H165--RADIATION PHYSICIST SERVICE - POP 04/01/2025 - 03/31/2026

Active

Contract Opportunity

Effective Date: 03/15/2023
Revision: 01
Page 25 of 25
Description

**The purpose of this amendment is to answer a question that arose during the solicitation.**

We were thinking about submitting a bid for this solicitation, but we still have a question about the price/cost schedule. The first item is called Quality Assurance and Scheduled Maintenance. We are unsure what that item is referring to. I understand the question window is closed. If we were able to get some clarification on what that item is referring to, we may be able to move forward with submitting a bid.

Response: This contract Price/Cost Schedule uses SLIN(s). 0001, 0002, 0003, 0004, 0005, 0006, 0007, 0008, 1001, 1002, 1003, 1004, 1005, 1006, 1007, 1008, 2001, 2002, 2003, 2004, 2005, 2006, 2007, 2008, 3001, 3002, 3003, 3004, 3005, 3006, 3007, 3008, 4001, 4002, 4003, 4004, 4005, 4006, 4007, and 4008 are all No Cost Title CLIN(s). The Sub-CLIN is where the pricing is identified. What that means is you will not Price 0001 and instead will price 0001AA, 0001AB, 0001AC, and all other SLIN(s).

**The purpose of this amendment is to add the Price/Cost Schedule and Equipment List for interested contractor submission.**

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 2025-03.

This solicitation is set-aside for 100% Service-Disabled Veteran-Owned Small Business (SDVOSB), IAW VAAR Subpart 819.70, the VA Veterans First Contracting Program.

The associated North American Industrial Classification System (NAICS) code for this procurement is 541990, with a small business size standard of $19.5 Million.

The FSC/PSC is H165.

The Tucson VA Medical Center (VAMC) located at 3601 S 6th Avenue, Tucson, AZ 85723-0001, is seeking to purchase on-site Radiation Physicist services.

All interested companies shall provide quotations for the following:

Supplies/Services

Line Item
Description
Quantity
Unit of Measure
Unit Price
Total Price
0001
Annual Equipment Radiation Physicist Evaluation Radiation Physicist Service.
12
MO
1001
Annual Equipment Radiation Physicist Evaluation Radiation Physicist Service.
12
MO
2001
Annual Equipment Radiation Physicist Evaluation Radiation Physicist Service.
12
MO
3001
Annual Equipment Radiation Physicist Evaluation Radiation Physicist Service.
12
MO
4001
Annual Equipment Radiation Physicist Evaluation Radiation Physicist Service.
12
MO

STATEMENT OF WORK (SOW)

Contract Title

Radiation Physicist Services.

Background

The Southern Arizona VA Healthcare System (SAVAHCS) is in need of a contractor to provide on-site Radiation Physicist Services for the Tucson VA Medical Center (VAMC) located at 3601 S 6th Avenue, Tucson, AZ 85723-0001. The Contractor shall comply with this Statement of Work (SOW), all VA, local, state, and Federal policies, and regulations.

Objective

The objective of this service contract is to have a contractor to provide all labor, materials, supplies, tools, equipment, parts, software (needed for the general operation of the equipment), travel, ICRA Barriers, supervisors, and qualified personnel to provide on-site Radiation Physicist services for the Department of Veterans Affairs (VA), Southern Arizona VA Health Care System (SAVAHCS), in accordance with the terms and conditions stated herein.

Scope

Mandatory Services:

