Provision of Ultrasounds for the Ministry of Health and Social Services (MHSS) - Brand Name Requirement

Solicitation / RFP / RFQ

This document is a Solicitation/Contract/Order for Commercial Items, specifically Solicitation Number 19WA8026Q0004, for the provision of an Ultrasound Machine and related supplies for the MHSS. The offer due date is March 5, 2026.

• Item 1: Mindray Consona N9 Ultrasound (Quantity: 5, Unit: Each)

• Item 2: Aquasonic Single use Gel (20 gram) or similar (Quantity: 75, Unit: Box)

• Item 3: Aquasonic 100 Single Use Sterile Gel or similar (Quantity: 40, Unit: Box)

• Item 4: Protex Ultra Disinfectant Wiper Canister 75/canister or similar (Quantity: 200, Unit: Container)

• Item 5: Transceptic Cleaning Solution for Ultrasound Transducers SKU PLI 09-25 or similar (Quantity: 100, Unit: Bottle)

• The solicitation is issued by the American Embassy Windhoek.

• The method of solicitation is RFQ (Request for Quotation).

• Payment will be made by the American Embassy Windhoek.

• Offerors are to complete blocks 12, 17, 23, 24, and 30.

• The solicitation incorporates by reference FAR 52.212-1, 52.212-4, FAR 52.212-3, and 52.212-5.

• The acquisition is set aside for Small Business.

• The document includes fields for delivery information, discount terms, and administrative details.

Solicitation / RFP / RFQ

This document is a Request for Quotations (RFQ) for the provision of ultrasound equipment and supplies for the Ministry of Health and Social Services (MHSS). The U.S. Government intends to award a contract/purchase order to the responsible company submitting an acceptable offer at the lowest price.

• Provision of ultrasound equipment and supplies.

• Quotations must be submitted in English.

• Incomplete proposals will not be accepted.

• The contract type and estimated value are not explicitly stated in this document.

• Quotations are due by 05 March 2026 at 17h00 Namibian time.

• Submissions must be in a sealed envelope marked "Quotation Enclosed for 19WA8026Q0004, Provision of Ultrasounds machines for the Ministry of Health and Social Services (MHSS) to US Embassy Windhoek, 38 Metje Street, Klein Windhoek, Windhoek Namibia."

• Electronic submissions are also accepted at windhoekbidsubmission@state.gov.

• Submissions must be in MS-Word 2007/2010, MS-Excel 2007/2010, or Adobe Acrobat (pdf) format.

• File size must not exceed 15MB per file; larger submissions must be split into multiple files, each under 15MB.

• The government may hold discussions with companies in the competitive range if needed, but intends to award based on initial quotations.

• Offerors must be registered in the SAM (System for Award Management) database at https://www.sam.gov prior to submitting their offer/proposal.

• Failure to be registered in SAM at the time of proposal submission may deem the offeror's proposal non-responsible.

1. SF-1449
2. Section I, Pricing
3. Section 5 Representations and Certifications
4. Additional information as required in Section 3
5. Proof of SAM Registration

Solicitation / RFP / RFQ

This Request for Quotation (RFQ) seeks the provision of ultrasound machines, transducers, consumable supplies, training, and support for five Namibian Hospitals under the Ministry of Health and Social Services (MHSS). The equipment is intended for maternity and radiology wards, as well as primary care in intermediate hospitals.

• New, not refurbished, ultrasound machines, transducers, and consumable supplies.

• Two iterations of complete training on ultrasound systems operation, interface, software, and proper cleaning/storage.

• Two-year extended warranty and associated repairs from the date of delivery.

• Routine maintenance services for two years from the date of delivery.

• Advice and assistance to MHSS personnel on shipment, set-up, operation, and maintenance.

• Delivery to U.S. Embassy Warehouse, 28 Gold Street, Prosperita, Windhoek.

• Equipment must be delivered within two months of contract award.

• Vendor must have an in-country presence in Namibia.

• This is a firm-fixed-price type of purchase order/contract.

• All prices are in NAD.

• The contract period of performance is not explicitly stated but implies delivery within two months of award, with a two-year warranty and maintenance period.

• Proposals will be evaluated based on the lowest priced, acceptable, responsible quoter.

• Quoter acceptability will be determined by assessing compliance with the terms of the RFQ.

• Quoter responsibility will be analyzed based on FAR 9.1 requirements, including financial resources, ability to comply with performance periods, satisfactory record of integrity, necessary organization/experience/skills, and necessary equipment/facilities.

• The government reserves the right to reject unreasonably low or high proposals.

• The document does not explicitly state any set-aside requirements, but numerous FAR clauses related to small business concerns are included, suggesting potential considerations.

• A list of specific ultrasound machines and supplies is provided in the Pricing section.

• The document includes extensive contract clauses (FAR and DOSAR) and solicitation provisions that offerors must comply with.

• A Quality Assurance and Surveillance Plan (QASP) is outlined to promote satisfactory contractor performance.

• Attachment 1 provides the "Consona N9 Data Sheet" for the specified ultrasound machine.

Form / Attachment / Pricing Sheet

This document is a "Single Source Justification Not Exceeding the Simplified Acquisition Threshold" for the procurement of ultrasound machines and related supplies. It outlines the agency's need, the justification for a brand-name, single-source award, and the unique qualifications of the proposed contractor.

• Agency & Activity: Department of State, Overseas Post U.S. Embassy Namibia.
• Requiring Activity: Procure ultrasound machines, transducers, consumable supplies, training, and support for four Namibian hospitals.
• Supplies/Services: Includes Mindray Consona N9 Ultrasound machines (QTY 5), Aquasonic Gel (QTY 75 & 40), Protex Ultra Disinfectant Wipes (QTY 200), Transceptic Cleaning Solution (QTY 100), and training/accommodation (QTY 2).
• Justification for Single Source: Brand-name procurement is cited as the authority, based on FAR 13.106-1(b)(1).
• Unique Qualifications: The vendor must have an in-country presence in Namibia for training and support, provide specialized training on the specific equipment, supply new (not refurbished) equipment, and the procurement is mission-critical for enhancing healthcare capabilities.
• Period of Performance: Estimated at 60 days from delivery, encompassing verification of supplies and services.
• Contract Type: Firm-Fixed-Price (FFP).

This document explains why the government is seeking a specific brand of ultrasound equipment and why they are limiting competition. Bidders interested in this opportunity should note the specific equipment required, the need for in-country presence and specialized training, and the justification for a brand-name award, which may limit their ability to compete unless they are the brand-name manufacturer or an authorized distributor with the specified qualifications.