Description This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through the most current Federal Acquisition Circular. The most current Federal Acquisition Circular can be found at Acquisition.gov. This solicitation is set-aside for Service-Disabled Veteran-Owned Small Business (SDVOSB). The associated North American Industrial Classification System (NAICS) code for this procurement is 339112 Surgical and Medical Instrument Manufacturing, with a small business size standard of 1,000 employees. The FSC/PSC is 6515 Medical and Surgical Instruments, Equipment, and Supplies. The VA Boston Healthcare System, Jamaica Plain Campus is seeking a contractor to perform operating room light replacement and provide the equipment listed below. All interested companies shall provide quotations for the following: Supplies/Services Statement of Work Operating Room Light Replacement 1. General Scope: The contractor shall provide all labor, material, tools and supervision necessary to perform the Operating room light replacement services at the VA Boston Healthcare System, Jamaica Plain Campus, 150 South Huntington Ave, Jamaica Plain, MA 02130. The existing lights in Operating rooms 1-8 shall be replaced. Prior to commencement of work, the contractor shall supply detailed shop and coordination drawings showing the proposed layout of the lights and the allowable path of travel for the lights. The contractor shall be responsible for the following services: Provide Stryker Oculan Surgical platform Surgical lights: Removal of the existing lights. Turn over to the VA Mounting of new lights to existing structure. The contractor shall be responsible for any modifications required to mount the new lights. Connection of existing electrical power to the new lights. The contractor shall be responsible for any modifications required to provide power to the lights Provide training on use of new lights. Period of Performance 45 days from award 2. List of Drawings: Operating Room Layout (see below). 3. General Requirements: Project is located at the VA Boston healthcare System, Jamaica Plain campus, 3rd Floor, F WING. Provide necessary supervision, equipment and labor and material to replace the existing lights in Operating rooms 1-8. Hot Work: Perform and safeguard hot work operations in accordance with NFPA 241 and NFPA 51B. Coordinate with VA COTR. Contractor shall receive an approved permit from the VA prior to beginning cutting, welding or burning. Contractor shall designate its responsible project-site fire prevention program manager to permit hot work. Smoking: Smoking is prohibited in and adjacent to construction area, inside existing buildings and additions under construction. In separate and detached buildings under construction, smoking is prohibited except in designated smoking rest areas. Dispose of waste and debris in accordance with NFPA 241. Remove from the building daily and dispose of in VA construction dumpster. Perform any construction, alteration and demolition operations in accordance with 29 CFR 1926. Means of Egress: Do not block exiting for occupied buildings, including paths from exits to roads. Minimize disruptions and coordinate with VA COTR and facility Safety Manager. Contractor is authorized the use of hospital public restrooms. Contactor shall meet with the VA COTR to complete ILSM checklist and lock out tag out acknowledgement prior to performing work. Security Procedures: a. Contractor s employees shall not enter the project site without appropriate badge. They may also be subject to inspection of their personal effects when entering or leaving the project site. b. For working outside the regular hours as defined in the contract, The General Contractor shall give 3 days notice to the Contracting Officer so that security arrangements can be provided for the employees. This notice is separate from any notices required for utility shutdown described later in this section. c. No photography of VA premises is allowed without written permission of the Contracting Officer. d. VA reserves the right to close down or shut down the project site and order General Contractor s employees off the premises in the event of a national emergency. The General Contractor may return to the site only with the written approval of the Contracting Officer. Motor Vehicle Restrictions a. Vehicle access outside of the contractor s parking lot shall be restricted to picking up and dropping off materials and supplies. b. General Contractor and its employees are authorized to park in designated contractor s parking lot. c. A parking place is not guaranteed for each employee and subcontractor. The contractor s lot is a shared space used by all campus contractors for parking, office trailers and storage. Space becomes limited at times. Fire Safety-Applicable Publications: Publications listed below form part of this Article to extent referenced. Publications are referenced in text by basic designations only. a. American Society for Testing and Materials (ASTM): E84-2007 Surface Burning Characteristics of Building Materials b. National Fire Protection Association (NFPA): 10-2006 Standard for Portable Fire Extinguishers 30-2003 Flammable and Combustible Liquids Code 51B-2003 Standard for Fire Prevention During Welding, Cutting and Other Hot Work 70-2005 National Electrical Code 241-2004 Standard for Safeguarding Construction, Alteration, and Demolition Operations c. Occupational Safety and Health Administration (OSHA): 29 CFR 1926 Safety and Health Regulations for Construction 5. SUBMITTAL REQUIREMENTS: Contractor shall provide submittals as indicated in the Schedule of Contractor s Submittals listed at