Combined Synopsis/Solicitation Notice
Combined Synopsis/Solicitation Notice
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Combined Synopsis/Solicitation Notice
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Combined Synopsis/Solicitation Notice
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Extending Combined Synopsis to 08/31/26 @ 11:00 AM
Currently working on responses to vendor questions regarding Combined Synopsis.
Responses gathered from service and OEM (Original Equipment Manufacturer) took time to gather.
Extending expiration to allow all eligible competitors to compete.
Questions from Vendor:
The Product Chart lists the Vertex 25ei/CD Burner and delivery, while the brand-name justification states that the package includes associated software, hardware, implementation services, project management, installation, UPS backup
power supply and required accessories. Please confirm the complete mandatory scope and whether installation and training are required onsite, remotely, or both.
Response: Requirement is for the 951-707100 Vertex 25ei Platform and the CD Burner.
951-707100 Vertex 25ei Platform and the CD Burner:
UPS 1KVA - TOWER
Project Management: No Project Management.
Installation: Installation will be remote and will be set as a separate Line-Item.
Remote download for Vertex 25ei Software
No onsite hardware installation is required: Vertex 25ei Platform and CD Burner hardware to be installed locally by Biomed.
Training: Training will also be included as a separate Line-Item
Training Manuals: 2 Manuals
Training Support: Service requests Training Helpline/Online Support
Remote Installation and Training:
Typically listed as one line-item:
Part Number: 501-862406
Please confirm the required delivery and installation timeframe after award.
Delivery: Lead time for delivery of hardware is typically 14 days after order is placed by vendor.
Hardware: Full Delivery of hardware and software should be within 30 days after award.
Hardware Installation: To be performed onsite by VA Biomedical Engineering.
2. Please confirm the required delivery and installation timeframe after award.
Software Installation: Software download should occur w/i 5 days of vendor notification from VA Radiology service that Vertex 25ei Platform and CD Burner are installed and fully operational.
Please confirm whether manufacturer part number 951-707100, or the OEM s current equivalent configuration, is the intended system package and whether first-year Advanced Exchange maintenance and starter media/consumables must be included.
Part Number: Per Sorna the OEM (Original Equipment Manufacturer), Part Number for the Vertex Platform and CD Burner is 951-707100.
Annual Software/Hardware Maintenance: 1st year of maintenance comes with OEM warranty.
Servicing beyond 1st year will be executed by a separate B+4 YR service contract.
Subsequent Maintenance: Software updates, software maintenance, and hardware maintenance beyond 1st year will be set up as a separate service contract.
1st Year Advanced Exchange maintenance and Starter Media Consumables: First -year Advanced Exchange maintenance and starter media /consumables are a part of the 951-707100 Vertex 25ei Platform/CD Burner. No need to purchase 1st Year Advanced Exchange Maintenance and Starter media Consumables, separately. Â
The SOW specifies a preconfigured Windows 10 Professional PC. May the OEM provide its current Windows 11 Professional-compatible configuration if Windows 10 is no longer offered?
The VA is equipped with Windows 11.
Page 15 references an NMR waiver for NAICS 334118, while the solicitation otherwise identifies NAICS 334118. Please confirm that334118 is the correct NAICS and that the stated waiver applies to the complete Vertex 25ei/CD Burner package.
334118 is the correct NAICS: Computer Peripheral Equipment.
There is an NMR Waiver for this NAICS.
334118 NAIC was a typographical error.
OTHER REMINDERS: INSTRUCTIONS TO OFFERORS 52-212-1: ELIGIBILITY SDVOSB SET-ASIDE
Government requires that to compete for this SD/VOSB Set-Aside requirement that vendors:
Have an Active SAM registration with an active UEI (Unique Entity Identifier).
SD/VOSBs vendors must be VIP (Veteran Information Page)-verifiable at the SBA (Small Business Administration) SBS (Small Business Search) site.
This means that Contracting can access the SBA SBS and confirm that the Veteran is designated as an SD/VOSB at the SBA SBS.
These are VA regulatory requirements:
This Combined Synopsis: SD/VOSB Set-Aside/RFQ is Extended through 08/31/26 at 11:00 AM EDT.
For any vendors who have submitted quotes, please review your quotes and feel free to submit an updated quote.
For any vendors waiting for responses from the service for questions presented, this extension allows additional time to respond.
Please note if SD/VOSB requirements are not supported by an SBA SBS VIP-Verification, quotes submitted by non-SDVOSBs cannot be considered.
Amendment/Modification P0001: 2:15 PM 08/25/26
COMBINED SYNOPSIS/SOLICITATION TOTAL SD/VOSB SET-ASIDE RFQ
GENERAL INFORMATION: This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with the format in FAR 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested, and a written solicitation will not be issued.
This solicitation: 36C24126Q0731 P0001 is issued as an RFQ Extension. The solicitation document and incorporated provisions and clauses are those in effect through FAC 2026-01, March 13, 2026.
