Effective Date: 03/15/2023 Revision: 01 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 Deviations JUL 2025 (eff. 07/11/2025) VAAR DEVIATION APR 2025 (eff. 04/01/2025) VAAM Alert 24-10 (eff. 04/09/2024) Acquisition Policy Flash 25-12 (eff. 07/11/2025). This solicitation is set-aside for Small Businesses. Small Business must meet the following conditions: 1) vendor must be identified under Government Certifications as a certified Small Business (SB) in the Small Business Administration s (SBA s) certification database found at the Dynamic Small Business Search (DSBS) website: https://dsbs.sba.gov/search/dsp_dsbs.cfm. and 2). Meet the small business size standard requirement for the applicable NAICS code for this procurement. The associated North American Industrial Classification System (NAICS) code for this procurement is 621512, Diagnostic Imaging Centers. The small business size standard of $19M. The FSC/PSCs W065, Lease or Rental of Equipment-Medical, Dental, and Veterinary Equipment and Supplies. The Department of Veterans Affairs, Network Contracting Office 12 (NCO 12), Veterans Integrated Services Network 12 (VISN 12), Veterans Affairs Illiana Health Care System, Diagnostic Imaging Services located at 1900 East Main St, Danville, Illinois 61832-5198 has a requirement for a Mobile 1.5 Tesla Magnetic Resonance Imaging (MRI) Unit. This requirement is to replace a mobile unit removed due to default. It is estimated the mobile MRI unit will be needed for a base period of 12-months and four 12-month option periods. The government is seeking to lease a mobile unit only; no personal services are required. VA diagnostic imaging staff will run the equipment and read the images. The MRI unit will be used to perform studies Monday through Friday: 8:00 a.m. to 5:00 p.m. Extended hours and weekends may be required. The facility will be closed on National Holidays. This is a non-personal services requirement. The contractor will be responsible for all management, oversight, supervision, labor, transportation, tools, materials, parts, other items, and the support necessary to perform work, execute services, and to successfully complete all deliverables as contained within this Statement of Work. All interested contractors should provide quotations for the following: Price/Cost Schedule & Item Information Base Period Date of Award 07/31/2026 Line Item Description Qty Unit of Measure Unit Price Total 0001 Mobile MRI Unit 12 MO 0002 Delivery & Setup 1 JB 0003 Training 2 WKS Option Year One Line Item Description Qty Unit of Measure Unit Price Total 1001 Mobile MRI Unit 12 MO Option Year Two Line Item Description Qty Unit of Measure Unit Price Total 2001 Mobile MRI Unit 12 MO Option Year Three Line Item Description Qty Unit of Measure Unit Price Total 3001 Mobile MRI Unit 12 MO Option Year Four Line Item Description Qty Unit of Measure Unit Price Total 4001 Mobile MRI Unit 12 MO Pricing Overview Total Cost for each Period of Performance Base Period $ Option Year One $ Option Year Two $ Option Year Three $ Option Year Four $ Total $ Statement of Work/Description/Specifications OBJECTIVE: The Diagnostic Imaging Services located at Veterans Affairs Illiana Health Care System, 1900 East Main St, Danville, Illinois 61832 (hereinafter referred to as VA) has a requirement for a mobile MRI unit. The requirement includes mobile MRI unit, delivery, mobilization, training, full-service maintenance and repairs, replacement parts, and technical support 24 hours-a-day, 7 days-a-week. MRI studies shall be performed as deemed medically appropriate and requested by the VA. GENERAL: This is a non-personal services requirement. The contractor shall provide all management, oversight, supervision, labor, transportation, tools, materials, parts, other items, and the support necessary to perform work, execute services, and to successfully complete all deliverables as contained within this Statement of Work. The contractor shall be responsible for all maintenance of the mobile unit and will provide evidence of required preventative maintenance completion. The government will not exercise any supervision and/or control over contractor personnel (which includes contractor service providers, contractor representatives, and subcontractors employed with and/or being utilized by the prime contractor) at any point during the contract. All contractor personnel shall be accountable solely to the contractor, who in turn is responsible to the government. SCOPE: The government is seeking to lease a 1.5 Tesla short bore MRI with a minimum 70 cm bore, manufactured within the past five years. The lease required includes a base period and four 12-month option periods. PLACE OF PERFORMANCE: Work will be performed, services will be executed, and deliverables will be completed at Veterans Affairs Illiana Health Care System, 1900 East Main Street, Danville, IL 61832-5198. PERIOD OF PERFORMANCE: The expected period of performance for this acquisition is the following: Base Period: Date of Award through 07/31/2026 Option Year One: 08/01/2026 through 07/31/2027 Option Year Two: 08/01/2027 through 07/31/2028 Option Year