6515--Hearing Aid Parts and Accessories (HAPA) Commercial (VA-26-00029750)

Amendment / Modification

This document is an amendment to solicitation 36C79126R0003. It provides answers to questions that were asked regarding the solicitation.

This amendment does not change the terms of the solicitation. All terms and conditions remain the same.

No changes to proposal deadlines, requirements, or evaluation factors are indicated. Bidders are instructed to review the provided answers to questions. The document emphasizes that answers to questions do not alter the solicitation's terms unless expressly stated as such.

Form / Attachment / Pricing Sheet

This document lists the attachments provided for the "Hearing Aid Parts and Accessories - Commercial" opportunity. It serves as a table of contents for related documents that bidders may need to review.

• Attachment Number: A numerical identifier for each attachment.

• Name: The title or description of each attachment.

• 01: DLC Hearing Aid Accessory Naming SOP

• 02: Parts and Accessories List

• 03: HAPA QASP

• 04: ABBREVIATIONS AND DEFINITIONS

• 05: Keys Points of Contract

• 06: Contractor Discrepancy Report

• 07: Past Performance Questionnaire

This list indicates the supporting documents available for the opportunity. Bidders should review these attachments to fully understand the requirements, scope, and evaluation criteria of the solicitation. Specifically, the "Parts and Accessories List" and "Keys Points of Contract" are likely to contain critical information for proposal preparation.

Form / Attachment / Pricing Sheet

This document is the Contract Discrepancy Report (CDR) form (DD Form 2772, SEP 1998). It is used to document and track discrepancies or problems encountered during contract performance. It also serves to record contractor responses, government evaluations, and government actions taken to address these issues.

• Contract Number
• Report Number
• Dates (Prepared, Returned by Contractor, Action Complete)
• Discrepancy or Problem Description: Detailed description, with reference to PWS/Directive if applicable.
• Signatures: Contracting Officer, Contractor Representative.
• Contractor Response: Details on cause, corrective action, and recurrence prevention.
• Government Evaluation: Acceptance, partial acceptance, or reflection.
• Government Actions: Such as reduced payment, cure notice, show cause.
• Close Out section for Contractor Notified, QAE, and ACO.

This form is a tool for managing contract performance issues. Bidders should be aware of this form as it may be used to document and resolve problems that arise during the execution of a contract. Understanding its purpose can help in anticipating how performance issues will be formally addressed and resolved.

Solicitation / RFP / RFQ

This is a combined synopsis and solicitation for commercial non-proprietary hearing aid parts and accessories. The Department of Veterans Affairs (VA) intends to procure these items to support the VA National Audiology, Prosthetics, and Telehealth Programs, aiming to standardize Veteran care processes and ensure quality products and services. The procurement is managed by the VA Commodities and Services Acquisition Service (CSAS) and the Denver Logistics Service (DLS).

• Procurement of commercial non-proprietary hearing aid parts and accessories.

• Support for prescribed customer Hearing Aids to meet Veteran Patient Care needs.

• Contract Type: Up to two (2) firm fixed-price, Indefinite-Delivery, Indefinite-Quantity (IDIQ) contracts.

• Period of Performance: One (1) base year with four (4) option years.

• Estimated Value: $6.8 million for the base period plus option periods.

• Award Basis: Lowest Price Technically Acceptable (LPTA).

• Evaluation Factors: Price, technical acceptability, and past performance (subject to change and will be defined in the solicitation).

• Interested vendors should register their interest on the Contract Opportunities website for notifications.

• Set-Aside: Total Service-Disabled Veteran Owned Small Business (SDVOSB) Set-Aside.

• Competition: Other than Full and Open Competition.

• NAICS Code: 334510 (Hearing Aids, Electronics, and Manufacturing)

• Product Service Code (PSC): 6515 (Medical and Surgical Instruments, Equipment, and Supplies)

• Response Date/Time: May 1, 2026, 12:00 PM Mountain Time, Denver, USA.

• Contracting Office Address: Department of Veterans Affairs, Commodities & Services Acquisition Svc, 555 Corporate Circle, Golden CO 80401-5621.

• Point of Contact: Mr. Bradley Geghan (bradley.geghan@va.gov, 303-273-6214).

• Place of Performance: National Acquisition Center, Denver Logistics Service, Golden CO.

• Several attachments are referenced, including a Parts and Accessories List, Quality Assurance Surveillance Plan (QASP), and a Past Performance Questionnaire.