This acquisition is being conducted as a Total SD/VOSB Set-Aside for the procurement of one (1) Sorna brand Vertex 25ei Platform and Sorna CD Burner for VAMC Central Western Massachusetts (CWM). VAMC CWM has standardized to the Sorna Vertex 25ei and the integrated Sorna CD Burner. The CD Burner is approaching end-of-life requiring the replacement of the Sorna Vertex 25ei Platform in its entirety; the platform includes the Sorna CD Burner.
This is a commodities procurement for the Sorna Vertex 25ei/CD Burner package. The quotes will be submitted via email. The associated North American Industrial Classification System (NAICS) code for this procurement is 334118 with a small business size standard of 1000. The FSC/PSC is 5836.
Document Type: Combined Solicitation Synopsis
Solicitation Number: 36C24126Q0731 P00001
Posted Date: 08/25/26
Response Date: 08/31/26
Response Time: 11:00 AM EDT
Product Service Code: 5386
Set-Aside: Total SD/VOSB Set-Aside
NAICS Code: 334118
Contracting Office: 36C241 NC01
Site Address: US Department of Veterans Affairs
VAMC CWM (Northampton)
421 North Main Street
Leeds, MA 01053-9764
Product Chart: VAMC CWM Sorna Vertex 25ei & CD Burner
Item#
Item Name
Qty
Unit
Total
951-707100
Vertex 25ei Platform w/ Sorna CD Burner
1
$0.00
$0.00
501-862406
Installation & Training Support
1
$0.00
$0.00
UPS 1KVA - Tower
1
$0.00
$0.00
Training Manuals
2
$0.00
$0.00
Delivery (Must be <$250.00) *
1
$0.00
$0.00
Total
Â
Â
The quotations shall be for Sorna Vertex 25ei & CD Burner listed in the Product Chart above, in accordance with the SOW (Statement of Work) Page 12 (P12), and as described in detail in the combined synopsis solicitation, Intent to Compete/ RFQ as posted on Contract Opportunities starting on Page 5 (P5). The FOB point is Destination.
Please read and follow the solicitation provisions, clauses, and the addendum to offerors stated below:
The following solicitation provisions apply to this acquisition:
1. FAR 52.212-1 Instructions to Offerors Commercial Items (RFO)
Award shall be made to the responsible SBA SBS VetCert-certified SD/VOSB quoter whose quote is determined to be the lowest price.
Pricing shall be entered for each line item as listed in the PRODUCT CHART above.
If shipping will not fall below $250.00, the cost of shipping needs to be rolled into the line-item price for the Vertex 25ei/CD Burner line-item pricing.
The requirement is for the procurement of Sorna Vertex 25ei & CD Burner listed on (P1) for VAMC CWM
Offeror must be registered in SAM.
Offeror must be certified/verified as an SD/VOSB in the SBA SBS VIP (Veteran Information Pages) VetCert as an SD/VOSB.
Offeror must meet LOS (Limitations on Subcontracting) requirements and per the LOS listed clauses below.
Compliance with the LOS clauses must be asserted by the offeror in the email accompanying their quote.
The following solicitation provisions apply to this acquisition:
2. FAR 52.212-2 (RFO) The government will evaluate information based on the following evaluation criteria:
(a) Evaluation Factors: Price
The Government will award a contract resulting from this Combined Synopsis Intent to Compete SD/VOSB Set-Aside/RFQ to the capable, responsible, and eligible SD/VOSB whose quotation conforms to all solicitation requirements and offers the lowest price.
Capability to provide all required Sorna Vertex 25ei & CD Burner products in accordance with the Statement of Work (SOW)(P16).
The following provision is incorporated into 52.212-1 as an addendum to this solicitation:
52.212-1 Instructions to Offerors Commercial Products and Commercial Services (RFO) (a) North American Industry Classification System (NAICS) code and small business size standard*. The NAICS code(s) and small business size standard(s) for this acquisition appear elsewhere in the Request for Quote (RFQ). However, the small business size standard for a concern that submits a quote, other than on a construction or service acquisition, but proposes to furnish an end item that it did not itself manufacture, process, or produce is 500 employees if the acquisition
(1) Is set aside for small business and has a value above the simplified acquisition threshold; Or
(2) Uses the HUBZone price evaluation preference regardless of dollar value, unless
the quoter waives the price evaluation preference; or
(3) Is an 8(a), HUBZone, service-disabled veteran-owned, economically disadvantaged
women-owned, or women-owned small business set-aside or sole-source award regardless
of dollar value.
* Note: For this requirement, the competition will be an SD/VOSB set-aside for eligible and capable SD/VOSBs.
(b) Submission of Quotes. Submit signed and dated quotes to the office specified in this Combined Synopsis: Intent to Compete/RFQ at or before the exact time specified. Quotes may be submitted via email on letterhead stationery, or as otherwise specified in the RFQ.
