NX EQ Scanning System Ultrasonic Endoscopic

Solicitation / RFP / RFQ

This document is a Request for Proposal (RFP) for a nationwide, single-award Requirements Contract for the "NX EQ Scanning System Ultrasonic Endoscopic" or equivalent product line. The contract will cover the procurement of the system, including accessories, consumables, installation, training, proctoring services, and annual warranty and maintenance services. The Department of Veterans Affairs (VA), specifically the Veteran Health Administration (VHA) Equipment Life Cycle Management (ELCM) Program, intends to procure these items through this contract.

• Procurement of NX EQ Scanning System Ultrasonic Endoscopic or equivalent.

• Inclusion of all ancillary items necessary for the equipment to function as designed.

• Potential for future modifications to add or remove items within the scope of the product line.

• Replacement of discontinued items with equivalent newer versions.

• Evaluation of new technology for potential inclusion.

• Installation and setup of the system and accessories.

• Training for Clinical staff and Biomedical Engineers.

• Data integration setup, adhering to VA security requirements.

• Software updates provided at no additional cost.

• Preventative maintenance, repairs, and replacement by authorized technicians.

• Compliance with ADA and HIPAA Federal requirements for upgraded/replaced products.

• Contract Type: Requirements Contract

• Period of Performance: Base (12 months) + Four 12-month Option Years.

• Anticipated Award Date: TBD

• Effective Date: 14 or more days after award date.

• Questions Due: December 15, 2025, at 11:59 AM EDT.

• Proposal Due: December 18, 2025, at 11:59 AM EDT (See Block 8).

• Offers are to be completed by the Offeror in Blocks 12, 17, 23, 24, & 30.

• FAR 52.212-1, 52.212-4 are incorporated by reference; FAR 52.212-3 and 52.212-5 are attached.

• This acquisition is unrestricted.

• The solicitation number is 36C10G26R0005.

• The Contracting Officer is Kimberly LeMieux (Kimberly.LeMieux@va.gov).

• The Contract Specialist is Cyia Jones (Cyiamaudia.Jones@va.gov).

• Invoicing must be submitted electronically via Tungsten Network or X12 EDI formats.

• Monthly and Quarterly Sales Reports (Attachment E) are required.

• Orders are placed by designated VHA ELCM Ordering Officers.

• Delivery is FOB Destination.

Forms / Attachments / Pricing Sheets

This document, "ATTACHMENT C - CONTRACT CLAUSES," contains various contract clauses that will be incorporated into the resulting contract. It details specific terms, conditions, and requirements that bidders must adhere to if awarded the contract.

• Mandatory Written Disclosures (C.1): Outlines the process for submitting disclosures to the VA OIG.
• Service Level Agreement (SLA) Fee and Quarterly Sales Reports (C.2): Specifies a 3.0% SLA fee that must be embedded in offer prices. Requires contractors to submit quarterly sales reports and remit SLA fees electronically via pay.gov.
• Liquidated Damages (C.3): Defines liquidated damages of $37.50 per calendar day for late delivery or performance.
• Ordering (C.4): Details how delivery or task orders will be issued and their control over contract terms.
• Order Limitations (C.5): Sets minimum and maximum order quantities and dollar amounts ($750,000 for combined items).
• Requirements Contract (C.6): Clarifies that this is a requirements contract with estimated quantities.
• Option to Extend (C.7): Allows the Government to extend the contract term, not to exceed 5 years total.
• Post-Award Small Business Program Rerepresentation (C.8): Requires contractors to periodically re-represent their small business status.
• Clauses Incorporated by Reference (C.9): Lists numerous FAR clauses that are part of the contract.
• Equipment Operation and Maintenance Manuals (C.10): Requires contractors to provide operation and maintenance manuals for specified equipment.
• Gray Market and Counterfeit Items (C.11): Prohibits the provision of used, refurbished, remanufactured, gray market, or counterfeit items. Requires vendors to be OEM authorized.
• VA Notice of Total Set-Aside for SDVOSBs (C.12): Details requirements for Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) to be eligible for award, including certification and limitations on subcontracting.
• VA Notice of Limitations on Subcontracting (C.13): Specifies subcontracting limitations for supplies from non-manufacturers and requires certification.
• Compliance with Executive Order 13899 (C.14): Requires compliance with Executive Order 13899 regarding combating anti-Semitism.
• Packing for Domestic Shipment (C.15): Outlines requirements for packing materials.
• Solicitation Provisions or Clauses Incorporated by Reference (C.16): Lists VAAR provisions/clauses that offerors must complete and submit.

Bidders must carefully review all clauses to understand their contractual obligations, pricing requirements (including the SLA fee), reporting duties, limitations on subcontracting, and eligibility criteria, particularly for SDVOSB set-asides. Failure to comply with these clauses can lead to penalties or ineligibility. The document also specifies requirements for product authenticity and documentation.

