Request for Quote (RFQ) #: 36C25925Q0738 New Temperature and Humidity Sensors- Brand Name or Equal To Copeland This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. The Government reserves the right to make no award from this solicitation. ** Quotes are to be provided to Lindsey.Zwaagstra@va.gov, and NCO19Lab@va.gov no later than 3:00pm MST 08/25/2025. Quotes shall not be hand carried. Faxed quotes shall not be accepted. Emailed quotes are the only method of submitted quotes (4MB email limit). The Government reserves the right to make the award solely on initial Quotes received. Offerors bear the burden of ensuring that all portions of the offer (and any authorized amendments) reach the designated office before the deadline specified in the solicitation. This RFQ shall be completed in its entirety, and signed and dated, failure shall not be considered for award. This is a Request for Quote (RFQ) and the solicitation number is 36C25925Q0738. The government anticipates awarding a firm-fixed price contract resulting from this solicitation. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2025-05 effective August 07, 2025. The North American Industrial Classification System (NAICS) code for this procurement is 334513 with a small business size standard of 750 Employees. This solicitation is a 100% set-aside for Small Businesses. List of Line Items: Line Item Description Quantity Unit of Measure Unit Price Total Price 0001 Brand Name or Equal To Copeland Temp Trak Lumity Wireless Data Logger with Temp/Humidity Module (NIST Calibration Certificate Included must be included) MPN: 16977-025 Projected Period Of Performance: 09/15/2025 03/15/2025 41 EA $ $ 0002 Brand Name or Equal To Copeland Temp Trak Lumity Wireless Data Logger with 1 solid simulator temperature probe (NIST / ISO 17025 Calibration Certificate must be Included) MPN: 16971-025 Projected Period Of Performance: 09/15/2025 03/15/2025 5 EA Grand Total $ Description of Requirements for the items to be acquired: Statement of Work PURPOSE: The Oklahoma City Veterans Affairs Health Care System (VA HCS) Pathology and Laboratory Medicine Service requires a contractor to provide equipment and installation services of temperature and humidity sensors at various clinical outpatient spaces around Oklahoma. Services are to be performed in accordance with this SOW and OEM standards, with the intent of ensuring the equipment operates as the original manufacturer intended, in a cost-effective, efficient manner, contributing to the VA Mission. This Contract will be a non-personal services contract. The Contractor, its employees, agents and subcontractors shall not be considered government employees for any purpose. The contractor shall furnish all labor, materials, parts, equipment, tools, transportation, and supervision to provide services in accordance with this SOW. PERIOD OF PERFORMANCE: NLT 90 days after contract award. BACKGROUND: To ensure proper monitoring and maintenance of temperature and humidity levels critical to patient care and equipment preservation, the Pathology and Laboratory Service at the OKC VA HCS requires installation of new sensors and associated communication devices. Scope of Work for Equipment Requirements: The contractor shall supply the following equipment: Room-Level Temperature and Humidity Sensors: Temperature Range: 10 26°C Humidity Range: 10 80% Refrigerator Temperature Sensors: Temperature Range: 2 8°C EQUIPMENT BY LOCATION: Ardmore Clinic 1 Room Temp/Humidity Sensor Wichita Falls Clinic: 2 Room Temp/Humidity Sensors 14th Street: 1 Room Temp/Humidity Sensor Tinker VA Clinic: 1 Room Temp/Humidity Sensor Clinton CBOC: 1 Refrigerator Sensor Yukon CBOC 1 Refrigerator Sensor Lawton North Clinic 1 Room Temp/Humidity Sensor Lawton Main 1 Room Temp/Humidity Sensor South CBOC: 3 Room Temp/Humidity Sensors OKC Main 3 Refrigerator Sensors 31 Room Temp/Humidity Sensors Transmitters: 900 MHz wireless transmitters are required for each site. Must be compatible with VA-installed Cisco 9300 switches. Sensor Calibration: Sensors must be capable of onsite calibration and recertification. Must meet NIST and ISO 17025 VFC certification standards. Calibration certificates must be electronically stored within the system. SERVICE REQUIREMENTS: The contractor shall perform the following services: Provide qualified personnel to install all required transmitters, probes, sensors, and accessories. Conduct basic remote training for VA onsite staff regarding equipment operation and troubleshooting. Provide one (1) day of onsite departmental configuration support to ensure proper setup and integration. Provide one (1) day of onsite departmental training to ensure operational competency among end-users. CONTRACTOR RESPONSIBILITES: The contractor