6515--NX EQ Pill Counters

Amendment / Modification

This amendment (36C10X26Q0096 – 0001) provides answers to questions received regarding solicitation # 36C10X26Q0096. No further questions will be accepted.

Key clarifications include:

• Equivalent Products: Equivalent pill counter products sourced through authorized distributors are acceptable if they meet all required specifications outlined in the solicitation. Refer to Attachment D, Section D5, page 7.
• Delivery Timelines: There are no preferred delivery timelines to consider when submitting pricing. Refer to Attachment B, Section 5. Delivery Tickets, pages 5 & 6.

This amendment clarifies specific points related to product sourcing and delivery timelines, referencing existing attachments.

Bidders should incorporate these clarifications into their proposals. The amendment does not appear to alter submission deadlines or other core requirements.

Form / Attachment / Pricing Sheet

This document, "ATTACHMENT C - CONTRACT CLAUSES - NX EQ PILL COUNTERS.docx", contains various contract clauses that will be incorporated into the resulting contract. It details mandatory disclosures, service level agreements, liquidated damages, ordering procedures, order limitations, requirements, options to extend, small business representations, and incorporated clauses by reference.

• Mandatory Written Disclosures (FAR 52.203-13): Requires electronic submission of disclosures to the VA OIG Hotline.
• Service Level Agreement (SLA) Fee (SAC 18-01): A 3.0% SLA fee must be embedded in offeror prices and remitted quarterly. Quarterly sales reports are also required.
• Liquidated Damages (FAR 52.211-11): Specifies liquidated damages of $37.50 per calendar day for failure to deliver or perform.
• Ordering (FAR 52.216-18): Outlines procedures for issuing delivery or task orders.
• Order Limitations (FAR 52.216-19): Sets minimum and maximum order quantities and dollar amounts.
• Requirements (FAR 52.216-21): Defines this as a requirements contract where quantities are estimates.
• Option to Extend (FAR 52.217-9): Allows the Government to extend the contract term up to a total of 5 years.
• Small Business Representations (FAR 52.219-1): Requires contractors to re-represent their size and socioeconomic status under certain conditions.
• Incorporated Clauses (FAR 52.252-2 & VAAR 852.252-70): Lists numerous FAR and VAAR clauses incorporated by reference, with links provided for full text.
• Equipment Operation and Maintenance Manuals (VAAR 852.211-70): Requires manuals for specific CLINs.
• Gray Market and Counterfeit Item (VAAR 852.212-71): Prohibits used, refurbished, or counterfeit items and requires vendor authorization.
• Packing for Domestic Shipment (VAAR 852.247-73): Specifies packing requirements for shipment.
• Compliance with Executive Order 13899 (VAAR 852.222-71): Requires compliance with Executive Order 13899 regarding combating anti-Semitism.

This document is critical for understanding the contractual terms and conditions that will govern the awarded contract. Bidders must pay close attention to the SLA fee, reporting requirements, order limitations, and all incorporated FAR and VAAR clauses, as these will directly impact pricing, performance, and compliance obligations. Offerors must ensure their proposals account for the embedded SLA fee and adhere to all specified representations and certifications.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation (RFQ) for brand name or equal commercial items, specifically Pill Counters, to support patient care at VA Medical Centers nationwide. The Department of Veterans Affairs (VA) intends to award a single-award Requirements contract.

• Procurement of Pill Counters (standalone devices for counting pills, tablets, and capsules).

• Must be "Brand Name or Equal" to Capsa Healthcare® products (KL1v Tablet Counter, KL1Plus Verification + Counting System).

• Offerors must provide quotes for all Contract Line-Item Numbers (CLINs) listed in ATTACHMENT A.

• Specific salient characteristics are detailed for CLIN 0001 (basic counter) and CLIN 0002 (verification + counting system), including automated counting, tray compatibility, power requirements, size/weight limits, user display, barcode scanning, and pharmacy management software interface.

• Ancillary items necessary for equipment functionality must be included.

• Contract Type: Single Award Requirements Contract.

• Period of Performance: One 12-month base year with four 12-month option years.

• Delivery: FOB Destination.

• Orders: Firm-Fixed Price.

• Response Date/Time: April 13, 2026, 10:00 AM Eastern Time.

• Questions Due: April 06, 2026, 10:00 AM Eastern Time.

• Submission Method: Quotes and questions via email to Jalima.Jones@va.gov and Kimberly.LeMieux@va.gov.

• Evaluation: The solicitation incorporates FAR provision 52.212-2, Evaluation -- Commercial Items, with specific criteria detailed in an attached addendum.

• The Government reserves the right to award without discussions.

• Set-Aside: This procurement is set-aside for Small Businesses.

• NAICS Code: 339112 (Surgical and Medical Instrument Manufacturing) with a size standard of 800 employees.

• Requirement: All interested quoters must be registered in the System for Award Management (SAM).

• This solicitation incorporates provisions and clauses effective through FAC 2025-06.

• Numerous attachments are referenced, including Price Cost Schedule, Contract Administration, Clauses, Provisions, Reporting Tool, and Past Performance documents.