Perform radiation protection surveys within VISN 22 to ensure compliance with the current NRC, VHA, ACR, TJC, and MQSA requirements. Change of times or dates must be coordinated with the above-mentioned department at least one week in advance. Provide written report of results to Diagnostic Imaging Service/RSO within five (5) working days of performance of the survey.
Consult with RSO on radiation exposure records throughout VISN 22, including Nuclear Medicine Service, Diagnostic Imaging Service, and ancillary services which have radiation workers and provide appropriate recommendation to reduce exposure to ALARA. Provide results to Diagnostic Imaging Service and RSO within five (5) working days after review. To include initial testing of new and replacement x-ray imaging equipment, prior to first clinical use, as well as testing after repairs that may affect X-ray output or image quality.
Perform radiation safety inspections on all imaging equipment providing final reports to Diagnostic Imaging Service/RSO within 5 days of completion of survey.
Provide consultation for additional services as needed, i.e.., safety training.
Review CT protocol optimization once a year.
Provide shielding design calculations for each new or replacement x-ray imaging system. The calculations for each shall conform to NCRP Report No. 147 or, for dental units, NCRP Report 145 and shall be documented in a written report, which includes a to-scale diagram showing adjacent areas.
Establish a skin dose program
Consult with SAVAHCS RSO about CT, RT, Fluoroscopy, PET/CT, MRI and any program dealing with imaging at SAVAHCS for all applicable services during each site visit.
Evaluate technical QA/QC program (technique charts, repeat/reject analysis, monitoring, monitoring of exposure indices to radiographic image receptors, QA program for display monitors, QA of CT, monitoring of dose metrics from fluoroscopy studies) annually.
The contractor shall comply with all State and Federal rules, laws and regulations and maintain compliance with OSHA, The Joint Commission (TJC), ACR, FDA, and MQSA.
The contractor shall ensure referenced equipment meets VHA, NRC, and JC compliance and all Federal and State rules, regulations and laws.

Radiation Survey:

Contractor shall conduct quality control surveys and certifications of the radiographic equipment listed below. The Contractor shall ensure the radiographic equipment s compliance with applicable federal and state regulatory requirements, and shall include, but not be limited to, monitoring the following basic performance characteristics:

All stationary, and mobile x-ray radiographic units, including dental units:

kV accuracy and reproducibility
Beam quality assessment (HVL)
Linearity of output as a function of mA and /or mAs
X-Ray Output
Tube Head leakage
Focal Spot Size
Scatter Radiation
Timer Accuracy
Reproducibility
Automatic exposure control performance
Entrance exposures for a phantom representing a standard patient and comparison to diagnostic reference levels
Collimation and beam alignment
Entrance Exposure Rate
Evaluation of grids for mobile radiographic units
Artifact Evaluation
For DR radiographic systems, accuracy of exposure index

CR:

Relative Sensitivity Calibration Test
Shading Test
Contrast Evaluation
Sharpness Test
Laser Jitter Test
Image Noise/Artifact Test
Primary Erasure of Imaging Plate Test
Accuracy of Measurement Tools/Scale Test
System Linearity Test
Exposure index (IEC or proprietary, e.g., S Number) Calibration

For CT Scanners:

The testing shall substantially conform to the 2012 ACR Computed Tomography Quality Control Manual, National Council of Radiation Protection (NCRP), and Veterans Health Affairs (VHA) standards. The testing of dosimetry shall include verification of the accuracy of displayed CTDIvol values.

Review of Clinical Protocols
Scout Prescriptions and alignment Light Accuracy
Image Thickness Axial Mode
Table Travel Accuracy
Radiation Beam Width
Low-Contrast Performance
Spatial Resolution
CT Number Accuracy
Artifact Evaluation
CT Number Uniformity
Dosimetry
Gray Level Performance of CT Acquisition Display Monitors

Fluoroscopes (including, Interventional Radiology/Cardiac Catherization Lab, EP Lab, and Mobile C-arms):

kVp accuracy and reproducibility
Beam Quality
Linearity
Reproducibility
Automatic exposure rate control performance
Fluoroscopy output (exposure rate or dose rate) for a phantom representing a standard patient
Fluoroscopy maximum dose rate
Collimator alignment
Safety evaluation
Cine output exposure rate or dose rate for a standard patient and maximum rate
High contrast spatial resolution
Low contrast spatial resolution
Image artifacts
Display monitor performance
Accuracy of indicated radiation doses metrics (air kerma at the reference point and KAP)

Output for a phantom representing a standard patient and maximal output shall be measured for a variety of modes (continuous and pulsed, normal and mag modes, high dose rate mode, image recording modes, etc.). These shall include modes commonly used clinically. The report shall state the modes used for each measurement. For each C-arm fluoroscope, these data shall be placed in a table suitable for the operators of the fluoroscope.