As a minimum, quotes must show
(1) The solicitation number;
(2) The time specified in the solicitation for receipt of quotations;
(3) The name, address, and telephone number of the quoter;
(4) A technical description of the items being quoted in sufficient detail to evaluate
compliance with the requirements in the solicitation. This may include product literature, or
other documents, if necessary.
 (5) Terms of any express warranty;
 (6) Price and any discount terms;
 (7) "Remit to" address, if different from the mailing address;
(8)Â A completed copy of the representations and certifications under the
Federal Acquisition Regulation (FAR) 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the quoter shall complete electronically).
     (9) Acknowledgment Request for Quotation amendments;
(10) Past performance will not be considered in simplified acquisition procurements.
(11) Quote should include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Quotes that fail to furnish required representations and certifications, information requested in (1) to (9), and accept the terms and conditions of the solicitation may be excluded from consideration.
(c) Period for acceptance of Quotes. The quoter agrees to hold the prices in its quote firm for 30 calendar days from the date specified for receipt of quotes unless another time period is specified in an addendum to the solicitation. N/A (Not Applicable)
(d)Â Product samples. N/A
(e) Multiple Quotes. Quoters are requested to submit one (1) quote presenting their best price for the required Sorna Vertex 25ei & CD Burner.
(f) Late submissions, revisions, and withdrawals of quotes.
(1) Quoters are responsible for submitting quotes so as to reach the Government office
designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 11:00 AM, local time, for the designated Government office on the date that quotes are due. (Time specified is 08/31/26 11:00 AM (EDT))
(2) Any quotation received at the Government office designated in the solicitation after the exact time specified for receipt of quotes is "late" and may not be considered unless it is received before purchase order issuance and the Contracting Officer (CO) determines that accepting the late quotation would not unduly delay the acquisition.
(3) If an emergency or unanticipated event interrupts normal Government processes so that quotations cannot be received at the Government office designated for receipt of quotes by the exact time specified in the solicitation, and urgent Government requirements preclude a notice of an extension of the closing date, the time specified for receipt of quotes will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.
(g) Issuance of Purchase Order. The Government may issue a purchase order to one or more quoters as identified in the Request for Quote (RFQ). Therefore, the quoter s initial quote should contain the best terms and the best quoted price. The Government may reject any or all quotes if such action is in the public s best interest.
Clarification: This will be awarded to the one (1) quote that provides all services and products as listed in the Product Chart on (P5), at the lowest price.
All SD/VOSB eligibility requirements must be met for quote to be considered.
(h) Multiple awards. The Government may issue a purchase order for any item or group of items of a quotation, unless the quoter qualifies the quotation by specific limitations. Unless otherwise provided in the schedule, quotations may not be submitted for quantities less than those specified.
The Government reserves the right to issue a purchase order for a quantity less than the quantity quoted, at the unit prices quoted, unless the quoter specifies otherwise in the quotation. N/A (Not Applicable; this will be a single award.)
(i) Unique entity identifier (UEI). Applies to all quotes that exceed the micro-purchase threshold, and quotes at or below the micro-purchase threshold if the solicitation requires the contractor to be registered in the System for Award Management (SAM).)
The quoter must enter, in the block with its name and address on the cover page of its quote, the annotation "Unique Entity Identifier" followed by the unique entity identifier that identifies the quoter's name and address. The quoter also must enter its Electronic Funds Transfer (EFT) indicator, if applicable.
The EFT indicator is a four-character suffix to the UEI. The suffix is assigned at the discretion of the quoter to establish additional SAM records for identifying alternative EFT accounts (see FAR subpart 32.11) for the same entity.
Due to the requirement falling in the 4th Quarter of FY26, this competition will require an existing SAM UEI.
(j) Requests for information. The CO will not notify unsuccessful quoters that responded to this Request for Quotation (RFQ).
(End of Provision)
To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:
"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."
OR
"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"
Quoters shall list exception(s) and rationale for the exception(s), if any.
Any questions or concerns regarding this solicitation must be forwarded in writing via e-mail to the Point of Contact listed below.
All quotations shall be emailed to: carlos.ortiz3@va.gov
GOVERNMENT POC: Carlos Ortiz
Contract Specialist
US Department of Veterans Affairs
VAMC White River Junction
215 North Main Street
White River Junction, VT 05009-0001
CC:
Deidra Thomas
Contracting Officer
deidra.thomas@va.gov
The Government will evaluate quotations based on the ability to provide all required Sorna Vertex 25ei & CD Burner line items and associated support at the lowest price. Please submit your quote with your best and final price via email to the Government POC listed above. Award will be made to the capable, eligible, and responsible SD/VOSB whose quotation conforms to all solicitation requirements and offers the lowest price.
The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html
This is an open-market combined synopsis/solicitation for commercial services as defined herein. The government intends to award a one-time contract/purchase order as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein.
E-mailed quotes will be accepted. Submission shall be received no later than 11:00 AM EDT 08/31/26.
Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).
VAAR LOS Clauses for Service SD/V0SB Set-Aside Service Contract
852.219-73 VA Notice of Total Set-Aside for Verified Service-Disabled Veteran-Owned Small Businesses.
