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Combined Synopsis/Solicitation Notice

Combined Synopsis/Solicitation Notice
36C24724Q0578

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Combined Synopsis/Solicitation Notice
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Combined Synopsis/Solicitation Notice

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SUBJECT*
36C24724Q0578: Ophthalmic Supplies required to stand up new Ophthalmology Community Based Outpatient Clinic

GENERAL INFORMATION
CONTRACTING OFFICE S ZIP CODE*
29209-1639
SOLICITATION NUMBER*
36C24724Q0578
RESPONSE DATE/TIME/ZONE
04-24-2024 11:59PM EASTERN TIME, NEW YORK, USA
ARCHIVE
60 DAYS AFTER THE RESPONSE DATE
RECOVERY ACT FUNDS
N
SET-ASIDE
UNRESTRICTED
PRODUCT SERVICE CODE*
6540
NAICS CODE*
339115
CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs
W.J.B. Dorn VA Medical Center
6439 Garners Ferry Road
Columbia SC 29209-1639

POINT OF CONTACT*
Joseph Locke
Contracting Officer
803-979-0338
joseph.locke@va.gov

PLACE OF PERFORMANCE
ADDRESS
Ralph H. Johnson VA Medical Center

3130 Pacific Street

WAREHOUSE

North Charleston SC
POSTAL CODE
29418
COUNTRY
USA

ADDITIONAL INFORMATION
AGENCY S URL: https://www.va.gov/charleston-health-care/

URL DESCRIPTION; Charleston, SC VAMC

AGENCY CONTACT S EMAIL ADDRESS

EMAIL DESCRIPTION
DESCRIPTION
Solicitation: Ophthalmic Supplies
Notice Type: Combined Synopsis/Solicitation
Contracting Office Address:
NCO 7 Contracting Office
Department of Veterans Affairs
VA Columbia Healthcare System
6439 Garners Ferry Road
Columbia, SC 29029

Description
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.

This solicitation is a Request for Quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2024-01 dated January 25, 2024.

This solicitation is UNRESTRICTED. All vendors interested in submitting a quotation for this requirement MUST be registered in System for Award Management (SAM), www.sam.gov

The associated North American Industrial Classification System (NAICS) code for this procurement is 339115; Ophthalmic Goods Manufacturing; Small Business Size Standards; 1000 employees. The FSC/PSC is 6540

The Ralph H. Johnson VA Medical Center, 109 Bee Street, Charleston SC 29401 is seeking to procure all ophthalmic equipment contained in an examination room used for the purpose of providing an eye care provider the ability to perform ocular examinations. Offerors are therefore asked to complete PRICE/COST SCHEDULE-Item Information for each period of performance in their response, and to include a Grand Total.

