Custom Fit Insoles - Tomah SB Set-aside

36C25226Q0538 Solicitation number 36C25226Q0538 is issued as a request for quotation (RFQ) for the provision of orthotic blanks, cork components, top cover materials, and related insole fabrication items. This acquisition is restricted to small businesses. This solicitation incorporates provisions and clauses by reference. The full text of provisions and clauses may be accessed electronically at www.acquisition.gov. The associated North American Industrial Classification System (NAICS) code for this procurement is 339113 Surgical Appliance and Supplies Manufacturing. Small Business Administration (SBA) small business size standard of 800 employees. The FSC/PSC is 6515 Medical/Surgical Instruments and Supplies. The Department of Veterans Affairs, Network Contracting Office 12 (NCO 12), Veterans Integrated Services Network 12 (VISN 12), Tomah VA Medical Center, Prosthetic and Sensory Aids Service (PSAS), located at 500 E. Veterans Street, Tomah, WI, 54660 requires the provision of orthotic blanks, cork components, top cover materials, and related insole fabrication items. These materials are required for use in the facility s in-house AMFIT milling system to fabricate custom orthotic inserts for Veteran patients. The Department of Veterans Affairs (VA) intends to award a firm-fixed-price contract with a 12-month base year and three (3) 12-month option years. Interested contractors are invited to provide quotations for the following: Performance Work Statement 1. Scope The Department of Veterans Affairs, Tomah VA Medical Center, Prosthetic and Sensory Aids Service (PSAS), is seeking quotations for the supply of orthotic blanks, cork components, top cover materials, and related insole fabrication items. These materials are required for use in the facility s in house AMFIT milling system to fabricate custom orthotic inserts for Veteran patients. 2. Period of Performance Base Year + 3 Option Years Base Year - September 6, 2026 September 5, 2027 Option Year One - September 6, 2027 September 5, 2028 Option Year Two - September 6, 2028 September 5, 2029 Option Year Three - September 6, 2029 September 5, 2030 Estimated Total Value: ~$500,000 3. Line Items (SKUs and Quantities) Item Description SKU Qty 1 PLASTIZOTE PORON TOP COVER SHEET TPC-BILAM-TSB 25 2 PLASTAZOTE PINK TOP COVER SHEET 9TPC-PLSTST-TSB 6 3 BLACK X-STATIC TOP COVER SHEET TPC-XSTATIC 260 4 MENS DIECUT CORK\EVA INSOLE-6 MDCC/06 12 5 MENS DIECUT CORK\EVA INSOLE-8 MDCC/08 12 6 MENS DIECUT CORK\EVA INSOLE-10 MDCC/10 34 7 MENS DIECUT CORK\EVA INSOLE-16 MDCC/16 50 8 MENS DIECUT CORK\EVA INSOLE-12 MDCC/12 100 9 EURO 278 INSOLE BLANK, SOFT B-E278S 20 10 EURO 286 INSOLE BLANK, SOFT B-E286S 20 11 EURO 293 INSOLE BLANK, SOFT B-E293S 60 12 EURO 310 INSOLE BLANK, SOFT B-E310S 25 13 EURO 253 INSOLE BLANK, MED B-E253M 25 14 EURO 270 INSOLE BLANK, MED B-E270M 64 15 EURO 278 INSOLE BLANK, MED B-E278M 64 16 EURO 286 INSOLE BLANK, MED B-E286M 162 17 EURO 293 INSOLE BLANK, MED B-E293M 455 18 EURO 310 INSOLE BLANK, MED B-E310M 500 19 EURO 325 INSOLE BLANK, MED B-E325M 75 20 EURO 338 INSOLE BLANK, MED B-E338M 30 21 EURO 237 INSOLE BLANK, MED B-E237M 30 22 EURO 237 EVA BLANK_SOFT B-E237S 320 23 EURO 253 INSOLE BLANK, SOFT B-E253S 30 24 EURO 237 INSOLE BLANK, FIRM B-E237F 20 25 EURO 293 INSOLE BLANK, FIRM B-E293F 20 26 EURO 310 INSOLE BLANK, FIRM B-E310F 20 27 TAPE INSOLE DIE CUT 370MM x 115MM 4,511 28 MILL CUTS PROVIDED WITH BLANKS 4,511 4. Delivery All items shall be delivered FOB Destination to: Tomah VA Medical Center 500 E. Veterans Street Tomah, WI 54660 5. Technical Requirements Offerors shall supply products meeting the following minimum standards: 5.1 Material Compatibility All items must be compatible with AMFIT milling systems. Materials must be suitable for CNC milling and should not melt, smear, gum, or degrade milling performance. 