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Request for Quote (RFQ) #: Recumbent Cross Trainers Ft. Harrison VAMC

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.

* The deadline for all questions is 3:00pm MT, May 3rd, 2023.
All questions must be submitted in writing no later than the question cut-off date marked above. All questions will be answered officially through an amendment to the solicitation.

** Quotes are to be provided to stephanie.cahill@va.gov no later than 3:00pm MT, May 5th, 2023.
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 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 36C25923Q0413. 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) 2022-06 effective May 26, 2022.

The North American Industrial Classification System (NAICS) code for this procurement is 339920 with a small business size standard of 750 employees. This solicitation is a 100% set-aside for small businesses concerns.

List of Line Items;

Line Item
Description
Quantity
Unit of Measure
Unit Price
Total Price
0001
Recumbent Cross Trainers
4
EA
$
$


Grand Total
$
Description of Requirements for the items to be acquired

*FOB shall be destination
*Freight shall be added to the price of CLIN 0001 and not be its own line item.
*Cut sheets and specification sheets proving the offered product meets all testing specifications and salient characteristics shall be included with the quote.
*Quotes shall annotate the expected date of delivery to the specified location
*Quotes shall be accompanied by an authorized distributor letter from the manufacturer of the items being offered.
*Failure to meet the salient characteristics below will result in the offeror s quote not being considered for award.

Salient characteristics to include:

Recumbent Cross Trainer - for the cardiovascular, strengthening, range of motion
Must be a stair- stepper, elliptical trainer, and recumbent bike
Must allow for the seat adjustment including rotation of the seat as well as forward/backward settings, arm length, timing, watts of energy used to the specific care requirements of the patient
Must have a step length adjustment to 8 1/2 with a minimum adjustment that accommodates patients that range from 4 6 -6 7
Must have a low step through design
Must have a lock to prevent arm and leg adjustment lengths from going beyond the capacity of the patient
Must fit users from 4 6 to 6 7
Must hold patients up to 500 lbs. for a maximum weight capacity.
Must be a latex free construction
Must have a one button quick start
Must have an app equal to pace partners with monitoring of patients pace and providing visual feedback.
Must have Bluetooth heart rate monitoring
Must have a seat position readout
Must have 17-19 adjustable seat to make wheelchair transfer safe
Must have 360-degree ball bearing swivel seat with 45-degree auto lock
Must have armrests
Must have 12-degree seatback reline capability
Must have 17-19 handle adjustment
Must have locking device that to lock down entire machine.
35 to 45-degree rotational hand grip adjustment
Must have instant freewheel capacity
Must have low inertia startup
Must have bidirectional resistance
Must have 15 workload levels
Must have brake resistance from 0-1400 watts
Must have sealed roller bearing
Must have 4-bar linkage pedal angle stabilizers
Must have foot securing system
Must have a low step through design with an accompanying 360 swivel seat with 45-degree locking arms handles and foot pedals and a low inertial start up with user-controlled step length is an asset for patient safety and care.

Delivery and acceptance shall be F.O.B Destination (FAR 52.247-34) at the Veterans Affairs Medical Center, located at

Ft. Harrison VA Medical Center
3687 Veterans Dr.,
Ft. Harrison, MT 59636

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.

If the acquisition is set-aside for SDVOSBs/VOSBs, their socioeconomic status must be VIP verified and visible in the VA Vendor Information Pages (VIP): https://www.vip.vetbiz.gov/ at the time of quote submission AND award, or will be considered non-responsive, and will NOT be considered for award.

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; and (III) Delivery Lead Time

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
The offeror shall complete the pricing schedule provided in Section (v) above: Price/Cost Schedule.

Volume III Delivery Lead Time The offeror shall state the required number of calendar days to deliver the item, to include installation, if applicable.

(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. Delivery Lead Time

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 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 a 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. Delivery Lead Time - The Government will evaluate delivery lead time and select the quoter/offer whose delivery lead time is most advantageous to the Government. The Government may consider an award to other than the lowest priced quoter/offeror if it s in the best interest of the Government.

(End of Addendum to 52.212-2)

52.212-3, Offeror Representations and Certifications Commercial Items, 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

52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Items (JUL 2020) applies to this acquisition

FAR 52.212-5 applies to this acquisition with the following FAR clauses incorporated by reference;

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 52.219-8
Utilization of Small Business Concerns (SEP 2021)
FAR 52.219-28
Post Award Small Business Program Representation (NOV 2020)
FAR 52.219-33
Nonmanufacturer Rule (MAR 2020)
FAR 52.222-3
Convict Labor (JUN 2003)
FAR 52.222-19
Child Labor Cooperation with Authorities and Remedies (JUL 2020)
FAR 52.222-21
Prohibition of Segregated Facilities (APR 2015)
FAR 52.222-26
Equal Opportunity (SEP 2016)
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 52.225-1
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)
Additional contract requirements or terms and conditions:

52.217-6 Option for Increased Quantity (MAR 1989)
The Government may increase the quantity of supplies called for in the Schedule at the unit price specified. The Contracting Office may exercise the option by written notice to the Contractor prior to receipt of all items. Delivery of the added items shall continue at the same rate as the like items called for under the contract unless the parties otherwise agree.

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 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 52.232-40
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 stephanie.cahill@va.gov by 3:00pm MT, May 5th, 2023.

Name and email of the individual to contact for information regarding the solicitation:
Stephanie Cahill
Stephanie.Cahill@va.gov

Attachments/Links