ROSA ONE Brain _ Neurological Equipment & Software   2

Description This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.201-1, Simplified procedures, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2026-01 (eff. 03/13/2026) This solicitation is unrestricted Brand Name Only. The associated North American Industrial Classification System (NAICS) code for this procurement is 339112. The FSC/PSC is 6515. The West Roxbury VAMC is seeking to purchase the ROSA ONE Brain _ Neurological Software and Equipment brand name only. All interested companies shall provide quotations for the following: Supplies/Services ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 1.00 EA __________________ __________________ Arm and Stand set (includes): 1 included Motion Control and safety software, 1 included PACS Connection Software, 1 included Image fusion module, 1 included Surgical Planning and Guidance software, 1 included Functional Neurosurgery Planning module, 1 included Marker Based & Marker-less Registration, 1 included Support arm, 1 included Mayfield head holder adaptor, 1 included Pointer probe. LOCAL STOCK NUMBER: ROSAS00203 0002 1.00 EA __________________ __________________ ROSA Planning Station LOCAL STOCK NUMBER: ROSAS00503 0003 1.00 EA __________________ __________________ Leksell Frame Adapter LOCAL STOCK NUMBER: ROSAS00348 0004 1.00 EA __________________ __________________ Microdrive holder LOCAL STOCK NUMBER: ROSAS00497 0005 1.00 EA __________________ __________________ Instrument holder LOCAL STOCK NUMBER: ROSAS00498 0006 1.00 EA __________________ __________________ SEEG SST Drill Adaptor ?3.2MM LOCAL STOCK NUMBER: ROSAS00084 0007 1.00 EA __________________ __________________ SEEG SST Drill Adaptor ?2.5MM LOCAL STOCK NUMBER: ROSAS00080 0008 1.00 EA __________________ __________________ PEEK Instrument Adaptor ?2.1MM LOCAL STOCK NUMBER: ROSAS00071 0009 1.00 EA __________________ __________________ PEEK Instrument Adaptor ?2.2MM LOCAL STOCK NUMBER: ROSAS00067 0010 1.00 EA __________________ __________________ PEEK Instrument Adaptor ?1.8MM LOCAL STOCK NUMBER: ROSAS00060 0011 1.00 EA __________________ __________________ Instrument Tray 1/2 length 3.5" LOCAL STOCK NUMBER: 588801235 0012 1.00 EA __________________ __________________ Titanium HeadRing KiT Titanium headring 1 included Fixing Posts M Set of 4 Posts 1 included Fixing Posts XL Set of 4 Posts 1 included Carrier for head fixing posts Set of 4 1 included Opti pin fixing pin 40mm Set of 4 Pins 1 included Opti pin fixing pin 50mm Set of 4 Pins 1 included Opti pin fixing pin 60mm Set of 4 Pins 1 included Opti pin fixing pin 70mm Set of 4 Pins 1 included Torque Wrench 70 Ncm 1 included Socket Wrench 1 included Sterilization Tray 1 included LOCAL STOCK NUMBER: 803004 0013 1.00 EA __________________ __________________ HeadRing Holder for Mayfield LOCAL STOCK NUMBER: 809101 0014 1.00 SE __________________ __________________ Imaging Markers Short (4) LOCAL STOCK NUMBER: 803012 0015 1.00 SE __________________ __________________ Imaging Markers Long (4) LOCAL STOCK NUMBER: 803013 0016 1.00 EA __________________ __________________ Socket Wrench LOCAL STOCK NUMBER: 803405 0017 1.00 EA __________________ __________________ Shipping (if applicable) GRAND TOTAL __________________ Delivery shall be provided no later than 60 days after receipt of order (ARO) Place of Performance/Place of Delivery West Roxbury VAMC 255 Spring Street A306-2-WR West Roxbury, MA 02132 United States VHA Boston Healthcare System ROSA Robotic Assisted Neurosurgery Performance Work Statement Privacy Statement: Contractor shall adhere to all Veterans Affairs (VA) Privacy & Security, and Privacy Act and Health Insurance Portability and Accountability Act (HIPAA) requirements if exposed to protected health information (PHI) or when obtaining or reviewing information. This includes all log files, error traps, screen capture images and database query results used to aid staff with product troubleshooting or product support activities. Introduction VA Boston is actively developing its epilepsy surgery program, performing 49 procedures over the last 5 years. We have hired a functional neurosurgeon and are transitioning procedures performed in the community back to the VA, as well as receiving surgical referrals from throughout the Northeast region. However, VABHS requires a ROSA cranial system to support stereo-EEG, RNS, and DBS implantation. ROSA is the standard of care for advanced stereotactic functional neurosurgery procedures for epilepsy and movement disorders. The purchase order includes the navigation system, planning station, software, stereotactic frame, and necessary instrumentation. This equipment will significantly facilitate rapid access to epilepsy surgery and optimize efficiency and cost-savings within