5.2 EVA / Foam / Laminate Specifications Offerors shall provide: Material datasheets for EVA, cork, Plastazote, Poron, or laminates Durometer ranges Lamination/bonding method Density and structural specifications Surface finish details 5.3 Sample Testing Requirement Prior to award, contracting officer may request samples of any item offered for evaluation by Tomah VAMC PSAS clinical staff. Samples must demonstrate: Successful CNC milling performance Material stability No gumming, clogging, or melting Adequate bonding integrity Failure to meet sample test requirements will render an offer technically unacceptable. (End Performance Work Statement) 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 identified and provide the appropriate information with its quotation or offer. The full text of FAR and VAAR provisions or clauses may be accessed electronically at: https://www.acquisition.gov/far-overhaul https://www.acquisition.gov/vaar The following solicitation provisions apply to this acquisition: FAR 52.212-1, Instructions to Offerors-Commercial Products and Commercial Services (SEP 2023) (DEVIATION OCT 2025) FAR 52.252-1, Solicitation Provisions Incorporated by Reference (FEB 1998) FAR 52.212-2, Evaluation-Commercial Products and Commercial Services (NOV 2021) (DEVIATION OCT 2025) FAR 52.203-11, Certification and Disclosure Regarding Payments to Influence Certain Federal Transactions (SEP 2024) FAR 52.203-18, Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements or Statements-Representation (JAN 2017) FAR 52.204-7, System for Award Management (NOV 2024)(DEVIATION NOV 2025) FAR 52.209-7, Information Regarding Responsibility Matters (OCT 2018) (DEVIATION NOV 2025) FAR 52.214-21, Descriptive Literature (APR 2002) FAR 52.219-1, Small Business Program Representations (FEB 2024) (DEVIATION NOV 2025) FAR 52.225-6, Trade Agreements Certificate (FEB 2021) FAR 52.225-18, Place of Manufacture (AUG 2018) FAR 52.233-2, Service of Protest (SEP 2006) (DEVIATION NOV 2025) FAR 52.252-5, Authorized Deviations in Provisions (NOV 2020) VAAR 852.233-70, Protest Content/Alternative Dispute Resolution (OCT 2018) VAAR 852.233-71, Alternate Protest Procedure (OCT 2018) VAAR 852.252-70, Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008) The Offeror shall have an active Federal Government registration in the System for Award Management (SAM) when submitting an offer or quotation in response to this solicitation and at the time of award. To register in SAM, go to https://www.sam.gov. Allow for processing time when registering in SAM. If the Offeror is not registered in SAM, it should register immediately after receiving this solicitation. The following contract clauses apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial Services (NOV 2023)(DEVIATION OCT 2025) FAR 52.252-2, Clauses Incorporated by Reference (FEB 1998) FAR 52.203-6, Restrictions on Subcontractor Sales to the Government ALT 1(NOV 2021) FAR 52.203-17, Contractor Employee Whistleblower Rights (Nov 2023) FAR 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (JAN 2017) FAR 52.204-13, System for Award Management Maintenance (OCT 2018)(DEVIATION NOV 2025) FAR 52.204-18, Commercial and Government Entity Code Maintenance (AUG 2020) FAR 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, Proposed for Debarment, or Voluntarily Excluded (JAN 2025) (DEVIATION NOV 2025) FAR 52.209-9, Updates of Publicly Available Information Regarding Responsibility Matters (OCT 2018) (DEVIATION NOV 2025) FAR 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (NOV 2015) (DEVIATION NOV 2025) FAR 52.217-9, Option to Extend the Term of the Contract (MAR 2000) FAR 52.219-6, Notice of Total Small Business Set-Aside (NOV 2020) (DEVIATION NOV 2025) FAR 52.219-8, Utilization of Small Business Concerns (JAN 2025) (DEVIATION NOV 2025) FAR 52.219-14, Limitations on Subcontracting (OCT 2022) (DEVIATION NOV 2025) FAR 52.219-33, Nonmanufacturer Rule (SEP 2021) (DEVIATION NOV 2025) FAR 52.222-3, Convict Labor (JUN 2003) (DEVIATION NOV 2025) FAR 52.222-19, Child Labor-Cooperation with Authorities and Remedies (JAN 2025) (DEVIATION NOV 2025) FAR 52.222-35, Equal Opportunity for Veterans (JUN 2020) (DEVIATION NOV 2025) FAR 52.222-36, Equal Opportunity for Workers with Disabilities (JUN 2020) (DEVIATION NOV 2025) FAR 52.222-37, Employment Reports on Veterans (JUN 2020) (DEVIATION NOV 2025) FAR 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (DEC 2010)(DEVIATION NOV 2025) FAR 52.222-50, Combating Trafficking in Persons (NOV 2021) (DEVIATION NOV 2025) FAR 52.222-90, Addressing DEI Discrimination by Federal Contractors (APR 2026) (refer to full text on page 10 below) FAR 52.223-23, Sustainable Products (MAY 2024) (DEVIATION NOV 2025) FAR 52.225-5, Trade Agreements (NOV 2023) FAR 52.226-8, Encouraging Contractor Policies to Ban Text Messaging While Driving (May 2024) FAR 