Inactive Total Small Business Set-Aside (FAR 19.5)

Update 1 (26 Jun 2024): Amended to add Attachment 5 - Questions and Answers This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition ... Update 1 (26 Jun 2024): Amended to add Attachment 5 - Questions and Answers This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulations (FAR) subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. This solicitation is issued as a request for quotation (RFQ) in accordance with FAR part 12 and FAR part 13 under solicitation number FA700024Q0063. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2024-05, effective May 22, 2024, located at https://www.acquisition.gov/. This effort is being solicited as a total small business set-aside. The associated North American Industry Classification Systems (NAICS) Code is 513210 – Software Publishers with a size standard of $47 Million. The Product Service Code (PSC) is DA10. Note: The Government bears no legal liability for costs associated with preparing a quote. Vendors should not submit a quote unless they are willing to absorb all costs associated with submitting a quote. Before submitting a quote, please read the instructions in the addenda to FAR 52.212-1, Instructions to Offerors - Commercial Items, listed below. Failure to comply with all instructions contained within this synopsis/solicitation could result in the quote being ineligible for award. It is the quoter’s responsibility to ensure their quote meets all requirements identified herein. I. DESCRIPTION OF REQUIREMENT The purpose of this combined synopsis and solicitation is for the purchase, configuration, and implementation of cloud-based Electronic Health Records (EHR) software licenses for up to 10 users at the U.S. Air Force Academy’s (USAFA) Peak Performance Center (PPC) in accordance with the specifications in “Attachment 1 – Salient Characteristics.” The PPC’s budget for this requirement is $25K annually (for all licenses) and up to $5K (one-time fee) for configuration and implementation fees. The PPC is the lead embedded program?for maximizing?performance?in the psychological, academic, social, and?physical domains used to enhance wellness, resilience, and normalize help-seeking for future Air Force and Space Force leaders. The PPC staff is comprised of Licensed Clinical Social Workers, Psychologists, and Enlisted Behavioral Health Technicians with specialized certifications uniquely positioned to help cadets overcome developmental, personal, and military challenges they face at the Academy. From personal issues and Academy stressors to physical and mental performance enhancement, the PPC helps cadets work toward solutions and help prevent daily stressors from becoming overwhelming or debilitating. Counseling services are performed in a university campus setting, not a hospital or clinical setting. EHR software is needed to securely document encounter notes as well as collect and store cadets' personal information for the provision of counseling services, specifically limited scope counseling. The collected information will be used by the PPC counseling center staff to deliver tailored counseling services to individual cadets and assess the effectiveness of the center for Air Force Academy cadets. The quote shall follow the contract line-item (CLIN) structure at Attachment 3 - CLIN Structure. Delivery Destination: United States Air Force Academy, CO 80840. Required Delivery Date: 4 months after receipt of order (fully configured and implemented). Inspection and Acceptance: The Government will inspect and accept items at the Government’s location, U.S. Air Force Academy, CO 80840. Payment on invoices cannot be made until the Government has accepted the items. II. INSTRUCTIONS TO OFFERORS The provision at FAR 52.212-1, Instructions to Offerors—Commercial Products and Commercial Services (Sep 2023), and the addenda listed below apply to this acquisition. ADDENDA TO FAR 52.212-1: This Solicitation is being issued in accordance with (IAW) FAR Parts 12 and 13 as a Request for Quote. IAW FAR 13.004, in all instances throughout this solicitation, to include the applicable provisions and clauses, any use of the word "proposal" should be understood as "quote." All instances of the word "offeror" should be understood as "quoter." All instances of the word "award" should be understood as "order." Quotes supplied in response to this solicitation are not binding. Award of this requirement will be offered to the Quoter IAW 52.212-2, found herein. Quoters must be registered in the System for Award Management (https://sam.gov) at the time of quote submission to be considered for award. a. Submission of quotes. FAR 52.212-1(b) is amended to include the following: (1) Quotes shall be in the English language and in U.S. dollars. Quotes received in other than English and U.S. dollars will be rejected. (2) Quotes shall include the company CAGE code and Unique Entity ID number. (3) Questions must be emailed to tammy.martin.6@us.af.mil by 10:00 A.M. Mountain Daylight Time on Wednesday, June 26, 2024. Answers will be compiled and posted electronically to the SAM.gov website as an attachment to the