VABHS and for Veterans throughout the surrounding region, including minimizing wait times from multiple months to several weeks. As such, this is a critical resource for our program. Advances in robotic-assisted neurosurgery offer the potential to significantly improve clinical outcomes, reduce operative times, and expand treatment capabilities for conditions previously considered inoperable or excessively invasive. The Department of Veterans Affairs has recognized robotic surgical systems as a priority investment to enhance surgical precision and expand minimally invasive treatment options for Veterans The objective of this procurement is to acquire a state-of-the-art robotic-assisted stereotactic neurosurgical system that will: Enable precise, minimally invasive surgical interventions for movement disorders, epilepsy, brain tumors, and intracerebral hemorrhage Reduce operative times compared to traditional frame-based approaches Expand the Neurosurgery Department's capacity to treat complex cases Integrate seamlessly with existing VA infrastructure, including PACS imaging systems, Mayfield head holders, and Leksell frames Provide comprehensive training to VA surgical staff to ensure safe and effective system utilization Establish a reliable service and maintenance framework to maximize system uptime and longevity Scope Provide and install the Zimmer Biomet ROSA Brain robotic platform to support minimally invasive stereotactic neurosurgery workflows (SEEG, DBS, biopsy, endoscopy) at VHA Boston, with pre operative planning, multimodal registration, rigid robotic guidance, and compatible instrumentation. The Contractor shall provide all labor, materials, equipment, software, and services necessary to deliver, install, calibrate, and support a complete ROSA ONE Brain robotic surgical system at the West Roxbury VA Medical Center. The scope includes all hardware components, software modules, accessories, instrumentation, training, documentation, and warranty services as detailed herein The addresses for the VA sites of care are as follows: VA Boston Healthcare System West Roxbury VA Medical Center (Inpatient & Outpatient) 1400 VFW Parkway West Roxbury, MA 02132-4927 While the contractor is on site for installation, training, or any other reason, each contracted individual must have their VA PIV card displayed at all times. Contracted personnel without PIV credentials must be badged and escorted at all times by VA personnel. Upon arrival at the facility, all contracted personnel must check-in with their Biomed/HTM point of contact. The point of contact will be designated after contract award. Performance Requirements The Contractor shall perform to the standards defined below. Performance will be monitored by the Contracting Officer Representative (COR) or designated government personnel. Performance Objective Deliverable Reference Performance Standard Monitoring Method Acceptable Performance Level Timely Delivery All hardware items (Section 4.1-4.3) All items delivered by date specified in contract schedule Government receipt inspection / Bill of Lading 100% on-time delivery Order Accuracy All hardware items (Section 4.1-4.3) All delivered part numbers and quantities exactly match quote and purchase order Visual inspection and inventory by COR and or HTM 100% accuracy; discrepancies corrected within 5 business days at no cost System Functionality ROSA Robotic Arm (4.1.1) Planning Station (4.1.2) Installation (4.5.1) System powers on, completes self-diagnostic tests, performs all specified range of motions without error On-site acceptance testing with COR, VA Biomedical Engineering and Clinical team. 100% of basic functions verified; zero critical failures Software Integration PACS Connection Software Image Fusion Module (4.1.1) System successfully connects to VA PACS, retrieves test imaging data, performs image fusion/segmentation Connectivity test and software demonstration Successful import and manipulation of minimum three test imaging series Instrument Compatibility Adapters & Holders (4.2.1-4.2.6) HeadRing Holder (4.3.2) All provided adapters, drill guides, and head holders fit existing VA instrumentation without modification Physical fit-test by surgical staff 100% compatibility verified Sterilization Compatibility Titanium HeadRing Kit (4.3.1) Instrument Tray (4.2.6) All sterile-use items withstand standard VA autoclave cycles without damage Validation report; verification by VA Sterile Processing Zero sterilization failures attributed to design/materials Training Effectiveness Clinical Training Program (4.5.2) Minimum 8 clinical staff trained and demonstrate proficiency in basic system operation, registration, and safety protocols Post-training competency checklists 100% of trained staff pass basic competency evaluation Documentation