52.229-3, Federal, State, and Local Taxes (FEB 2013) (DEVIATION SEP 2025) FAR 52.232-33, Payment by Electronic Funds Transfer - System for Award Management (OCT 2018) FAR 52.232-40, Providing Accelerated Payments to Small Business Subcontractors (Mar 2023) FAR 52.233-3, Protest After Award (AUG 1996) (DEVIATION NOV 2025) FAR 52.233-4, Applicable Law for Breach of Contract Claim (OCT 2004) (DEVIATION NOV 2025) FAR 52.244-6, Subcontracts for Commercial Products and Commercial Services (JAN 2025)(DEVIATION OCT 2025) FAR 52.252-6, Authorized Deviations in Clauses (NOV 2020) VAAR 852.203-70, Commercial Advertising (MAY 2018) VAAR 852.208-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors Orders or BPAs (JAN 2023) (DEVIATION) VAAR 852.208-71, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factor Commitments Orders and BPAs (JAN 2023) (DEVIATION) VAAR 852.212-71, Gray Market and Counterfeit Items (FEB 2023) VAAR 852.222-71, Compliance with Executive Order 13899 (DEVIATION)(APR 2025) VAAR 852.232-72, Electronic Submission of Payment Requests (NOV 2018) VAAR 852.237-74, Nondiscrimination in Service Delivery (OCT 2019) VAAR 852.242-71, Administrative Contracting Officer (OCT 2020) VAAR 852.246-71, Rejected Goods (OCT 2018) VAAR 852.247-71, Delivery Location (OCT 2018) VAAR 852.247-72, Marking Deliverables (OCT 2018) Protests Protests, as defined in section 33.101 of the Federal Acquisition Regulation, that are filed directly with an agency, and copies of any protests that are filed with the Government Accountability Office (GAO), shall be served on the Contracting Officer (addressed as follows) by obtaining written and dated acknowledgment of receipt from the Contracting Officer, Stacy Massey at Stacy.Massey@va.gov. The copy of any protest shall be received in the office designated above within one day of filing a protest with the GAO. Invoicing The Contractor will submit each invoice online, including all back-up data, to VA s Electronic Invoice Presentment and Payment System. The Financial Services Center (FSC) uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge. Additional information can be found at http://www.fsc.va.gov/einvoice.asp. Option to Extend the Term of the Contract The Government may extend the term of this contract by written notice to the Contractor provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 30 days before the contract expires. The preliminary notice does not commit the Government to an extension. If the Government exercises this option, the extended contract shall be considered to include this option clause. The total duration of this contract, including the exercise of any options under this clause, shall not exceed five (5) years. Small Business Program Compliance This is a supply requirement issued under a manufacturing NAICS (339113), and limited to Small Businesses, all offerors must comply with applicable Small Business Program rules, including: Nonmanufacturer Rule (NMR) Compliance Per FAR 52.219 33 and 13 CFR 121.406: Offeror must be a Small Business under the NAICS code 339113. Offeror must take ownership/possession of items consistent with industry practice. Items must be the product of a U.S. Small Business manufacturer Offeror must identify the manufacturer name, manufacturer size, and country of origin for each item. Limitations on Subcontracting (LOS) Offerors must comply with applicable LOS requirements by the end of the base term of the contract and then by the end of each subsequent option period. Distributors functioning solely as pass through entities without meaningful performance do not qualify. Failure to comply with NMR or LOS requirements will result in rejection of the quotation. Trade Agreements Act (TAA) Compliance This acquisition exceeds the TAA threshold; therefore, FAR 52.225 5 Trade Agreements applies. Offerors must certify that all supplied products are: U.S.