the end of this section. The Contractor shall furnish to the Contracting Officer, for his/her approval, all shop drawings, product data, Materials Safety Data Sheets (MSDS), shop drawings, manufacturers data and catalogue cuts, of all equipment furnished under this contract, before purchase, manufacturer or construction. The Contracting Officer will examine these submittals and one copy returned to the Contractor for correction, if necessary. Contractor shall forward submittals in sufficient time to permit proper consideration and approval action by Government within 14 days after NTP. Contractor shall time submission to assure adequate lead time for procurement of contract required items. Delays attributable to untimely and rejected submittals will not serve as a basis for extending contract time for completion. Submittal Forms will be sent electronically and will be digitally signed by the contractor using a PDF writer program; such as Adobe Reader/Writer or Pro V Nuance, etc. Supporting Data, such as cut-sheets, etc., shall be scanned and emailed with each submittal. Itemized below is a list of materials requiring drawings, certifications, manufacturer s literature, data brochures, Material Safety Data Sheets, technical data, and samples. These materials as noted shall be submitted to the Contracting Officer by the Contractor for approval using the appropriate form approved by the Contracting Officer. Note that MSDS used on this project shall be submitted to the Contracting Officer. Copies of all approved MSDS shall be obtained from the Contracting Officer before starting any work requiring submittals as specified. All submittals, except warranties and operating instructions, as noted below, shall be submitted not later than 10 days after receipt of the Notice to Proceed or as specified by the Contracting Officer. Warranties and operating instructions are required at the completion of the Contract work. Four copies of all warranties and operating instructions shall be provided unless otherwise specified. Schedule of Contractor s Submittals: Coordination/layout drawings Operating Room Layout RECORDS MANAGEMENT OBLIGATIONS A.  Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.  B.  Definitions Federal record as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.  The term Federal record: includes VHA records. does not include personal materials. applies to records created, received, or maintained by Contractors pursuant to their VHA contract. may include deliverables and documentation associated with deliverables. C.  Requirements Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. In accordance with 36 CFR 1222.32, the Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. VHA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VHA or destroyed except in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, the Contractor must report to VHA. The agency must report promptly to NARA in accordance with 36 CFR 1230. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records, and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records, and/or equipment is no longer required, it shall be returned to VHA control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material, and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VHA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VHA policy. The Contractor shall not create or maintain any records containing any non-public VHA information that is not specifically tied to or authorized by the contract. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act. The VHA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VHA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. Training.  All Contractor employees assigned to this contract who create, work with or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. ** VHA training for contractors is available in Talent Management System (TMS): Records Management for Records Officers and Liaisons, Item #3873736 D.  Flow down of requirements to subcontractors The Contractor shall incorporate the substance of this clause, its terms, and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor. All quoters shall submit the following: 1. Questions: Any questions must be submitted in writing no later than Monday, August 25, 2025 at 3:00 PM EST. Answers to the questions will be posted the following week. 2. Quote: Offeror shall provide a quote using the table above. Offerors must also provide all applicable labor rates for the solicited services so they can be compared to the applicable wage determination for compliance with the Service Contract Labor Standards. All quotes shall be sent to the Contract Specialist, Rosangela Pereira at Rosangela.Pereira@va.gov. Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government. The following are the decision factors: Price: Quotes will be compared by price. Technical: The offeror s quote shall be evaluated to determine if the organization has the experience and capabilities to provide the requested services IAW the Statement of Work in a timely efficient manner. Contractor shall provide specification sheets for proposed equipment and include within the solicitation response. The award will be made to the response most advantageous to the Government. Responses should contain your best terms, conditions. Submission of your response shall be received not later than Wednesday, August 27, 2025 at 3:00 PM EST. All quotes shall be emailed to Rosangela Pereira at Rosangela.Pereira@va.gov. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1. 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: Rosangela Pereira, Rosangela.Pereira@va.gov
