6520--VISN 5 Dental CBCT Replacements

Combined Synopsis-Solicitation for Commercial Products and Commercial Services Description This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format Revolutionary FAR Overhaul (RFO) in Federal Acquisition Regulation (FAR) subpart 12.202, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2026-01 3/13/2026. This solicitation is set-aside for SDVOSB The associated North American Industrial Classification System (NAICS) code for this procurement is 339114, with a small business size standard of 1200 employees. The FSC/PSC is 6520. The Department of Veteran Affairs Network Contracting Office 5 Satellite Office located at 510 Butler Ave., Martinsburg, WV 25405 is seeking to purchase Cone-Beam Computed Technology (CBCT) systems as described in the Statement of Work and Price Schedule. All interested companies shall provide quotations for the following: Supplies/Services Line Item Description Quantity Unit of Measure Unit Price Total Price 0001 Beckley VA Medical Center - CBCT Replacement 2 ea 0002 Beckley VA Medical Center - Training 6 dy 0003 Beckley VA Medical Center - Deinstallation and Installation 2 jb 00004 Louis A. Johnson VA Medical Center - CBCT Replacement 1 ea 0005 Louis A. Johnson VA Medical Center - Training 3 dy 0006 Louis A. Johnson VA Medical Center - Deinstallation and Installation 1 jb 0007 VA Maryland Healthcare System - CBCT Replacement 1 ea 0008 VA Maryland Healthcare System - Training 3 dy 0009 VA Maryland Healthcare System - Deinstallation and Installation 1 jb 0010 Washington DC VA Medical Center - CBCT Replacements 3 ea 0011 Washington DC VA Medical Center - Training 9 dy 0012 Washington DC VA Medical Center - Deinstallation and Installation 3 jb STATEMENT OF WORK ----------------- Cone-Beam CT System Replacements GENERAL: Scope of Services: The purpose of this requirement is to acquire replacement cone-beam computed tomography (CBCT) systems for VISN 5 medical centers. This requirement will replace a total of seven (7) units across the Beckley, Clarksburg, Maryland and Washington VA Medical Centers. This requirement shall include all hardware, software and installation services necessary to put these systems into use as well as training for all staff on use of the new equipment. Locations: Beckley VA Medical Center, 200 Veterans Ave, Beckley WV 25801-6444 Louis A. Johnson VA Medical Center, 1 Medical Center Drive, Clarksburg WV 26301 VA Maryland Healthcare System, 10 N Greene St, Baltimore, MD 21201 Washington DC VA Medical Center, 50 Irving Street, NW, Washington DC 20422 Performance Period: Install to be completed by 12/31/26 (with extension if necessary due to site specific factors that delay installation) WORK HOURS: Hours of Operation: Normal business hours are Monday through Friday, 8:00 a.m. to 5:00 p.m., excluding holidays. Should the Contractor require work afterhours, the Contractor shall arrange in advance with the Contracting Officer s Representative (COR). Delivery Hours: The Warehouse is open to receive deliveries Monday through Friday, 8:00 a.m. to 5:00 p.m., excluding holidays. National Holidays: The holidays observed by the Federal Government are: New Year s Day, Martin Luther King Day, President s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran s Day, Thanksgiving Day, and Christmas Day and any other day specifically declared by the President of the United States to be a national holiday. Contractor may work on holidays with prior communication and coordination. SPECIFICATIONS: Technical Requirements The procurement shall include seven (7) systems total with panoramic and CBCT imaging capability. The procurement shall include cephalometric imaging capability for two units, both to be installed at the Washington DC VAMC. Panoramic field of view must be selectable and include at least the following minimum/maximum settings: Minimum 4 cm x 4 cm Maximum 16 cm x 10 cm (TMJ must be able to be captured) CBCT function must allow for a minimum slice thickness of 75 micrometers. System must include scatter reduction software for CBCT image acquisition. Power Requirements Systems must be able to be installed on either 120V or 240V circuits depending on site specific needs. Beckley: 240V Clarksburg: 240V Washington: 120V VA Maryland: 240V Image Workflow Requirements: Systems must come equipped with all necessary sensors/detectors required to acquire all specified imaging modes. Systems must come with all necessary software for image acquisition for all specified imaging modes. Systems must come with associated workstation if required for image acquisition for all specified imaging modes. Systems must be able to pull Modality Worklist through the applicable modality worklist server provided by the VA. Images must be acquired and stored in DICOM format for transfer amongst VA systems. The system DICOM conformance statement must be provided upon request. Images must be archivable to MiPACS storage server. Images must be either viewable in MiPACS Dental Enterprise Viewer or have a validated plugin link that allows them to be launched directly from the viewer interface. Networking Requirements: The system requires connection to the VA network. The Contractor shall complete the VA s required documentation. Should the manufacturer of the equipment not have an approved Enterprise Risk Analysis completed, this will be required in order to fully install the system on the network. Following purchase, the VA will provide specific network information for the configuration of the system. If remote support is required, the Contractor must have a completed MOU/ISA. Contractor shall provide two copies of the operating and service manuals. Delivery Requirements Delivery is required within two weeks of projected installation