Inactive Total Small Business Set-Aside (FAR 19.5)

Page 1 of Page 1 of Combined Synopsis Solicitation Electronic QA Inspection System (i) This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Subpar... Page 1 of Page 1 of Combined Synopsis Solicitation Electronic QA Inspection System (i) This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested, and a written solicitation will not be issued. (ii) The solicitation is issued as a request for quotation (RFQ). (iii) A statement that the solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2023-01. (iv) The Government intends to award a firm-fixed price award for an Electronic QA Inspection System located at the White River Junction VAMC. Please see the attached Performance Work Statement for full requirement details. Please complete the Price Schedule below and submit with the quote submission. (v) The Contractor shall provide all resources necessary for an Electronic QA Inspection System located at the White River Junction VAMC IAW the attached Performance Work Statement (PWS). Please see the attached PWS for full requirement details. (vi) The Place of Performance is White River Junction VAMC as described per the PWS. (vii) Provision at 52.212-1, Instructions to Offerors -- Commercial, applies to this acquisition in addition to the following addendums to the provision: 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 (JUL 2016); 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008) (viii) Provision at 52.212-2, Evaluation -- Commercial Items, applies to this requirement. Submission of Quotes: (1) Quotes shall be received on or before the date and time specified in Section (xv) of this solicitation. Note: Offers received after the due date and time shall not be considered. (2) Offerors shall submit their quotes electronically via email to Kenya Mitchell at kenya.mitchell1@va.gov (3) Questions: Questions shall be submitted to the Contracting Officer in writing via e-mail. Oral questions are not acceptable due to the possibility of misunderstanding or misinterpretation. The cut-off date and time for receipt of questions was Friday, 19 September 2025 at 5:00 PM EST. Questions received after this date and time may not be answered. Questions shall be answered in a formal amendment to the solicitation so all interested parties can see the answers. (4) Quote Format: The submission should be clearly indexed and logically assembled in order of the evaluation criteria below. All pages of the quote shall be appropriately numbered and identified by the complete company name, date and solicitation number in the header and/or footer. SAM: Interested parties shall be registered in System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. SAM information can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606- 8220. Interested parties not registered in SAM in sufficient time to meet the VA s requirement will be ineligible to receive a government contract. This determination will be at the discretion of the Contracting Officer. VISTA: The VA utilizes VISTA to issue a purchase order and liquidate invoices. Failure to register in VISTA may result in exclusion from the issuance of a VA contract. This determination will be at the discretion of the Contracting Officer. Interested parties with no prior VA contracts can request a Form 10091 at any time. (x) 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: 1. FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services 2. 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: 52.203-16, 52.204-4, 852.203-70 FAR 52.212-4, Contract Terms and Conditions Commercial Products and Commercial Services FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Products and Commercial Services The following subparagraphs of FAR 52.212-5 are applicable: 52.204-10, Reporting Executive Compensation & First-Tier Subcontract Awards (JUN 2020), 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, or Proposed for Debarment (NOV 2021), 52.219-28, 52.219-33, Nonmanufacturer Rule (SEP 2021), 52.222-3, Convict Labor (JUN 2003), 52.222-26, Equal Opportunity (SEP 2016), 52.222-36, Equal Opportunity for Workers with Disabilities (JUN 2020), 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020), 52.225-13, Restrictions on Certain Foreign Purchases (FEB 2021), 52.222-41, Service Contract Labor Standards (AUG 2018), (xiii) All contract requirement(s) and/or terms and conditions are stated above. (xiv) The Defense Priorities and Allocations System (DPAS) and assigned rating are not applicable to this requirement. (xv) RFQ responses are due Friday, 26 September 2025 by 5:00 PM EST. RFQ responses must be submitted via email to: Kenya.Mitchell1@va.gov and David.Valenzuela2@va.gov. Hand deliveries shall not be accepted. (xvi) The POCs of this solicitation is Kenya Mitchell at Kenya.Mitchell1@va.gov PRICE SCHEDULE ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 QA Inspector software License 1 account, with a package of 3 check lists 1 YR Â 0002 Additional Inspection types, 1 Year License 1 EA Â 0003 Pest control manager software license, 1 account, with a package of 2 checklists/inspection types 1 YR Â 0004 Inspector user license fee 6-10 inspectors each for 1 year 8 EA Â 0005 Database setup electronic database format submitted to in Excel 1 EA Â 0006 Kick start on-site training package up to 8 inspectors on-site training training covers; inspection, reporting, & follow-up