Completeness Technical Documentation (4.5.3) Biomed Integration (4.5.4) All required manuals and integration documents provided in print and digital formats, in English COR review 100% of required documents received and approved Total Cost Compliance All deliverables Invoice audit by COR and Finance Zero cost overruns without prior written approval System Capabilities & Performance Requirements Robotic Dexterity & Precision Must support 6 degrees of freedom with rigid arm control, ensuring sub-millimeter placement accuracy (RMS < 0.75 mm) and repeatability 0.03 mm to enable precise, minimally invasive neurosurgical procedures. High Accuracy for Lead & Instrument Placement The system shall achieve mean radial error rates of ~0.7 mm for DBS lead placement, based on clinical literature (e.g., Lefranc et al., 0.81 mm; Neudorfer et al., 0.76 mm) Force-Torque Haptic Feedback Integration of force/torque sensors to establish a surgeon robot haptic interface , supporting nuanced movements while maintaining trajectory integrity Multimodal Registration Capable of contactless laser registration via facial scanners, as well as traditional fiducials or frame-based registration; must allow pre-operative planning separate from OR imaging Software Planning Module Include intuitive pre-operative planning software, enabling 3D trajectory visualization and plan export. Must support deferred planning to optimize OR scheduling Clinical Application Requirements ROSA Brain shall support and document successful completion of the following procedures: Stereo-Electroencephalography (SEEG) Deep Brain Stimulation (DBS) (awake/asleep workflows compatible with microdrives) Stereotactic Biopsy, Ventricular/Transnasal Endoscopy, Responsive Neurostimulation, etc. Clinical staff shall receive training on each procedural module and workflow. Tray & Consumable Instrumentation From quote (Boston VA ROSA Quote WRVA202602 01) equipment must include: ROSA Cranial System (ROSAS00203) Titanium HeadRing Kit Additional instrument sets (part numbers: 809101, 803012, 803013, 803405) per scope of PWS Support for instrument tray sterilization/maintenance processes Vendor responsibilities include delivery, installation, and initial training, DAP shipping terms included Delivery: All systems and kits delivered by DAP terms; ensure secure packaging, installation at customer OR suite. Installation & OP Validation: Vendor to conduct site survey, system calibration, accuracy testing, and registration protocol validation before first case. Training & Support: Provide comprehensive hands-on clinician & biomed training, including simulation, best-practice workflows, and troubleshooting. Ensure access to technical support. Documentation: Supply operator s manuals, software guides, service contracts, and IFUs per FDA requirements Performance Acceptance: Verify system meets specification thresholds (accuracy, workflow time savings, patient comfort) through test data Documentation The contractor shall provide detailed documentation for all services performed, including installation, maintenance, and training. Documentation must be submitted to the COR for review and approval. 4.0 Deliverables The Contractor shall provide the following items and services in accordance with the terms and conditions of this Scope of Work. 4.1 Major System Components Line Item Part # Description QTY 4.1.1 ROSAS00203 ROSA ONE Brain Robotic Arm and Stand Set, including: 1 Motion Control and Safety Software Included PACS Connection Software Included Image Fusion Module Included Surgical Planning and Guidance Software Included Functional Neurosurgery Planning Module Included Marker-Based & Marker-Less Registration Included Support Arm Included Mayfield Head Holder Adapter Included Pointer Probe Included 4.1.2 ROSAS00503 ROSA Planning Station 1 4.1.3 ROSAS00348 Leksell Frame Adapter 1 4.1.4 ROSAS00497 Microdrive Holder 1 4.1.5 ROSAS00498 Instrument Holder 1 4.2 Surgical Instrumentation and Adaptors Line Item Part # Description QTY 4.2.1 ROSAS00084 SEEG SST Drill Adaptor 3.2MM 1 4.2.2 ROSAS00080 SEEG SST Drill Adaptor 2.5MM 1 4.2.3 ROSAS00071 PEEK Instrument Adaptor 2.1MM 1 4.2.4 ROSAS00067 PEEK Instrument Adaptor 2.2MM 1 4.2.5 ROSAS00060 PEEK Instrument Adaptor 1.8MM 1 4.2.6 588801235 Instrument Tray 1/2 length 3.5" 1 4.3 Head Fixation and Fiducial Systems Line Item Part # Description QTY 4.3.1 803004 Titanium HeadRing Kit, including: 1 Titanium Headring Included Fixing Posts M Set of 4 Posts Included Fixing Posts XL Set of 4 Posts Included Carrier for Head Fixing Posts Set of 4 Included Opti Pin Fixing Pin 40mm Set of 4 Pins Included Opti Pin Fixing Pin 50mm Set of 4 Pins Included Opti Pin Fixing Pin 60mm Set of 4 Pins Included Opti Pin Fixing Pin 70mm Set of 4 Pins Included Torque Wrench 70 Ncm Included Socket Wrench