B.2 SCOPE OF WORK The Department of Veterans Affairs (VA) is seeking sources capable of providing ABG System s WHITE Box components (Dispenser, White Box Single Door/2000 and Box control /2004) or Equal for Greater Los Angeles Healthcare System, West LA VA Medical Center: Item # Description/Part Number* Qty 1 White Box - Single Door / 2000 / WHITE BOX 500-1 Dispenser Module 1 2 White Box Control / 2004 / WHITE BOX TOTEM 503 Control Module 1 REQUIREMENT SALIENT CHARACTERISTICS: The system is to be comprised of modules for dispensing, receiving and control to provide flexibility to match specific service area storage requirements. This acquisition is for one dispenser and one control units/module only. Dispenser and Control module must integrate with existing White Box Receiver via White Box Server. The system must utilize RFID tags on all garments to ensure tracking of inventory and accountability of users. All transactions (dispensing and receiving) must be tracked through the RFID tags. Individual dispensing module dimensions must not exceed 20 W x 23 D x 82 H Each dispensing module shall be configured with one to four doors with a minimum capacity of at least 100 folded scrubs. The dispenser must accommodate bulk loading of folded garments (no additional folding/rolling required) The control module must include an interactive touch screen allowing users to make selections and visualize credit availability. Units must have configurable shelving within each module to enable multiple configuration options. The user interface will enable employees to access their available garments through either a key card or a code and will inform operators of the account status and garment availability. The dispenser must work with either code access or a Badge/ID that is registered and approved by both manufacturers and VA Medical Center. The system must incorporate a learn mode to provide specific scrub loading recommendations based on historical usage at each service location. Power requirements: 110 VAC, 60Hz, 3 Amp Max. It must also be compatible with International 240 VAC, 50Hz. IT REQUIREMENT: The system management software should be hosted on a local server with no confidential or patient information maintained. The equipment must have the ability to access the server via ethernet, WIFI, and cellular connectivity. The vendor must include linen management and user training at no additional charge. Must have and maintain VA TRM approval. FUNCTIONAL AND PERFORMANCE CHARACTERISTICS: Equipment must provide the functional and performance capabilities listed above in the section above. TRAINING: The contractor is to provide one-time training in the installation of equipment (if applicable). The government will not require additional training. WARRANTY OF EQUIPMENT: Government requirement for standard manufacturer industry warranty term. The government does not accept an extended warranty, which requires advance payment.   PERFORMANCE:  Hours: Normal duty hours are 7:30 a.m. through 5:00 p.m., Monday through Friday, not including federal holidays. Whenever contact with a facility is required outside of normal duty hours, the Contractor shall coordinate these times with the designated COR, POC or designer. In accordance with 5 U.S.C. 6103, Executive Order 11582 and Public Law 94-97 the following national holidays are observed and for the purpose of this contract are defined as Legal Federal official holidays  New Year s Day January 1st  Martin Luther King s Birthday Third Monday in January President s Day Last Monday in January Memorial Day Last Monday in January Juneteenth June 19th Independence Day July 4th  Labor Day First Monday in September Columbus Day Second Monday in October Veteran s Day November 11th  Thanksgiving Day Fourth Thursday in November Christmas Day December 25th  Noncontract Charges: The contractor shall not perform any service that will result in additional charges without prior approval from the Contracting Officer. Payment: Payment will be made upon receipt of a properly prepared invoice which references the period for which payment is due, the contract number and/or assigned purchase order number. The invoice must include the correct payment address. Waste Removal: The contractor is responsible for removing and properly dispose of all waste related to the services provided on-site at all VA facilities. Failure to carry out the above procedures will be considered as a failure to document the service visit and will constitute a failure to perform. All shipping for parts will be included in the cost of the contract. B.3 PRICE/COST SCHEDULE ITEM INFORMATION ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 1.00 EA __________________ __________________ WHITE BOX DISPENSER w/ 1 Year Warranty Support, Parts and Service LOCAL STOCK NUMBER: WHITE BOX 500-1 or Equal Must identify manufacturer, part number 0002 1.00 EA __________________ __________________ WHTE BOX CONTROL w/ 1 Year Warranty Support, Parts and Service LOCAL STOCK NUMBER: WHITE BOX TOTEM 503 or Equal Must identify manufacturer, part number GRAND TOTAL __________________ E.1 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) E.1 - 1 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: 1.1 SITE VISIT: Not applicable. 1.2 SUBMISSION OF OFFERS: Quotes shall be received no later than Wednesday, August 06, 2025, 10:00 a.m. PDT. NO EXTRA TIME WILL BE GIVEN. All quotes must be electronically sent to sam.choo@va.gov. Please reference RFQ 36C26225Q1258 in the subject line. Files should be sent in PDF format and no larger than 10MB or they will be automatically rejected by the server. Vendor shall expect a confirmation e-mail indicating offer was successfully received by the Government. The Government is not responsible for rejected e-mails that exceed the mail capacity. Telephone and fax responses shall NOT be accepted. All offerors must be registered in www.sam.gov to do business with the Government. Ensure your registration is correct, current and has not expired. Vendor must include the SAM UEI number on their quote. Also, for SDVOSB and VOSB verification, please confirm your business is registered with the U.S Small Business Administration at https://veterans.certify.sba.gov/. 1.3 SUBMISSION OF QUESTIONS: All questions must be received by Friday, August 1, 2025, by 1:00 pm EST. All questions submitted for this solicitation must be electronically sent to sam.choo@va.gov with RFQ 36C26225Q1258 Question in the subject line. Questions received after the stated date and time may be addressed at the discretion of the Contracting Officer. 1.4 DISCUSSIONS WITH OFFERORS: 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 in the best interest of the Government. 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. 1.5 SUBMISSION OF REQUIRED DOCUMENTS: Submission of Required Documents listed herein is a condition precedent to award of a contract. In general, LIMIT your response to no more than ten (10) type written pages with a 11pt font-size and Arial font-type, including, at a minimum, the following documentation: SF1449 Complete 30a, b and c; Signature, Print Name & Title of Signer, Date Signed B.1 B.3; Unit Price, Amount C.16 E.2 E.10 E.13 E.14 E.15 SF30 Amendments (If Amendments are issued) Complete15a, b and c; Signature, Print Name & Title of Signer, Date Signed Other documents required in accordance with guidance provided in Additional Submissions section below. *Electronic Signatures and Dates are acceptable. (or acknowledge via email) 2. Quote Submission: The contractors shall email electronic portable document format(.pdf) or Microsoft Excel (.xls) format. The quote shall be valid for 60 days. 3. ***Additional Submissions: Offeror must be an authorized dealer, authorized distributor or authorized reseller for the proposed supplies at the time quotes are due. Offeror must submit, WITH ITS QUOTE, an authorization letter or other documents from the OEM demonstrating its authorized status that is dated no more than 90 days prior to the date established in this solicitation as the Submission of Offers deadline. *F.O. B is Destination, shipping cost must be included in item prices. 4. Submissions can be sent in multiple emails to avoid computer system email size limitation. Quotes submitted by any other method will not be considered. All proprietary information should be clearly marked. The use of hyperlinks in quotes is prohibited. Late quotes will not be accepted for evaluation unless determined to be in the best interest of the Government. The contractor is responsible for confirming the Government s receipt of the contractor s quote.