administration. Includes travel and living 1 EA Â 1001 QA Inspector software License 1 account, with a package of 3 check lists 1 YR Â 1002 Additional Inspection types, 1 Year License 1 EA Â 1003 Pest control manager software license, 1 account, with a package of 2 checklists/inspection types 1 YR Â 1004 Inspector user license fee 6-10 inspectors each for 1 year 8 EA Â 2001 QA Inspector software License 1 account, with a package of 3 check lists 1 YR Â 2002 Additional Inspection types 1 Year License 1 EA Â 2003 Pest control manager software license, 1 account, with a package of 2 checklists/inspection types 1 YR Â 2004 Inspector user license fee 6-10 inspectors each for 1 year 8 EA Â 3001 QA Inspector software License 1 account, with a package of 3 check lists 1 YR Â 3002 Additional Inspection types 1 Year License 1 EA Â 3003 Pest control manager software license, 1 account, with a package of 2 checklists/inspection types 1 YR Â 3004 Inspector user license fee 6-10 inspectors each for 1 year 8 EA Â 4001 QA Inspector software License 1 account, with a package of 3 check lists 1 YR Â 4002 Additional Inspection types 1 Year License 1 EA Â 4003 Pest control manager software license, 1 account, with a package of 2 checklists/inspection types 1 YR Â 4004 Inspector user license fee 6-10 inspectors, each for 1 year 8 EA Â Â GRAND TOTAL __________________ PAST PERFORMANCE WORKSHEET 1. Name of Contracting Activity, Government Agency, Commercial Firm or other Organization: 2. Contracting Activity Address: 3. Contract Number: 4. Date of Contract Award: 5. Beginning Date of Contract: 6. Completion Date of Contract: 7. Contract Value: 8. Type of Contract: 9a. Technical Point of Contact: 9b. Contracting Point of Contact: Name: Name: Title: Title: Address: Address: Telephone: Telephone: Email: Email: 10. Place of Performance: 11. Description of Work (Use a continuation sheet if necessary): 12. List any commendations or awards received: 13. List of Major Subcontractors: PERFORMANCE WORK STATEMENT DEPARTMENT OF VETERANS AFFAIRS Background: 1.1. The EMS Service is requesting the purchase of a paperless EMS Quality Assurance Cleaning Inspection System in a manner that ensures the requirements of Department of Veterans Affairs, The Joint Commission, Inspector General and other third-party regulatory reviews. 1.2. Used by the EMS Supervisors and Management team to replace the labor involved in manual paper-based inspections. Eliminating data entry, rework and the time spent following up and manually producing reports. Scope: 2.1. Vendor maintains Licenses for the following: - QA Inspector Software License, 1 Account, with a package of 3 checklists for 1 year. - Additional Inspection Types, 1 year license - Pest Control Manager Software License, 1 Account, with a package of 2 checklist/inspection types for 1 year - inspector User license Fee 6-10 Inspectors, each, for 1 year - Database Setup Electronic database format, submitted in Excel - KICK START On-site Training Package Up to 8 Inspectors On-site Training for up to 8 Inspectors covers; Inspection, Reporting & Follow-Up, Administration. Includes travel & living. 2.2. Vendor will also provide KICK START On-site Training Package Up to 8 Inspectors Onsite Training for up to 8 Inspectors covers; Inspection, Reporting & Follow-Up, Administration. Includes travel & living. 2.3. The contractor shall provide all supplies, equipment, software, and training for an automated mobile inspection program for EMS QA inspections. Inspection data will be collected on a phone/tablet. Photos, notes and details can be added to any issues and produce a followup ticket to be corrected by the EMS staff, with automatic follow-up and closure tracking. 2.4. Vendor shall provide customizable EMS QA Inspection type requirements/questions/ templates to choose for their individual needs. A list of mandatory questions for the medical center to have on their EMS QA inspection question database will be given to the vendor. Types of inspections may include: Daily Cleaning, Terminal/Discharge Cleaning, Fluorescent Marking, ATP test results, Patient Experience. Inspectors will only be given the items to be inspected based upon the type of room they are evaluating. 2.5. The vendor shall provide reports that formulate the collected data into easily readable reports and dashboards such as executive summaries, and graphs that compare, detail, cross reference, collate and display the information and data. 2.6. Administrators can set inspection quotas for their team with automated reminders to ensure compliance. Online modifications can be made immediately to the EMS QA Inspection requirements. 2.7 The program shall be hosted by the vendor requiring no new technical requirements onsite or on the Veterans Affairs servers. Data will be synced automatically when WiFi is available on the tablet or phone. 3. Salient Characteristics: 3.1. Training is required that consists of on-site training of all supervisory and management staff of EMS. 3.2. Ongoing support to be provided to all those trained regarding any training or technical issues through the life of the service contract via phone, email, online chat and online reference materials. 3.3. The system must contain VA EMS Sanitation standard checklists that can be modified as needed. 4. Delivery Schedule: 4.1. The requested services must be delivered to the VA within 30 days of receipt of the order