Form / Attachment / Pricing Sheet

This document is a Past Performance Questionnaire intended for references provided by offerors. Its purpose is to gather feedback on an offeror's performance related to Solicitation No. 36C10G26R0005 for the NX EQ Scanning System Ultrasonic Endoscopic – FujiFilm® Arietta 850 or equal.

• Offeror Information: Placeholder for Offeror Name and Contract Number.
• Reference Information: Fields for the reference's name, title, phone, email, organization, contract period of performance, total contract value, and whether options were exercised.
• Service Description: A section for a brief description of services/commodity provided by the offeror.
• Contract Issues: Questions regarding Show Cause Orders, Stop Work Orders, and Terminations.
• Rating Guidelines: Defines ratings (Unsatisfactory, Satisfactory, Excellent) for Quality of Service, Cost Control, Timeliness of Performance, and Business Relations.
• Offeror Evaluation: Sections for the reference to rate the offeror in the above categories and provide comments. Includes an "Overall Satisfaction" question asking if the reference would work with the offeror again.

Offerors must provide this questionnaire to up to five references from the past three years. These references will be contacted by the VA Strategic Acquisition Center (SAC) to evaluate the offeror's past performance. The completed questionnaires are due by December 18, 2025, 11:59 am EST, and should be emailed to Cyiamaudia.Jones@va.gov. This document directly impacts proposal evaluation, as past performance is a key factor.

Form / Attachment / Pricing Sheet

This document is a certification form that bidders must complete and submit as part of their quote for Solicitation Number 36C10G26R0005, related to the NX EQ Scanning System Ultrasonic Endoscopic requirement. It requires the bidder to certify that the medical equipment they are quoting has no outstanding recalls or known safety issues, and complies with all relevant regulations and standards.

• Company Unique Entity Identifier (UEI): To be filled in by the bidder.
• Certification Statement: A declaration that the quoted medical equipment has no outstanding recalls, no known safety issues, and complies with all relevant regulations and standards.
• Authorized Representative Information: Fields for Name, Title, Signature, and Date of the individual signing on behalf of the company.

Bidders must complete this form accurately and ensure it is signed by an authorized representative. Failure to submit this completed certification with the quote may result in disqualification from the solicitation process. This form is critical for demonstrating compliance with safety and regulatory requirements for the medical equipment being offered.

Form / Attachment / Pricing Sheet

This document, "ATTACHMENT G - PAST PERFORMANCE REFERENCE - NX EQ Scanning System Ultrasonic.docx," is a template provided for offerors to submit past performance references related to Solicitation 36C10G26R0005. It is designed to capture detailed information about previous contracts or subcontracts to assess an offeror's relevant experience and performance.

• Past Performance Reference Sections: The template includes sections for up to three distinct past performance references.
• Offeror Information: Fields for the Offeror Name and the company that performed the work, along with their relationship to the offeror (Offeror or Subcontractor) and role (Prime or Subcontractor).
• Contract Details: Requires information such as the Contracting Organization, Contract/Task Order Number, Contract Type, Total Awarded Price/Cost, Final/Projected Final Price/Cost, and Period of Performance.
• Contact Information: Fields for Contracting Officer and Program Manager names, emails, and telephone numbers.
• NAICS Code: Space to record the relevant North American Industry Classification System code.
• CPARS/PPIRS Status: A field to indicate if CPARS/PPIRS reports were completed.
• Description of Requirement: A section for a concise explanation of the work performed and its relevance to the current solicitation.
• Performance Details: A section to describe any performance issues, corrective actions, and results, specifically addressing any issues noted in CPARS/PPIRS reports.

Offerors must use this template to provide detailed and relevant past performance information. This is a critical component for demonstrating capability and experience to the government. The information provided in these references will be used to evaluate the offeror's ability to successfully perform the requirements of Solicitation 36C10G26R0005. The document explicitly states, "No record of relevant or recent past performance" is provided within this template itself, indicating that offerors must populate this information.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet serving as a Price/Cost Schedule for the opportunity. Bidders are required to complete the yellow-highlighted fields, which include proposed unit prices and delivery days after receipt of order (ARO).

• CLINs (Contract Line Item Numbers): 0001 for the "NX EQ Scanning System Ultrasonic Endoscopic" (FujiFilm ARIETTA 850) and 0002 for an extended warranty.
• Item Description: Details the components and options included with the ARIETTA 850 system, such as the ultrasound processor, printer, various cables, and specific imaging options (Elastography, Shear Wave, Contrast Harmonic Imaging, Detective Flow Imaging).
• Estimated Quantities: Specifies quantities for the Base Year and four Option Years.
• Pricing Fields: Includes columns for Commercial Price, Proposed Unit Price (Base and Option Years), SLA (3%), Total Price (Unit Price plus SLA), and Total Evaluated Price.
• Delivery Days ARO: Bidders must specify the delivery days after receipt of order.

This pricing sheet is critical for bidders to understand the specific equipment and services being procured and to submit their pricing proposals accurately. Bidders must fill in their proposed prices and delivery timelines in the designated fields to be considered for this opportunity.

