Amendment 001 to Solicitation #36C25927Q0025 (Air-powered chiropractic tables) This amendment s purpose is to list and answer the questions submitted by the questions deadline as specified in the solicitation. Questions and Answers: CLIN 0018 is listed as "Delivery," but the solicitation states freight shall be added to another line item and not be its own line item. How should offerors handle delivery/freight pricing? Freight costs may be added to the delivery line item if the offeror deems appropriate. Is any on-site installation or assembly required at the SLC or Ogden facilities, or is this delivery of the equipment only? The expectation is that the tables are pre-assembled and will be easy to place in the clinics. However, if the tables are NOT pre-assembled, the offeror should include installation/assembly fees into the delivery line item and ensure it is noted. For an "or equal" product, will an Authorized Distributor Letter from the manufacturer of the equal product we quote satisfy VAAR 852.212-71(c), or must the letter be from Hill Laboratories specifically? The Authorized Distributor Letter must be from the manufacturer of the brand the offeror is proposing. Offerors would only need to provide a letter from Hill Laboratories IF they are offering the Government the Hill Laboratories product. Installation scope: The section is titled "Delivery and Installation," but no installation tasks are listed. Should the price include inside delivery to the treatment room, uncrating, assembly, set-up/leveling, functional testing, packaging and debris removal, and staff in-service training? If so, please name the rooms and floors at each site. The expectation is for the tables to be delivered pre-assembled to the facility. The VA staff would then take possession of the items and move them to the clinic space. The Offeror should include installation/assembly costs IF the tables are not delivered pre-assembled. Delivery windows and access: Please give the allowed delivery days and hours, receiving dock or entrance, elevator access, any check-in or escort steps, and a point of contact at each site (George E. Wahlen VAMC, 500 Foothill Dr., Salt Lake City; Ogden CBOC, 2945 South Washington Blvd., Suite 1, South Ogden). Are deliveries to the 2 sites allowed on different dates? Deliveries may occur on different dates if needed. Deliveries shall be made between 0700 and 1700 Mondays through Fridays (except on Federal holidays). Required delivery date: Is there a required or target delivery date, or a maximum lead time in calendar days after award? A target delivery date is not available. Offerors are encouraged to provide the most accurate delivery lead time possible based on information currently available from the manufacturer. This is an evaluation factor so Offeror s information will be compared. Freight vs. line 0018: The RFQ says freight shall be added to another line item and not be its own line item, but line 0018 is "Delivery." Should delivery/installation be priced on line 0018, or included in line 0001 with 0018 shown as "Included with line item 0001"? Freight costs may be added to the delivery line item if the offeror deems appropriate. If the tables are not pre-assembled, the Offeror will need to include installation/assembly fees in the delivery line item total. *Be sure to make a note that installation/assembly is needed. Removal of existing tables: Is the contractor expected to remove and dispose of any existing tables at either site? If yes, how many, which models, and is there a VA disposal process? No removal or disposal services are required for this requirement. "Or equal" salient characteristics: The RFQ says "air powered - NOT pneumatic or hydraulic." Air-powered systems run on compressed air, which is usually described as pneumatic. Please clarify what this requirement excludes so that "equal" products can be judged fairly. Salient characteristics updated to: Must be air powered/pneumatic NOT hydraulic Option lines: For an "equal" product, may an option that is standard on that product be shown as "Included with line item 0001"? Must each brand-name part number (for example, AF-F15, 92CS, 97) be matched one for one? Each line item does not need to be matched one for one. However, the Offeror should ensure the components listed in the line items are included in the table. Please ensure a note is provided if the brochures/specification documents do not clearly show those items are included with the table. Height and width: Does a maximum height of exactly 29" meet the requirement, and is the 27" width (line 0017) the required width? The tables must be able to reach at least 29 but if the table is able to exceed this height (up to ~ 32 ) that would be preferred. The width dimension of the table must be between 27 and 33 Authorized distributor letter: Is the OEM letter (VAAR 852.212-71(c)) required for all offerors who are not the OEM, including authorized dealers? Must it name this solicitation, or is a general authorization letter on OEM letterhead acceptable? If the Offeror is not the manufacturer of the product they are offering, they must provide an authorized distributor letter from the manufacturer. The letter must be from the manufacturer stating the Offeror is authorized to sell/distribute the manufacturer s product to the Government. The letter may be on letterhead an/or an email but it must clearly be from the manufacturer and specify the Offeror. Contractor access/PIV: Clauses 852.204-70/72 are included, but all risk levels are marked N/a. Please confirm that delivery and installation staff will not need a background check or PIV card, and that a visitor badge and escort is enough? The expectation is