Form / Attachment / Pricing Sheet

This document is Attachment 7, a Past Performance Questionnaire, provided by the U.S. Department of Veterans Affairs (VA) for use in selecting contractors to provide assistive listening devices for Solicitation # 36C79126R0003 – HAPA Commercial Requirements. It is intended to gather information on a contractor's past performance.

• Solicitation Number: 36C79126R0003

• Information to be Provided: Evaluated Contractor's Name, Company/Organization Providing Reference, Company Representative Title, Email, and Phone Number, Description of Scope and Complexity of Contract, Contract Number/Project ID, Location of Performance, Period of Performance, Awarded Amount, Contractor's Role (Prime/Subcontractor), and Percentage of Contract Completed.

• Adjectival Ratings Definitions: Provides definitions for ratings from "E" (Excellent) to "U" (Unsatisfactory), and "N" (Neutral), to assess performance.

• Performance Questions: Includes questions on how well contract requirements were met, adherence to schedule and quality control, responsiveness in resolving issues, effectiveness in addressing customer needs, performance and compliance with small business subcontracting plans (if applicable), and overall satisfaction.

• Descriptive Section: Requires a description of the Scope, Complexity, Contract Type, Size, and Schedule (Corrective Action) of the contract being evaluated.

• The questionnaire must be submitted no later than the date of receipt of proposals stated in Block 8 of the SF-1449.

• It is the offeror's responsibility to ensure the questionnaire is distributed timely and submitted on time.

• Completed forms must be submitted by email to Bradley Geghan at bradley.geghan@va.gov.

• The Subject Line should read: Solicitation #, Past Performance Questionnaire.

• The company filling out the form is responsible for submitting it.

• Evaluators are advised that contractors may be advised of adverse remarks and given an opportunity to respond, but the contracting officer will not provide the evaluator's name or copies of the questionnaire to the contractor or other parties not involved in the evaluation.

This document is crucial for potential bidders as it outlines the specific information the VA will use to evaluate past performance. Understanding the questions and rating system will help bidders prepare to provide relevant information about their own past performance or to ensure their references are prepared to complete this questionnaire accurately and on time.

Form / Attachment / Pricing Sheet

This document, "ATTACHMENT 5 - Key Points of Contact," is intended to provide essential contact information that will be incorporated into the contract upon award. It outlines specific sections for different types of contacts.

• EDI OR TUNGSTEN CONTACT INFORMATION: Fields for Name, Address, Telephone, Fax, and Email Address.
• CUSTOMER SERVICE INFORMATION: Fields for Name, Address, Telephone, Fax, and Email Address.
• EMAIL: Fields for Name, Address, Telephone, Fax, and Email Address.
• COMMERCIAL WARRANTY: Fields for Name, Address, Telephone, Fax, and Email Address.

Bidders should review this document to understand the required contact information that will need to be provided for contract incorporation. While the specific details are to be filled in by the contractor post-award, this attachment specifies the categories of contacts the government expects to be identified.

Form / Attachment / Pricing Sheet

This document provides a list of abbreviations and definitions used throughout the solicitation and subsequent contract. It serves to ensure clear and consistent understanding of terminology for all parties involved.

• Abbreviations: A comprehensive list of acronyms and their full meanings (e.g., ANSI, EDI, FDA, FOB, ISO, NAICS, SOW, VA).
• Definitions: Explanations of key terms relevant to the contract, including:
  • Charging Case
  • Choice Clinic
  • Commercial Warranty
  • Contracting Officer Representative (COR)
  • Electronic Data Interchange (EDI)
  • Hearing Aid Accessory
  • Hearing Aid Part
  • Microphone-in-the-Helix (MIH)
  • No Warranty
  • Obsolete Circuit
  • Ordering Officer
  • Purchase Order
  • Receiver-in-the-canal (RIC)
  • Remote Order Entry System (ROES)
  • Ship To
  • VA Clinic

Bidders must familiarize themselves with these definitions and abbreviations to accurately interpret the solicitation documents, understand contract requirements, and prepare compliant proposals. This document is crucial for understanding the specific language and technical terms used in the opportunity.

Form / Attachment / Pricing Sheet

This document is a Quality Assurance Surveillance Plan (QASP) for the "Hearing Aids Parts and Accessories" contract. Its purpose is to provide a systematic method for the government to evaluate contractor performance, ensure contract requirements are met, and verify the quality of products received.