Included Sterilization Tray Included 4.3.2 809101 HeadRing Holder for Mayfield 1 4.3.3 803012 Imaging Markers Short (4) Set of 4 Fiducials 1 4.3.4 803013 Imaging Markers Long (4) Set of 4 Fiducials 1 4.3.5 803405 Socket Wrench 1 4.4 Shipping and Delivery Line Item Description Terms 4.4.1 Shipping and Handling INCO Terms: DAP (Delivered at Place) West Roxbury VA Medical Center 4.4.2 Shipping Cost 4.5 Non-Clinical Deliverables (Documentation and Services) Deliverable ID Deliverable Title Description Due Date 4.5.1 Installation and Setup Physical installation of the ROSA robotic arm, planning station, and accessories in the designated surgical suite. System shall be fully operational upon completion. Within 14 calendar days of delivery 4.5.2 Clinical Training Program On-site training for VA neurosurgeons, nurses, and surgical technologists on system operation, software planning, registration techniques, and intraoperative use. Minimum 8 staff trained. Prior to first clinical use 4.5.3 Technical Documentation Operator Manuals, Technical Service Manuals, and Software Guides in print and digital formats. At time of installation 4.5.4 Biomedical Integration Package Documentation for VA Clinical Engineering includes electrical schematics, preventive maintenance schedules, and validated sterilization instructions. At time of installation 4.5.5 Warranty Documentation Full warranty terms and conditions, including duration, coverage, and service response commitments. At time of installation Integration with Buyer s Operations System Compatibility: Must integrate smoothly with existing head fixation systems (e.g., Leksell, CRW frames), Microdrive s, and intraoperative imaging modalities Platform Scalability: System shall support future dual-use for spine and cranial surgeries, allowing for modular growth and cross-specialty use. Patient Experience: Include features like non-shaving registration and contactless mapping to enhance patient comfort and reduce prep time Robotic arm with 6 degrees of freedom, designed for neurosurgery; rigid guidance once trajectory is set; force torque (haptic) sensing for co manipulation; no repositioning needed for bilateral cases. Accuracy and repeatability: platform literature indicates < 0.75 mm RMS absolute accuracy and 0.03 mm repeatability (design technical paper for ROSA platform). Pre operative planning station enabling advanced 3D trajectory mapping; contactless and traditional registration options (bone/skin fiducials; frame based). Clinical Applications Supports SEEG (documented significant time savings vs. frame based), DBS (awake/asleep), biopsy, ventricular/transnasal endoscopy, and RNS workflows. Integration & Compatibility Works with Leksell/CRW frames, common microdrives (FHC, Alpha Omega, Inomed), and intra op CT verification workflows. PACS connectivity and planning station per Zimmer Biomet documentation. 5.0 DELIVERABLE SUBMISSION AND ACCEPTANCE 5.1 Submission Instructions All deliverables shall be submitted to the Contracting Officer Representative (COR) electronically in Microsoft Office-compatible or PDF format unless otherwise specified. 5.2 Acceptance Criteria Deliverable Category Acceptance Criteria Hardware All items physically present, undamaged, matching part numbers and quantities exactly Software System successfully connects to VA network; accurate registration on test phantoms Installation System fully operational; all safety checks passed Training Competency checklists completed and signed Documentation All manuals and integration documents received and approved 5.3 Final Acceptance Final acceptance of the ROSA system is contingent upon successful completion of all performance requirements and delivery of all documentation. Payment shall not be processed until final acceptance is documented by the COR. 6.0 Applicable Directives The contractor must comply with the rules and regulations of the Veterans Affairs Administration. All contractors accessing the equipment during installation and training must be certified (i.e. proper approval shall be obtained from the VA Information System Security Officer). The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor s employment. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1). Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems: (1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems; (2) Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training; (3) Successfully complete the appropriate VA privacy training and annually complete required privacy training; and (4) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements. 7.0 RECORDS MANAGEMENT OBLIGATIONS A. Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists. B. Definitions Federal record as defined in 44 U.S.C. 