Three: 08/01/2028 through 07/31/2029 Option Year Four: 08/01/2029 through 07/31/2030 Option years may or may not be exercised based on the needs of (and at the discretion of) the Government. The contract is subject to the availability of VA funds. WORK HOURS AND SCHEDULE: All performance of work, execution of services, and completion of deliverables must be accomplished during the facility s normal business hours, 8:00 a.m. through 5:00 p.m. Monday through Friday, Federal Holidays excluded. Extended hours and weekends may be utilized at the discretion of the facility. Prior to any efforts proper coordination must be initiated between the contractor and the government to ensure services, work, and/or deliverables can be performed, executed, and/or completed when scheduled. Any work, services, and/or other tasks performed during other than normal business hours must be approved in advance by the Contracting Officer Representative (COR), Contracting Officer, and/or other authorized facility designee/representative. Federal Holidays currently observed by the facility are listed in the table below. New Year s Day January 1 Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Juneteenth Independence Day June 19th Independence Day July 4 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 Other Federal Holidays Any other day specifically declared to be a national holiday (per Federal Statute, Executive Order, or by the President s Proclamation). An alternative schedule (different from the schedule described above) may be utilized if there is mutual agreement between the government and the contractor regarding this alternative schedule if implemented. MINIMUM TECHNICAL REQUIREMENT / SPECIFICATIONS: Trailer Requirement: Semi-trailer truck equipped with stabilizing shocks to prevent disruption of the machine. Minimum trailer size of 12 feet wide by 50 feet in length, in accordance with the American Disabilities Act and current VA building standards. The proposed unit will connect to the existing corridor attached to Building 58 and provide a functioning service. Trailer should be zoned with secure access between zones 3/4. Trailer should have two ADA compliant patient dressing rooms with lockable storage cabinets. Trailer should have an injection and control room with storage cabinets and control room desk. a) Injections are to be done in scan room with dedicated supplies room (see far right in image below) Trailer should have five-gauss exclusion zone in magnet room Trailer must include MRI coil cabinetry. Cabinetry needs to be large enough to hold all the MRI coils in zone 4. Trailer must include an on-board generator, heating, air conditioning and humidity control systems. Generator unit shall be equipped with Air Pollution Control District in accordance with all local and state requirements. Trailer telephone and data interface must connect with VA Medical Center telephone and IT/PACS Systems. MRI safe patient monitoring (camera) set up. Trailer electrical power source shall be 480V, 3-phase at 150 amps, 60Hz, WYE along with a 50-foot cable and a male connector. VA will provide a parking site as follows: Dimensions: 20 x 60 in size and is asphalt. The site is arranged so the trailer is parked to match the corridor and the patient access door. The contractor will verify the size of the trailer (12 foot wide by 50 foot wide in length) will be able to connect to the existing corridor attached to B-58 and provide functioning service. Electrical service: Single power receptacle (Russell-Stoll DF2504FRAB) connected to a 200-amp 3 pole 480 volt disconnect switch. Two (2) telephone connections and two (2) data connections. Data connections have RJ45 jacks. Cable to telephone and data connections is category 5e. No water connection is provided. Site visit is recommended prior to delivery and installation. MRI Equipment/System: MRI equipment should be a mobile 1.5 Tesla MRI scanner equipped with a magnetic shielding system to meet or exceed the manufacturer's requirement for the medical equipment's MRI system. MRI must have an actively shielded magnet with a fringe field held entirely within the trailer. MRI Protocols at a minimum must include Brain (MRI and MRA), Orbit/Face/Neck, Spine (Cervical, Thoracic, & Lumbar), Routine MSK, Abdomen/Pelvis, Pelvis-Male and Female, Brachial Plexus, Carotid and Renal MRA. MRI software packages at a minimum must include 2D/3D Imaging, ADC Mapping, Neuro, Angio, Body, Ortho, EPI/DWI, T2 Dark fluid 3D TSE, Fast Imaging (i.e. Blade or Propeller), Care Bolus, 2D/3D Phase Contrast, Post-processing Non-contrast MRA and CE MRA, Parallel Imaging, Single Shot EPI, DICOM Worklist, DICOM SCU. Appropriate coils must be included to accommodate and accurately examine all MRI procedures and protocols listed above Spine, Body, Flex, Shoulder, Head, Neck, Extremity, Foot/Ankle, and Knee. MRI must have the ability to plug in multiple coils which can be used simultaneously MRI must have a primary magnetic field spatial gradient field strength mapped at the mouth of the bore, documenting a gradient falloff. MRI must have a minimum 70-centimeter (cm.) diameter