• Roles and Responsibilities: Outlines the duties of the Contracting Officer (CO), Contracting Officer's Representative (COR), other government personnel, and contractor representatives.
• Contract Requirements: References Section D of the Statement of Work (SOW) for specific contract requirements.
• Performance Measures: Details how the government will monitor and measure contractor performance against defined standards.
• Quality Assurance Methods: Describes surveillance activities, including customer feedback, verification of contractor documentation, and inspection processes.
• Performance Standards: Defines specific performance standards and acceptable quality levels, including metrics for product satisfaction, delivery timeliness, and customer complaint resolution.
• Contract Monitoring: Outlines joint monthly and annual reviews to evaluate contract performance.
• CPARS Assessment: Details the use of the Contractor Performance Assessment Reporting System (CPARS) for annual performance ratings.
• Appendices: Includes a Performance Requirement Summary (Appendix Q1) and a Customer Complaint Investigation form (Appendix Q2).

This QASP provides insight into how the government will monitor and evaluate performance under the contract. Bidders can use this information to understand the key performance indicators, quality standards, and reporting requirements that will be expected of the contractor. This helps in assessing the operational demands and potential challenges of fulfilling the contract and in developing a compliant and competitive proposal.

Form / Attachment / Pricing Sheet

This document, "ATTACHMENT 2_Parts and Accessories List.xlsx", contains detailed pricing instructions and a pricing schedule for hearing aid parts and accessories. It outlines the required data elements, their formats, and specific instructions for vendors to follow when submitting their pricing information.

PRICING INSTRUCTIONS Sheet:

• Defines 18 columns for data entry, including CLIN, Vendor Name, Commercial Name, Part Number, Accessory Category, Unit of Issue, Quantity, Base Unit Price, Option Year Prices (1-4), Total Value, Discount %, MSRP, HCPCS, Manufacturer Name, Manufacturer Location, Warranty, and Package/Box dimensions and weight.
• Specifies character limits and data types for each column.
• Provides descriptions for each data element and notes on required/optional fields.
• Emphasizes that the "Total Value" and "Discount % versus MSRP" columns have specific formulas that should not be altered.
• States that incorrect field placement will result in proposal unacceptability.

PRICING SCHEDULE Sheet:

• Provides a template for vendors to fill in pricing details for specific CLINs and items.
• Includes columns for CLIN, Vendor Name, Commercial Name, Part Number, Accessory Category, Unit of Issue, Quantity, Base Unit Price, Option Year Prices, Total Value, Discount % vs MSRP, MSRP, Manufacturer Name, Manufacturer Country of Origin, HCPC CODE, Warranty Information, and Package/Box dimensions and weight.
• Lists numerous hearing aid accessories with estimated quantities for the base year.

TECH REFRESH INSTRUCTIONS Sheet:

• Details columns for updating or modifying contract items, including Vendor, DLC Name, Part Number, Old Part Number, Accessory Category, Unit of Issue, Quantity, Unit Price, Commercial Name, Action (discontinue, update, add), Model(s) Supported, Contract Number, Contract CLIN #, HCPCS, BOC, FSC, and Package/Box dimensions and weight.
• Specifies codes for "Action" (1: discontinue, 2: update, 3: add).

Other Sheets:

• "Ordering Period Pricing", "CURRENT LIST", "ADDITIONS", "DELETIONS", and "Sheet2" appear to be templates or placeholders for specific contract data, with limited detail provided in the extracted text.

This attachment is critical for bidders to understand the exact format and content required for their pricing proposals. Vendors must adhere strictly to the specified columns, data formats, and instructions to ensure their submission is considered compliant. The "TECH REFRESH INSTRUCTIONS" sheet is particularly important for vendors proposing changes or updates to existing contract items.

Form / Attachment / Pricing Sheet

This document, "Contract Attachment 1: DLC Hearing Aid Accessory Naming - Standard Operating Procedures," provides detailed guidelines for naming contracted hearing aid accessories. It aims to standardize nomenclature for clarity and consistency.

