OrthoScan or Similar Mini C-Arm TAU 2020, Accessories, and Service Contract, IHS, Phoenix Indian Medical Center

Amendment / Modification

This document is an amendment that incorporates several Federal Acquisition Regulation (FAR) clauses by reference. Key changes include:

• Incorporation of FAR Clauses: The document lists numerous FAR clauses that are incorporated into the contract. These cover a wide range of requirements, including:
  • Terms and Conditions for Commercial Products and Services (52.212-4, 52.212-5).
  • Prohibitions related to specific entities (Kaspersky Lab, ByteDance) and telecommunications/video surveillance equipment (52.204-23, 52.204-25, 52.204-27).
  • Small business utilization and set-aside provisions (e.g., 52.219-6, 52.219-8, 52.219-9, 52.219-13, 52.219-27, 52.219-30, 52.219-33).
  • Equal opportunity and veteran employment requirements (52.222-26, 52.222-35, 52.222-37).
  • Prohibitions on certain foreign purchases and supply chain security (52.225-13, 52.204-30).
  • Sustainable product requirements (52.223-23).
  • Payment terms and electronic funds transfer (52.232-33, 52.232-34).
• Option Clauses: Includes FAR clauses related to the evaluation and exercise of contract options (52.217-5, 52.217-8, 52.217-9), specifying potential extensions and evaluation methods.
• Contract Administration Data: Designates a Technical Point of Contact (TPOC) and a Contracting Officer, outlining their responsibilities. It also specifies payment procedures, including electronic submission via the Invoice Processing Platform (IPP) and tax-exempt status for the agency.

This amendment primarily affects the clauses and contract administration sections of the original solicitation or contract. Specific FAR clauses are listed and marked for incorporation.

Bidders should carefully review all incorporated FAR clauses, as they define critical contractual obligations, requirements, and compliance standards. The inclusion of specific set-aside clauses may impact eligibility. The payment and invoicing instructions are also detailed.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial items, issued as a Request for Quotation (RFQ) #RFQ-26-PHX-038. The Indian Health Service (IHS), Phoenix Area Office (PAO), Division of Acquisition Management (DAM) intends to procure an OrthoScan or Similar Mini C-Arm TAU 2020, along with accessories and a service contract. The government will award a Firm-Fixed Price Purchase Order (PO) to the responsible quote that is most advantageous to the government, considering price and other factors.

• Procurement of an OrthoScan or Similar Mini C-Arm TAU 2020, accessories, and a service contract.

• Offers must include all prices for all CLINs listed on the Price Schedule (Attachment A). Failure to provide unit prices for all items will render the offer non-responsive.

• Contractors must provide product specification documents if offering a similar item, referencing Attachment E – Salient Characteristics.

• Delivery of supplies is required within 60 days or sooner After Receipt of Order (ARO).

• Contract Type: Firm-Fixed Price Purchase Order (PO).

• Delivery Terms: FOB Destination.

• Delivery Address: Phoenix Indian Medical Center, 4212 North 16th Street, Bldg-9, Phoenix, AZ 85016, Attention: Leah Pollard.

• Invoicing: Submitted electronically via the Invoice Processing Platform (IPP) after shipment of order(s).

• Offer Due Date: June 9, 2026, at 4:00 PM MST. Electronic offers only.

• Questions Due: June 9, 2026, at 12:00 PM MST.

• Submission Email: Donovan.Conley@ihs.gov

• Evaluation Factors: Comparative evaluation of Technical, Past Performance, and Price.

  • Technical: Provide product specification documents (Attachment E).
  • Past Performance: Furnish one to two recent government or private contracts (last 5 years) with relevant details.
  • Price: Completed Price Schedule (Attachment A). Prices must remain effective for 120 days.

• Offers must not exceed 10 pages.

• Offerors must include a completed copy of FAR 52.212-3, Offeror Representations and Certifications -- Commercial Items.

• This requirement is restricted to Small Business under NAICS Code 334517.

• Offerors must be registered in the System for Award Management (SAM).

• Offerors must provide UEI Number and TAX ID Number.

• All questions and concerns must be directed to Donovan Conley at Donovan.Conley@ihs.gov. Do not contact other IHS employees.

• Offerors shall not contact IHS employees to discuss the RFQ during the process.

• Attachments referenced: Price Schedule (A), Clause and Administrative Data (B), AZ State Tax Exemption Letter (C), Salient Characteristics (D).

Solicitation / RFP / RFQ

This document outlines the Federal Acquisition Regulation (FAR) clauses incorporated by reference into a contract. It details the terms and conditions that apply to acquisitions of commercial products and commercial services. Bidders should review these clauses to understand their contractual obligations.

The document lists numerous FAR clauses that may be incorporated, covering a wide range of requirements including:

• Prohibitions on certain technologies and entities (e.g., Kaspersky Lab, ByteDance, foreign-made UAS).

• Requirements related to business ethics, conduct, and reporting.

• Small business subcontracting and set-aside provisions.

• Equal opportunity and veteran employment requirements.

• Labor standards, including minimum wages and paid sick leave.

• Environmental and sustainability requirements.

• Buy American and trade agreement considerations.

• Data rights and privacy protections.

• Payment terms and electronic funds transfer.

• Clauses related to options to extend services (up to 6 months) and the term of the contract (up to 60-66 months) are included.

• The document specifies that the Contracting Officer will indicate which clauses are applicable.

• Bidders must be registered in the System for Award Management (SAM).