PRICE/COST SCHEDULE
ITEM NUMBER
DESCRIPTION OF SUPPLIES/SERVICES
QUANTITY
UNIT
UNIT PRICE
AMOUNT
0001

8.00
EA
__________________
__________________

7900 STAND W/ CONSOLE,WHEELCHAIR UNIT
BRAND NAME: Haag-Streit

0002

8.00
EA
__________________
__________________

CHAIR, FULL POWER DUAL CNTL -CHARCOAL
BRAND NAME: Haag-Streit

0003

8.00
EA
__________________
__________________

HAAG STREIT BQ LED SLIT UNIT MODEL
BRAND NAME: Haag-Streit

0004

3.00
EA
__________________
__________________

SHORT OBSERVER TUBEW/EYEPIECE
BRAND NAME: Haag-Streit

0005

3.00
EA
__________________
__________________

BEAM SPLITTER 50/50
BRAND NAME: Haag-Streit

0006

8.00
EA
__________________
__________________

TONOMETER F/ BQ, BP, BX
BRAND NAME: Haag-Streit

0007

8.00
EA
__________________
__________________

OMEGA 600 - WALL CHARGER SET
BRAND NAME: Heine

0008

__________________
__________________

REMOVED FROM SOLICITATON GROUPING

0009

8.00
EA
__________________
__________________

CLEARCHART 4X CLEARCHART
BRAND NAME: Reichert

0010

18.00
EA
__________________
__________________

STOOL, ROUND W/BACK -CHARCOAL
BRAND NAME: Haag-Streit

0011

8.00
EA
__________________
__________________

+/- CYL. FULL DIA.TRIAL LENS S
BRAND NAME: Reichert

0012

10.00
EA
__________________
__________________

TF50 TRIAL FRAME
BRAND NAME: Reichert

0013

8.00
EA
__________________
__________________

CL-300 LENSMETER W/PRINTER
BRAND NAME: Topcon

0014

3.00
EA
__________________
__________________

101 LENSOMETER, MANUAL
BRAND NAME: Topcon

0015

6.00
EA
__________________
__________________

TONOPEN AVIA
BRAND NAME: Reichert

0016

2.00
EA
__________________
__________________

KR-800S AUTO KERATO- REFRACTOMETER
BRAND NAME: Topcon

0017

2.00
EA
__________________
__________________

AIT-16 TABLE, WITHOUT TOP
BRAND NAME: Topcon

0018

1.00
EA
__________________
__________________

KEELER PSL PORTABLE SLIT LAMP CASE INCLUDED
BRAND NAME: Keeler

0019

1.00
EA
__________________
__________________

RETINOMAX 5 K-PLUS 5 AUTOREFRACTOR/KERATOMETER
BRAND NAME: Walman

0020

8.00
EA
__________________
__________________

RELIANCE,MARCO,REICHERT,SMALL MOVER
BRAND NAME: Reliance

GRAND TOTAL
__________________
MINIMUM TECHNICAL REQUIREMENTS:
The Department of Veterans Affairs (VA) is seeking vendors who can provide ALL products identified within the schedule of supplies which meet all the following minimum technical requirements (MTRs). Vendors are encouraged to provide any product solution or configuration so long as they meet the following MTRs. Additionally, vendors responses can include any additional product that may be beneficial. These items must be clearly identified by brand name and part number.

For each product the response must include descriptive literature demonstrating the product meets or exceeds the MTRs specified above. The Government's intent is to include all ancillary items to ensure the equipment can function as designed by the OEM and as clinically required. REFER TO ATTACHMENT TITLED 36C24724Q0578 FOR ALL MTRS REFERENCED.

REQUIRED DELIVERY SCHEDULE TO MEET FACILITY NEED DATE TO OPEN NEW VA CLINIC:

REQUIRED DELIVERY SCHEDULE: The contractor shall provide the specific deliverables described below ON OR BEFORE 30 June 2024. These line items are REQUIRED to stand up a new Ophthalmology service line at a newly constructed Community Based Outpatient Clinic (CBOC) in Goose Creek, South Carolina.

WHITE GLOVE DELIVERY REQUIRED: The contractor shall deliver all items to the Goose Creek Eye Clinic at 7 South Alliance Drive, Goose Creek, SC 29445. Delivery shall be coordinated with the COR and/or project manager (PM) to ensure the clinic is ready and able to receive the items. The items shall be delivered inside to the designated rooms. The contractor shall fully install the items while keeping the COR and/or PM updated on progress.

DELIVERY LOCATION: Eye Lane Equipment and accessories for one for exam room to the Logistics Warehouse at 3130 Pacific St., North Charleston, SC 29418.
The following solicitation provision applies to this acquisition and is included below in full text.
The full text may be accessed electronically at http://acquisition.gov/comp/far/index.html.

ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL PRODUCTS
AND COMMERCIAL SERVICES ITEMS (SEP 2023)

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 following provisions are incorporated into 52.212-1 as an addendum to this solicitation:

QUOTATION SUBMISSION:

INTRODUCTION: The Offeror s Quote shall be submitted via email to the Contracting Officer at joseph.locke@va.gov. All quotes shall be submitted no later than April 22, 2024

The contractor s quote shall consist of the three (3) separate quotation submissions listed below. Each quotation submission shall be sent via e-mail either as a separate PDF or an Excel document. One quotation submission of each is required.

Quotation Submission Part 1: Minimum Technical Requirements (MTRs)
Quotation Submission Part 2: Implementation
Quotation Submission Part 3: Price
Quotation Submission Part 4: Offer, Amendments, and Certifications & Representations

The use of hyperlinks is strictly prohibited.

Quotes will be evaluated solely on the information contained in each quotation submission without any reference made to extraneous information.

2. QUOTATION FILES:

Format: Each submission must be clearly indexed and logically assembled. Each part of the contractor s quotation submission shall be clearly identified and shall begin at the top of a page. All pages shall be appropriately numbered and identified by the complete company name, date, and solicitation number in the header and/or footer. Each paragraph shall be separated by at least one blank line. All proprietary information shall be clearly and properly marked.

File Size Restrictions: Due to VA email file size restrictions, vendors are encouraged to logically separate their quote into separate emails. If this is necessary, quoters shall clearly document this information in the text of their email.

Content Requirements: Vendors are solely responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each quotation submission.

Title Requirements: The title requirements for each file are shown in the Table below.

Quotations submitted in response to this solicitation shall contain the following in separate parts.