Solicitation / RFP / RFQ

This document provides addenda to FAR 52.12-1 Instructions to Offerors for a Service-Disabled Veteran-Owned Small Business (SDVOSB) set-aside. It details the specific requirements for submitting proposals for the NX EQ Scanning System Ultrasonic.

• Offerors must provide sufficient technical documentation to demonstrate their ability to meet the solicitation requirements.

• All minimum salient characteristics listed in Attachment B – Product Description must be met for eligibility.

• Only new, original equipment manufacturer (OEM) parts are acceptable; no remanufactured or "gray market" items.

• Distributors must provide an OEM letter certifying authorization and an uninterrupted source of supply.

• Proposals must include Attachment H Certification of Recall or Safety Issues.

• The Government anticipates awarding a Firm Fixed Price Requirements contract.

• Intentions to submit and all questions must be emailed to the Contract Specialist and Contracting Officer by the date specified on SF1449, Block 20.

• Proposals must be submitted via email by the date/time specified on SF1449, Block 8.

• Offerors are encouraged to submit proposals one working day prior to the due date due to anticipated submission volume.

• Proposals must be indexed, logically assembled, and adhere to specific formatting (page size, margins, font, spacing).

• File packaging instructions prohibit compression (.zip files).

• Proposals are structured into four volumes: Technical, Past Performance, Price, and Offer, Amendments, and Certifications & Representations.

• Evaluation is based on Technical, Past Performance, and Price, with Technical being significantly more important than Past Performance, and Past Performance being slightly more important than Price.

• The Government reserves the right to award without discussions based on initial evaluations.

• This solicitation is a Service-Disabled Veteran-Owned Small Business (SDVOSB) set-aside.

• Offerors must stipulate that their proposal is firm for at least 90 days.

• The Government is not obligated to pay for proposal preparation costs.

• Offerors are encouraged to offer their best rates initially.

• Specific attachments (A, B, F, G, H) are referenced for detailed requirements.

Form / Attachment / Pricing Sheet

This document, an Excel spreadsheet named "ATTACHMENT E - QUARTERLY SALES REPORTING TOOL - NX EQ Scanning System Ultrasonic.xlsx", appears to be a template or tool for reporting quarterly sales data. It contains multiple sheets with numerical data and facility names, likely intended for contractors to input sales figures related to specific contract line items (CLINs) or products.

• Sheet 2: Contains rows of numerical data and corresponding facility names, possibly representing sales quantities or other metrics across different locations.
• Sheet 3: Provides a structured template for reporting quarterly sales. It includes fields for Contract Number, CLIN Number, Description/Salient Characteristics, Contract/Part Number, and Price Inclusive of SLA Fee. It also lists VISNs (Veterans Integrated Service Networks) and specific VA facilities, with columns for "Quantity Sold of Item" for each of the 22 line items. Summary rows at the bottom calculate total quantities and sales figures.

Bidders may need to use this tool to report sales data as required by the contract. Understanding the structure and required inputs is crucial for accurate and timely reporting. The template outlines the specific data points (quantity sold per line item, pricing, SLA fees) that will be tracked and reported on a quarterly basis for the NX EQ Scanning System Ultrasonic.

Form / Attachment / Pricing Sheet

This document, "ATTACHMENT B - PRODUCT DESCRIPTION - NX EQ Scanning System Ultrasonic Endoscopic.docx", provides the product description for the Scanning System Ultrasonic Endoscopic required by the Veterans Health Administration (VHA). It details the "Brand Name or Equal" requirement, specifying the Fujifilm® Arietta 850 as the benchmark product.

• Product: Scanning System Ultrasonic Endoscopic (Fujifilm® Arietta 850 or equal).
• Description of Use: Combines camera and ultrasound for imaging the digestive tract, used for diagnosis, staging cancer, biopsies, draining cysts, and targeted medication delivery.
• Contract Line Items (CLINs):
  • CLIN 0001: ARIETTA 850 Ultrasound Processor and associated components (Foot Switch, Printer, Keyboard/Screen Covers, Converter, Cables, Junction Boxes) with a 1-year warranty, Elastography, Shear Wave, Contrast Harmonic Imaging, and Detective Flow Imaging options.
  • CLIN 0002: AR850 1 Year Extended Warranty.
• Salient Characteristics (SC) for "Equal" Products (CLIN 0001):
  • SC 1: Processor must include B mode, color Doppler, Pulse wave, e-Flow (or H Flow), elastography, Shear wave, and CHI.
  • SC 2: Must have FDA 510k approval.
  • SC 3: System must be mountable to a dedicated cart for mobility.
  • SC 4: Minimum 12-month warranty covering manufacturer’s defects and system failures.

Vendors must propose solutions that meet or exceed these salient characteristics. For "equal" products, offerors must provide detailed descriptions, brand name/model numbers, and descriptive literature. All quoted products must be listed in the Vendor's pricing volume (Attachment A, Price Cost Schedule). The VA is also seeking quotes for any additional beneficial products, which should be listed with a quantity of zero in the pricing volume.