As prescribed in 819.7011, insert the following clause:
VA Notice Of Total Set-Aside For Verified Service-Disabled Veteran-Owned Small Businesses (NOV 2022)
(a) Definition. for the Department of Veterans Affairs, Service-disabled Veteran-owned small business concern or SDVOSB :
(1) Means a small business concern
(i) Not less than 51 percent of which is owned by one or more service-disabled Veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more service-disabled Veterans or eligible surviving spouses (see VAAR 802.101, Surviving Spouse definition);
(ii) The management and daily business operations of which are controlled by one or more service-disabled Veterans (or eligible surviving spouses) or, in the case of a service-disabled Veteran with permanent and severe disability, the spouse or permanent caregiver of such Veteran;
(iii) The business meets Federal small business size standards for the applicable North American Industry Classification System (NAICS) code identified in the solicitation document;
(iv) The business has been verified for ownership and control pursuant to 38 CFR part 74 and is listed in VA's Vendor Information Pages (VIP) database at https://www.vetbiz.va.gov/vip/; and
(v) The business will comply with VAAR subpart 819.70 and Small Business Administration (SBA) regulations regarding small business size and government contracting programs at 13 CFR parts 121 and 125, provided that any reference therein to a service-disabled veteran-owned small business concern or SDVO SBC, is to be construed to apply to a VA verified and VIP-listed SDVOSB, unless otherwise stated in this clause.
(2) The term Service-disabled Veteran means a Veteran, as defined in 38 U.S.C. 101(2), with a disability that is service-connected, as defined in 38 U.S.C. 101(16).
(3) The term small business concern has the meaning given that term under section 3 of the Small Business Act (15 U.S.C. 632).
(4) The term small business concern owned and controlled by Veterans with service-connected disabilities has the meaning given the term small business concern owned and controlled by service-disabled veterans  under section 3(q)(2) of the Small Business Act (15 U.S.C. 632(q)(2)), except that for a VA contract the firm must be listed in the VIP database (see paragraph (a)(1)(iv) of this clause).
(b)Â General.
(1) Offers are solicited only from VIP-listed SDVOSBs. Offers received from entities that are not VIP-listed SDVOSBs at the time of offer shall not be considered.
(2) Any award resulting from this solicitation shall be made to a VIP-listed SDVOSB who is eligible at the time of submission of offer(s) and at the time of award.
(3) The requirements in this clause apply to any contract, order or subcontract where the firm receives a benefit or preference from its designation as an SDVOSB, including set-asides, sole source awards, and evaluation preferences.
(c) Representation. Pursuant to 38 U.S.C. 8127(e), only VIP-listed SDVOSBs are considered eligible to receive award of a resulting contract. By submitting an offer, the prospective contractor represents that it is an eligible SDVOSB as defined in this clause, 38 CFR part 74, and VAAR subpart 819.70.
(d) Agreement. When awarded a contract action, including orders under multiple-award contracts, an SDVOSB agrees that in the performance of the contract, the SDVOSB shall comply with requirements in VAAR subpart 819.70 and SBA regulations on small business size and government contracting programs at 13 CFR part 121 and part 125, including the non-manufacturer rule and limitations on subcontracting requirements in 13 CFR 121.406(b) and 13 CFR 125.6. Unless otherwise stated in this clause, a requirement in 13 CFR parts 121 and 125 that applies to an SDVO SBC, is to be construed to also apply to a VIP-listed SDVOSB. For the purpose of limitations on subcontracting, only VIP-listed SDVOSBs (including independent contractors) shall be considered eligible and/or similarly situated (i.e., a firm that has the same small business program status as the prime contractor). An otherwise eligible firm further agrees to comply with the required certification requirements in this solicitation (see 852.219-75 or 852.219-76 as applicable). These requirements are summarized as follows:
(1) Services. In the case of a contract for services (except construction), the SDVOSB prime contractor will not pay more than 50% of the amount paid by the government to the prime for contract performance to firms that are not VIP-listed SDVOSBs (excluding direct costs to the extent they are not the principal purpose of the acquisition and the SDVOSB/VOSB does not provide the service, such as airline travel, cloud computing services, or mass media purchases). When a contract includes both services and supplies, the 50 percent limitation shall apply only to the service portion of the contract
(2)Â Supplies/products.
(i) In the case of a contract for supplies or products (other than from a non-manufacturer of such supplies), the SDVOSB prime contractor will not pay more than 50% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, to firms that are not VIP-listed SDVOSBs. When a contract includes both supply and services, the 50 percent limitation shall apply only to the supply portion of the contract.
(ii) In the case of a contract for supplies from a non-manufacturer, the SDVOSB prime contractor will supply the product of a domestic small business manufacturer or processor, unless a waiver as described in 13 CFR 121.406(b)(5) has been granted. Refer to 13 CRF 125.6(a)(2)(ii) for guidance pertaining to multiple item procurements.
