Inactive Total Small Business Set-Aside (FAR 19.5)

Attachment 1: Combined Synopsis-Solicitation for Commercial Products and Commercial Services Description This is a combined synopsis/solicitation for commercial products and commercial services prepar... Attachment 1: Combined Synopsis-Solicitation for Commercial Products and Commercial Services 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 2025-04. This solicitation is a small business set-aside request for brand name only supplies and equipment. The associated North American Industrial Classification System (NAICS) code for this procurement is 339112 - Surgical And Medical Instrument Manufacturing, with a small business size standard of 1,000 Employees. The Product Service Code (PSC) is 6515 - Medical and Surgical Instruments, Equipment, and Supplies. The Department of Veterans Affairs, Cincinnati Veterans Affairs Medical Center (CVAMC), located at 3200 Vine Street, Cincinnati, OH 45220-2213, is seeking to purchase a brand name only Stryker PI Drive 2 Motor Drill and attachments. All quoters must submit the following: Pricing quote with sufficient documentation to evaluate the items functional and technical specifications, Buy American Certificate, Warranty/Extended Warranty details, Delivery/Installation Schedule and a copy of authorized distributor letter if not the original equipment manufacturer (OEM). All interested companies shall provide quotations for the following: Supplies/Services Line Item Description Quantity Unit of Measure Unit Price Total Price 1 5407-150-000 - PI DRIVE 2 MOTOR 1 Each 2 5407-120-450 - Elite 7cm Straight Attachment 5 Each 3 5407-120-480 - Elite 14cm Straight Attachment 1 Each 4 5407-120-470 - Elite 12cm Straight Attachment 1 Each 5 5407-FA2-000 - Footed Attachment 16mm 1 Each 6 5407-FA3-000 - Footed Attachment 25mm 1 Each 7 5407-120-970A - MIS 16cm Angled Attachment 1 Each 8 5407-120-970C - MIS 16cm Curved Attachment 1 Each 9 5407-120-900 - MIS Hub 1 Each 10 5400-210-501 - PD Series Maestro Adjustable Depth Drill Guide "ADDG" 1 Each 11 5407-120-050 - HD 9cm Straight Attachment 1 Each TOTALS: STATEMENT OF WORK (SOW) Contract Title. Bone Dissection High Speed Drill Background. The Cincinnati Veterans Affairs Medical Center (CVAMC) Sterile Processing Service (SPS) needs to acquire one additional bone dissection high speed drill due to a lack of backup inventory and to remain compliant with the standards and procedures outlined in Veterans Health Administration (VHA) Directive 1116, Management of Critical and Semi-Critical Reusable Medical Devices. Scope. High-speed bone dissection drills are utilized in Neurology and Ear, Nose, and Throat (ENT) open, endoscopic, and microscopic procedures. The PI Drill currently in use in the facility will no longer be available for parts and will no longer be serviced by the manufacturer. The model has been upgraded and required new attachments. The policies and procedures in VHA Directive 1116 dictate that duplicate units of equipment to be available for surgical trays for unexpected occurrences of case malfunctions and/or items becoming contaminated, and a backup tray required. An additional unit of the upgraded drill model and attachments are requested to remain compliant. Specific Tasks. This high-speed bone dissection drill is used for surgical procedures involving bone; removing bone tissue, creating holes for implants/bone fixation, craniotomies, spine surgeries, and other surgical procedures. As well as minimally invasive procedures that require precise bone removal. The high-speed bone dissection drill must have: Motor bearing grease higher viscosity and max operating room temperature Non-footed slam latch and release collar Matte anodized and drill coating for corrosion reduction and erosion (must be able to preserve exterior marking 4+ years or minimum of 400 cycles) Up to 36% cable friction Drill tracker adapter 75K RPM electric motor Flat core motor wiring Equipment must be the same make/model that is currently used in the facility for smooth workflow and backup purposes. Attachments must be compatible with the drill model that is currently used in the facility for smooth workflow and for backup purposes. Performance Monitoring. The SPS Staff will be responsible for performing instrument cleaning and processing procedures according to the manufacturer s instructions. Security Requirements. No access to sensitive or personally identifiable information (PII) is needed for this requirement. A signed copy of VA Handbook 6500.6 Appendix A is on file. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI). None Other Pertinent Information or Special Considerations. None Identification of Possible Follow-on Work. None Identification of Potential Conflicts of Interest (COI). None Identification of Non-Disclosure Requirements. None Packaging, Packing and Shipping Instructions. The vendor must include the purchase order number on all shipping labels and documentation. The vendor must ensure that the equipment is packed without any damage prior to leaving their warehouse and will inform the COR of the delivery tracking number via email. The vendor will also replace any missing and/or damaged items reported by the CVAMC Warehouse/Logistics Staff upon receipt. Inspection and Acceptance Criteria. Upon delivery of the equipment, the Logistics/Warehouse staff will inspect the equipment for any missing items and/or damages and will inform the vendor of the missing/damaged items, if applicable. Upon satisfactory inspection and acceptance, the Logistics Warehouse staff will tag the items for inventory management. The Biomedical Engineering Service staff will conduct a safety inspection of the equipment prior to delivery to its final destination at the facility. Risk Control. A signed copy of VA Handbook 6500.6 Appendix A is on file. Place of Performance. All work will be performed at the Cincinnati VA Medical Center located at 3200 Vine Street, Cincinnati, OH 45220-2213. Period of Performance (POP). POP is 12 months after receipt of order (ARO) or timeframe provided by the manufacturer s warranty, whichever comes first. Delivery Schedule. Delivery is expected within 60 days after receipt of order (ARO). Delivery FOB destination. Delivery should occur during regular business hours, from 8:00AM until 4:30 PM EST unless determined otherwise. The following Federal Holidays are excluded: New Year s Day, Martin Luther King Jr. s Day, President s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. Any unexpected delays should be communicated in writing via email to the COR and Contracting Officer. All equipment will be delivered to the attention of Jessie White / SPS at: Cincinnati VAMC 3200 Vine Street Cincinnati, OH 45220-2213 (End of Statement of Work) The following solicitation provisions apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services (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 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. 52.212-1 Instructions to Offerors Commercial Products and Commercial Services (SEP 2023) (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, or 150 employees for information technology value-added resellers under NAICS code 541519, if the acquisition (1) Is set aside for small business and has a value above the simplified acquisition threshold; (2) Uses the HUBZone price evaluation preference regardless of dollar value, unless the offeror 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 in this solicitation. Quotes may be submitted on letterhead stationery, or as otherwise specified in the solicitation. 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, email, 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 offeror shall complete electronically); (9) Acknowledgment of Quotation Amendments; (10) Past performance information will not be considered in simplified acquisition procurements. (11) Quotes 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, or information, or reject the terms and conditions of the solicitation may be excluded from consideration. (c) Period for acceptance of Quotes. The offeror agrees to hold the prices in its offer 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. This section intentionally left blank. (e) Multiple Quotes. This section intentionally left blank. (f) Late submissions, modifications, revisions, and withdrawals of quotes. (1) Quoters are responsible for submitting quotes, and any modifications, revisions, or withdrawals, 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 or revisions are due. (2) Any quote 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 determines that accepting the late quote would not unduly delay the acquisition. (3) If an emergency or unanticipated event interrupts normal Government processes so that quotes cannot be received at the Government office designated for receipt of quotes by the exact time specified in the Request for Quote, 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 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. In addition, the Contracting Officer (CO) may issue a purchase order to other than the quoter with the lowest quoted price. (h) Multiple awards. This section intentionally left blank. (i) Availability of requirements documents cited in the solicitation. (1) (i) The GSA Index of Federal Specifications, Standards and Commercial Item Descriptions, FPMR Part 101 29, and copies of Federal specifications, standards, and product descriptions can be downloaded from the ASSIST website at https://assist.dla.mil. (ii) If the General Services Administration, Department of Agriculture, or Department of Veterans Affairs issued this solicitation, a copy of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained from the address in paragraph (i)(1)(i) of this provision. (j) Unique entity identifier.