• Payment will be made via Electronic Funds Transfer (EFT).

• Invoices are to be submitted electronically via the Invoice Processing Platform (IPP) or successor site, in arrears, upon shipment of all CLINs.

• Several clauses related to small business concerns, HUBZone, Service-Disabled Veteran-Owned Small Business (SDVOSB), Economically Disadvantaged Women-Owned Small Business (EDWOSB), and Women-Owned Small Business (WOSB) are listed, indicating potential set-aside opportunities.

• Clause 52.219-6, Notice of Total Small Business Set-Aside, is checked.

• The Technical Point of Contact (TPOC) is Leah Pollard (Leah.Pollard@ihs.gov) for contract monitoring and technical problem resolution. The TPOC cannot modify contract terms.

• The Contract Administrator is Jeremy Steel (Jeremy.Steel@ihs.gov).

• The Department of Health and Human Services (Phoenix Area Indian Health Service) is tax-exempt in the State of Arizona.

Form / Attachment / Pricing Sheet

This document is a price schedule for the "C-Arm" item, likely part of a larger solicitation (RFQ-038). It details the specific components, quantities, and unit prices for a medical imaging device.

• Item 1.0: OrthoScan TAU 2020 Mini C-Arm with High Definition CMOS Flat Detector, including various advanced features such as motorized collimator, LED surgical lights, USB archival, and on-site training. The quantity is 1, with a unit price and total amount of 1.0.
• Items 2.0-7.0: Ancillary equipment including a Digital Printer, Wireless Foot Switch, Touchscreen Monitor, IDR Package, and Wireless Network Card (for DICOM). Each has a quantity of 1 and a unit price of 1.0, except for the Wireless Foot Switch which has a unit price of 0.0.
• Item 8.0: Base Year Commercial Warranty (1 Year Part and Labor) with a unit price of 0.0.
• Items 9.0-12.0: Four Option Years for the TAU 2020 Platinum Elite Service Contract, each with a quantity of 1 and a unit price of 1.0.
• Item 13.0: Freight, Installation and Configuration, with a quantity of 1.0 and a unit price of 1.0.
• Total Amount: 11.0

Bidders should use this pricing sheet to understand the specific configuration and associated costs for the C-Arm system being procured. It outlines the required hardware, software, warranty, service contracts, and logistical services. This document is critical for preparing a responsive and accurate quote or proposal.

Form / Attachment / Pricing Sheet

This document is an Exemption Letter issued by the State of Arizona Department of Revenue to the Department of Health & Human Services, Phoenix Area Indian Health Service. It grants an exemption from Arizona Transaction Privilege Tax and Use Tax for specific business classifications, effective January 1, 2025.

• The letter lists specific Business Codes and their corresponding Exempt Classifications for both State and City Privilege Tax.
• It specifies statutory references for these exemptions.
• It notes that exemptions do not apply to transient lodging/hotel and are limited by statute.
• Appendix A lists the specific locations of the Department of Health & Human Services, Phoenix Area Indian Health Service that are covered by this exemption.

Vendors doing business with the Department of Health & Human Services, Phoenix Area Indian Health Service, particularly at the locations listed in Appendix A, should be aware of this tax exemption. Bidders may need to obtain and present a copy of this Exemption Letter along with an Arizona Form 5000HC to substantiate the exempt status when transactions fall under the listed business classifications. This impacts how taxes are applied to transactions with this organization.

Form / Attachment / Pricing Sheet

This document, "Attachment D: Salient Characteristics Technical Information," provides detailed technical specifications for the Orthoscan TAU Mini C-Arm product line (Models 1000-0015, 1000-0016, and 1000-0017). It serves as a reference for understanding the capabilities and physical attributes of the equipment.

• Industry and Country Device Classifications: Specifies classifications such as Class 1 Device, Ordinary Equipment, and regulatory compliance (FDA, EU, Canada).
• AC Power Requirements: Details voltage, frequency, line voltage regulation, and current draw, including specific fuse ratings for different voltage inputs.
• Laser Specification: Information on laser beam class, light specifications, FDA compliance, and equipment marking.
• X-Ray Assembly Specifications: Includes duty cycle, X-ray tube model, beam filtration, focal spot size, rated peak tube potential, and tube kVp/current ranges.
• Generator/High Voltage Power Supply (HVPS) Characteristics: Outlines modes of operation, operating voltage and current ranges, and fluoroscopy pulse rates.
• Environmental Specifications: Defines operating and storage temperature, humidity, and atmospheric pressure ranges.
• Imaging Specifications: Covers image processing, monitor details, resolution, standard image frame rate, DVR/Cine capabilities, video output, and useful entrance field sizes for different models.
• Image Detectors (SSXI): Provides specifications for TAU 1512, TAU 1515, and TAU 2020 detectors, including sensor type, scintillator, pixel size, sensitive area, pixel matrix, ADC resolution, kV range, and mechanical dimensions.
• System Mechanical Characteristics: Details cabinet footprint, C-arm dimensions (arc depth, orbital and pivotal range), and monitor arm specifications.
• Source to Detector Distances (SDD) and Source to Skin Distance (SSD): Lists various distance measurements relevant to radiation output and patient positioning.

This document is crucial for bidders to understand the technical capabilities and physical constraints of the Orthoscan TAU Mini C-Arm system. It helps in assessing whether the equipment meets the specific technical requirements of the opportunity, preparing accurate technical proposals, and understanding potential integration or operational considerations.