Quotation Submission Part
Factor
File Name
Part 1
Minimum Technical Requirements (MTRs)
Your Company Name - Tech.pdf
Part 2
Implementation
Your Company Name- Implementation.pdf
Part 3
Price
Your Company Name - Price.xls
Part 4
Offer, Amendments, and Certifications & Representations
Your Company Name - RepCerts.pdf

QUOTATION SUBMISSION PART 1 TECHNICAL FACTOR:
Vendors shall provide descriptive literature which will be referenced to determine if the quoted products are technically acceptable. Quoted products shall be the brand name or be equal to the brand listed and must meet or exceed all stated minimum technical requirements (MTRs) to be considered technically acceptable.

Vendors are required to list the location(s) in the product literature where compliance to the minimum technical requirements can be found in the Minimum Technical Requirements (MTR) section, which immediately follows the Price/Cost Schedule.

NO PRICING SHOULD BE INCLUDED IN BOTH QUOTATION SUBMISSIONS 1 AND 2.

QUOTATION SUBMISSION PART 2- IMPLEMENTATION

Implementation Part A.
Applicable if the product(s) and/or equipment quoted IS either CURRENTLY USED or was PREVIOUSLY IN USE at a VA Facility, Ophthalmology VA Clinic or Community Based Outpatient Clinic (CBOC)

Requirement: The contractor shall provide documentation to show evidence of quoted equipment is currently in use at a VA facility (Ophthalmology VA Clinic or Community Based Outpatient Clinic (CBOC) to clearly document the highest quality standard of care provided to Veterans across the nation. Documentation may include and is not limited to routed, reviewed, and approved Strategic Equipment Planning Guide (SEPG) and Enterprise Equipment Request (EER) documents, VA Form 6500, Risk Management Framework for VA Information Systems VA information Security Program; VA Form 6550, Re-Procurement Assessment, and Implementation of Medical Devices/Systems. Detail which VA facility and provide a point of contact, to include name, title, phone number and e-mail address.

-OR-

Implementation Part B.
Applicable if the products/equipment quoted is NOT CURRENTLY IN USE at any VA facility (Ophthalmology VA Clinic or Community Based Outpatient Clinic (CBOC)

Requirement: The contractor shall provide documentation to:

Clearly document the product/equipment quoted can physically (i.e., plug and/or connect) to the VA network or other machines so information can be transferred?
Clearly document the product/equipment s software is compatible with the VA s existing software/database systems?
Clearly document the product/equipment meets all existing VA information security standards.

Implementation Part C. The contractor shall clearly document their plan to deliver all items identified on the pricing schedule NO LATER THAN THE GOVERNMENT S REQUIRED DELIVERY DATE to the Goose Creek Eye Clinic at 7 South Alliance Drive, Goose Creek, SC 29445. Delivery shall be coordinated with the point of contact (POC) and/or project manager (PM) to ensure the clinic is ready and able to receive the items. The items shall be delivered inside to the designated rooms. The contractor shall fully install the items while keeping the Contracting Officer, POC and/or PM updated on progress.

QUOTATION SUBMISSION PART 2 PRICE:

The contractor shall complete Attachment A - Price Cost Schedule.

The Government requests the contractor provide prices, warranties, conditions, benefits, and terms that are at least equal to or more favorable than the prices, warranties, conditions, benefits, and terms quoted by the contractor to any customers for the same or a substantially similar quantity and type of service.

QUOTATION SUBMISSION PART 3 AMENDMENTS; REPRESENTATIONS AND CERTIFICATIONS:

Certifications and Representations - An authorized official of the firm shall sign the offer sheet and all certifications requiring original signature. The offer sheet should be dated and submitted on letterhead stationery. An Acrobat PDF file shall be created to capture the signatures for submission.

At a minimum the offer sheet shall contain the following:

Solicitation Number.
Acknowledgement of Amendments, if any.
The name, address, and telephone number of the Offeror
Tax Identification Number (TIN)
Unique Entity Identity (UEI) Number / DUNS Number / Cage Code
Point of Contact for submission of orders if awarded the contract;
Name
Title
Phone Number
E-Mail Address
Authorized Distributor Letters certified by Original Equipment Manufacturers (OEM) with the current date. NOTE: ALL letters MUST include a current/valid, point of contact name, phone number and e-mail address to verify information.
Offeror shall submit representations and certifications IAW FAR 52.212-3 if not completed within the System for Award Management (SAM)
A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Offerors that fail to furnish required representations or information or reject the terms and conditions of the solicitation may be excluded from consideration.
All certified HUBZone small business concerns are required to identify themselves and state whether they elect to waive the evaluation preference.

Contractors are hereby advised that any Contractor-imposed terms and conditions and/or assumptions which deviate from the Government s material terms and conditions established by the Solicitation, may render the Offeror s proposal Unacceptable, and thus ineligible for award.

