Wireless Automated Hearing Test System WAHTS Maintenance

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR subpart 12.6, FAR 13 and 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.

1.0       REQUEST FOR QUOTE

1.1       The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2026-05. 

1.2         Set aside is 100% Small Business.

1.4       NAICS:  334310 Audio and Video Equipment Manufacturing

1.4.1     Applicable size standard is 1250 employees.

1.4.2    FSC:  J065 Maintenance, Repair and Rebuilding of Equipment-Medical

1.5       Period of performance:   25 September 2026 – 24 September 2031

1.6       Contract Line Item Structure (CLIN):

1.6.1    0001    base period service; 12 months: POP 25 September 2026 – 24 September 2027

1.6.2    1001    Option Period one:  12 months: POP 25 September 2027 – 24 September 2028

1.6.3    2001    Option Period two:  12 months: POP 25 September 2028 – 24 September 2029

1.6.4    3001    Option Period three: 12 months: POP 25 September 2029 – 24 September 2030

1.6.5    4001    Option Period four:  12 months: POP 25 September 2030 – 24 September 2031

1.6.6    5001    service IAW 52.217-8 max of 6 months; pricing for 1 month; POP 25 September 2031 – 20 March 2032

1.7       Requirement details are in Attachment A - Performance Work Statement.

1.8         Applicable provisions and clauses are provided in Attachment B.

2.0 QUOTE FORMAT

2.1 Offers shall be submitted via email.

2.2 The offeror is expected to ensure compliance with all laws, regulations, standards, and any other constraints specifically identified in the solicitation. A statement of acknowledgement must be included in the quote to conform with all terms, conditions, provisions and clauses in the solicitation.

2.3 Company information shall include from sam.gov entity registration the

2.3.1 name and address (include ‘doing business as’ (dba) name)

2.3.2 point of contact information (name, email and phone number)

2.3.3 UEI and CAGE codes

2.3.4 Tax identification number

2.4 The acceptable electronic format shall be compatible with Microsoft 365 or PDF Adobe.

2.5 All documents shall be labeled with the solicitation number (W912JB26QA003) and not be password protected.

2.6 The offeror should assume the Government has no prior knowledge of its capabilities and experience. The

3.0       VOLUME 1 - TECHNICAL CAPABILITY

3.1         The proposal shall present relevant information articulating the offeror’s proposed approach to meeting the PWS requirements. This section shall clearly demonstrate the offeror’s understanding by providing a clear description of the proposed approach to performing the work. The offeror’s description should include a clear description of all processes and procedures employed. Offers must submit a technical approach to include narrative of the quality assurance plan process.

3.1.1    Address how the Audhere software licensing is accessible and the capability to upgrade.

3.2       Past performance of relevant experiences may be included as an example of how the technical approach has been previously performed. This information shall not be more than five years prior to the solicitation issuance date.  Offerors shall provide relevant experience (for this purpose, experience refers to what an offeror has done, not how well it was accomplished) in performing proposed processes and procedures.

3.3       At least one of the recent past performance references shall include performance of the same or similar requirements as those described in PWS paragraph 5.

3.4       Provide a brief description of the work performed describing the similarities between the relevant work performed in comparison to the PWS paragraph 5.

3.5       The offeror shall not rephrase or restate the requirements but shall provide convincing rationale to address how the offeror intends to meet those requirements.

3.6       Technical capability and past performance will be used for evaluation.

4.0       VOLUME 2 - PRICING

4.1       Pricing shall be submitted in relation to the solicitation CLIN structure to include option periods if applicable.  The total extended price shall be submitted for the period of performance. Quotes without the extended price may be rendered unacceptable.

4.1.1    The offeror shall include substantiating data of the price proposal to establish that the proposed price is reasonable and complete.  The offer should include the burdened rate of labor and the applicable classification on the Department of Labor’s Wage Determinations. 

4.1.2    Identify direct labor, other direct costs and an explanation of the escalation and how it was applied.

4.2      The offeror shall prominently list the expiration date of the pricing for a minimum of 60 days.    

5.0       SAM REGISTRATION/JOINT VENTURE

5.1       The offeror must have an active registration on sam.gov at the time of award.

5.1.1    The registration must be active throughout the period of performance to be able to submit an invoice in WAWF.

5.2       In accordance with Class Deviation 2023-O0001 effective October 28, 2022, a small business joint venture offeror must submit, with its offer, the representation required in paragraph (c) of FAR solicitation provision 52.212-3, Offeror Representations and Certifications-Commercial Products and Commercial Services, and paragraph (c) of FAR solicitation provision 52.219-1, Small Business Program Representations, in accordance with 52.204-8(d) and 52.212-3(b) for the following categories:  A) Small business; (B) Service-disabled veteran-owned small business; (C) Women-owned small business (WOSB) under the WOSB Program; (D) Economically disadvantaged women-owned small business under the WOSB Program; or (E) Historically underutilized business zone small business.