(3) General construction. In the case of a contract for general construction, the SDVOSB prime contractor will not pay more than 85% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, to firms that are not VIP-listed SDVOSBs.
(4) Special trade construction contractors. In the case of a contract for special trade contractors, no more than 75% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, may be paid to firms that are not VIP-listed SDVOSBs.
(5) Subcontracting. An SDVOSB must meet the NAICS size standard assigned by the prime contractor and be listed in VIP to count as similarly situated. Any work that a first tier VIP-listed SDVOSB subcontractor further subcontracts will count towards the percent of subcontract amount that cannot be exceeded. For supply or construction contracts, the cost of materials is excluded and not considered to be subcontracted. When a contract includes both services and supplies, the 50 percent limitation shall apply only to the portion of the contract with the preponderance of the expenditure upon which the assigned NAICS is based. For information and more specific requirements, refer to 13 CFR 125.6.
(e) Required limitations on subcontracting compliance measurement period. An SDVOSB shall comply with the limitations on subcontracting as follows:
[Contracting Officer check as appropriate.]
__By the end of the base term of the contract or order, and then by the end of each subsequent option period; or
__By the end of the performance period for each order issued under the contract.
(f) Joint ventures. A joint venture may be considered eligible as an SDVOSB if the joint venture is listed in VIP and complies with the requirements in 13 CFR 125.18(b), provided that any requirement therein that applies to an SDVO SBC is to be construed to apply to a VIP-listed SDVOSB. A joint venture agrees that, in the performance of the contract, the applicable percentage specified in paragraph (d) of this clause will be performed by the aggregate of the joint venture participants.
(g) Precedence. The VA Veterans First Contracting Program, as defined in VAAR 802.101, subpart 819.70, and this clause, takes precedence over any inconsistencies between the requirements of the SBA Program for SDVO SBCs, and the VA Veterans First Contracting Program.
(h) Misrepresentation. Pursuant to 38 U.S.C. 8127(g), any business concern, including all its principals, that is determined by VA to have willfully and intentionally misrepresented a company's SDVOSB status is subject to debarment from contracting with the Department for a period of not less than five years (see VAAR 809.406-2 Causes for Debarment).
(End of clause)
Parent topic:Â Subpart 852.2 Text of Provisions and Clauses
852.219-74Â VA Notice of Total Set-Aside for Verified Veteran-Owned Small Businesses.
As prescribed in 819.7011, insert the following clause:
VA Notice of Total Set-Aside for Verified Veteran-Owned Small Businesses (NOV 2022)
(a) Definition. For the Department of Veterans Affairs, Veteran-owned small business or VOSB :
(1) Means a small business concern
(i) Not less than 51 percent of which is owned by one or more Veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more Veteran(s);
(ii) The management and daily business operations of which are controlled by one or more Veteran(s);
(iii) The business meets Federal small business size standards for the applicable North American Industry Classification System (NAICS) code identified in the solicitation document;
(iv) The business has been verified for ownership and control pursuant to 38 CFR part 74 and is listed in VA's Vendor Information Pages (VIP) database at:Â https://www.vetbiz.va.gov/vip/;Â and
(v) The business will comply with VAAR subpart 819.70 and Small Business Administration (SBA) regulations regarding small business size and government contracting programs at 13 CFR parts 121 and 125, provided that any requirement therein that applies to a service-disabled veteran-owned small business concern or SDVO SBC, is to be construed to also apply to a VA verified and VIP-listed VOSB, unless otherwise stated in this clause.
(vi) The term VOSB includes VIP-listed service-disabled veteran-owned small businesses (SDVOSB).
(2) Veteran  is defined in 38 U.S.C. 101(2).
(3) The term small business concern  has the meaning given that term under section 3 of the Small Business Act (15 U.S.C. 632).
(4) The term small business concern owned and controlled by Veterans  has the meaning given that term under section 3(q)(3) of the Small Business Act (15 U.S.C. 632(q)(3)), except that for a VA contract the firm must be listed in the VIP database (see paragraph (a)(1)(iv) of this clause).
(b)Â General.
(1) Offers are solicited only from VIP-listed VOSBs, including VIP-listed SDVOSBs. Offers received from entities that are not VIP-listed at the time of offer shall not be considered.
(2) Any award resulting from this solicitation shall be made only to a VIP-listed VOSB who is eligible at the time of submission of offer(s) and at time of award.
(3) The requirements in this clause apply to any contract, order or subcontract where the firm receives a benefit or preference from its designation as a VOSB, including set-asides, sole source awards, and evaluation preferences.
(c) Representation. Pursuant to 38 U.S.C. 8127(e), only VIP-listed VOSBs are considered eligible to receive award of a resulting contract. By submitting an offer, the prospective contractor represents that it is an eligible VOSB as defined in this clause, 38 CFR part 74, and VAAR subpart 819.70.