• Item Name Length: Maximum of 30 characters (including spaces).
• Formatting: All capital letters with single spaces between description levels.
• Character Restrictions: No special characters (e.g., dashes, slashes, parentheses).
• Terminology: Use logical, industry-standard terms and abbreviations, aligning with commercially published names where possible.
• Taxonomic Naming Convention: A structured format is provided for item names, including categories, descriptions, and color. Examples illustrate the application of this convention.
• Abbreviation Guidelines: A table lists common accessory categories and their corresponding "DLC ROES ABBREVIATION" for use in item names. This includes categories like "ADAPTER," "BATTERY DOOR," "CHARGER," "COLOR," and many others, along with their standardized abbreviations.
• Color Naming: Specific abbreviations are provided for various colors (e.g., "GREY" as "GRY," "BROWN" as "BRN").

Vendors responding to this opportunity must adhere to these naming conventions for all contracted accessories. This impacts how items are described, listed, and potentially inventoried. Understanding and correctly applying these naming rules and abbreviations is crucial for proposal preparation and compliance with contract requirements.

Solicitation / RFP / RFQ

This solicitation is for commercial off-the-shelf (COTS), non-proprietary hearing aid parts and accessories to meet the needs of eligible Veterans, their beneficiaries, and other approved government agencies. The Department of Veterans Affairs (VA) aims to standardize the Veteran care process, ensure product availability nationwide, improve operating efficiency, and foster effective communication.

• Supply of various hearing aid parts and accessories.

• Products must meet or exceed specifications.

• Delivery within twenty (20) business days of order issuance.

• Support for custom (CHA), behind-the-ear (BTE), receiver-in-the-canal (RIC), completely-in-canal (CIC), and wireless systems.

• Products must be commercially packaged to ensure satisfactory arrival condition.

• Offerors must provide manufacturer's commercial warranty information.

• Type: Firm Fixed Price (FFP) Indefinite Delivery Indefinite Quantity (IDIQ).

• Period of Performance: Base Year (June 1, 2026 - May 31, 2027) with four (4) one-year option periods, extending through May 31, 2031.

• Guaranteed Minimum: $1,000.00.

• Contract Ceiling: $6,500,000.00 for all IDIQ contracts (up to two).

• Proposals must be submitted electronically via email.

• Evaluation will be based on Lowest Price Technically Acceptable (LPTA).

• Evaluation Factors: Price, Technical Acceptability, and Past Performance (in descending order of importance).

• Key Deadlines: Questions due April 9, 2026, 12:00 PM MDT.

• This acquisition is a total set-aside for Certified Service-Disabled Veteran-Owned Small Businesses (SDVOSBs).

• Offerors must be certified and listed in the SBA certification database.

• The solicitation is for up to two (2) contract awards.

• Large volume discounts are expected.

• Specific attachments are referenced for detailed information (e.g., Parts and Accessories List, QASP, Key Points of Contact).

Solicitation / RFP / RFQ

This is a pre-solicitation announcement to raise awareness for potential offerors regarding the procurement of Hearing Aid Parts and Accessories (HAPA) Commercial. The Department of Veterans Affairs (VA) intends to procure COTS non-proprietary hearing aid parts and accessories to meet Veteran patient care needs, standardize care processes, and ensure product quality and availability. The VA aims to obtain quality products at lower than current open-market prices and improve operating efficiency.

The contract will involve supplying commercial off-the-shelf (COTS) non-proprietary hearing aid parts and accessories. A comprehensive list of approximately 96 specific items is provided, including various tubing, cleaning supplies, drying kits, ear gels, clips, and other accessories. Products will be ordered using the DLS’s Remote Order Entry System (ROES).

• Contract Type: Firm Fixed-Price, Indefinite-Delivery, Indefinite-Quantity (IDIQ)

• Period of Performance: One (1) base year with four (4) option years.

• Estimated Value: Not specified.

• Competition: Other than Full and Open Competition.

• Response Date: May 6, 2026, 12:00 PM Mountain Time, Denver, USA.

• Evaluation Factors: Lowest Price Technically Acceptable (LPTA). The award will consider price, technical acceptability, and past performance (subject to change and will be defined in the solicitation).

• RFP Issuance: Anticipated around April 1, 2026.

• Set-Aside: Total Service-Disabled Veteran Owned Small Business (SDVOSB) Set-Aside.

• Registration: Firms must be registered in the System for Award Management (SAM.gov) and the Veteran Small Business Certification (VetCert) database (if applicable) for the relevant NAICS code (334510).

• This announcement is for awareness only and is not a solicitation for offers.

• All dates are subject to change. Amendments will be posted on SAM.gov.

• Questions should be directed to Bradley Geghan (bradley.geghan@va.gov) or Bryan Crist (bryan.crist@va.gov).