shall: Ensure all work is completed in a professional and timely manner in accordance with VA standards and applicable codes. Provide all labor, tools, materials, equipment, transportation, and supervision necessary for the completion of work. Maintain site cleanliness and safety throughout the installation process. Coordinate with VA personnel to minimize disruption to daily operations. GOVERNMENT RESPONSIBILITES: The VA will: Provide the contractor with access to all necessary areas to perform the work. Coordinate scheduling with departments to allow timely completion of installation and training. Identify appropriate points of contact for technical support and access issues. Deliverables: Deliverable Description Installed Sensors and Transmitters All sensors and transmitters installed and operational across locations. Calibration Certification All installed sensors calibrated onsite, and certificates logged in system. Training Completed Remote and onsite training sessions completed for end- users. Configuration Assistance Departmental configuration assistance completed onsite. Security Requirements: The contractor shall comply with all VA security and access policies. Any personnel requiring access to VA facilities must complete applicable security clearances and identification procedures prior to installation Delivery and acceptance is to be F.O.B Destination (FAR 52.247-34) and is required for Services and installations at the following VA facilities: Yukon CBOC - 1808 Health Center Parkway, Yukon, OK South Clinic 7917 Mid America Blvd Oklahoma City, OK Clinton CBOC 315 W Gary Blvd Clinton, OK 14th Street Clinic - 1301 NE 14th Street Oklahoma City, OK OKC Main Campus 921 NE 13th Street Oklahoma City, OK Tinker VA Clinic 7050 Air Depot, 72nd Medical Group, Suite 2K10 Tinker AFB, OK Lawton Main 4303 Pitman St. Bldg. 4303 Ft Sill, OK Ardmore Clinic 1235 12th Ave NW Ardmore, OK Lawton North Clinic 2640 Minor Rd Ste 2640 Ft Sill, OK Wichita Falls Clinic 2600 Central E Fwy Ste 180 Wichita Falls, TX 52.212-1, Instructions to Offerors--Commercial Items applies to this acquisition ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL Gray market items are Original Equipment Manufacturer s (OEM) goods sold through unauthorized channels in direct competition with authorized distributors. This procurement is for new OEM medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts) for VA Medical Centers. No remanufactures or gray market items will be acceptable. Offeror shall be an OEM, authorized dealer, authorized distributor or authorized reseller for the proposed medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts), verified by an authorization letter or other documents from the OEM, such that the OEM s warranty and service are provided and maintained by the OEM. All software licensing, warranty and service associated with the medical supplies, medical equipment and/or services contracts for maintenance of medical equipment shall be in accordance with the OEM terms and conditions. The delivery of gray market items to the VA in the fulfillment of an order/award constitutes a breach of contract. Accordingly, the VA reserves the right enforce any of its contractual remedies. This includes termination of the contract or, solely at the VA s election, allowing the Vendor to replace, at no cost to the Government, any remanufactured or gray market item(s) delivered to a VA medical facility upon discovery of such items. Offerors providing an or equal product(s) must adhere to the terms in FAR 52.211-6. If an item in this solicitation is identified as brand name or equal, the purchase description reflects the characteristics and level of quality that will satisfy the Government s needs. The salient physical, functional, or performance characteristics that equal products must meet or exceed are specified in the solicitation. To be considered for award, offers of equal products, including equal products of the brand name manufacturer, must Meet the salient physical, functional, or performance characteristic specified in this solicitation; Clearly identify the item by- Brand name, if any and Make or model number, Include descriptive literature such as illustrations, drawings, or a clear reference to previously furnished descriptive data or information available to the Contracting Officer; and Clearly describe any modification the offeror plans to make in a product to make it conform to the solicitation requirements. Mark any descriptive material to clearly show the modification. The contracting officer will evaluate equal products on the basis of information furnished by the offeror or identified in the offer and reasonably available to the contracting officer. The Contracting Officer is not responsible