(Applies to all quotes that exceed the micro-purchase threshold, and quotes at or below the micro-purchase threshold if the Request for Quote (RFQ) requires the Contractor to be registered in the System for Award Management (SAM).) The quoter shall enter, in the block with its name and address on the cover page of its offer, the annotation "Unique Entity Identifier" followed by the unique entity identifier that identifies the Quoter's name and address. The Quoter also shall enter its Electronic Funds Transfer (EFT) indicator, if applicable. The EFT indicator is a four-character suffix to the unique entity identifier. 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 unique entity identifier, it should contact the entity designated at www.sam.gov for unique entity identifier establishment directly to obtain one. The Quoter should indicate that it is an planning to submit a quote for a Government Request for Quote (RFQ) when contacting the entity designated at www.sam.gov for establishing the unique entity identifier. (k) [Reserved] (l) Notification. The CO will not notify unsuccessful quoters that responded to this Request for Quotation (RFQ). (End of provision) ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (SEP 2023) FAR 52.252-1, Solicitation Provisions Incorporated by Reference (Feb 1998) full text is available at: http://www.acquisition.gov/far/index.html (FAR) and http://www.va.gov/oal/library/vaar/index.asp (VAAR) The following solicitation provisions are incorporated by reference: FAR 52.204-7, System for Award Management (Nov 2024) FAR 52.204-16, Commercial and Government Entity Code Reporting (Aug 2020) FAR 52.204-20, Predecessor of Offeror, (Aug 2020) FAR 52.204-24, Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (Nov 2021) FAR 52.204-27, Prohibition on a ByteDance Covered Application (Jun 2023) FAR 52.204-29, Federal Acquisition Supply Chain Security Act Orders Representation and Disclosures (Dec 2023) FAR 52.209-7, Information Regarding Responsibility Matters (Oct 2018) FAR 52.211-6, Brand Name or Equal (Aug 1999) FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services (May 2024) 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 solicitation clauses are incorporated by reference: FAR 52.203-17, Contractor Employee Whistleblower Rights (Nov 2023) FAR 52.204-13, System for Award Management Maintenance (Oct 2018) FAR 52.204-18, Commercial and Government Entity Code Maintenance (Aug 2020) FAR 52.212-4, Contract Terms and Conditions Commercial Products and Commercial Services (Nov 2023) Addendum to 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 (Jan 2025) The following subparagraphs of FAR 52.212-5 are applicable: Subparagraph (a) (1) (7) Subparagraph (b) (4),(5),(9),(12),(31),(32),(33),(34),(36),(39),(49),(51), (55) and (59) FAR 52.214-21, Descriptive Literature (Apr 2002) FAR 52.225-1, Buy American Supplies (Oct 2022) FAR 52.225-2, Buy American Certificate (Oct 2022) FAR 52.229-11, Tax on Certain Foreign Procurements Notice and Representation (Jun 2020) FAR 52.233-2, Service of Protest (Sep 2006) VAAR 852.203-70, Commercial Advertising (May 2018) VAAR 852.212-71, Grey Market and Counterfeit Items (Feb 2023) VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors (Deviation) (Jan 2023) VAAR 852.215-71, Evaluation Factor Commitments (Oct 2019) VAAR 852.215-72, Notice of Intent to Re-Solicit (Oct 2019) VAAR 852.222-71, Compliance with Executive Order 13899 (Deviation) (Apr 2025) VAAR 852.232-72, Electronic Submission of Payment Requests (Nov 2018) VAAR 852.233-70, Protest Content/Alternative Dispute Resolution (Sep 2018) VAAR 852.233-71, Alternate Protest Procedure (Sep 2018) VAAR 852.239-75, Information and Communication Technology Accessibility Notice (Feb 2023) VAAR 852.242-71, Administrative Contracting Officer (Oct 2020) VAAR 852.246-71, Rejected Goods (Oct 2018) VAAR 852.247-72, Marking Deliverables (Oct 2018) VAAR 852.247-73, Packing for Domestic Shipment (Oct 2018) VAAR 852.252-70, Solicitation Provisions or Clauses Incorporated by Reference (Jan 2008) VAAR 852.273-70, Late Offers (Nov 2021) Basis of Award All quotes shall be sent to the Department of Veterans Affairs, Network Contracting Office (NCO) 10 via email to Barbara.Robertson@va.com. 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, technical capabilities, warranty/extended warranty, and speed of delivery. The award will be made to the response most advantageous to the Government. Responses should contain your best terms and 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 4:00PM EST, Tuesday, 08/12/2025 at Barbara.Robertson@va.gov. No submissions received after the above-mentioned date and time will be accepted. When responding to this announcement, respondents should include RFQ 36C25025Q0818 PI Drive 2 Motor Drill - Brand Name Only in the subject line. 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 not later than Monday, 08/11/2025 @ 12:00PM EST. No telephone calls will be accepted. Point of Contact Barbara Robertson, Contracting Specialist, Barbara.Robertson@va.gov.