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them. The term Federal record: includes VHA records. does not include personal materials. applies to records created, received, or maintained by Contractors pursuant to their VHA contract. may include deliverables and documentation associated with deliverables. C. Requirements Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. In accordance with 36 CFR 1222.32, the Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. VHA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VHA or destroyed except in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, the Contractor must report to VHA. The agency must report promptly to NARA in accordance with 36 CFR 1230. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records, and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records, and/or equipment is no longer required, it shall be returned to VHA control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material, and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VHA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VHA policy. The Contractor shall not create or maintain any records containing any non-public VHA information that is not specifically tied to or authorized by the contract. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act. The VHA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VHA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. Training. All Contractor employees assigned to this contract who create, work with or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. ** VHA training for contractors is available in Talent Management System (TMS): Records Management for Records Officers and Liaisons, Item #3873736 D. Flow down of requirements to subcontractors The Contractor shall incorporate the substance of this clause, its terms, and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor. End of Performance Work Statement The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html. The following solicitation provisions apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services System updates may lag policy updates. The System for Award Management (SAM) may continue to require entities to complete representations and certifications based on provisions that are not included in this solicitation. Examples include 52.240-90 Security Prohibitions and Exclusions Representations and Certifications, 52.242-91 Security Prohibitions and Exclusions, 52.240-92 Security Requirements, and 52.240-93 Basic Safeguarding of Covered Contractor Information Systems. Contracting officers will rely on representations from offers based on provisions in the solicitation. Entities are not required to, nor are they able to, update their entity registration to remove these representations in SAM. ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (OCT 2025) Provisions that are incorporated by reference (by Citation Number, Title, and Date), have 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 version of FAR 52.212-1 in the addendum is tailored for Simplified Acquisition Procedures and supersedes the current version of FAR 52.212-1 contained in the FAR. 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 (OCT 2025) (a) Submission of quotes. Submit signed and dated quotes to the office specified in this solicitation at or before the exact time specified in this solicitation. As a minimum, quotes shall include (1) The solicitation number; (2) The name, address, and telephone number of the Quoter; (3) The Quoter s Unique Entity Identifier (UEI) and, if applicable, Electronic Funds Transfer (EFT) indicator; (4) Information necessary to evaluate the factors contained in the provision at 52.212-2 or as described in the solicitation; (5) Responses to provisions that require Quoter completion of information, representations, and certifications (other than those collected via the System for Award Management (SAM)); and (6) 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 Quoter agrees to hold the prices in its offer firm for 60 calendar days from the date specified for receipt of quotes, unless another time period is specified in an addendum to the solicitation. (c) Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). (1) Quoters are responsible for submitting quotes 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 quotes 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 quotes 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 amendment of the solicitation or other 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. (4) Quoters may withdraw their quotes 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 quotes and award a contract without discussions with Quoters. Therefore, the Quoter s initial offer should contain the Quoter s best terms. However, the Government reserves the right to conduct