for locating or obtaining any information not identified in the offer. Unless the offeror clearly indicates in its offer that the product being offered is an equal product, the offeror shall provide the brand name product referenced in the solicitation Any award made as a result of this solicitation will be made on an All or Nothing Basis. State if quoted items are available and priced through offerors existing Government-wide Acquisition Contract (GWAC), GSA Multiple Award Schedule (MAS) contract, or VA-wide Acquisition Contract. Offerors are warned against contacting any VA personnel other than the Contracting Officer and Contract Specialist prior to placement of any award made resulting from this RFQ. If such contact occurs and found to be prejudicial to competing contactors, the offeror making such contact may be excluded from award considerations. All proprietary information shall be clearly and properly marked. If the Offeror submits annexes, documentation, attachments or the like, not specifically required by this solicitation, such will count against the Offeror s page limitations unless otherwise indicated in the specific volume instructions below. All information shall be confined to the appropriate file. The offeror shall confine submissions to essential matters, sufficient to define the quote and provide an adequate basis for evaluation. Offerors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each quote. Submission of quote shall include the following volumes: (I) Technical capability or quality of the item offered to meet the Government requirement; (II) Price; (III) Completion of FAR 25 Provision FAR 52.225-2. Volume I - Technical capability or quality of the item offered to meet the Government requirement The offeror shall submit specifications, cut sheets, or brochures confirming the equal products, including equal products of the brand name manufacturer submitted, meets or exceeds the salient physical, functional, or performance characteristic specified in this solicitation. The product(s) quoted must be identified by brand name, if any, and make or model number. Volume II Price Price - The offeror shall complete the pricing schedule provided in Section (v) above: Price/Cost Schedule. Volume III Completion of FAR 25 Provision The offeror shall complete the provision if required by FAR Part 25. Provision FAR 52.225-2 (End of Addendum to 52.212-1) 52.212-2, Evaluation--Commercial Items applies to this acquisition ADDENDUM to FAR 52.212-2 EVALUATION COMMERCIAL ITEMS: The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government considering price and other factors. The following factors shall be used to evaluate quotations: Factor 1. Technical capability or quality of the item offered to meet the Government requirement Factor 2. Price Factor 3. Completion of FAR 25 Provision. FAR 52.225-2 Evaluation Approach. The Government will evaluate quotations using the comparative evaluation process outlined in FAR 13.106-2(b)(3), where quotations will be compared to one another to determine which provides the best benefit to the Government. The Government reserves the right to consider a quotation other than the lowest price that provides additional benefit(s). Quotations may exceed the minimum requirements of the solicitation. The Government reserves the right to select a quotation that provides benefit to the Government that exceeds the minimum requirements of the solicitation but is not required to do so. Each response must meet the minimum requirements of the solicitation. The Government is not requesting or accepting alternate quotations. The evaluation will consider the following: Factor 1. Technical capability or quality of the item offered to meet the Government requirement: The quotation will be evaluated to the extent to which it can meet and/or exceed the Government s requirements as outlined in the solicitation and based on the information requested in the instructions to quoters section of the solicitation. Factor 2. Price: The Government will evaluate the price by adding the total of all line-item prices. The Government may use various price analysis techniques and procedures to make price reasonableness determination. Offers that do not meet or exceed the technical capability or quality of the item offered to the Government requirement shall not be selected regardless of price. Factor 3. Completion of FAR 25 Provision: The Government will evaluate the responses an offeror makes to Attachment - FAR 52.225-2 for completeness. The Government will evaluate quotes of foreign and domestic offers IAW FAR Part 25. The offeror will complete the provision if required IAW FAR 25. FAR 52.225-2. (End of Addendum to 52.212-2) 52.212-3 Offeror Representations and Certifications Commercial Products and Commercial Services (MAY 2024) (DEVIATION FEB 2025) applies to this acquisition. 