Any questions regarding this Request for Quotes (RFQ) shall be addressed in writing to Contracting Officer at joseph.locke@va.gov no later than April 22, 2024 at 12PM EST. No calls will be accepted.
(End of Addendum to 52.212-1)

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 52.212-3, Offerors Representations and Certifications Commercial Items (NOV 2020)
FAR 52.204-7, System for Award Management (Oct 2018)
FAR 52.204-16, Commercial and Government Entity Code Reporting (Aug 2020)
FAR 52.204-29, Federal Acquisition Supply Chain Security Act Orders- Representation and Disclosures (Dec 2023)
FAR 52.211-6, Brand Name or Equal
FAR 52.214-21, Descriptive Literature
FAR 52.229-11, Tax on Certain Foreign Procurements- Notice and Representation (Jun 2020)
FAR 52.233-2, Service of Protest (Sep 2006)
VAAR 852.233-71, Alternate Protest Procedure (Oct 2018)
VAAR 852.239-75, Information and Communication Technology Accessibility Notice (Feb 2023)

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 clause applies to this acquisition and is included in full text:
1. VAAR 852.212-71 Gray Market and Counterfeit Items.

GRAY MARKET AND COUNTERFEIT ITEMS (FEB 2023)
(a) No used, refurbished, or remanufactured supplies or equipment/parts shall be provided. This procurement is for new Original Equipment Manufacturer (OEM) items only. No gray market items shall be provided. Gray market items are OEM goods intentionally or unintentionally sold outside an authorized sales territory or sold by non-authorized dealers in an authorized sales territory.
(b) No counterfeit supplies or equipment/parts shall be provided. Counterfeit items include unlawful or unauthorized reproductions, substitutions, or alterations that have been mismarked, misidentified, or otherwise misrepresented to be an authentic, unmodified item from the original manufacturer, or a source with the express written authority of the original manufacturer or current design activity, including an authorized aftermarket manufacturer. Unlawful or unauthorized substitutions include used items represented as new, or the false identification of grade, serial number, lot number, date code, or performance characteristics.
(c) Vendor shall be an OEM, authorized dealer, authorized distributor, or authorized reseller for the proposed equipment/system, verified by an authorization letter or other documents from the OEM. All software licensing, warranty and service associated with the equipment/system shall be in accordance with the OEM terms and conditions.
(End of clause)

The following contract clauses apply to this acquisition; are included by reference:

1. FAR 52.212-4, Contract Terms and Conditions Commercial Items (OCT 2018)
The following clauses are incorporated into 52.212-4 as an addendum to this contract:
52.204-18, 52.217-8, 52.217-9, VAAR 852.203-70, VAAR 852.219-10, VAAR 852.232-72, and VAAR 852.237-70.
FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders (NOV 2020). The following subparagraphs of FAR 52.212-5 are applicable: 52.203-6, 52.204-10, 52.204-27, 52.204-30, 52.209-6, 52.219-8, 52.219-27, 52.219-28, 52.219-33, 52.222-19, 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.222-40, 52.222-50, 52.223-18, 52.225-1, 52.225-13, 52.229-12, 52.232-33; 52.232-36.
VAAR 852.219-73, VA Notice of Total Set-Aside for Certified Service-Disabled Veteran Owned Small Businesses (Deviation) Jan 2023
VAAR 819-76 VA Notice of Limitations on Subcontracting- Certificate of Compliance for Supplies and Products (Jan 2023)
VAAR 852.232-72 Electronic Submission of Payment Requests
VAAR 852.247-73 Packing for Domestic Shipment

The Defense Priorities and Allocations System (DPAS) is not applicable to this acquisition.

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.

All quoters shall submit the following: Files should be sent via electronic mail; in PDF format and no larger than 10MB or they may be automatically rejected by the server. The Government is not responsible for rejected e-mails that exceed the e-mail capacity.

All quotes shall be submitted via email ONLY to the Contracting Officer (CO), Joseph Locke at joseph.locke@va.gov no later than 04-24-2024 11:59PM EASTERN TIME, NEW YORK, USA All quotes/offers submitted must include the Solicitation# 36C24724Q0578 and OPHTHALMIC SUPPLIES in the subject line of the email. Hand deliveries or facsimile will NOT be accepted, telephone responses will NOT be accepted. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

Point of Contact:
Joseph Locke
Contracting Officer, NCO 7
Logistics (90),
Columbia VA Healthcare System
6439 Garners Ferry Road
Columbia, SC 29029
(803) 979-0338
Joseph.locke@va.gov

Attachments/Links