65--Olympus Computer for Endoscopy Room 4

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation from which bids are being requested, and a written solicitation will not be issued. This announcement is a Request for Quote (RFQ). The solicitation number is VA256-10-RQ-07 and incorporates provisions and clauses in effect through Federal Acquisition Regulations as of 09-20-2010. The resulting contract will be a firm-fixed price type contract for the Olympus image Capture Workstation System to work seamlessly with the EVIS EXERA II Surgical System. The period of performance commences with contract award and concludes with full delivery 30 Days ARO. This procurement is a Sole Source Procurement to Olympus USA. The NAICS code is 423450, which has a size standard of 100 Employees. PRICE SCHEDULE & DELIVERY INFORMATION Contract Line Item Numbers: Quantity Unit of Issue Unit Price CLIN Total 0001 NEWORK IMAGE CAPTURE SOFTWARE, WORKSTATION LICENSE SW74-255 1 Each $ $ 0002 HW74-255IMAGE CAPTURE WORKSTATION HARDWARE. INCLUDES WINDOWS, LCD MONITOR, HD VIDEO CAPTURE CARD, AND DVD-RW. 3-YEAR IBM NEXT BUSINESS DAY WARRANTY ON HARDWARE. 1 Each $ $ 0003 Product Number: CV-MTXR-10VIDEO CABLE FOR CV-160/180 (MATROX VIDEO CARD, STANDARD DEFINITION), 10 FT. 1 Each $ $ 0004 Product Number: 55645L10REMOTE DATA CABLE FOR CV-140/160/180/240, 10 FT. 1 Each $ $ 0005 Product Number: 56688L10CAT5e PATCH CABLE 10 FT. 1 Each $ $ 0006 Product Number: EW7-MAINTENDOWORKS SOFTWARE MAINTENANCE AGREEMENT INCLUDES REMOTE SUPPORT SERVICES. 1 Each $ $ 0007 INSTALLATION 1 Each $ $ 0008 Product Number: EW74-TRAINENDOWORKS TRAINING SERVICE 1 Day $ $ GRAND TOTAL: $ DELIVERY DATE: 30 Days After Receipt of Order (ARO) Shipping To: Veterans Health Care System of the Ozarks (VHSO) 1100 N. College Avenue Fayetteville, AR 72703-1944 1.0 INTENT: Safely and in accordance with all local and federal regulations, the contractor will provide all necessary personnel, equipment and facilities to provide the above equipment to the VHSO within 30 days ARO in Fayetteville, AR 2.0 REFERENCES: N/A 3.0 REQUIREMENTS: In accordance with all applicable local and federal laws and in accordance with standard industry practice. 4.0 CLAUSES: Full text of the Federal Acquisition Regulations (FAR) noted within this synopsis/solicitation can be accessed on the Internet at www. http://farsite.hill.af.mil/. The following FAR provisions and clauses are applicable to this acquisition: The provision at FAR 52.212-1, Instructions to Offerors-Commercial (JUN 2008), applies to this acquisition. This competition is an Invitation to Bid (IFB). Award shall be made to the most advantageous to the Government. All contractors doing business with the Government are now required to be registered with the Central Contractor Registry (CCR) and may register at the following web site: http://www.ccr.gov. This procurement requires offerors to complete the On-Line Representations and Certifications Application (ORCA) at https://orca.bpn.gov/. The provision at 52.212-2, Evaluation-Commercial Items (JAN 1999), applies as follows: (a) The Government will award a contract to the lowest priced, responsive, responsible bidder. Bids will be evaluated in accordance with FAR 13.106. (b) A written notice of award or acceptance of a bid, mailed or otherwise furnished to the successful bidder within the time for acceptance, which unless specified otherwise is 20 days after bids are due, must result in a binding contract without further action by either party. Before the specified expiration time, the Government may accept a bid, whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. The clause at 52.212-4, Contract Terms and Conditions-Commercial Items (MAR 2009), applies to this acquisition. The following addenda apply to this acquisition: Agency level protest procedures can be found in full text at http://oamweb.osec.doc.gov/CAPPS_car.html, under CAR Part 1333. The clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (APRIL 2010), applies to this acquisition. The following addenda apply to this acquisition: FAR clauses 52.203-6, 52.219-6, 52.219-8, 52.219-14, 52.219-28, 52.222-3, 52.222-19, 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.222-39, 52.225-13, 52.232-33, and 52.247-34. Offers are to be submitted to: Kevin L. Garrison Contracting Officer Phone: +1 (555) 000-0000 E-mail: contact@example.gov Offers are due to be received by the above no later than September 23, 2010 at 15:00PM, Central Standard Time. Offers received after the stated closing time will not be considered for award. For further information, please contact the above. Facsimile (fax) or email bids are not acceptable. Proposals must include this form filled out and returned with all the required documents or the offer will be considered incomplete and not be evaluated. Department of Veterans Affairs VISN 16 Justification and Approval 1. Identification of Agency and Contracting Activity Veteran's Health Care System of the Ozarks Purchasing and Contracting (90C) 1100 N. College Ave. Fayetteville, AR 72703 2. Nature/Description of Action The Veterans Health Care System of the Ozarks plans to award a Sole Source contract for the purchase of an endoscopy computer, software, and license for the newly leased 35 medical surgical scopes. The scopes are Olympus and only the Olympus equipment and software will speak with the scopes. The computers and software are particular to manufactures in regards to the scopes so this equipment must be purchased through Olympus in order for the VA to utilize these scopes in the newly finished endoscopy room. The other endoscopy rooms currently have this equipment installed. 