Carl Zeiss Extaro 300 Endodontic Surgical Microscope, Preventative Maintenance and Repair Service
Indian Health Service (IHS), Phoenix Area Office (PAO), Division of Acquisition Management (DAM)
Place of Performance: Whiteriver Service Unit, Whiteriver, AZ
(i) This is a combined synopsis/solicitation for commercial items, prepared in accordance with the format in subpart 12.6 and FAR 13.303 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a separate written solicitation will not be issued.
The Government will award one Firm-Fixed Price contract resulting from this combined synopsis/solicitation to the responsible offeror whose offer is conforming to the Carl Zeiss Extaro 300 Endodontic Surgical Microscope, Preventative Maintenance and Repair Service or similar. Lowest price technically acceptable (LPTA) source selection will be used where best value is expected to result from selection of the technically acceptable proposal with the lowest evaluated price.
(ii) Solicitation number is #RFQ-25-PHX-074 and is issued as a Request for Quotation (RFQ).
(iii) This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-05, Effective 08/07/2025.
(iv) This requirement is restricted to Small Business under NAICS Code 339112.
(v) The Contract Line Items (CLINs) are listed on Price Schedule. Offers shall enter all prices for all the CLINS on the Price Schedule. Not providing unit prices for all CLINS shall make your offer non-responsive to the solicitation.
See Attachment A - Price Schedule. Offeror can provide listing of items on a separate quote or items on Attachment - A Price Schedule.
(vi) The Indian Health Service (IHS), Phoenix Area Office (PAO), Division of Acquisition Management (DAM) intends to procuring for a contract for Carl Zeiss Extaro 300 Endodontic Surgical Microscope, Preventative Maintenance and Repair Service or similar.
This procurement is for NEW Equipment ONLY; no remanufactured or "gray market" items. Vendor shall be an Original Equipment Manufacturer (OEM authorized dealer, authorized distributor or authorized reseller for the proposed equipment/system such that OEM warranty and service are provided and maintained by the OEM. All, warranty and service associated with the equipment shall be in accordance with the OEM terms and conditions. All Equipment must be covered by the manufacturer's warranty. The quote MUST include a copy of the authorized distributor letter from the manufacturer to verify that the vendor is an authorized distributor of the products being quoted.
(vii) Delivery and acceptance terms for this contract award is FOB Destination.
Whiteriver Service Unit, 400 West Apache Drive, Whiteriver, AZ 85941
Delivery of supplies are 60 days or sooner After Receipt of Order.
(viii) Addendum to FAR 52.212-1, Instructions to Offerors Commercial Items (Oct 2018).
1. Adherence to Instructions:
Offers, including all required documents, must be submitted to the Contact Specialist, Donovan Conley, to Donovan Conley@ihs.gov. Please reference section ADDENDUM to FAR 52.212-2 - Evaluations - Commercial Items for additional information about Evaluation factors for this solicitation. Documents must be properly executed and submitted not later than the close of business of the offer due date which is September 1 at 4:00 PM MST. No questions will be taken after September 1 at 12:00 PM MST. Only electronic offers will be accepted and emailed to Donovan.Conley@ihs.gov. Any submission of offers after the closing date of the September 1, 2025 at 4:01 PM MST will not be accepted for consideration.
2. Exceptions to Terms and Conditions: Offerors must clearly identify any exception to solicitation terms and conditions and provide accompanying rationale.
3. Registration in System for Award Management (SAM): In order to be eligible for contract award offerors must be registered in SAM at https://www.sam.gov.
4. Offeror shall provide the following information:
UEI Number __________ and TAX ID Number __________from Attachment C Clause and Administrative Data, page-7, paragraph 5. Contract Administration.
5. Basis of Award:
This acquisition will utilize Lowest Price Technically Acceptable (LPTA) source selection procedures were best value is expected to result from selection of the technically acceptable proposal with the lowest evaluated price. By submission of its offer, the Offeror accepts all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements. Failure to meet a requirement may result in an offer being determined technically unacceptable.
In order for an Offeror to be considered for award, the proposal must receive an Acceptable rating in every non-price factor. Any proposal receiving a rating of Unacceptable in any non-price factor will not be further evaluated.
Ratings for Technical:
Acceptable Proposal clearly meets the minimum requirements of the solicitation.
Unacceptable Proposal does not clearly meet the minimum requirements of the solicitation.