date to the applicable VAMC. Delivery shall be coordinated with COR, site designated representatives. Installation Requirements Full installation of the system shall be included as a part of this contract. All parts, materials, tools, labor, and travel to complete the installation shall be included as a part of this contract. Contractor is required to complete all configuration for the system to be usable. Contractor shall provide validation that the system is fully functional upon completion of the installation/implementation. Patient Health Information The Contractor shall safeguard patient health information. The Contractor shall report to the Biomedical Engineering Department any issues with disclosed or unsecure patient health information. De-Installation Requirements Deinstallation of the existing 7 systems is required The contractor is responsible for deinstallation and disposal of the x-ray tube in accordance with state/federal regulations. The VA will handle disposal of all other hardware outside of the x-ray tube. Contractor shall not remove any hard-drives or storage systems containing sensitive or patient health information. Training Requirements Contract shall include training for the end-users in the operation of the system. Training shall be on the function and use of the device, in addition to any software/applications. Training shall be on-site for three days. Contract shall include basic training for technical staff. Training shall cover basic maintenance, troubleshooting, and repair of the system. Training shall be provided during the installation process prior to the system being live for patient care. Contractor Requirements All Contractor personnel performing installation services of the equipment shall have factory training and experience in the implementation of the equipment. Contractor shall provide copies of training certificates for the Contractor personnel performing work on-site upon the request of the Government. Warranty Information The equipment shall have a warranty of 1 year from the full installation/acceptance of the equipment. Warranty support shall include repair of the system Warranty support shall include preventative maintenance of the system. Warranty support shall include all parts, materials, labor, and travel to complete the repair or maintenance. Requests for warranty support shall be made to the telephone support number provided by the Contractor. Warranty support requests shall be responded to within 1 day. Contractor shall perform any available system updates during the warranty period at the discretion of Biomedical Engineering. Contractor shall provide a copy of the service report, complete with test data, to the contract COR within five working days after completion of any services. Service reports shall include identifying information about the equipment, all services provided during the service visit, any issues found during the visit, the technician/engineer names of the personnel performing work, and the date service was provided. On-Site Procedures Contractor personnel arriving on-site to perform work shall report to the Biomedical Engineering Department. Contractor personnel shall sign in using the department s vendor sign in sheet, filling out all required information. Contractor personnel s tool bags are subject to inspection by the Biomedical Engineering department upon arrival and upon departure. Contractor personnel shall sign out upon completion of visit. Prior to departure, Contractor personnel are required to, at a minimum, verbally report any issues with the equipment to the Biomedical Engineering department, especially noting if the system is still down or not fully repaired. The VA campus is non-smoking. Contractor personnel are required to comply with this policy. Parking. It is the responsibility of the Contractor to park in the appropriate desig nated park ing areas. Safety and Security Contractor shall follow all Occupational Safety and Health Administration (OSHA) laws and regulations. The Contractor is responsible for reporting any hazards they come across to their point of contact. Contractor shall follow all local procedures concerning infection control. Should the Contractor be unsure of the requirements, the COR can provide the specific information and procedures. Contractor personnel shall wear visible identification at all times while on VA property. Contract personnel are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. Property Damage The contractor shall take all necessary precautions to prevent damage to any Government property. The contractor shall report any damages immediately and shall be assessed current replacement costs for property damaged by the contractor, unless corrective action is taken. Any damaged material (i.e., trees, shrubs, lawn/turf, curbs, gutters, sidewalks, etc.) will be replaced in a timely manner or corrected by the contractor with like materials, at no extra cost to the Government, upon approval of the Contracting Officer. QUALITY ASSURANCE End-users, Biomedical Engineering, and/or the contract COR shall perform system verification tests to ensure the system is fully functional. Issues with the quality of the Contractor s work will be communicated through the Contracting Officer to the Contractor point of contact for resolution. Documentation with be completed in the Government systems. Place of Performance/Place of Delivery The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/browse/index/far. Beckley VA 200 Veterans Ave, Beckley, WV 25801 Louis A Johnson VAMC 1 Med Center Dr., Clarksburg, WV 26301 Maryland VAHCS 10 N Greene St, Baltimore, MD 21201 Washington VAMC 50 Irving St NW, Washington, DC 20422 The following solicitation provisions and clause apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services FAR 52.225- Trade Agreements Certificate must be completed. All offers must include the brand, make, and model and include the technical specifications to be properly evaluated. Firms must submit proof that the firm is an authorized distributor for the brand that you propose. Offerors are required to be registered in SAM.gov at the time the offer is submitted. Offers are due no later than 12:00pm ET on Wednesday , April 29, 2026 and must be submitted via email to: Robin.McDonald3@va.gov. No phone calls will be accepted. 