discussions, if necessary. The Government may reject any or all quotes if such action is in the public interest, accept other than the lowest offer, and waive informalities and minor irregularities in quotes received. (e) Debriefings. If a postaward debriefing is given to requesting Quoters, the Government will disclose the following information, if applicable: (1) The agency s evaluation of the significant weak or deficient factors in the debriefed Quoter s offer. (2) The overall evaluated cost or price and technical rating of the successful Quoter and the debriefed Quoter and past performance information on the debriefed Quoter. (3) The overall ranking of all Quoters when any ranking was developed by the agency during source selection. (4) A summary of the rationale for award. (5) For acquisitions of commercial products, the make and model of the product to be delivered by the successful Quoter. (6) Reasonable responses to relevant questions posed by the debriefed Quoter as to whether the agency followed source-selection procedures set forth in the solicitation, applicable regulations, and other applicable authorities. 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998) https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-52#FAR_52_252_1 (FAR) and http://www.va.gov/oal/library/vaar/index.asp (VAAR) 52.203-11 Certification and Disclosure Regarding Payments to Influence Certain Federal Transactions. (SEP 2024) 52.203-18 Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements or Statements-Representation. (JAN 2017) 52.204-7 System for Award Management Registration (NOV 2024) (DEVIATION NOV 2025) 52.225-1 Buy American-Supplies (OCT 2022) 52.225-2 Buy American Certificate (OCT 2022) 52.229-11 Tax on Certain Foreign Procurements Notice and Representation (JUN 2020) (Deviation Sep 2025) 52.233-2 Service of Protest (SEP 2006) 52.240-90 Security Prohibitions and Exclusions Representations and Certification (NOV 2025) (Deviation) 852.215-72 Notice of Intent to Re-Solicit (OCT 2019) 852.233-70 Protest Content/Alternative Dispute Resolution (OCT 2018) 852.233-71 Alternate Protest Procedure (OCT 2018) 852.239-75 Information and Communication Technology Accessibility Notice (FEB 2023) The following contract clauses apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions Commercial Products and Commercial Services [NOV 2025] Addenda is attached. ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES Clauses that are incorporated by reference (by Citation Number, Title, and Date), have 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 following clauses are incorporated into 52.212-4 as an addendum to this contract: 52.252-2 Clauses Incorporated by Reference (FEB 1998) https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-52#FAR_52_252_2 (FAR) and http://www.va.gov/oal/library/vaar/index.asp (VAAR) 52.203-6 Restrictions on Subcontractor Sales to the Government Alternate I (NOV 2021) 52.203-17 Contractor Employee Whistleblower Rights. (NOV 2023) 52.203-19 Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements. (JAN 2017) 52.204-9 Personal Identity Verification of Contractor Personnel (JAN 2011) 52.204-13 System for Award Management-Maintenance (OCT 2018) (DEVIATION NOV 2025) 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) 52.209-10 Prohibition on Contracting With Inverted Domestic Corporations. (NOV 2015) (DEVIATION NOV 2025) 52-219-8 Utilization of Small Business Concerns (Deviation) (NOV 2025) 52.219-28 Postaward Small Business Program Representation (Deviation) (NOV 2025) 52.222-3 Convict Labor. (JUN 2003) (DEVIATION NOV 2025 52.222-19 Child Labor-Cooperation with Authorities and Remedies. (MAR 2026) (DEVIATION NOV 2025) 52.222-35 Equal Opportunity for Veterans. (JUN 2020) (DEVIATION NOV 2025) 52.222-36 Equal Opportunity for Workers with Disabilities. (JUN 2020) (DEVIATION NOV 2025) 52.222-37 Employment Reports on Veterans. (JUN 2020) (DEVIATION NOV 2025) 52.222-40 Notification of Employee Rights Under the National Labor Relations Act. (DEC 2010) (DEVIATION NOV 2025) 52.222-50 Combating Trafficking in Persons. (NOV 2021) (DEVIATION NOV 2025) 52.222-54 Employment Eligibility Verification (Deviation) (NOV 2025) 52.222-62 Paid Sick Leave Under Executive Order 13706 (Deviation) (NOV 2025) 52.222-90 Addressing DEI Discrimination by Federal Contractors (EO 14398) (MAR 2026) 52.226-8 Encouraging Contractor Policies to Ban Text Messaging While Driving. (MAY 2024) 52.228-5 Insurance Work on a Government Installation (JAN 1997) 52.229-12 Tax on Certain Foreign Procurements (FEB 2021) 52.232-33 Payment by Electronic Funds Transfer-System for Award Management. (OCT 2018) 52.232-40 Providing Accelerated Payments to Small Business Subcontractors. (MAR 2023) 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (MAR 