Mammography:

Ensures that facility is compliant with ACR, FDA, MQSA and VHA standards

The federal Mammography Quality Standards Act (MQSA) exempts the VA from the requirements of the act. However, Public Law 104-262 requires VHA mammography facilities to meet the basic requirements of the MQSA. The VHA requirements are contained in VHA Handbook 1105.03, Mammography Program Procedures and Standards, Documentation must be current and on site to ensure FDA/ACR compliance (CME, surveyed facilities with mammography, etc.). Inspections of digital mammography equipment must comply with the latest requirements posted on the ACR website for the manufacturer of the unit being inspected. Inspection items may include:

Mammographic Unit Assembly Evaluation
Collimation assessment
Artifact evaluation
kVp accuracy and reproducibility
Beam quality assessment HVL measurements
Evaluation of system resolution
Automatic Exposure Control (AEC) function performance
Breast entrance exposure, AEC reproducibility and average glandular dose
Radiation output rate
Phantom image quality evaluation
Signal to noise ratio and contrast to noise ratio measurements
Viewbox luminance and room illuminance
Review workstation (RWS) tests

For MRI:

Perform initial survey/inspection and yearly review of MRI unit ensuring that unit meets ACR requirements to meet accreditation by the ACR.

Magnetic field homogeneity
Geometric accuracy
Inter-slice RF interference
Slice position accuracy
High contrast resolution
RF coil performance

Volume coils signal to noise ratio
Volume coils image uniformity
Volume coils ghosting ratio
Phased array coils signal to noise ratio
Surface coils signal to noise ratio

Slice thickness accuracy
Low contrast detectability
Soft copy displays
Technologist s QC program
Site phantom inventory
Site RF coil inventory

For all BRH compliance tests, documentation of measured values used to certify compliance shall be provided.
Furnish a follow-up inspection to verify compliance of any necessary corrective action performed to correct deficiencies found.
Furnish a measured skin entrance dose (in mR or mrem) for each x-ray tube tested using typical technique for the unit under typical tests.
Furnish radiation dose rate for each mode of operation for typical prolonged fluoroscopically guided invasive procedures performed on fluoro units.
Survey shall be conducted once per calendar year with the intervals between annual inspections not to exceed 14 months as scheduled at mutually agreed upon times between the Imaging Service/RSO and the contractor. Time of inspection is to be coordinated with the Imaging Service/RSO. Any equipment that is under repair at the time of inspection shall be scheduled for a later inspection at no additional expense to the Government.

Survey Schedule:

The annual written report is to be completed and submitted during the month of September for the base and option years of the contract, if the Government exercises the renewal option period.

Quality Control:

The firm shall establish a quality control plan specifying standards of performance. The quality control plan shall be provided to the technical representative who will ensure the firm s performance achieves the standards.

Security Requirements

The C&A requirements do not apply, and Security Accreditation Package is not required.

This service does not involve Contractor connection of one or more contractor-owned IT devices (such as laptop computer or remote connection from a contractor system) to a VA internal trusted (i.e., non-public network) therefore Information Technology (IT) Security certification and accreditation (authorization) (C&A) requirements do not apply per VA Handbook 6500.6.

Data Rights:

The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

Period of Performance

Work Hours

Normal hours of operation are Monday through Friday from 8:00 am to 4:30 pm Pacific time. All work is expected to be performed generally during normal hours of coverage unless requested or approved by the COR or his/her designee.

All work shall commence within one week after receipt of telephonic, written or verbal notification and will proceed progressively without undue delay. All work shall be performed by competent physicists, experienced and qualified to work on the specific equipment, as described in the paragraph entitled Qualified Personnel . All work performed shall be in accordance with established commercial practices.

Before commencement of work, the Contractor shall confer with the VA COR and Contracting Office to agree on a sequence of procedures; means of access to premises and building. All work performed, to include delivery of materials and equipment, shall be made with minimal interference to Government operations and personnel.

Work performed outside the normal hours of coverage must be approved by the COR or his/her designee.

All time shall be approved in advance by the Contracting Officer s Representative (COR). Allow 5-days for approval of any alternate working hours needed.

Federal Holidays

New Year s Day
January 01
Martin Luther King s Birthday
Third Monday in January
President s Day
Third Monday in February
Memorial Day
Last Monday in May
Juneteenth
June 19
Independence Day
July 04
Labor Day
First Monday in September
Columbus Day
Second Monday in October
Veterans Day
November 11
Thanksgiving Day
Fourth Thursday in November
Christmas Day
December 25

If the holiday falls on a Sunday, the following Monday will be observed as a national holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National holiday by U.S. Government Agencies, and any day specifically declared by the President of the United States of America.