solicitation notice. All correspondence should reference the solicitation number (FA700024Q0063). (4) Quotes must be emailed to tammy.martin.6@us.af.mil by 9:00 A.M. Mountain Daylight Time on Friday, June 28, 2024. Note: zip files are not an acceptable format for the Air Force network and will not go through our email system. b. Late submissions. FAR 52.212-1(f) is amended as follows: (1) Quoters are responsible for submitting quotations 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 quotations are due. (2) Any quotation received at the Government office designated in the solicitation after the exact time specified for receipt of quotations is late and will not be considered unless it is received before award is made and the Contracting Officer 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 quotations by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of quotations 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. QUOTATION PREPARATION INSTRUCTIONS. Quotes shall consist of three parts, as identified below. a. Price Quotation. Submit the price quote in accordance with the line-item structure listed in this solicitation. Price quotes must be firm-fixed price. Price quotes must include unit prices and extended amounts for each line item (i.e., multiply the unit price and quantity for each line item). Include the total price (i.e., sum of all extended amounts) in the price quote. Include delivery terms and schedule, any discounts, and payment terms (e.g., Net 30) with the price quote. The Government will not provide contract financing for this acquisition. Invoice instructions will be provided at time of award. b. Descriptive Literature. For the quote to be considered by the Government, it must clearly demonstrate the ability to meet the salient characteristics specified in Attachment 1 – Salient Characteristics. Include any applicable descriptive literature, such as illustrations, specification sheets, or product brochures that clearly identify the quote meets the Government’s requirements. Descriptive literature should not be a cut-and-paste of line items in the salient characteristics provided by the Government. c. Contract Documentation. (1) The software security agreement must be included with the quote. (2) Quotes must include a completed copy of the following provisions that require fill-in text: FAR 52.212-3 Offeror Representations and Certifications-Commercial Products and Commercial Services. The Offeror shall complete only paragraph (b) of this provision if the Offeror has completed the annual representations and certification electronically in the System for Award Management (SAM) accessed through https://www.sam.gov. If the Offeror has not completed the annual representations and certifications electronically, the Offeror shall complete only paragraphs (c) through (u) of this provision. FAR 52.212-3 Alternate I Offeror Representations and Certifications-Commercial Products and Commercial Services. (Alternate I) Complete if the offeror has represented itself as disadvantaged in paragraph (c)(4) of this provision. III. EVALUATION OF QUOTES The addenda listed below at FAR 52.212-2, Evaluation—Commercial Products and Commercial Services (Nov 2021) applies to this acquisition. The evaluation factors to be included in paragraph (a) of this provision are Price, Technical, and Past Performance. ADDENDA TO FAR 52.212-2: BASIS OF AWARD a. This is a competitive acquisition in accordance with FAR part 12 and FAR part 13. The Government will submit an offer in the form of a purchase order to the quoter who meets all requirements and represents the best value to the Government. All quotes submitted will be reviewed for completeness. Quotes that are incomplete or missing information may be considered non-responsive and excluded from evaluation. The Government will select the awardee that represents the best value based on price, technical, and past performance. b. The Government reserves the right to award on an "All or None" basis. c. Interchanges. The Government intends to award a purchase order without interchanges with respective vendors/quoters. The Government, however, reserves the right to conduct interchanges if deemed in its best interest. IV. CLAUSES a. The clause at FAR 52.212-4, Contract Terms and Conditions—Commercial Products and Commercial Services (Nov 2023), and the addenda below apply to this acquisition. ADDENDA TO FAR 52.212-4: (c) Changes. Administrative changes in the terms and conditions of this contract may be written unilaterally by the Government. All other changes in the terms and conditions of this contract may be made only by written agreement of the parties. b. FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Products and Commercial Services (May 2024) and additional FAR clauses cited in the clause apply to this acquisition (see Attachment 2 – Provisions and Clauses). c. USAFA Local Clause, Electronic and Information Technology, applies to this acquisition (see Attachment 2 – Provisions and Clauses). ATTACHMENTS TO THIS SOLICITATION Attachment 1 – Salient Characteristics Attachment 2 – Provisions and Clauses Attachment 3 - CLIN Structure