-made, or Manufactured in a TAA designated country, or Substantially transformed in a TAA designated country. Products from non designated countries (e.g., China, India) are not acceptable. Brand Name or Equal Requirement The Government has identified brand name items (such as AMFIT EVA blanks, cork components, and top cover materials) to describe the minimum essential characteristics and quality requirements needed for compatibility with the AMFIT milling system used at the Tomah VA Medical Center. These brand names are provided for reference only. Offerors may propose equal products, provided the offered items meet or exceed the salient characteristics listed below: Material Compatibility Must be compatible with AMFIT milling systems. Must not melt, smear, gum, or damage milling tools. Material Specifications EVA and other foams must include durometer ratings, density, and structural details. Laminates must include bonding and layer specifications. Cork components must match sizing and density needed for orthotic fabrication. Dimensional Requirements Offered blanks must match functional dimensions and tolerances of listed SKUs. Performance Requirements Must withstand CNC milling without deformation, clogging, melting, or delamination. Sample Testing The VA reserves the right to request samples for testing prior to award. Failure of sample testing renders the product unacceptable. Offerors proposing equal products must include: Manufacturer specifications Technical datasheets Country-of-origin/TAA documentation NMR manufacturer size information Evidence items meet or exceed each salient characteristic Failure to provide this information will result in an unacceptable evaluation. When preparing offers/quotes in response to this solicitation, offerors shall refer to FAR 52.212-1 (Instructions to Offerors-Commercial Products and Commercial Services), and FAR 52.212-2 (Evaluation-Commercial Products and Commercial Services). These sections contain specific instructions, guidance, format, and exact requirements for what constitutes a complete and responsive offer/quote. As specified in these sections an incomplete and/or non-responsive offer/quote shall not be considered for a contract award by the contracting officer. 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 (SEP 2023) (DEVIATION OCT 2025) (a) Submission of offers. Submit signed and dated offers to the office specified in this solicitation at or before the exact time specified in this solicitation. As a minimum, offers shall include (NOTE: The Contracting Officer is not responsible for locating or obtaining any information not identified in the offer.) The solicitation number; The name, address, and telephone number of the Offeror; The Offeror s Unique Entity Identifier (UEI) and, if applicable, Electronic Funds Transfer (EFT) indicator; Completed RFQ Pricing Worksheet (Attachment) with SKU-by-SKU unit prices; Manufacturer name, location, size status, and country of origin for each line item; Material datasheets & technical product specifications; Certification of TAA compliance; Certification of NMR compliance; Authorized distributor/reseller letter signed by the manufacturer, if applicable; "Remit to" address, if different than mailing address; A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation and any solicitation amendments. (b) Period for acceptance of Quotes. The Offeror agrees to hold the prices in its offer firm for 60 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation. (c) Late submissions, modifications, revisions, and withdrawals of offers. (1) Offerors are responsible for submitting offers and any modifications or revisions to the Government office designated in the solicitation by the time specified in the solicitation. (2) Any offer, modification, or revision received after the time specified for receipt of offers is late and will not be considered unless it is received before award is made and the Contracting Officer determines that accepting the late offer would not unduly delay the acquisition. However, a late modification of an otherwise successful offer that makes its terms more favorable to the Government will be considered at any time it is received and may be accepted. (3) If an emergency or unanticipated event interrupts normal Government processes so that offers cannot be received at the Government office designated for receipt of offers by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of offers 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. (4) Offerors may withdraw their offers by written notice to the Government received at any time before award. (d) Contract award (not applicable to Invitation for Bids). The Government intends to evaluate offers and award a contract without discussions with Offerors. Therefore, the Offeror s initial offer should contain the