Form / Attachment / Pricing Sheet

This document is Attachment G, a Past Performance Questionnaire, for Solicitation No. 36C10X26Q0096 concerning NX EQ PILL COUNTERS – Brand Name Capsa Healthcare® or Equal. Its purpose is to collect feedback from references provided by offerors regarding their past performance.

• Offeror Information: Space to insert the Offeror's Name and Contract Number.
• Reference Information: Fields for the reference's Name, Title, Phone Number, E-mail Address, Organization, Contract Period of Performance, Total Contract Value, and whether options were exercised.
• Service/Commodity Description: A section for a brief description of services/commodities provided by the offeror under the reference contract.
• Contract Issues: Questions regarding Show Cause Orders, Stop Work Orders, and Terminations for Convenience, Cause, or Default.
• Rating Guidelines: A scale (1: Unsatisfactory, 2: Satisfactory, 3: Excellent) for evaluating Quality of Service, Cost Control, Timeliness of Performance, and Business Relations.
• Offeror Evaluation: Detailed categories for Quality of Service, Cost Control, Timeliness of Performance, and Business Relations, with space for comments.
• Overall Satisfaction: A question asking if the reference would work with the offeror again, with space for comments.

Offerors must provide up to five references from the past three years. These references will complete this questionnaire to assess the offeror's past performance. The completed questionnaire is crucial for the government's evaluation of proposals. Offerors should ensure their references are aware of this requirement and can provide timely and accurate feedback. The submission deadline for the questionnaire is April 20, 2026, at 10:00 AM EST, to be emailed to Jalima.Jones@va.gov and Kimberly.LeMieux@va.gov.

Solicitation / RFP / RFQ

This document contains solicitation provisions (Section D) for an opportunity likely related to "NX EQ PILL COUNTERS." It outlines various representations, certifications, and instructions required from offerors.

• Representations and Certifications: Offerors must certify their status regarding inverted domestic corporations, debarment, suspension, proposed debarment, civil judgments, criminal indictments, delinquent Federal taxes, and contract terminations for default (FAR 52.209-2, 52.209-5, FAR 52.209-10, FAR 52.225-6).

• Responsibility Matters: Information regarding past or present administrative, civil, or criminal proceedings that could impact responsibility must be disclosed, potentially via FAPIIS (FAR 52.209-7).

• Quote Submission: Quotes must be submitted via email to specific points of contact by April 13, 2026, 10:00 AM EST. Quotes must be organized into five volumes: Technical, Past Performance, Veterans Preference, Price, and Offer/Amendments/Certifications & Representations.

• Technical Volume: Must include descriptive literature demonstrating compliance with Salient Characteristics (SCs). Offers must meet all minimum SCs to be eligible for award. Equivalent products must be clearly identified. Only OEM or equal parts, new equipment, and products covered by manufacturer's warranty are acceptable. Authorized distributor letters are required.

• Past Performance Volume: Requires submission of three contracts/orders for nationwide delivery of PILL COUNTERS within the last three years, using Attachment F. CPARS/PPIRS reports or Past Performance Questionnaires (PPQs) are needed.

• Veterans Preference Volume: SDVOSB/VOSB offerors must submit a statement of compliance and be certified by SBA. Non-SDVOSB/VOSB offerors must identify proposed SDVOSB/VOSB subcontractors.

• Price Volume: Must include Attachment A - Price Cost Schedule for all years. Volume discounts are encouraged. Unit and total prices must be precise to two decimal places without rounding.

• Offer, Amendments, and Certifications & Representations Volume: Must include signed offer sheet, acknowledgement of amendments, TIN, UEI/Cage Code, POC, OEM letter, FAR 52.209-7, FAR 52.225-6, and agreement with solicitation terms.

• The contract type is a Firm Fixed Price Requirements contract (VAAR 852.216-1).

• Quote Due Date: April 13, 2026, 10:00 AM EST.

• Questions Due Date: April 06, 2026, 10:00 AM EST.

• Evaluation Factors: Technical (significantly most important), Past Performance, Veterans Preference, and Price. Technical factor must be rated "Acceptable." Non-price factors combined are significantly more important than price.

• Various small business categories are addressed (SDVOSB, VOSB, WOSB, EDWOSB, HUBZone). Offerors must be registered in SAM.

• The use of hyperlinks in quotes is prohibited. Late quotes may not be accepted. Vendors are advised to submit quotes at least 24 hours prior to the deadline. Do not compress (zip) quote files.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet containing data related to "NX EQ PILL COUNTERS." It appears to be a pricing or sales data sheet, potentially used for tracking quantities sold and associated pricing across various VA facilities and networks.

• Sheet 1: Contains columns for "Contractor," "Contract Number," "Reporting Quarter," "CLIN Number," "Description/Salient Characteristics," "Contract/Part Number," and "Price Inclusive of SLA Fee." It lists VISN (Veterans Integrated Service Network) numbers, FACILITY codes, FACILITY names, and "Quantity Sold of Item" for 22 line items. It also includes totals for "Quarterly Quantity Sold," "Quantity Sold of All Items," "Quarterly Quantity Sold x Price," "Quarterly Sales inclusive of the SLA," "Anticipated SLA," and "Total Sales amount without the SLA."
• Sheet 2: Contains numerical data and corresponding facility names, potentially representing quantities or other metrics associated with specific items or contracts across different locations.