Identification, Check-in, Parking, and Smoking Regulations

Identification

The vendor's employees shall wear visible identification at all times while on SAVAHCS premises. Contractor employees shall report to VA Police upon entry to the SAVAHCS facility to get a visitor badge. Contractor employees are required to be escorted by the COR or designee s office once on campus prior to commencement of work. During emergencies contractor personnel shall check in with SAVAHCS Police if the SAVAHCS COR or designee is not available.

All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

Parking

It is the responsibility of the contract personnel to park in the appropriate designated parking areas. Parking information is available from VA Police & Security Service Office. The Contractor assumes full responsibility for any parking violations.

Smoking

Veterans Health Administration (VHA) Directive 1085, dated March 5, 2019, provides a comprehensive smoke-free policy for patients, visitors, contractors, volunteers, and vendors, at the Department of Veterans Affairs (VA), Veterans Health Administration (VHA) health care facilities. This updated VHA directive implements a smoke-free policy for patients, visitors, contractors, volunteers, and vendors at VA health care facilities, as defined in this directive, based on scientific evidence regarding the adverse health effects of secondhand and thirdhand smoke exposures.

The Assistant Deputy Under Secretary for Health for Administrative Operations (10NA) and the Assistant Deputy Under Secretary for Health for Clinical Operations (10NC) are responsible for the contents of this directive. Questions may be referred to VHA Smoke Free: vhasmokefree@va.gov.

This VHA directive is scheduled for recertification on or before the last working day of March 2024. This VHA directive will continue to serve as national VHA policy until it is recertified or rescinded.

Weapons and Contraband

Possession of weapons or contraband is prohibited and shall be subject to arrest and termination from future performance under this contract. Enclosed containers, including tool kits, shall be subject to search. Violations of SAVAHCS regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

Safety

All personnel employed by the Contractor in the performance of this contract, or any representative of the Contractor entering on SAVAHCS shall comply with applicable Federal, State, and VA safety and fire regulations and codes, which are in effect during the performance period of the contract.

Contractor shall perform work in strict accordance with existing relevant, accredited standards and codes to minimize the possibility of injury to personnel, or damage to Government equipment. Every effort shall be made to safeguard human life and property.

Contractor shall comply with all applicable Federal, State, and local requirements regarding workers health and safety. The requirements include, but are not limited to, those found in Federal and State Occupational Safety and Health Act (OSHA) statutes and regulations, such as applicable provisions of Title 29, Code of Federal Regulations (CFR), Parts 1910 and 1926, NFPA 70E, Article 130.7 29 CFR 1910.132(d)(1)(iii), 29CFR1910.137.

Contractor shall provide all necessary tools, and Personal Protective Equipment (PPE) to perform the work safely, effectively, and timely.

Contractor Personnel

Contractor s Program Manager

The Contractor shall provide a contract program manager who shall be responsible for the performance of the work. The name of this person shall be designated in writing to the Contracting Officer. The Contractor s Program Manager shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract.

Contractor s Employees

The Contractor shall not employ persons for work on this contract if such employee is identified to the Contractor as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population.

Contract Personnel shall be subject to the same quality assurance standards or exceed current recognized national standards as established by the Joint Commission (JC).

Contractor Qualifications & Other Responsibilities

Contractor shall obtain all necessary licenses required to perform this work. Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. Contractor shall be responsible for any injury to himself/herself, his/her employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by him/her or his/her employees fault or negligence. Contractor shall maintain personal liability and property damage insurance prescribed by the laws of the Federal Government.

The Government reserves the right to accept or reject Contractor s employee for the rendering of services. Complaints concerning Contract Personnel s performance or conduct will be dealt with by the Contractor and COR with the final decision being made by the Contracting Officer.

Insurance Coverage

The Contractor agrees to procure and maintain, while the contract is in effect, Workers Compensation and Employee s Public Liability Insurance in accordance with Federal and State of Arizona laws. The Contractor shall be responsible for all damage to property, which may be done by him, or any employee engaged in the performance of this contract.

The Government shall be held harmless against any or all loss, cost, damage, claim expense or liability whatsoever, because of accident or injury to persons or property of others occurring in the performance of this contract.

Before commencing work under this contract, the Contracting Officer shall require the Contractor to furnish certification from his/her insurance company indicating that the coverage specified by FAR 52.228-5 and per FAR Subpart 28.307-2 has been obtained and that it may not be changed or canceled without guaranteed thirty (30) day notice to the Contracting Officer.