(d) Agreement. When awarded a contract action, including orders under multiple-award contracts, a VOSB agrees that in the performance of the contract, the VOSB shall comply with requirements in VAAR subpart 819.70 and SBA regulations on small business size and government contracting programs at 13 CFR parts 121 and 125, including the non-manufacturer rule and limitations on-subcontracting requirements in 13 CFR 121.406(b) and 125.6. Unless otherwise stated in this clause, any requirement in 13 CFR parts 121 and 125 that applies to an SDVO SBC, is to be construed to also apply to a VIP-listed VOSB. For the purpose of the limitations on subcontracting, only VIP-listed VOSB, (including independent contractors) is considered eligible and/or similarly situated (i.e., a firm that has the same small business program status as the prime contractor). An otherwise eligible firm further agrees to comply with the required certification requirements in this solicitation (see 852.219-75 and/or 852.219-76 as applicable). These requirements are summarized as follows:
(1) Services. In the case of a contract for services (except construction), the VOSB prime contractor will not pay more than 50% of the amount paid by the government to the prime for contract performance to firms that are not VIP-listed VOSBs (excluding direct costs to the extent they are not the principal purpose of the acquisition and the SDVOSB/VOSB does not provide the service, such as airline travel, cloud computing services, or mass media purchases). When a contract includes both services and supplies, the 50 percent limitation shall apply only to the service portion of the contract.
(2)Â Supplies/products.
(i) In the case of a contract for supplies or products (other than from a non-manufacturer of such supplies), the VOSB prime contractor will not pay more than 50% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, to firms that are not VIP-listed VOSBs. When a contract includes both supply and services, the 50 percent limitation shall apply only to the supply portion of the contract.
(ii) In the case of a contract for supplies from a non-manufacturer, the VOSB prime contractor will supply the product of a domestic small business manufacturer or processor, unless a waiver as described in 13 CFR 121.406(b)(5) has been granted. Refer to 13 CFR 125.6(a)(2)(ii) for guidance pertaining to multiple item procurements.
(3) General construction. In the case of a contract for general construction, the VOSB prime contractor will not pay more than 85% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, to firms that are not VIP-listed VOSBs.
(4) Special trade construction contractors. In the case of a contract for special trade contractors, no more than 75% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, may be paid to firms that are not VIP-listed VOSBs.
(5) Subcontracting. A VOSB must meet the NAICS size standard assigned by the prime contractor and be listed in VIP to count as similarly situated. Any work that a first tier VIP-listed VOSB subcontractor further subcontracts will count towards the percent of subcontract amount that cannot be exceeded. For supply or construction contracts, the cost of materials is excluded and not considered to be subcontracted. When a contract includes both services and supplies, the 50 percent limitation shall apply only to the portion of the contract with the preponderance of the expenditure upon which the assigned NAICS is based. For information and more specific requirements, refer to 13 CFR 125.6.
(e) Required limitations on subcontracting compliance measurement period. A VOSB shall comply with the limitations on subcontracting as follows:
[Contracting Officer check as appropriate.]
__By the end of the base term of the contract or order, and then by the end of each subsequent option period; or
__By the end of the performance period for each order issued under the contract.
(f) Joint ventures. A joint venture may be considered eligible as a VOSB if the joint venture is listed in VIP and complies with the requirements in 13 CFR 125.18(b), provided that any requirement therein that applies to an SDVO SBC is to be construed to also apply to a VIP-listed VOSB. A joint venture agrees that, in the performance of the contract, the applicable percentage specified in paragraph (d) of this clause will be performed by the aggregate of the joint venture participants.
(g) Precedence. The VA Veterans First Contracting Program, as defined in VAAR 802.101, subpart 819.70, and this clause, takes precedence over any inconsistencies between the requirements of the SBA Program for SDVO SBCs and the VA Veterans First Contracting Program.
(h) Misrepresentation. Pursuant to 38 U.S.C. 8127(g), any business concern, including all its principals, that is determined by VA to have willfully and intentionally misrepresented a company's VOSB status is subject to debarment from contracting with the Department for a period of not less than five years (see VAAR 809.406-2, Causes for Debarment).
(End of clause)
Statement of Work
Sorna CD Burner
Radiology-VA Central Western MA HCS
1. Item Description and Salient Characteristics: The Department of Veterans Affairs requires a Sorna Vertex 25ei System Package and accessories to produce high-density, medical-grade CDs of radiology files. This system will replace the existing CD burner, which has reached end-of-life and is prone to failure. The Vertex 25ei System will serve as the primary CD-burning unit, with the current system remaining as a backup located in the Release of Information area.
System Includes:
Vertex Host software with unlimited Client and Media Importer licenses
Automated DICOM profiles and local burning capabilities
Pre-configured Windows 11 Professional PC
Monitor
Keyboard
Mouse
Disc Label Design Software and All Necessary Cabling
Specifications Include:
Input Capacity: 2 Bins (50 Discs EA)
Output Capacity: 10-Disc Drawer and 50-Disc Bin
Dual Recorders and High-Resolution Inkjet Printer (Black and Color Cartridges)
Media types: CD-R, DVD-R, BD-R with white inkjet print media
Dimensions: 13.7 H x 14.8 W x 20.2 D
2. Delivery Requirements:
Deliver to: VAMC CWM (Northampton)
421 N. Main Street
Leeds, MA 01053
Delivery Hours: 0800-1530
Building has a receiving dock;
3. Market Research:
ADDS Up indicates that there are multiple SD/VOSB resellers/distributors in the market who are capable and VIP-verified eligible in the market.