3. Description of Supplies/Services Purchase of Olympus Surgical Scope Computer System, Software and License. Estimated Value: $12,640.00 4. Identification of Statutory Authority (X) 41 U.S.C. 253 (c) (1) Only One Responsible Source ( ) 41 U.S.C. 253 (c) (2) Unusual and Compelling Urgency ( ) 41 U.S.C. 253 (c) (3) Industrial, Mobilization, Engineering, Developmental, or Research Capability or Expert Services ( ) 41 U.S.C. 253 (c) (4) International Agreement ( ) 41 U.S.C. 253 (c) (5) Authorized or Required by Statute ( ) 41 U.S.C. 253 (c) (6) National Security ( ) 41 U.S.C. 253 (c) (7) Public Interest 5. Rationale in support of citation in Paragraph 4 above: a. Description of contractor and or of acquisition action that demonstrates that the proposed contractor's unique qualifications or the nature of the acquisition requires use of the authority cited: The endolscopy surgical scopes, recently awarded, on station are Olympus scopes that contain proprietary rights and only speak to the corresponding Olympus computers & software so the only source is Olympus. This purchase will also make the new endoscopy room uniform to the others so all equipment can be used in any of the rooms. This standardization decreases costs for equipment, maintenance and training. b. Efforts made to ensure that offers are solicited from as many potential sources as practical: Olympus does not sell their equipment to third parties to sell so the only source is Olympus USA. c. If the Sole Source Exception (c) (1) was chosen, state the date of synopsis or the basis for waivers. A synopsis was not completed as Surgery has contacted several companies to increase competition but to no avail. The scopes will only talk to the manufacturer's computer system and software. d. If the Urgency Exception was chosen and this J&A was prepared after the procurement action was carried out, state the reasons. The above acquisition will be negotiated with: Olympus 3500 CORPORATE PARKWAY PO BOX 610 Center Valley, PA 18034-0610 6. Determination of a Fair and Reasonable Cost The Contracting Officer determines that the anticipated cost to the government will be fair and reasonable because a complete analysis of all costs or a price analysis will be fully utilized prior to award of the contract. 7. Description of market survey and any interested sources. If no market survey was conducted, state the reason. A market survey was not conducted but several compaies were contacted regarding the purchase of the scopes as that defined how this requirement would be procured. The scopes are specific to each company and the equipment and software it will speak too. We will also seek pricing throughout the VISN to ensure the price is Fair and Reasonable. 8. Additional Support for the use of other than full and open competition: a. Explanation of why technical data, specifications, engineering descriptions, statement of work or purchase descriptions suitable for full open and competition have not been developed or are not available: The surgical scopes on station are Olympus scopes that contain proprietary rights on many parts that only the manufacturer, Olympus, can sell. (Please see the attached Letter from Olympus explaining the proprietary rights on these scope parts.) The scopes are specific to each company and the equipment and software it will speak too. b. When the sole source exception is used in the case of a follow-on acquisition, provide an estimate of the cost that would be duplicated and describe how the estimate was derived if the contract is awarded to other than the incumbent: N/A c. When the urgency exception is cited provide the data, estimate of cost or other rationale as to the extent of harm to the government if the contract is not awarded expediently: N/A 9. Sources expressing an interest: Olympus 3500 CORPORATE PARKWAY PO BOX 610 Center Valley, PA 18034-0610 10. Actions, if any, being taken to remove barriers to full and open competition: No actions can be taken in this situation as no other equipment is speaks to the scopes other than the system designed for these new scopes. All this information was taken into account prior to the leasing of the new endoscopy scopes. 11. Delivery Requirements: 30 Days After Receipt of Order 12. Acquisition Plan: An Acquisition Plan ( ) is (X) is not required for this acquisition. 13. IT Approval: IT Approval ( ) is (X) is not required for this acquisition. If it is, include appropriate approvals. Contracting Officers Certification The Contracting Officer has determined that the justification is accurate and complete to the best of the Contracting Officer's knowledge and belief.