Contractor is required to provide copies of proof of Workers Compensation and Employee Public Liability Insurance within fifteen (15) calendar days after notification of contract award.

Invoicing and Payment

Overtime & Holiday Pay

Any overtime and/or holiday pay that may be entitled to the Contractor s employees shall be the sole responsibility of the Contractor and shall not be billed to nor reimbursed by the Government.

Contractor will bill and be paid for actual services provided by Contractor personnel. Contractor will not be paid for availability or on-call services unless otherwise provided herein.

Invoices

Payment of services rendered under this contract shall be made in arrears upon satisfactory completion of each service and receipt of a properly prepared invoice and submitted by the Contractor to the payment address specified by Contracting. Invoices shall reference the Contract Number and Purchase Order Number, Manifest Number(s), provide a complete and accurate description of services/ supplies delivered/ rendered, including dates of performance, amounts, unit prices, extended totals and any other data relevant for payment purposes.

The Government shall not authorize payment until such time that the SAVAHCS COR all properly executed and signed documentation.

No advance payments shall be authorized. Payment shall be made on a monthly arrears for services provided during the billing month in arrears in accordance with FAR 52.212-4, para. (i). Upon submission of a properly prepared invoice for prices stipulated in this contract for services delivered and accepted in accordance with the terms and conditions of the contract, less any deductions stipulated in this contract.

Payment of invoices may be delayed if the appropriate invoices as specified in the contract are not completed and submitted as required.

The purchase order period of performance (POP) is 04/01/2025 03/31/2030.

Free On Board (FOB) is destination for this purchase order.

Place of Performance/Place of Delivery
Address:
Department of Veterans Affairs
Southern Arizona VA Healthcare System (SAVAHCS)
Tucson VA Medical Center (VAMC)
3601 S 6th Avenue
Tucson, AZ
Postal Code:
85723-0001
Country:
UNITED STATES

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 52.201-1, Acquisition 360: Voluntary Survey. (SEPT 2023)
FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services (SEP 2023)
ADDENDUM to FAR 52.212-1
FAR 52.252-1, Solicitation Provisions Incorporated by Reference (FEB 1998)
FAR 52.204-7, System for Award Management (NOV 2024)
FAR 52.204-16, Commercial and Government Entity Code Reporting (AUG 2020)
FAR 52.204-29, Federal Acquisition Supply Chain Security Act Orders-Representation and Disclosures (DEC 2023)
FAR 52.217-5, Evaluation of Options (JUL 1990)
FAR 52.233-2, Service of Protest (SEPT 2006)
VAAR 852.209-70, Organizational Conflicts of Interest (OCT 2020)
VAAR 852.233-70, Protest Content/Alternative Dispute Resolution (OCT 2018)
VAAR 852.233-71, Alternate Protest Procedure (OCT 2018)
VAAR 852.252-70, Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008)
End of Addendum to 52.212-1
FAR 52.212-2, Evaluation-Commercial Items (NOV 2021)
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 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
FAR 52.252-2, Clauses Incorporated by Reference (FEB 1998)
FAR 52.203-16, Preventing Personal Conflicts of Interest (JUN 2020)
FAR 52.204-13, System for Award Management Maintenance (OCT 2018)
FAR 52.204-18, Commercial and Government Entity Code Maintenance (AUG 2020)
FAR 52.217-8, Option to Extend Services (NOV 1999)
FAR 52.217-9, Option to Extend the Term of the Contract (MAR 2000)
FAR 52.228-5, Insurance-Work on a Government Installation (JAN 1997)
CL-120, Supplemental Insurance Requirements
FAR 52.237-2, Protection of Government Buildings, Equipment, and Vegetation (APR 1984)
FAR 52.237-3, Continuity of Services (JAN 1991)
VAAR 852.203-70, Commercial Advertising (MAY 2018)
VAAR 852.219-73, VA Notice to Total Set-Aside for Certified Service-Disabled Veteran-Owned Small Businesses (JAN 2023) (DEVIATION)
VAAR 852.219-76, VA Notice of Limitations on Subcontracting Certificate of Compliance for Supplies and Products (JAN 2023) (DEVIATION)
VAAR 852.223-71, Safety and Health (SEP 2019)
VAAR 852.232-72, Electronic Submission of Payment Requests (NOV 2018)
VAAR 852.242-71, Administrative Contracting Officer (OCT 2020)
End of Addendum to 52.212-4
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: (b)(1), (4), (5), (7), (9), (12), (23), (26), (31), (33), (34), (35), (36), (37), (38), (39), (40), (51), (55), (59), (63), (c)(1), (3), (4), (7), and (8).

