Focal Spot 0.7 mm to IEC 60336 e) Total Filtration 2.0 mm AI (70kV) f) Line Voltage 115 / 230 VAC +/- 10% 60/50HZ g) Must have Exposure Time Range 0.02-3.2 seconds h) Must have reach of 85 inches or 216 cm i) Must have Beam Limiting Cone Dimensions j) Round diameter 2.36 inches (60 mm), rectangular 1.38 x 1.77 inches (35 x 45 mm) k) SSD (Source-Skin Distance): Standard cone 9 inches (229 mm), long cone 12 inches (305 mm) l) Dimension: 85 D x 46 W x 47 H m) Quantity: 3 X6610 Sensor, Dental Imaging System Dexis IXS Sensor a) Must include size 1 (child) and size 2 (standard) b) Thermoplastic resin coating c) 2.5 m / 3 mm long Kevlar reinforced cable d) Pixel size: 19.5 micrometer (um) e) Number of pixels: Size 1 1.6M (1026 x 1539), size 2 2.4M (1324 x 1842) f) Resolution: theoretical: 25.6 lp/mm Visible: 20+ lp/mm g) Must have USB 2.0 port h) Must be capable with most common image acquisition and clinic management software i) Sloped dome housing, rounded corners and edges j) Dimension: 1 D x 1.02 W x 1.42 H k) Quantity: 3 FUNCTIONAL AND PERFORMANCE CHARACTERISTICS: Equipment must provide the functional and performance capability as listed above in section in above. TRAINING: Contractor is to provide a one-time training at installation of equipment. Government will not require additional training. WARRANTY OF EQUIPMENT: Government requirement for standard manufacturer industry warranty term. Government does not accept extended warranty, which requires advance payment. PERFORMANCE: All items to be delivered and or installed after receipt of purchase order by 8/1/2025. Hours: Normal duty hours are 8:00 a.m. through 4:00 p.m., Monday through Friday, not including federal holidays. Whenever contact with a facility is required outside of normal duty hours, the Contractor shall coordinate these times with the designated COR, POC or designee. In accordance with 5 U.S.C. 6103, Executive Order 11582 and Public Law 94-97 the following national holidays are observed and for the purpose of this contract are defined as Legal Federal official holidays New Year s Day January 1st Martin Luther King s Birthday Third Monday in January President s Day Last Monday in January Memorial Day Last Monday in January Juneteenth June 19th Independence Day July 4th Labor Day First Monday in September Columbus Day Second Monday in October Veteran s Day November 11th Thanksgiving Day Fourth Thursday in November Christmas Day December 25th Noncontract Charges: The contractor shall not perform any service that will result in additional charges without prior approval from the Contracting Officer. Payment: Payment will be made upon receipt of a properly prepared invoice which references the period for which payment is due, the contract number and/or assigned purchase order number. The invoice must include the correct payment address. Waste Removal: The contractor is responsible to remove and properly dispose of all waste related to the services provide on-site at all VA facilities. Failure to carry out the above procedures will be considered as a failure to document the service visit and will constitute a failure to perform. All shipping for parts will be included in the cost of the contract. PLACE OF DELIVERY: VA Antelope Valley CBOC 44439 17th St. W. Lancaster, CA 93534 SECURITY Information Security The vendor shall ensure adequate LAN/Internet, data, information, and system security in accordance with VA standard operating procedures and standard contract language, conditions laws, and regulations. The vendor s firewall and web server shall meet or exceed the government minimum requirements for security. All government data shall be protected behind an approved firewall. Any security violations or attempted violations shall be reported to the VA Project Manager and the VBA Headquarters Information Security Officer as soon as possible. The vendor shall follow all applicable VA policies and procedures governing information security, especially those that pertain to certification accreditation. The contractor shall follow The Veterans Affair Acquisition Regulation (VAAR) security clause VAAR- 852.273-75 SECURITY REQUIREMENTS FOR UNCLASSIFIED INFORMATION TECHNOLOGY RESOURCES sited in section C. Contract Clauses (a) The contractor and their personnel shall be subject to the same Federal laws, regulations, standards and VA policies as VA personnel, regarding information and information system security. These include but are not limited to Federal Information Security Management Act (FISMA), Appendix III of OMB Circular A-130, and guidance and standards, available from the Department of Commerce's National Institute of Standards and Technology (NIST). This also includes the use of common security configurations available from NIST's Web site at: http://checklists.nist.gov (b) To ensure that appropriate security controls are in place, Contractors must follow the procedures set forth in "VA Information and Information System Security/Privacy Requirements for IT Contracts" located at the following Web site: http://www.iprm.oit.va.gov Contract Personnel Security All contractor employees who require access to the Department of Veterans Affairs' computer systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA Security and Investigations Center (07C). The level of background security investigation will be in accordance with VA Directive 0710 dated September 10, 2004 and is available at: http://www.va.gov/pubs/asp/edsdirec.asp (VA Handbook 0710, Appendix A, Tables 1 - 3). Appropriate Background Investigation (BI) forms will be provided upon contract (or task order) award and are to be completed and returned to the VA