bore to accommodate bariatric patients. MRI must have a minimum of 500 lb table load MRI must have a minimum 48-channel system. MRI must provide a comprehensive imaging and workflow system that gives physicians the tools to guide them through various assessments. MRI must interface with VA PACS, VISTA, and DICOM workflows. MRI must be capable of sending images to destinations including printer, PACS, and VA RIS System. MRI must have microphone and speaker intercom system between the scan room and the control room for the patient and technologist to communicate while the patient is in the scanner. MRI must have a Universal Power Supply (UPS) capable of maintaining full functionality of the system for a minimum of 10 minutes during a power outage. MRI must include a power conditioner as recommended by the OEM of the proposed MRI unit. Ancillary Equipment/Requirement: Must include a Contrast Power Injector Must include brand new (in the box/package) patient positioning sponges (sponges will be replaced upon any visible tears/rips at no cost throughout the life of the contract) Must include MRI safe transfer table Must include full size walkthrough magnetic metal detector Must include handheld magnetic metal detector Must include MRI safe wheelchair with a capacity to lift a minimum 500 lbs. Must include built in patient lift with a capacity to lift a minimum of 1500 lbs. Must include MRI safe fire extinguisher Security/Connectivity Requirement: Must have OEM supported operating system. Must have latest DICOM print, store commit and modality worklist We use Compass Router for Dicom connectivity. The contractor will need to be able to connect to the Compass Router to transmit the images into Change Healthcare connectivity to Compass Router would be provided after contract has been awarded. Must have encrypted hard drive. Encrypted hard drive is the process of using Bitlocker to safeguard the hard drive to ensure all PHI and PII information doesn t fall into the wrong hands. Encryption requires a randomized key the system knowns to unlock the hard drive for everyday use. When the hard drive is removed from the computer the key must be used to view the files on the hard drive: https://learn.microsoft.com/en-us/windows/security/operating-system-security/data-protection/encrypted-hard-drive Must have PACS compatibility Optum Change Healthcare Must have PACS compatibility VA VistA Imaging Communication with VA PACS, MRI workstation technology & Radiology service medical printers: The Contractor will ensure all software and licenses necessary to have full DICOM communication between the MRI workstation technology and VA PACS and Radiology service workstations and medical printers. Each MRI study will be transferred to VA PACS immediately following the acquisition of the study so that it can, if necessary, be reviewed before the patient leaves the mobile MRI. Contractor Responsibilities: Contractor responsible for all transportation, delivery, set-up, connection to VA provided electrical power, and data and phone lines. NOTE: the site has a nearby electrical transformer, the contractor must confirm there will not be any electrical interference. For equipment maintenance and repairs, contractor must provide vendor remote diagnostics via VPN. The contractor shall utilize the VA national site-to-site VPN or work with the Office of Cyber and Information Security and the VAMC Information Systems Security Officer to establish a client-based VPN. Contractor must provide an Engineer certified on the OEMs equipment upon delivery of unit to verify trailer setup, networking, and full functionality of the MRI unit. Contractor must provide physicist equipment performance evaluations dated within 12 months prior to delivery, and calibration of equipment as required by the manufacturer of the MRI unit. Contractor must provide two weeks of Applications Training (Initial and Delayed). Applications Training should be provided by an OEM Certified Applications technologist/trainer. Trainer must be capable of integrating new technology and facility protocols according to VA Radiologist specifications. Verification of connectivity shall be made by the contractor prior to the start of patient procedures immediately following the award of this solicitation. Contractor must provide operator instruction manuals for the trailer and all equipment Contractor must complete all OEM recommended routine and annual preventative maintenance on MRI trailer, equipment and accessories, inclusive of hard drive and patient data removal at no additional charge to the government. Contractor shall perform the required work in accordance with Joint Commission, VHA and other regulatory standards. Joint Commission standards may be obtained from the Joint Commission, One Renaissance Blvd, Oakbrook Terrace, IL 60181. The Contracting Officer s Representative (COR) will require access to proof of preventative maintenance and calibration during the performance of the contract. No routine/preventive maintenance will be scheduled or performed such that it conflicts with the required schedules of the MRI unit, except to address