All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests. This is accomplished through the Tungsten Network located at: http://www.fsc.va.gov/einvoice.asp. This is mandatory and the sole method for submitting invoices.

All quoters shall submit the following: All information required by FAR 52.212-1(b) Submission of Offers.

All quotes shall be sent to the Network Contracting Office (NCO) Norman.Napper-Rogers@va.gov, on the attached Price/Cost Schedule.

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.

Options will be evaluated at time of award.

The following are the decision factors: Price, and past performance, with price more important.

Past performance will be based on CPARS and FAPIIS ratings. No rating in CPARS is equal to a neutral rating.

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.

Questions shall be received no later than 02/10/2025, 10:00 MST at Norman.Napper-Rogers@va.gov only. Subject line should include RESPONSE TO RFQ 36C26225Q0362.

Final submission of your response shall be received not later than 02/14/2025, 10:00 MST at Norman.Napper-Rogers@va.gov only. Subject line should include RESPONSE TO RFQ 36C26225Q0362.

Submissions shall include your quote using the attached schedule as well as a capabilities statement with qualifications proving all certifications and education required for the work being conducted in the SOW, as this is highly scientific and regulated. Submissions not meeting all requirements of the SOW will be considered ineligible for award.

Quotes should be based on the information provided as no discussions will be allowed. This solicitation is being made under FAR 13.106-2(b)(3) using Simplified Acquisition Procedures.

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
Norman Napper-Rogers, Contracting Officer, Norman.Napper-Rogers@va.gov.
A.1 DOL WAGE DETERMINATION (REF-NEW)

This contract/PO incorporates Department of Labor (DOL) Wage Determination (WD) 2015-5473 (Rev24), dated 12/23/2024.