Security and Investigations Center (07C) within 30 days for processing. Contractors will be notified by 07C when the BI has been completed and adjudicated. These requirements are applicable to all subcontractor personnel requiring the same access. If the security clearance investigation is not completed prior to the start date of the contract, the employee may work on the contract while the security clearance is being processed, but the contractor will be responsible for the actions of those individuals they provide to perform work for the VA. In the event that damage arises from work performed by contractor personnel, under the auspices of the contract, the contractor will be responsible for resources necessary to remedy the incident. The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/browse/index/far. The following solicitation provisions apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services 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 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 (NOV 2024) 52.204-16 Commercial and Government Entity Code Reporting (AUG 2020) 52.211-6 Brand Name or Equal (AUG 1999) 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. 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. 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. Any award made as a result of this solicitation will be made on an All or Nothing Basis. 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. 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. 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) SUBMISSION INSTRUCTIONS A. General Instructions (1) Electronic Submissions: Prospective contractors shall email their quotes to
[email protected] and must have the solicitation number indicated in the Subject line. (2) Submit all questions by 12:00pm CST 06/23/2025 via email to
[email protected]. (3) Fill out VAAR 852.219-76 and submit with quote. 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 (1) Is set aside for small business and has a value above the simplified acquisition threshold; or (2) Uses the HUBZone price evaluation preference regardless of dollar value, unless the quoter waives the price evaluation preference; or (3) 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; (4) 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. 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://sam.gov/ 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. FAR 52.212-2 Evaluation-Commercial Products and Commercial Services [In accordance with FAR 12.301(c) when the use of evaluation factors is appropriate, the contracting officer may (1) Insert the provision at 52.212-2, Evaluation-Commercial Products and Commercial Services, in solicitations for commercial products or commercial services (see 12.602); or (2) Include a similar provision containing all evaluation factors required by 13.106, subpart 14.2 or subpart 15.3, as an addendum (see 12.302(d)).] The following contract clauses apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions Commercial Products and Commercial Services (NOV 2023) 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) 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 (May 2018) 852.212-71 Gray Market Items (FEB 2023) 852.232-72 Electronic Submission of Payment Requests. (NOV 2018) 852.242-71 Administrative Contracting Officer (OCT 2020) 852.264-71 Rejected Goods (OCT 2018) FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Products and Commercial Services (JAN 2025) The following subparagraphs of FAR 52.212-5 are applicable: 52.203-17 Contractor Employee Whistleblower Rights (NOV 2023) 52.204-10 Reporting Executive Compensation & First-Tier Subcontract Awards (JUNE 20220) 52.204-27 Prohibition on a ByteDance Covered Application (JUN 2023) 52.209-6 Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, Proposed for Debarment, or Voluntarily Excluded (JAN 2025) 52.219-6 Notice of Total Small Business Set-Aside (NOV 2020) 52.219-28 Post Award Small Business Program Representation (JAN 2025) 52.219-33 Nonmanufacturer Rule (SEP 2021) 52.222-3 Convict Labor (JUN 2003) 52.222-19 Child Labor Cooperation with Authorities and Remedies (JAN 2025) 52.222-21 Prohibition of Segregated Facilities (APR 2015) 52.222-50 Combating Trafficking in Persons (NOV 2021) 52.223-23 Sustainable Products and Services (May 2024) Combined Synopsis-Solicitation Notice 52.225-1 Buy American-Supplies (OCT 2022) 52.225-13 Restrictions on Certain Foreign Purchases (FEB 2021) 52.226-8 Encouraging Contractor Polices to Ban Text Messaging While Driving (May 2024) 52.232-33 Payment by Electronic Funds Transfer System for Award Management 52.240-1 Prohibition on Unmanned Aircraft Systems Manufactured or Assembled by American Security Drone Act- Covered Foreign Entities (NOV 2024) All quotes shall be sent to
[email protected] no later than 12PM CST 06/26/2025 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: 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: Technical Compliance: Only Brand Name or Equal Services will be accepted in accordance with the Statement of work provided in Section (6) above. Price: The offeror shall complete the pricing schedule provided in Section (5) above: Price/Cost Schedule. 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 to be considered for award. The award will be made to the response most advantageous to the Government. Responses should contain your best terms, conditions. 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 12PM CST 06/26/2025 emailed to
[email protected]. 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
[email protected] DEPARTMENT OF VETERANS AFFAIRS