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 Items. If paragraph (j) of the provision is applicable, a written submission is required. Offerors must be registered in SAM at time of offer submission. 52.212-4, Contract Terms and Conditions--Commercial Items applies to this acquisition Any inconsistencies in this solicitation or contract shall be resolved by giving precedence IAW 52.212-4(s). By submitting a quote, the offeror understands that quotes will not be referenced in 1449 and clauses incorporated in the solicitation will dictate the contract. All offerors shall comply with all applicable Federal, State and local laws, executive orders, rules and regulations applicable to its performance under the contract IAW FAR 52.212-4(q). The Government reserves the right to deny requests for clause changes that are not included in this solicitation should the request be inconsistent with the FAR or VAAR. 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Products and Commercial Services (JAN 2025) (DEVIATION JUL 2025) FAR 52.212-5 applies to this acquisition with the following FAR clauses incorporated by reference: FAR 52.204-10 Reporting Executive Compensation & First-Tier Subcontract Awards (JUN 2020) FAR 52.204-16 Commercial and Government Entity Code Reporting (AUG 2020) FAR 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (OCT 2020) FAR 52.209-6 Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (JUN 2020) FAR 52.219-6 Notice of Total Small Business Set-Aside (NOV 2020) FAR 52.219-14 Limitations on Subcontracting (Oct 2022) FAR 52.219-28 Post Award Small Business Program Representation (NOV 2020) FAR 52.222-3 Convict Labor (JUN 2003) FAR 52.222-19 Child Labor Cooperation with Authorities and Remedies (JUL 2020) FAR 52.222-35 Equal Opportunity for Veterans (JUN 2020) FAR 52.222-36 Equal Opportunity for Workers with Disabilities (JUN 2020) FAR 52.222-37 Employment Reports on Veterans (JUN 2020) FAR 52.222-40 Notification of Employee Rights Under the National Labor Relations Act (DEC 2010) FAR 52.222-50 Combating Trafficking in Persons (OCT 2020) FAR 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020) FAR 52.223-23 Sustainable Products and Services (MAY 2024) (DEVIATION FEB 2025) FAR 52.225-1 Buy American Supplies (JAN 2021) FAR 52.225-13 Restrictions on Certain Foreign Purchases (JUN 2008) FAR 52.232-33 Payment by Electronic Funds Transfer System for Award Management (Oct 2018) 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. Additional contract requirements or terms and conditions: 852.212-70, Provisions and Clauses Applicable to VA Acquisition of Commercial Items (Apr 2020) VAAR 852.203-70 Commercial Advertising (MAY 2018) VAAR 852.232-72 Electronic Submission of Payment Requests (NOV 2018) VAAR 852.233-70 Protest Content/Alternative Dispute Resolution (OCT 2018) VAAR 852.233-71 Alternate Protest Procedure (OCT 2018) VAAR 852.246-71 Rejected Goods (OCT 2018) 852.252-70, Solicitation Provisions or Clauses Incorporated by Reference (Jan 2008) The following provisions or clauses incorporated by reference in this solicitation must be completed by the offeror or prospective contractor and submitted with the quotation or offer. Copies of these provisions or clauses are available on the Internet at the web sites provided in the provision at FAR 52.252-1, Solicitation Provisions Incorporated by Reference, or the clause at FAR 52.252-2, Clauses Incorporated by Reference. Copies may also be obtained from the contracting officer. http://www.acquisition.gov/far/index.html https://www.acquisition.gov/vaar The following FAR provisions are to be incorporated by reference: FAR 52.204-7 System for Award Management (OCT 2018) FAR 52.204-16 Commercial and Government Entity Code Reporting (AUG 2020) FAR 52.211-6 Brand Name or Equal (AUG 1999) FAR 52.229-11 Tax on Certain Foreign Procurements Notice and Representation (JUN 2020) The following VAAR provisions are to be incorporated by reference: None The following FAR clauses are incorporated by reference: FAR 52.203-17 Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights (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 52.225-2 Buy American Certificate FAR 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (NOV 2021) The following VAAR clauses are to be incorporated by reference: VAAR 852.212-71 Gray Market Items (APR 2020) The Defense Priorities and Allocations System (DPAS) does not apply. Date and Time offers are due to Lindsey.Zwaagstra@va.gov, and NCO19Lab@va.gov by 3:00pm MST, 08/25/2025. Name and email of the individual to contact for information regarding the solicitation: Lindsey Zwaagstra Lindsey.Zwaagstra@va.gov