for the tables to be pre-assembled and the Offeror would only need to deliver the item to the warehouse dock/facility. No access to the facility is anticipated although the VA staff may accompany the Offeror if delivery/installation/assembly is needed. Warranty/service: Should on-site labor warranty or service be included, or only the minimum 1 year parts warranty? Minimum 1-year parts warranty; additional on-site and/or service warranty appreciated but not mandatory Page limits: The RFQ mentions page limitations but does not state any. Is there a page limit for any volume? No page limits are present for this solicitation. However, Offerors should be mindful of potential email size limitations. Option to Extend Services (52.217-8) and Service Contract Labor Standards (52.222-41/43) are included. Please confirm whether they apply to this one-time supply purchase with installation. FAR 52.217-8 was included in case an extension to the period of performance is needed. SCLS does not apply to this requirement. Deadline time zone. The RFQ states quotes are due 12:00 PM MST on 30 October 2026, while SAM.gov lists the response deadline at UTC-06:00 (MDT). Please confirm the controlling local time for submission. The deadline is 12pm MT on 10/30/2026. Delivery pricing. The instructions state freight shall be added to another line item and not be its own line item, yet the schedule includes line item 0018 "Delivery." Should delivery/freight be priced in line item 0018, or folded into line item 0001 with 0018 marked accordingly? Freight costs may be added to the delivery line item if the offeror deems appropriate. If the tables are not pre-assembled, the Offeror will need to include installation/assembly fees in the delivery line item total. *Be sure to make a note that installation/assembly is needed. Installation. Is installation/set-up of the tables required at either delivery location (Salt Lake City and Ogden), or is delivery only required? If set-up is required, will VA personnel escort access be arranged through the receiving facility? If the tables are pre-assembled, installation shall not be required. However, if assembly of the table is required, the Offeror should include those costs in their quote and should plan to be onsite to install/assemble each table. VA staff may escort visitors IF installation/assembly of the product is needed. This may be discussed during the post-award meeting. Authorized distributor letter. Must the VAAR 852.212-71(c) letter from the OEM name the offeror specifically, or is a general letter of authorization from the manufacturer sufficient? If the Offeror is not the manufacturer of the product they are offering, they must provide an authorized distributor letter from the manufacturer. The letter must be from the manufacturer stating the Offeror is authorized to sell/distribute the manufacturer s product to the Government. The letter may be on letterhead an/or an email but it must clearly be from the manufacturer and specify the Offeror. Line item 0013 option code. Line item 0013 references option "92CSAF" (rocker foot pedal substitute for air at foot end). Please confirm this is the correct Hill Laboratories option code for the requested item. Yes, this is the correct code Installation: the delivery section is titled "Delivery and Installation" and asks for lead time "including installation, if applicable." Is any installation, assembly or setup required, or is delivery to the receiving area at each site sufficient? The station team will either expect the table to come pre-assembled OR the Offeror will need to plan to assemble the tables onsite. Any fees associated with installation/assembly should be included in the delivery line item. If the tables are already pre-assembled, then the VA staff will be able to take possession of the item upon delivery and then they will move the table to the clinic location. Authorized distributor letter (VAAR 852.212-71(c)): if the offeror is not the manufacturer, will a letter from the manufacturer authorizing the offeror to supply this specific order satisfy the requirement? If the Offeror is not the manufacturer of the product they are offering, they must provide an authorized distributor letter from the manufacturer. The letter must be from the manufacturer stating the Offeror is authorized to sell/distribute the manufacturer s product to the Government. The letter may be on letterhead an/or an email but it must clearly be from the manufacturer and specify the Offeror. Required delivery date: is there a required delivery date or a maximum acceptable lead time after award? A target delivery date is not available. Offerors are encouraged to provide the most accurate delivery lead time possible based on information currently available from the manufacturer. This is an evaluation factor so Offeror s information will be compared. May a small-business equipment distributor registered under NAICS 423450 submit a quotation for this solicitation, which is assigned NAICS 339113? NAICS 423450 shows a size standard of 200 employees while the NAICS for this requirement, 339113, is 800 employees. Therefore, as long as the Government is able to verify the Offeror has a NAICS in which it confirms their company size is below 800 employees, the Offeror should not be considered ineligible Does the SBA nonmanufacturer rule apply to this procurement, and if so, is a waiver available? Since this requirement is set-aside for small businesses, and the requirement is not expected to exceed the Simplified Acquisition Threshold, the limitations associated with the nonmanufacturer rule shall not apply. Offerors may provide products manufactured by both small and large businesses. Would