The wage determination can be found at https://sam.gov.
A.2 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 solicitation. However, the small business size standard for a concern that submits an offer, 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 offers. Submit signed and dated offers to the office specified in this solicitation at or before the exact time specified in this solicitation. Offers may be submitted on the SF 1449, letterhead stationery, or as otherwise specified in the solicitation. As a minimum, offers must show
(1) The solicitation number;
(2) The time specified in the solicitation for receipt of offers;
(3) The name, address, and telephone number of the offeror;
(4) A technical description of the items being offered 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 Solicitation Amendments;
(10) Past performance information, when included as an evaluation factor, to include recent and relevant contracts for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information); and
(11) If the offer is not submitted on the SF 1449, include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Offers 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 offers. The offeror agrees to hold the prices in its offer firm for 30 calendar days from the date specified for receipt of offers, 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 offers. 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 preaward testing.
(e) Multiple offers. Offerors are encouraged to submit multiple offers presenting alternative terms and conditions, including 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 offer submitted will be evaluated separately.
(f) Late submissions, modifications, revisions, and withdrawals of offers.
(1) Offerors are responsible for submitting offers, 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 offers or revisions are due.
(2)(i) Any offer, modification, revision, or withdrawal of an offer received at the Government office designated in the solicitation after the exact time specified for receipt of offers is "late" and will not be considered unless it is received before award is made, the Contracting Officer determines that accepting the late offer would not unduly delay the acquisition; and
(A) If it was transmitted through an electronic commerce method authorized by the solicitation, it was received at the initial point of entry to the Government infrastructure not later than 5:00 p.m. one working day prior to the date specified for receipt of offers; or
(B) There is acceptable evidence to establish that it was received at the Government installation designated for receipt of offers and was under the Government's control prior to the time set for receipt of offers; or
(C) If this solicitation is a request for proposals, it was the only proposal received.
(ii) However, a late modification of an otherwise successful offer, that makes its terms more favorable to the Government, will be considered at any time it is received and may be accepted.
(3) Acceptable evidence to establish the time of receipt at the Government installation includes the time/date stamp of that installation on the offer wrapper, other documentary evidence of receipt maintained by the installation, or oral testimony or statements of Government personnel.
(4) If an emergency or unanticipated event interrupts normal Government processes so that offers cannot be received at the Government office designated for receipt of offers 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 offers 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.
(5) Offers may be withdrawn by written notice received at any time before the exact time set for receipt of offers. Oral offers in response to oral solicitations may be withdrawn orally. If the solicitation authorizes facsimile offers, offers may be withdrawn via facsimile received at any time before the exact time set for receipt of offers, subject to the conditions specified in the solicitation concerning facsimile offers. An offer may be withdrawn in person by an offeror or its authorized representative if, before the exact time set for receipt of offers, the identity of the person requesting withdrawal is established and the person signs a receipt for the offer.
(g) Contract award (not applicable to Invitation for Bids). The Government intends to evaluate offers and award a contract without discussions with offerors. Therefore, the offeror's initial offer should contain the offeror's best terms from a price and technical standpoint. However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. The Government may reject any or all offers if such action is in the public interest; accept other than the lowest offer; and waive informalities and minor irregularities in offers received.
(h) Multiple awards. The Government may accept any item or group of items of an offer, unless the offeror qualifies the offer by specific limitations. Unless otherwise provided in the Schedule, offers may not be submitted for quantities less than those specified. The Government reserves the right to make an award on any item for a quantity less than the quantity offered, at the unit prices offered, unless the offeror specifies otherwise in the offer.
(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 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.
(2) Most unclassified Defense specifications and standards may be downloaded from the ASSIST website at https://assist.dla.mil.
(3) Defense documents not available from the ASSIST website may be requested from the Defense Standardization Program Office by-
(i) Using the ASSIST feedback module (https://assist.dla.mil/feedback); or
(ii) Contacting the Defense Standardization Program Office by telephone at 571-767-6688 or email at assisthelp@dla.mil.
(4) Nongovernment (voluntary) standards must be obtained from the organization responsible for their preparation, publication, or maintenance.
(j) Unique entity identifier. (Applies to all offers that exceed the micro-purchase threshold, and offers at or below the micro-purchase threshold if the solicitation requires the Contractor to be registered in the System for Award Management (SAM).) The Offeror 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 Offeror s name and address. The Offeror 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 Offeror to establish additional SAM records for identifying alternative EFT accounts (see FAR subpart 32.11) for the same entity. If the Offeror 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 Offeror should indicate that it is an offeror for a Government contract when contacting the entity designated at www.sam.gov for establishing the unique entity identifier.
(k) [Reserved]
(l) Debriefing. If a post-award debriefing is given to requesting offerors, the Government shall disclose the following information, if applicable:
(1) The agency's evaluation of the significant weak or deficient factors in the debriefed offeror's offer.
(2) The overall evaluated cost or price and technical rating of the successful and the debriefed offeror and past performance information on the debriefed offeror.