emergency failures of the unit. Service response time to emergency failures shall be within two hours. Provide 365/24/7 telephone service response line to be answered immediately or within 30 minutes. In the event of equipment failure or unavailability of the mobile MRI unit trailer and/or equipment, the contractor must make a sound effort to get the unit fully operational within 12 hours. As a result of normal duty time lost during the downtime, the contractor may be required to work outside regular business hours and/or weekends at no additional costs to the government to reduce patient backlog. VA personnel shall be notified immediately of any equipment malfunctions that would hinder the completion of studies. In the event of a system failure, the contractor and the imaging supervisor shall work cooperatively to remedy the situation as quickly as possible. Contractor must provide a system that maintains a minimum of 95% up time performance rate, based on the normal MRI duty days and hours. Failure to provide this shall result in a deduction on the contract price by 1/30th for full MRI duty day down. VA Responsibilities: VA is responsible for maintenance of connectivity ports appropriate for linking the mobile unit to power, computer network, and local-access phone/modem/fax as needed, after initial installation. VA is responsible for all technologist-staffing to operate the mobile MRI VA is responsible for the safety of each beneficiary while in their care, throughout the exam. VA is responsible for the preparation of each patient, i.e., safety screening, gowning, scanning for metals, etc. If sedation is needed it will be conscious sedation level only. The government will be responsible for providing sedation orders and dosage, instructions for pre and post sedation and recovery and the sedation drug. VA is responsible for providing all consumables such as contrast, gloves, syringes, needles etc. VA is responsible for providing clean linen and for the laundering of the dirty linen. VA is responsible for cleaning the mobile unit and disposal of trash. VA is responsible for crash cart located in the Diagnostic Imaging Department. All emergencies will be handled by the VA code Team. The VA will provide written emergency plans addressing emergencies such as patient codes, personal injury, fire, and disruptive behavior. MRI technologists will review MRI safety guidelines with Emergency Responders from the VA. All code patients will be removed from MRI scan room and the MRI technologist will ensure code responders or ferrous equipment is not allowed in the MRI scan room. SPECIAL CONTRACT REQUIREMENTS: The Contracting Officer (CO) is the only person authorized to approve changes or modify requirements. The contractor shall communicate with CO on all matters pertaining to contract administration. Only the CO is authorized to make commitments or issue changes, which will affect price, quantity, or the quality of performance of this contract. Services specified may be changed by written modification to this contract. Modification will be prepared by the VA CO. Designation of Contracting Officer s Representative (COR): A representative of the CO will be designated to represent the CO in furnishing technical guidance and advice regarding the work performed under this contract. The foregoing is not to be construed as authorization to interpret or furnish advice and information to the Contractor relative to financial or legal aspects of the contract, but the technical matter experts reside in the serviced departments and as such they are authorized to give technical assistance and guidance. The services to be performed by the contractor will be under the direction of the Chief of Staff, and the Chief, Radiology services. The Radiology Service COR will be the primary point of contact at the VA for communication between the VA and the Contractor regarding technical aspects of imaging protocols and medical aspects of patient studies. The Contractor will communicate to the COR any possible and actual disruptions of MRI service. Upon becoming aware of possible or actual disruption of MRI service, the Contractor will communicate such service-disruption information to the COR as soon as possible (ASAP) so the patient and service schedule can be appropriately modified with as little inconvenience as possible to patients and services. Contract Performance Monitoring: The contractor will be monitored through a variety of mechanisms, including but not limited to: Cancellations due to equipment failure Maintenance Schedules QA/QC Measures (Physicist Reports) AQL Any new or revised quality/performance criteria or standards will be provided to the contractor before their implementation date and renegotiated into the contract as necessary. If renegotiation is not possible, contract may be terminated and resolicited. Unsatisfactory performance may be re-performed as required at no additional cost to the Government. Acceptable Quality Levels (AQL) TASKS Performance Measures Acceptable Quality Levels (AQL) Deductions/Resolution if below AQL Adhere to HIPPA requirements Within acceptable standards 