Offeror s best terms. However, the Government reserves the right to conduct discussions, if necessary. The Government may reject any or all offers if such action is in the public interest, accept other than the lowest offer, and waive informalities and minor irregularities in offers received. (End of Provision) Evaluation The award will be made to the contractor whose response is most advantageous to the Government. Responses should contain your best terms and conditions. The government reserves the right to select a response that provides benefit to the government that exceeds the minimum. The government is not required to select a response that exceeds the minimum. Responses may exceed requirements. Each response must at a minimum meet the solicitation requirement. While price is important, the Government reserves the right to award to a higher-priced offeror if the technical solution and delivery reliability provide greater value and lower risk to patient care. The following provision is incorporated into 52.212-2 as an addendum to this solicitation: 52.212-2 Evaluation Commercial Products and Commercial Services (NOV 2021) (DEVIATION OCT 2025) Evaluation factors. 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 will be used to evaluate offers: The following factors will be used to evaluate quotations: Technical Acceptability Delivery Reliability Past Performance Price Reasonableness (b) Options (if applicable). 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. The evaluation of options does not obligate the Government to exercise the option(s). (c) Notice of award. A written notice of award or acceptance of an offer 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) Submission of your response shall be received not later than 5:00pm on July 10, 2026. Responses should be sent to the Contracting Officer, Stacy Massey at Stacy.Massey@va.gov. Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below. Point of Contact Stacy Massey Contracting Officer Network Contracting Office 12 Stacy.Massey@va.gov 52.222-90 Addressing DEI Discrimination by Federal Contractors. As prescribed in 22.2203, insert the following clause: Addressing DEI Discrimination by Federal Contractors (Deviation DATE) (a) Definitions. As used in this clause Program participation means membership or participation in, or access or admission to: training, mentoring, or leadership development programs; educational opportunities; clubs; associations; or similar opportunities that are sponsored or established by the contractor or subcontractor. Racially discriminatory diversity, equity, and inclusion (DEI) activities means disparate treatment based on race or ethnicity in the recruitment, employment (e.g., hiring, promotions), contracting (e.g., vendor agreements), program participation, or allocation or deployment of an entity's resources. (b) In connection with the performance of work under this contract, the Contractor agrees as follows: (1) The Contractor will not engage in any racially discriminatory DEI activities; (2) The Contractor will furnish all information and reports, including providing access to books, records, and accounts, as required by the Contracting Officer, for purposes of ascertaining compliance with this clause; (3) In the event of the Contractor's or a subcontractor's noncompliance with this clause, this contract may be canceled, terminated, or suspended in whole or in part, and the Contractor or subcontractor may be declared ineligible for further Government contracts; (4) The Contractor will report any subcontractor's known or reasonably knowable conduct that may violate this clause to the Contracting Officer and take any appropriate remedial actions directed by the Contracting Officer; and (5) The Contractor will inform the Contracting Officer if a subcontractor sues the Contractor and the suit puts at issue, in any way, the validity of this clause. (6) The Contractor recognizes that compliance with the requirements of this clause are material to the Government's payment decisions for purposes of 31 U.S.C. 3729(b)(4). (c) The Contractor must include the substance of this clause, including this paragraph (c), in subcontracts at any tier, including those for commercial products and commercial services, except those where the place of delivery or performance is outside the United States. (End of clause)