(3) The overall ranking of all offerors, when any ranking was developed by the agency during source selection.
(4) A summary of the rationale for award;
(5) For acquisitions of commercial products, the make and model of the product to be delivered by the successful offeror.
(6) Reasonable responses to relevant questions posed by the debriefed offeror as to whether source-selection procedures set forth in the solicitation, applicable regulations, and other applicable authorities were followed by the agency.
(End of Provision)
ADDENDUM to 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 following provisions are incorporated into 52.212-1 as an addendum to this solicitation:
A.3 VAAR 852.219-76 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING CERTIFICATE OF COMPLIANCE FOR SUPPLIES AND PRODUCTS (JAN 2023) (DEVIATION)
(a) Pursuant to 38 U.S.C. 8127(l)(2), the offeror certifies that
(1) If awarded a contract (see FAR 2.101 definition), it will comply with the limitations on subcontracting requirement as provided in the solicitation and the resultant contract, as follows:
(i) [ ] In the case of a contract for supplies or products (other than from a nonmanufacturer of such supplies), it will not pay more than 50% of the amount paid by the government to it to firms that are not certified SDVOSBs listed in the SBA certification database as set forth in 852.219 73 or certified VOSBs listed in the SBA certification database as set forth in 852.219 74. Any work that a similarly situated certified SDVOSB/VOSB subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted.
(ii) [ ] In the case of a contract for supplies from a nonmanufacturer, it will supply the product of a domestic small business manufacturer or processor, unless a waiver as described in 13 CFR 121.406(b)(5) is granted. The offeror understands that, as provided in 13 CFR 121.406(b)(7), such a waiver has no effect on requirements external to the Small Business Act, such as the Buy American Act or the Trade Agreements Act.
(2) Manufacturer or nonmanufacturer representation and certification. [Offeror fillin check each applicable box below. The offeror must select the applicable provision below, identifying itself as either a manufacturer or nonmanufacturer]:
(i) [] Manufacturer or producer. The offeror certifies that it is the manufacturer or producer of the end item being procured, and the end item is manufactured or produced in the United States, in accordance with paragraph (a)(1)(i).
(ii) [ ] Nonmanufacturer. The offeror certifies that it qualifies as a nonmanufacturer in accordance with the requirements of 13 CFR 121.406(b) and paragraph (a)(1)(ii). The offeror further certifies it meets each element below as required in order to qualify as a nonmanufacturer.
[ ] The offeror certifies that it does not exceed 500 employees (or 150 employees for the Information Technology Value Added Reseller exception to NAICS code 541519, which is found at 13 CFR 121.201, footnote 18).
[ ] The offeror certifies that it is primarily engaged in the retail or wholesale trade and normally sells the type of item being supplied.
[ ] The offeror certifies that it will take ownership or possession of the item(s) with its personnel, equipment, or facilities in a manner consistent with industry practice.
(iii) [ ] The offeror certifies that it will supply the end item of a small business manufacturer, processor, or producer made in the United States, unless a waiver as provided in 13 CFR 121.406(b)(5) has been issued by SBA. [Contracting Officer fill-in or removal (see 13 CFR 121.1205). This requirement must be included for a single end item. However, if SBA has issued an applicable waiver of the nonmanufacturer rule for the end item, this requirement must be removed in the final solicitation or contract.] or [Contracting officer tailor clause to remove one or other block under subparagraph (iii).]
[ ] If this is a multiple item acquisition, the offeror certifies that at least 50% of the estimated contract value is composed of items that are manufactured by small business concerns. [Contracting Officer fill-in or removal. See 13 CFR 121.406(d) for multiple end items. If SBA has issued an applicable nonmanufacturer rule waiver, this requirement must be removed in the final solicitation or contract.]
(3) The offeror acknowledges that this certification concerns a matter within the jurisdiction of an Agency of the United States. The offeror further acknowledges that this certification is subject to Title 18, United States Code, Section 1001, and, as such, a false, fictitious, or fraudulent certification may render the offeror subject to criminal, civil, or administrative penalties, including prosecution.
(4) If VA determines that an SDVOSB/ VOSB awarded a contract pursuant to 38 U.S.C. 8127 did not act in good faith, such SDVOSB/VOSB shall be subject to any or all of the following:
(i) Referral to the VA Suspension and Debarment Committee;
(ii) A fine under section 16(g)(1) of the Small Business Act (15 U.S.C. 645(g)(1)); and
(iii) Prosecution for violating 18 U.S.C. 1001.
(b) The offeror represents and understands that by submission of its offer and award of a contract it may be required to provide copies of documents or records to VA that VA may review to determine whether the offeror complied with the limitations on subcontracting requirement specified in the contract or to determine whether the offeror qualifies as a manufacturer or nonmanufacturer in compliance with the limitations on subcontracting requirement. Contracting officers may, at their discretion, require the contractor to demonstrate its compliance with the limitations on subcontracting at any time during performance and upon completion of a contract if the information regarding such compliance is not already available to the contracting officer. Evidence of compliance includes, but is not limited to, invoices, copies of subcontracts, or a list of the value of tasks performed.
(c) The offeror further agrees to cooperate fully and make available any documents or records as may be required to enable VA to determine compliance. The offeror understands that failure to provide documents as requested by VA may result in remedial action as the Government deems appropriate.
(d) Offeror completed certification/fill-in required. The formal certification must be completed, signed and returned with the offeror s bid, quotation, or proposal. The Government will not consider offers for award from offerors that do not provide the certification, and all such responses will be deemed ineligible for evaluation and award.
Certification
I hereby certify that if awarded the contract, [insert name of offeror] will comply with the limitations on subcontracting specified in this clause and in the resultant contract. I further certify that I am authorized to execute this certification on behalf of [insert name of offeror].
Printed Name of Signee: ___________
Printed Title of Signee: _____________
Signature: ____________
Date: ______________
Company Name and Address: _______________
(End of Clause)

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