an authorized reseller offering the specified Hill Laboratories equipment qualify, provided all technical specifications and manufacturer authorization requirements are satisfied? Yes. Offerors who obtain an authorized distributor letter from Hill Laboratories may submit a quote package to include the Hill Laboratories products. Air system: The specifications require air power but exclude pneumatic systems. Is the Hill Air Flex II s compressed-air system acceptable? The previous specification had a typo the system should be air-powered/pneumatic system. Headpiece: CLIN 0004 specifies an air-activated forward/straight drop, while the salient characteristics require a manual drop. Which is required? Please also confirm the intended configuration for AF-F22 headpiece motion with AF-F27 automatic distraction. Air powered drop is required. The distraction motion required is intended to stretch the neck in a superior motion like a decompression table would do and requires a headpiece to attach to the table so this distraction therapy can be done. See example video of how this feature should operate. https://www.youtube.com/watch?v=NEYLT0R_meA Weight: Does the 300 lbs. maximum include all installed accessories? Is there an allowable tolerance for the fully configured brand-name table? The weight of the table can exceed 300lbs if needed because of other accessories. The table itself should not exceed 300 lbs. Delivery: Please confirm the required delivery timeframe and whether room placement, setup, functional testing, demonstration, and packaging removal are required at both locations. The delivery timeline will be discussed with the awarded vendor after award of contract. Offerors shall provide their best estimate of the delivery/lead time for the items within their quote package as this will be compared to other quotes. It is common for the tables to be pre-assembled so only delivery to the facility would be expected unless assembly is needed for a brand of table. Offerors should factor in the installation/assembly time and costs IF there are any. Freight pricing: Should delivery be priced under CLIN 0018 or incorporated into the equipment lines, given the instruction against a separate freight line? Offerors shall use their best judgement. It may be easiest to just include any delivery and installation/assembly costs under line item 0018 but that is not mandatory. Reseller authorization: Will an OEM letter authorizing __ to supply the specified equipment for this solicitation satisfy the authorization requirement? Yes. A letter or email from the OEM stating the offeror is authorized to provide their product to the Government is sufficient. Deadline time zone: Please confirm whether the October 23 question deadline and October 30 quote deadline are noon Denver local time (MDT) or noon MST. The deadlines are Mountain Time. We are currently in MDT but this shall change to MST on 11/1/2026. This acquisition is a Total Small Business Set-Aside under NAICS 339113. The referenced brand, Hill Laboratories, appears to be other than small. FAR 52.219-33 (Nonmanufacturer Rule) is listed in the clause matrix but is not marked applicable. Please confirm whether the Nonmanufacturer Rule applies, and if so, whether an SBA class waiver is in place that would permit a small business offeror to supply the Air Flex II or an equal product from a large manufacturer. Since this requirement is set-aside for small businesses, and the requirement is not expected to exceed the Simplified Acquisition Threshold, the limitations associated with the nonmanufacturer rule shall not apply. Offerors may provide products manufactured by both small and large businesses. **The manufacturer for the Air Flex II, Hill Laboratories, has been confirmed to be a small business per SAM.gov Reps and Certs. The Description states "Freight shall be added to another line item and not be its own line item," but Line Item 0018 is titled "Delivery" with a quantity of 2 EA. Please clarify where freight should be priced. The Offeror may add the cost of freight to the delivery line item (#0018) or to the first line item if appropriate. The salient characteristics cap the weight of the table and equipment at 300 lbs. Please confirm whether this applies to the base table only or to the fully configured table with all listed options. This applies to base table only. Please confirm that Line Item 0018, quantity 2 EA, represents one delivery to each of the two locations. Correct, the quantity of 2 is due to one table EACH needing to be delivered to two separate locations. Therefore, delivery would be completed as two jobs. For the VAAR 852.212-71(c) manufacturer authorization, is a signed letter from the OEM on its letterhead (naming __ as an authorized distributor for this solicitation) sufficient, or is a specific format required? No specific format. Just some letter/email from the OEM stating the Offeror is authorized to sell their product to the Government. If an "equal" product is offered, should the authorization letter come from that product's manufacturer? Yes. An authorization letter is only needed from the OEM of the brand product the Offeror is offering. Is a delivery lead time after award stated in days (e.g., ARO) acceptable for Volume III, or is there a required delivery date? Yes. Offerors shall indicate the estimated number of days After Receipt of Order (ARO) of the contract in which the Offeror would be able to deliver the product to the locations once they receive the awarded contract. A specific date is not needed as the Government understands that it would be difficult to calculate since we do not know the specific date in which this requirement will be awarded.