This attachment provides detailed information about the distribution and potential sales volume of "NX EQ PILL COUNTERS" across various VA healthcare systems and facilities. Bidders may use this data to understand historical sales, identify key locations, and potentially inform their pricing strategies or sales projections if they are bidding on related opportunities. The structure suggests it could be a template for reporting sales data or a historical record of sales performance.

Form / Attachment / Pricing Sheet

This document, "ATTACHMENT F - PAST PERFORMANCE REFERENCE - NX EQ PILL COUNTERS.docx", is a template for bidders to provide past performance references related to the solicitation "36C10X26Q0096". It is designed to capture information about previous contracts or subcontracts to assess an offeror's relevant experience and performance.

The template includes sections for:

• Offeror Name
• Company that performed the work
• Relationship to Offeror (Offeror or Subcontractor)
• Role on the Contract (Prime or Subcontractor)
• Contracting Organization
• Contract / Task Order Number
• Contract Type
• Total Awarded Price/Cost
• Final or Projected Final Total Price/Cost
• Delivery Date/Period of Performance
• Contracting Officer and Program Manager contact information
• NAICS Code
• CPARS/PPIRS completion status
• Description of the Requirement (specifically how it relates to the current solicitation)
• Performance details, including any issues, corrective actions, and results.

Bidders must complete this form for each relevant past performance reference they wish to submit. The information provided will be used by the government to evaluate the offeror's demonstrated ability to successfully perform the work required by the solicitation. The document explicitly states, "No record of relevant or recent past performance" is to be provided if none exists, indicating that incomplete or irrelevant references may negatively impact the evaluation.

Form / Attachment / Pricing Sheet

This document provides instructions and details regarding contract administration, invoicing, and terms and conditions relevant to potential bidders for the NX EQ PILL COUNTERS opportunity.

• Contract Administration: Identifies key government personnel (Contracting Officer, Contract Specialist, Deputy Program Manager, COR) and their contact information.
• Invoice Instructions: Mandates electronic invoice submission via Tungsten Network or X12 EDI formats. Specifies payment terms (monthly, in arrears, within 30 days of delivery/acceptance) and prohibits facsimile, email, or scanned document submissions for payment requests.
• Terms and Conditions: Outlines mandatory terms including the vendor's agreement to supply established items, the government's right to evaluate replacement items, and the extent of government obligation (only to the extent of authorized purchases).
• Purchase/Ordering Limitations: References FAR Clause 52.216-19 and Attachment A for estimated quantities, emphasizing that these are estimates and no purchase volume is guaranteed. Details the VHA ELCM Program's intent for a national single award contract for pill counters and related items, allowing for modifications to add/remove items or replace discontinued ones.
• Authorized Purchasers: Specifies that orders are placed by VA Government Ordering Officers (OO) appointed by a SAC Contracting Officer. Orders must be submitted on a fully funded Delivery Order and require approved funding from a VA facility.
• Delivery Tickets: Mandates specific information on delivery tickets/sales slips, including supplier name, contract/order numbers, itemized list, quantity, unit price, and date of delivery. Requires order confirmation within four working days and provision of tracking information.
• Reporting: Requires monthly and quarterly submission of Attachment E – REPORTING TOOL – NX EQ PILL COUNTERS to the Contract Specialist and COR by specified deadlines.

This document is crucial for bidders as it details the administrative and financial processes for the contract. It clarifies how invoices must be submitted, payment terms, who is authorized to place orders, and the reporting requirements. Understanding these sections is essential for accurate proposal preparation and successful contract execution.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet serving as a Price and Cost Schedule for the opportunity. It details the CLINs (Contract Line Item Numbers), part numbers, item descriptions, units of measure, estimated quantities, and pricing fields that vendors must complete.

• CLINs: Specific line items for procurement, including tablet counters and extended warranties.
• Part Numbers & Descriptions: Identifies specific products (e.g., KL1v Tablet Counter, KL1Plus Verification + Counting System) and their associated part numbers.
• Estimated Quantities: Provides estimated quantities for a base year and four option years.
• Pricing Fields: Requires vendors to propose unit prices, Service Level Agreement (SLA) percentages, and calculate total prices for each year and CLIN. Fields include 'Proposed Unit Price', 'SLA (3%)', and 'Total Price (Unit Price plus SLA)' for Base Year and Option Years 1-4.
• Total Evaluated Price: Columns are provided for calculating the total evaluated price per year and overall.
• Instructions: Vendors are instructed to complete all yellow-highlighted spaces. Offerors proposing equivalent products must provide manufacturer and part number details. ARO (After Receipt of Order) is defined.

This attachment is critical for bidders to understand the specific items being procured, the estimated quantities, and the required pricing structure. Bidders must use this template to submit their pricing proposal, ensuring all fields are accurately completed as per the instructions. The pricing submitted here will likely be a significant factor in the evaluation process.