100% Subject to contract termination. Provide maintenance personnel in the work area available for work at the appointed times Daily >98% Monitored by COR, contract subject to termination MRI scan evaluation and completion Daily >95% Complete and provide. Provide proper equipment in working order. Within acceptable medical standards 100% Properly clean equipment as directed. Repair equipment. Contract Termination: A contract award can be terminated by the VA if the contractor does not adequately meet the requirements of this Statement of Work. A 30-day notice detailing one or several inadequacies will precede termination. Termination will occur if inadequacies are not rectified within 60 days of notification or VA determines corrections are not sufficient for resolution. PERSONNEL PERFORMING WORK/SERVICES - REQUIRED CORE COMPETENCIES : Personnel performing work, executing services, and completing deliverables during the active performance periods of the contract shall possess the knowledge, skills, and abilities required to successfully complete the requirement. No unqualified individual shall be allowed to perform work, execute services, or complete deliverables at any time under the final contract while active. Contractor personnel shall not be considered VA employees for any purpose. KEY PERSONNEL: During the active performance periods of the contract a Key Personnel Person shall be designated by the contractor (to be contacted by the government when needed) regarding performance of work, execution of services, and completion of deliverables as contained within this Statement of Work and covered by the final contract. This Key Personnel person must have sufficient knowledge to be able to respond to technical questions from the government. DELIVERABLES: Required Deliverables DELIVERABLE #1: Key Personnel Within two days of contract award the Contractor must provide a point of contact designated by the contractor to be contacted by the government when needed regarding performance of work, execution of services, and completion of deliverables as contained within this Statement of Work and covered by the final contract. Key personnel must have sufficient knowledge to be able to respond to technical questions by the government. DELIVERABLE #2: Physicist Equipment Performance Evaluations Within five days of contract award the contractor must provide signed physicist equipment performance evaluations for the recommended mobile unit dated within 12 months prior to delivery, and calibration of equipment as required by the manufacturer of the MRI unit. DELIVERABLE #3: Delivery, set-up and connection Within 30 days following contract award the contractor is responsible for the transportation, delivery, set-up, and connection of the mobile MRI unit. Such delivery, set-up, and connection must be at a level that enables full start up, operation, use, and full functionality of the mobile MRI unit (in accordance with Original Equipment Manufacturer (OEM) guidelines). A fully functioning mobile MRI unit operates/functions as intended for its stated purpose. DELIVERABLE #4: Hands-On Training Immediately following installation of the mobile MRI unit, the Contractor must provide 10 days of Applications Training (Initial and Delayed) by an MRI Applications Technologists. DELIVERABLE #5: Owner, Operation, Instruction and/or Equipment Manual Immediately following installation of the mobile MRI unit, the Contractor must provide OEM operator instruction manuals for the trailer and equipment. DELIVERABLE #6: Progress Reporting, Documentation, and Service Logs On a monthly basis or when incidents occur the contractor must provide status/progress reports, documentation, and/or service logs which capture and/or which otherwise encompass the operation, functionality, and status of the mobile unit. Such information includes but is not limited to maintenance, preventive maintenance, service, repairs conducted/performed on the mobile unit. Other information includes software or other enhancements, upgrades, & updates that may be needed (or which may be incorporated) on the mobile unit at a later date. VA INFORMATION & INFORMATION SYSTEM SECURITY & PRIVACY LANGUAGE: Refer to ATTACHED: VA INFORMATION & INFORMATION SYSTEM SECURITY & PRIVACY LANGUAGE OTHER REQUIREMENTS: Identification and Badges: Any individual performing work under this contract shall wear a badge or other identification while on site that is clearly displayed at all times. Badges must have an identification picture, name of the individual and the represented company. While on site, any person performing work directly or indirectly must be in a position to specify their authorized purpose for their presence at the facility in the event that such information is requested by VA facility personnel. Parking: It is the responsibility of the contractor to park in the appropriate designated parking areas, to avoid ticketing or towing (if/when on site at the facility). Information on parking is available from the facility if requested by the contractor. Contract Administration: The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under the final contract when executed. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that will impact/change price, quantity, or quality of performance of this contract. In the event the Contractor makes any such change at the direction of any person other than the Contracting Officer, this change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof. All changes to the contract will be made via an amendment and/or modification to the contract by the Contracting Officer in writing to the Contractor. Invoicing and Payment: Contractor is authorized prompt payment IAW applicable regulation following the successful performance of work, execution of services, and completion of required deliverables. Contractor invoices shall be submitted IAW VAAR Clause 852.232-72 Electronic Submission of Payment Requests. Invoices submitted for payment must be detailed to the extent necessary to reflect the work done and the services performed during the time periods when completed so an accurate assessment can be made by the facility for certification of these invoices for payment. Advance payments are not authorized, and contractor is not authorized payment for planned or anticipated work not performed and/or for work that has not been successfully completed. Supplemental Insurance Requirements: In accordance with FAR 28.307-2 and FAR 52.228-5, the following minimum coverage shall apply to this contract: (a) Workers' compensation and employers liability: Contractors are required to comply with applicable Federal and State workers' compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a Contractor's commercial operations that it would not be practical to require this coverage. Employer's liability coverage of at least $100,000 is required, except in States with exclusive or monopolistic funds that do not permit workers' compensation to be written by private carriers. (b) General Liability: $500,000 per occurrence. (c) Automobile liability: $200,000 per person; $500,000 per occurrence and $20,000 property damage. (d) The successful bidder must present to the Contracting Officer, prior to the award, evidence of general liability insurance without any exclusionary clauses for asbestos that would void the general liability coverage. Option to Extend Services: The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to the prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 60 days of the expiration of the current performance period. Option to Extend the Term of the Contract: The Government may extend the term of this contract by written notice to the Contractor; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 30 days before the contract expires. The preliminary notice does not commit the Government to an extension. The total duration of this contract, including the exercise of any options under this clause, shall not exceed 5 years. Period of Performance Base Period: Date of Award to 07/31/2026 Option Year One: 08/01/2026 to 07/31/2027 Option Year Two: 08/01/2027 to 07/31/2028 Option Year Three: 08/01/2028 to 07/31/2029 Option Year Four: 08/01/2029 to 07/31/2030 Place of Performance/Place of Delivery Address: VA Illiana Health Care System 1900 East Main Street Danville, IL Postal Code: 61832-5198 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 52.212-1, Instructions to Offerors-Commercial Products and Commercial Services (SEP 2023) Refer to Attachment 2 ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS-COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES 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 52.204-20, Predecessor of Offeror (AUG 2020) FAR 52.204-24, Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (NOV 2021) FAR 52.204-29, Federal Acquisition Supply Chain Security Act Orders-Representation and Disclosures (DEC 2023) FAR 52.209-7, Information Regarding Responsibility Matters (OCT 2018) FAR 52.214-21, Descriptive Literature (APR 2002), Alternate I (JAN 2017) FAR 52.225-18, Place of Manufacture (AUG 2018) 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 852.239-71, Information System Security Plan and Accreditation (FEB 2023) VAAR 852.239-75, Information and Communication Technology Notice (FEB 2023) 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) Refer to Attachment 3: 52.212-2 Evaluation Commercial Products and Commercial Services (NOV 2021) FAR 52.212-3, Offeror Representations and Certifications-Commercial Products and Commercial Services (MAY 2024)(DEVIATION FEB 2025) 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. System updates may lag policy updates. The System for Award Management (SAM) may continue to require entities to complete representations based on provisions that are not included in agency solicitations. Examples include 52.222-25, Affirmative Action Compliance, and paragraph (d) of 52.212-3, Offeror Representations and Certifications Commercial Products and Commercial Services. Contracting officers will not consider these representations when making award decisions or enforce requirements. Entities are not required to, nor are they able to, update their entity registration to remove these representations in SAM. 