DEPARTMENT OF VETERANS AFFAIRS
Justification for Brand Name Awards IAW FAR 11.105
For
Over Micro-Purchase Threshold but Not Exceeding the Simplified Acquisition Threshold
Acquisition Plan Action ID: 36C241-26-AP-2289
Contracting Activity: Department of Veterans Affairs (VA), Veterans Integrated Service Network (VISN) 01, VA Central Western Massachusetts Healthcare System.
Brief Description of Supplies/ Services required and the intended use/Estimated Amount: The VA Central Western Massachusetts (CWM) Healthcare System requires the acquisition of one (1) Vertex 25ei Optical Media Package. The Sorna CD Burner comes with the Vertex 25ei platform. The package includes all associated software, hardware, implementation services, remote installation, UPS backup power supply, and accessories included in the first year Vertex 25ei/CD Burner platform.
The Vertex 25ei System is required by Radiology: Diagnostic Imaging to produce medical-grade DICOM Digital Imaging and Communications in Medicine. DICOM is optical media containing radiology studies and associated patient information for Veterans receiving care within VA and through Community Care providers. More than fifty percent (50%) of the imaging discs produced by Diagnostic Imaging are provided to community specialists.
Unique characteristics that limit availability to only one source, with the reason no other supplies or services can be used: The Vertex 25ei is required to maintain operational efficiency and to sustain the quality of patient healthcare provided by Diagnostic Imaging Services at CWM. Radiology s Diagnostic Imaging Services clinic has standardized to the Sorna Vertex 25ei Optical Media Platform. The CD Burner has reached end-of-life and has become unreliable. A system upgrade is required to improve operational continuity, to reduce delays associated with Release of Information (ROI) requests and will ensure uninterrupted production of diagnostic imaging media necessary to support patient care. The upgrade requires the Sorna Vertex 25ei Platform. The Vertex 25ei Platform is peculiar in its ability to successfully and fully integrate with the following VHA Diagnostic Imaging Platforms at VAMC CWM: VNA (Vendor Neutral Archive), PACS (Picture Archiving and Communication System), EMR (Electronic Medical Record), and RIS (Radiology Information Service).
CWM Radiology has standardized to the Vertex 25ei platform due to its superior integration and due to its compatibility with the VHA diagnostic imaging network.
The Vertex 25ei is unique; it is the only medically compatible optical media production platform capable of supporting existing Diagnostic Imaging Platforms and the workflows.
The Vertex 25ei optical media solution provides the best value to the Government due to its capability to mitigate implementation risk, to diminish operational disruption, and to circumvent limitations of scalability.
The Vertex 25ei is the only optical media platform that meets criteria as a medically compatible, integrated system that will support existing workflows and minimize implementation risk by providing:
Vendor-neutral Integration: The Vertex 25ei platform best integrates with leading PACS, VNA, EMR, and RIS systems via standard healthcare interfaces, providing centralized storage for medical images and associated data, independent of any specific imaging device or software vendor.
Unique characteristics that limit availability to only one source, with the reason no other supplies or services can be used (cont d):
Centralized Management: The Vertex 25ei upgrade affords Radiology the ability to manage multiple CD Burners from a centralized Vertex server, providing a hub-and-spoke deployment model across RIS imaging centers.
Enterprise Scalability: Vertex facilitates expansion of imaging architecture, CD burners, imaging centers can be added to the network without disrupting existing workflows. The central hub manages device configurations, workflow automation, and software updates, ensuring consistency and reliability across all sites.
Workflow Automation: The Vertex 25ei platform optimizes efficiency by automatically retrieving studies, applying patient information, printing disc labels, and creating media for VNA, PACS, and RIS applications.
Flexible Media Support: The Vertex 25ei platform is unique in its flexibility to support CDs and DVDs with automated media selection.
The Vertex 25ie platform is unique as an optical media platform, incorporating a combination of hardware, software, and manufacturer support superior to other brands of optical media systems. It is specifically designed to streamline and support radiology and healthcare workflows with:
Complete Enterprise Integration: The Vertex 25ei platform serves as interoperability bridge, enabling complete integration between imaging systems: PACS, VNA, and VA enterprise workflows.
Advanced DICOM Integration: The Vertex 25ei provides streamlined study retrieval and distribution for PACS, VNA, and EMR systems.
DICOM Conversion: Optional paper scanning and DICOMization, allowing paper documents and non-DICOM files (such as PDFs and JPEGs) to be converted into DICOM objects and included with imaging studies.