52.212-2 Evaluation Commercial Products and Commercial Services (NOV 2021) (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: Technical Capability Past Performance Price Technical and past performance, when combined, are approximately equal to price. (b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). (c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. (End of Provision) 52.216-1 TYPE OF CONTRACT (NOV 2025) (DEVIATION) The Government contemplates award of a Firm-Fixed-Price contract resulting from this solicitation. (End of Provision) 52.225-6 TRADE AGREEMENTS CERTIFICATE (FEB 2021) (a) The offeror certifies that each end product, except those listed in paragraph (b) of this provision, is a U.S.-made or designated country end product, as defined in the clause of this solicitation entitled "Trade Agreements." (b) The offeror shall list as other end products those supplies that are not U.S.-made or designated country end products. Other End Products: Line Item No. Country of origin Exceeds 55% domestic content (yes/no) [List as necessary] (c) The Government will evaluate offers in accordance with the policies and procedures of part 25 of the Federal Acquisition Regulation. For line items covered by the WTO GPA, the Government will evaluate offers of U.S.-made or designated country end products without regard to the restrictions of the Buy American statute. The Government will consider for award only offers of U.S.-made or designated country end products unless the Contracting Officer determines that there are no offers for such products or that the offers for those products are insufficient to fulfill the requirements of this solicitation. (End of provision) 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998) This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es): https://www.acquisition.gov/browse/index/far https://www.va.gov/oal/library/vaar/ (End of Provision) FAR Number Title Date 52.203-18 PROHIBITION ON CONTRACTING WITH ENTITIES THAT REQUIRE CERTAIN INTERNAL CONFIDENTIALITY AGREEMENTS OR STATEMENTS REPRESENTATION JAN 2017 52.204-7 SYSTEM FOR AWARD MANAGEMENT REGISTRATION (DEVIATION) NOV 2025 52.229-11 TAX ON CERTAIN FOREIGN PROCUREMENTS NOTICE AND REPRESENTATION JUN 2020 52.252-6 AUTHORIZED DEVIATIONS IN CLAUSES (NOV 2020) (a) The use in this solicitation or contract of any Federal Acquisition Regulation (48 CFR Chapter 1) clause with an authorized deviation is indicated by the addition of "(DEVIATION)" after the date of the clause. (b) The use in this solicitation or contract of any VAAR (48 CFR Chapter FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1)) clause with an authorized deviation is indicated by the addition of "(DEVIATION)" after the name of the regulation. (End of Clause) (End of Addendum to 52.212-1) EVALUATION: The proposals will be evaluated on the following: Technical: Will be evaluated on the proposal that demonstrates the ability to provide the salient characteristics requested by the Government. Past Performance Price: The offeror shall complete the pricing schedule provided in the solicitation. FAR 52.212-4, Contract Terms and Conditions Commercial Products and Commercial Services NOV 2023 ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES Clauses that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The following clauses are incorporated into 52.212-4 as an addendum to this contract: 52.225-1 BUY AMERICAN SUPPLIES (NOV 2025) (DEVIATION) (a) Definitions. As used in this clause Commercially available off-the-shelf (COTS) item (1) Means any item of supply (including construction material) that is (i) A commercial product (as defined in paragraph (1) of the definition of commercial product at Federal Acquisition Regulation (FAR) 2.101); (ii) Sold in substantial quantities in the commercial marketplace; and (iii) Offered to the Government, under a contract or subcontract at any tier, without modification, in the same form in which it is sold in the commercial marketplace; and (2) Does not include bulk cargo, as defined in 46 U.S.C. 40102(4), such as agricultural products and petroleum products. Component means an article, material, or supply incorporated directly into an end product. Cost of components means (1) For components purchased by the Contractor, the acquisition cost, including transportation costs to the place of incorporation into the end product (whether or not such costs are paid to a domestic firm), and any applicable duty (whether or not a duty-free entry certificate is issued); or (2) For components manufactured by the Contractor, all costs associated with the manufacture of the component, including transportation costs as described in paragraph (1) of this definition, plus allocable overhead costs, but excluding profit. Cost of components does not include any costs associated with the manufacture of the end product. Critical component means a component that is mined, produced, or manufactured in the United States and deemed critical to the U.S. supply chain. The list of critical components is at FAR 25.105. Domestic end product means (1) For an end product that does not consist wholly or predominantly of iron or steel or a combinatio…