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 52.204-9, Personal Identity Verification of Contractor Personal (JAN 2011) 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 52.223-5, Pollution Prevention and Right-to-Know Information (MAY 2024) FAR 52.223-10, Waste Reduction Program (MAY 2024)(DEVIATION FEB 2025) FAR 52.224-1, Privacy Act Notification (APR 1984) FAR 52.224-2, Privacy Act (APR 1984) FAR 52.227-14, Rights in Data-General (MAY 2014) FAR 52.227-17 , Rights in Data-Special Works (DEC 2007) FAR 52.228-5, Insurance-Work on a Government Installation (JAN 1997) CL-120, Supplemental Insurance Requirements FAR 52.229-3, Federal, State, and Local Taxes (FEB 2013) FAR 52.232-18, Availability of Funds (APR 1984) FAR 52.237-2, Protection of Government Buildings, Equipment, and Vegetation (APR 1984) VAAR 852.201-70, Contracting Officer s Representative (DEC 2022) VAAR 852.203-70, Commercial Advertising (MAY 2018) VAAR 852.204-70, Personal Identity Verification of Contractor Personal (MAY 2020) VAAR 852.204-71, Information and Information Systems Security (FEB 2023) VAAR 852.211-70, Equipment Operation and Maintenance Manuals (NOV 2018) VAAR 852.211-72, Technical Industry Standards (NOV 2018) VAAR 852.211-76, Liquidated Damages-Reimbursement for Data Breach Costs (FEB 2023) VAAR 852.212-71, Gray Market and Counterfeit Items (FEB 2023) VAAR 852.222-71, Compliance with Executive Order 13899 (DEVIATION)(APR 2025) VAAR 852.232-72, Electronic Submission of Payment Requests (NOV 2018) VAAR 852.237-74, Nondiscrimination in Service Delivery (OCT 2019) VAAR 852.237-75, Key Personal (OCT 2019) VAAR 852.239-70, Security Requirements for Information Technology Resources (FEB 2023) VAAR 852.239-73, Information System Hosting, Operation, Maintenance, or Use (FEB 2023) VAAR 852.239-74, Security Controls Compliance Testing (FEB 2023) VAAR 852.239-76, Information and Communication Technology Accessibility (FEB 2023) VAAR 852.242-71, Administrative Contracting Officer (OCT 2020) VAAR 852.246-71, Rejected Goods (OCT 2018) VAAR 852.247-71, Delivery Location (OCT 2018) VAAR 852.247-74, Advance Notice of Shipment (OCT 2018) 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)(DEVIATION FEB 2025) Refer to Attachment 5: Tailored 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Products and Commercial Services (JAN 2025) Invoicing The Contractor will submit each invoice online, including all back-up data, to VA s Electronic Invoice Presentment and Payment System. The Financial Services Center (FSC) uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge. Additional information can be found at http://www.fsc.va.gov/einvoice.asp. Protests Protests, as defined in section 33.101 of the Federal Acquisition Regulation, that are filed directly with an agency, and copies of any protests that are filed with the Government Accountability Office (GAO), shall be served on the Contracting Officer (addressed as follows) by obtaining written and dated acknowledgment of receipt from the Contracting Officer, Stacy Massey at Stacy.Massey@va.gov. The copy of any protest shall be received in the office designated above within one day of filing a protest with the GAO. All quoters shall submit the following: Refer to ATTACHMENT 2: Tailored FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES When preparing offers/quotes in response to this solicitation offerors shall refer to FAR 52.212-1 (Instructions to Offerors Commercial Items), FAR 52.212-2 (Evaluation-Commercial Items) and Addendum FAR Part 52.212-2. These sections contain specific instructions, guidance, format, and exact requirements for what constitutes a complete and responsive offer/quote. As specified in these sections an incomplete and/or non-responsive offer/quote shall not be considered for a contract award by the contracting officer. All quotes shall be sent to the Contracting Officer at Stacy.Massey@va.gov. Evaluation The 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 price and other factors resulting in a Contracting Officer s decision for the quote that is most favorable to the Government. Refer to ATTACHMENT 3: TAILORED 52.212-2 EVALUATION COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES. The following are the decision factors: Technical specifications and compliance with requirement Delivery schedule, Past performance, Veteran Involvement, and Price The award will be made to the contractor whose response is most advantageous to the Government. Responses should contain your best terms and conditions. The government reserves the right to select a response that provides benefit to the government that exceeds the minimum. The government is not required to select a response that exceeds the minimum. Responses may exceed requirements. Each response must at a minimum meet the solicitation requirement. 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 5:00pm on August 1, 2025. Responses should be sent to the Contracting Officer, Stacy Massey at Stacy.Massey@va.gov. 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 Stacy Massey Contracting Officer Network Contracting Office 12 Stacy.Massey@va.gov