2023) 52.233-3 Protest after Award. (AUG 1996) (DEVIATION NOV 2025) 52.233-4 Applicable Law for Breach of Contract Claim. (OCT 2004) (DEVIATION NOV 2025) 52.240-91 Security Prohibitions and Exclusions. (DEVIATION NOV 2025) 852.232-72 Electronic Submission Of Payment Requests (NOV 2018) 852.242-71 Administrative Contracting Officer (OCT 2020) 852.203-70 Commercial Advertising (MAY 2018) 852.212-71 Grey Market and Counterfeit items (FEB 2023) 852.215-70 Service-Disabled Veteran-Owned And Veteran-Owned Small Business Evaluation Factors (Deviation) (JAN 2023) 852.215-71 Evaluation Factor Commitments (OCT 2019) 852.222-71 Compliance With Executive Order 13899 (Deviation) (APR 2025) 852.246-71 Rejected Goods (OCT 2018) All quotes shall be sent to the Contracting POC Julie Lemire at Julie.Lemire1@va.gov. Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 12. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government. The following are the decision factors: Technical or Quality, Past Performance, Veterans Involvement, and Price. The award will be made to the response most advantageous to the Government. Responses should contain your best terms and conditions. ADDENDUM to 52.212-2 EVALUATION COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES Basis for Award. The Government will issue a purchase order to the one responsible quoter whose quotation conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate quotations: Technical or Quality Past Performance Veterans Involvement Price Evaluation Approach. The Government will evaluate quotations using the comparative evaluation process outlined in FAR 12, where quotations will be compared to one another to determine which provides the best benefit to the Government. The Government reserves the right to consider a quotation other than the lowest price that provides additional benefit(s). Quotations may exceed minimum requirements of the solicitation. The Government reserves the right to select a quotation that provides benefit to the Government that exceeds the minimum requirements of the solicitation, but is not required to do so. Each response must meet the minimum requirements of the solicitation. The Government is not requesting or accepting alternate quotations. The evaluation will consider the following: Technical or Quality: The quotation will be evaluated to the extent to which it can meet and/or exceed the Government s requirements as outlined in the solicitation and based on the information requested in the instructions to quoters section of the solicitation. Past Performance: The past performance evaluation will assess the relative risks associated with a quoter s likelihood of success in fulfilling the solicitation s requirements as indicated by the quoter s record of past performance. The past performance evaluation may be based on the contracting officer s knowledge of and previous experience with the supply or service being acquired; Customer surveys, and past performance questionnaire replies; Contractor Performance Assessment Reporting System (CPARS) at http://www.cpars.gov/; or any other reasonable basis. Veterans Involvement: In accordance with Veterans Affairs Acquisition Regulation (VAAR) 852.215-70 (DEVIATION), Service-Disabled Veteran-Owned and Veteran-Owned Small Business (VOSB) Evaluation Factors, the Government will assign evaluation credit for a Quoter (i.e., prime contractor) which is a Service-Disabled Veteran-Owned Small Business (SDVOSB) or a VOSB. To receive credit, an offeror must be registered and verified the SBA Small Business Search and must meet federal small business size standards for the North American Industry Classification System (NAICS) code assigned to this solicitation. Non-SDVOSB/VOSB quotations that use SDVOSBs or VOSBs as subcontractors will receive some consideration under this evaluation Factor. Quoters must state in their quotations the names of the SDVOSBs and VOSBs with whom they intend to subcontract and provide a brief description of the proposed subcontracts and the approximate dollar values of the proposed subcontracts. In addition, the proposed subcontractors must be registered and verified in the SBA Small Business Search and must meet federal small business size standards for the NAICS code assigned to this solicitation at time of both quotation submission and at time of award. Price: The Government will evaluate the price by adding the total of all line-item prices, including all options. The Total Evaluated Price will be that sum. 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. Submission of your response shall be received not later than 7/10/2026 at 3:00PM EST. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). 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 Contracting POC Julie Lemire at Julie.Lemire1@va.gov