SHARE Cloud Integration: Vertex SHARE cloud integration is exclusive to Vertex platforms and can be added to any Vertex platform. The SHARE Cloud integration is unique in its ability to support secure, electronic distribution of imaging data.
Robotic Disc Publishing: The Vertex 25ei offers automated robotic disc publishing, reducing user intervention, improving consistency and throughput.
Upgradeable Architecture: The Vertex 25ei offers flexibility in building or expanding diagnostic imaging platforms allowing imaging centers to expand functionality over time without replacing the core platform
Upgrading the Vertex 25ei platform affords Diagnostic Imaging operational continuity, optimized operational efficiency, and will improve patient care by decreasing workflow disruption, diminishing implementation risk, minimizing user retraining, and by sustaining continuity of patient care. Other optical media platforms lack the comprehensive enterprise integration resulting in greater implementation risk, workflow disruption, and limited scalability.
Description of market research conducted and results or statement why it was not conducted:
Market Research Findings: Market Research was conducted by the service and by Contracting IAW FAR 10.001 and VAAR 810.001.
VFCP (Veterans First Contracting Program): No SDVOSB or VOSB firms were found offering the Vertex 25ei System Package at SBS; thirty-seven potentially capable SD/VOSB resellers were located at ADDS Up. The manufacturer allows reseller distribution. There is an NMR Waiver for NAICS 334118. Per ADDS Up, there are at least thirty-seven (37) potentially capable SD/VOSBs who are eligible to compete and are likely to provide competitive quotes. Contracting recommends an SD/VOSB Set-Aside, anticipating the Rule of Two, 38 USC 8127(d) will be met.
Mandatory Sources: The Vertex 25ei System is not available through mandatory Government supply sources or existing VA inventories.
Other Government Agencies: No Government-wide acquisition vehicle was identified can satisfy this requirement via an interagency contract.
SAC (Strategic Acquisition Center) Contract Catalog: A search of the VA Strategic Acquisition Center Contract Catalog using the keyword "CD Burner" returned no contract vehicle capable of satisfying this requirement.
SCMC (Supply Chain Master Catalog): The SCMC is being integrated into the ADDS Up (Analytics, Data and Decision Support Unified Platform). ADDS Up searched to determine product availability and distribution of the Vertex 25ei in the market.
NAC (National Acquisition Center): There are no NAC FSS contracts for this requirement.
GSA Advantage: A search of GSA Advantage utilizing the keywords "CD Burner," "Sorna," and "Philips" produced zero results for the Vertex 25ei System available for Government purchase through GSA Advantage.
GSA e-Library: GSA e-Library: A search of the GSA e-Library did not identify an FSS contract offering the required Vertex 25ei System Package.
ADDS-UP: A search of (ADDS-UP) for NAICS 334118 and the keyword "CD Burner" identified prior acquisitions involving optical media equipment.
Commercial Marketplace: Commercial market research confirmed that optical media duplication equipment is commercially available. OEM information indicates that the Vertex 25ei platform is peculiar in the market and is the only platform compatible with the existing Vertex package to which VAMC CWM has standardized. No brand equivalent products exist due to system integration and compatibility requirements.
Commercial Item Determination (FAR 12.102(a)): Market research shows optical media duplication equipment is available, but only the Vertex 25ei platform is compatible with the standardized Vertex package at VAMC CWM. No other brands offer equivalent products because of specific system integration and compatibility requirements.
NMR (Nonmanufacturing Rule): The Vertex 25ei/Sorna CD Burner platform falls under NAICS 334118, with a size standard of 1,000 employees. An Nonmanufacturer Rule (NMR) class waiver exists, and it is anticipated that there are ample SD/VOSB resellers who meet the other three (3) NMR requirements per 13 CFR 121.406(b) (i-iii): 1) Fewer than 500 employees, 2) Distribute the Vertex 25ei/Sorna CD Burner as a normal course of business, and 3) take possession of the product as soon as it ships/is released. The SB OEM is similarly situated with potential SD/VOSB resellers and does not restrict distribution, providing for an SD/VOSB Set-Aside. It is anticipated that the Rule of Two will be satisfied with two (2) or more potentially capable SDVOSB resellers in the market. and maximizing competitive procurement. VFCP can be applied.
Recommendations: The recommendation is for a brand name, SD/VOSB Set-Aside. There is an NMR Waiver for NAICS 334118: Computer Peripheral Equipment. The OM is an SB and does not restrict resale of the Vertex 25ei to any reseller. Because the OEM is SB, it is similarly situated with all SB Class resellers. It is expected that there will be many SD/VOSBs who will meet all NMR and LOS Criteria and will qualify for an SDVOSB Set-Aside. It is anticipated that there will be ample competition between eligible and responsible SD/VOSB resellers, who can meet all NMR and LOS criteria. With the Rule of 2 (38 USC 8127(d)) satisfied, Contracting is seeking to apply VFCP to compete to the maximum extent practicable via an SD/VOSB set-aside.