For the purpose of award, the government shall evaluate offers based on the evaluation factors described below:
Factor 1 Technical:
Offeror shall provide brief description of alike salient characteristics of the items stated in the Price Schedule, to include technical documentation to support products being offered as equal items.
Factor 2 Price:
Completed price schedule in accordance with Attachment A Price Schedule for this RFQ. Quote/Price Schedule shall remain in effective for 120 calendar days after close of solicitation. The Government will evaluate the quote to determine the price fair and reasonableness in accordance with FAR 13.106-3. FOB Destination CONUS (Continental U.S.). Shipping charges shall be included in the purchase cost of the product. Sellers shall deliver the products on their own conveyance to the location listed on the award.
Note: Not providing prices for all the items on the Price Schedule shall make your offer non-responsive.
If you have any questions concerning the Price Schedule you can email me at Donovan.Conley@ihs.gov.
(ix) Addendum to FAR 52.212-2, Evaluation Commercial Item (Oct 2014).
a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation as follows:
Award will be made on the basis of the lowest evaluated price of proposals meeting or exceeding the acceptability standards for non-cost factors. (Lowest Price Technically Acceptable, FAR 15.101-2) The following factors shall be used to evaluate offers:
Factor 1 Technical
Factor 2 Price
(b) Options. 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. Evaluation of options shall not obligate the Government to exercise the option(s).
(c) A written notice of award or acceptance of an offer, mailed or otherwise 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.
(x) Offerors shall include a completed copy of the provision at FAR 52.212-3, Offeror Representations and Certifications -- Commercial Items (May 2024), with its offer.
Provisions:
FAR 52.216-1 Type of Contract (Apr 1984), The Government contemplates award of a Firm-Fixed Price award resulting from this solicitation.
(xi) FAR 52.212-4 Contract Terms and Conditions Commercial Items (JAN 2025) applies to this acquisition.
Addendum to FAR 52.212-4 (g) Invoices.
1. Invoices: Invoices shall be submitted in ARREARS:
a. Quarterly [ ]
b. Semi-Annually [ ]
c. Other [X] After shipment of order(s).
2. Instructions: Invoice Processing Platform (IPP)
Invoicing will be completed electronically at www.ipp.gov or any successor site. Note: The IPP Helpdesk is itservicedesk@fiscal.treasury.gov.
HHSAR Clause 352.232-71 Electronic Submission of Invoice Payment Requests (Feb 2022)
(a) Definitions. As used in this clause -- Payment request means a bill, voucher, invoice, or request for contract financing payment with associated supporting documentation. The payment request must comply with the requirements identified in FAR 32.905(b), Content of Invoices' and the applicable Payment clause included in this contract.
(b) Except as provided in paragraph (c) of this clause, the Contractor shall submit payment requests
electronically using the Department of Treasury Invoice Processing Platform (IPP) or successor system. Information regarding IPP, including IPP Customer Support contact information, is available at www.ipp.gov or any successor site.
(c) The Contractor may submit payment requests using other than IPP only when the Contracting Officer authorizes alternate procedures in writing in accordance with HHS procedures.
(d) If alternate payment procedures are authorized, the Contractor shall include a copy of the Contracting Officer's written authorization with each payment request.
(END OF CLAUSE)
Technical Point of Contact (TPOC): Christina Zamorano, Christina.Zamorano@ihs.gov
Contract Specialist: Donovan Conley, Donovan.Conley@ihs.gov
(xii) FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders -Commercial Items (Jan 2025), see attachment Clauses and Administrative Data.
(xiii) Additional attachment for this commercial solicitation.
Attachments:
RFQ-25-PHX-074 Combined Synopsis-Solicitation, 4-pages
A Price Schedule 1-page
B Clause and Administrative Data 8-pages
C 2025 AZ State Tax Exemption Letter 3-pages
(xiv) n/a
(xv) RFQs are due by September 1, 2025 4:00 PM MST. Email the RFQ offers to Donovan.Conley@ihs.gov. Questions are due before September 1, 2025 at 12:00 PM MST. Offeror must confirm IHS receipt of their offer(s).
You are reminded that representatives from your company SHALL NOT contact any Indian Health Service employees to discuss this RFQ during this RFQ process. All questions and concerns regarding this RFQ shall be directed to Donovan Conley Contract Administrator.
(xvi) Contract Administrator is Donovan Conley, Contracting Specialist, Donvan.Conley@ihs.gov