6.0         NIST COMPLIANCE

6.1         in accordance with DFARS 252.204-7020, the contractor shall submit a self-assessment on safeguarding covered defense information that resides in or transits through covered contractor information systems by applying network security requirements.

6.2         National Institute of Standards and Technology (NIST) Special Publication (SP) 800-171 provides 110 controls that the contractor shall self-evaluate to determine compliance.

6.3       Assessment to be submitted on Procurement Integrated Enterprise Environment (PIEE) to login to the Supplier Performance Risk System (SPRS) module prior to submitting a quote.

6.4       The assessment shall be no more than three years since reporting.

7.0       EVALUATION

7.1         The Government intends to award a single small business that provides the best value to the Government which meets all the technical specifications and provisions listed in this RFQ.

7.2         Best value will be determined by evaluating price, past performance, and technical approach. Technical capability will be established by evaluating the experience the contractor has with relevant and similar contracts. Technical approach and technical capability will be evaluated as acceptable or unacceptable. All factors are rated approximately equal.

7.3         The government intends to award to the responsible contractor whose quote, conforming to the solicitation, is most advantageous to the government based on price and other factors that provide the best value.

7.4         The government may award to other than the lowest priced quote if the factors of technical capability and technical approach provide the best value and exhibit betterments above the minimum requirements identified in the RFQ.

7.5         Negative or adverse information on FAPIIS or SPRS in the last three years may render your quote unacceptable.

8.0         AWARD

8.1         In accordance with FAR 12.207, a firm-fixed contract shall be issued.

8.2         Dates of period of performance will be 25 September 2026 – 24 March 2032 unless otherwise instructed.

8.3         The contractor shall communicate with the Contracting Officer Representative (COR) to schedule the preliminary performance. 

8.4       A Pre-Performance Meeting on TEAMS will be held with the offeror’s point of contact, COR, contract administrator and contracting officer. Other company personnel can be invited to the meeting if deemed to have a role on the contract/service.

8.5       A notice will be sent to the unsuccessful offerors when a signed contract has been received from the apparent awardee.

9.0         BILLING INSTRUCTIONS

9.1         Invoice terms are Net 30 days.

9.2         Invoices must be for services performed. Invoices will not be accepted for billing future services during the period of performance.

9.3         Inspection and acceptance will be at Lansing, Michigan. 

9.4         Quantity for services corresponds to the number of invoices to be submitted per month during the time of performance.

9.5         Invoices must be submitted through Wide Area Work Flow (https://piee.eb.mil). 

9.5.1     Instructions are on clause 252.232-7006.

9.5.2     The invoiced amount for the CLIN shall not exceed the unit of issue amount.

9.5.3     Invoices shall be submitted after the service has been completed.

9.5.4     The Contracting Officer Representative (COR) has seven days to inspect the submitted invoice, and seven days to accept or reject the invoice. Once accepted, the request is submitted to the USPFO Pay Office for processing; when approved, the request is sent to DFAS for EDI transmission to the contractor.

10.0     QUOTE SUBMISSION INSTRUCTIONS

10.1     Offers shall be submitted electronically to  bonnie.l.reineer.civ@army.mil and ng.mi.miarng.mbx.uspfo-pc-vendors@army.mil

10.2     The quote shall not contain citations or active links to internet pages.  Any linked information will not be accepted and removed from the quote.

10.3      Questions due: 16 September 2026, 12:30 pm Eastern Standard Time (EST).  Questions will not be answered via telephone. 

10.4     It is the offeror’s responsibility to ensure all required documentation is provided in its entirety before the date and time set for closing of the solicitation.

10.4.1  Statement of Acknowledgement

10.4.2  Volume I – Technical Capability

10.4.3  Volume 2 – Pricing

10.4.4  SF30 signed if the solicitation is amended

10.5      Quotes due:     21 September 2026 – 12:30 p.m. Eastern Standard Time (EST) 

10.6     The Government reserves the right to require minor clarifications or to hold discussions. However, the Government may award without requesting clarification for ambiguity.