SAM #36C24827Q0009

Medical Physics Support Services for James A. Haley Veterans Hospital

This opportunity is for Medical Physics Support Services at the James A. Haley Veterans Hospital in Tampa, Florida, managed by the Department of Veterans Affairs, Network Contracting Office 8. - Government Buyer: - Department of Veterans Affairs, Network Contracting Office 8 (NCO 8) - James A. Haley Veterans Hospital - Scope of Services: - On-site diagnostic Medical Physics Support Services, including emergency response within 2 hours - Quarterly and annual quality assurance testing and certification of diagnostic imaging equipment (x-ray, MRI, CT, nuclear medicine, mammography, PET/CT, dental, fluoroscopy) - Shielding design and surveys for new construction, renovations, and equipment modifications - Recertification of equipment after repairs or modifications - Dose estimate calculations for patients, staff, and sentinel event investigations - Participation in Radiation Safety Committee and related committees - Preparation of compliance reports and adherence to VHA directives and standards - Key Requirements: - Contractor must provide all labor, materials, supplies, equipment, and qualified personnel - Diagnostic medical physicists must hold specific certifications (e.g., ABR, ABMP, or equivalent) - Emergency response to equipment issues within 2 hours - Compliance with SDVOSB set-aside, subcontracting limitations, and insurance minimums - Past performance references required - No specific OEMs or vendors are named; the procurement is strictly for professional services - No products or equipment are being purchased; all services are to be provided on-site - Contract Structure: - Base period of 12 months, with up to four 12-month option periods (total potential duration of five years) - Services to be performed quarterly and annually as specified in the Performance Work Statement (PWS)

Description

COMBINED SYNOPSIS SOLICITATION (i) This is a combined synopsis/solicitation for Medical Physics Support Services at James A. Haley Veterans Hospital (JAHVH), as prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. A Firm-Fixed Price purchase order is anticipated. (ii) The solicitation number is 36C24827Q0009 and is issued as a request for quotation (RFQ). (iii) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2026-01 (eff. 03/13/2026). (iv) This procurement is set-aside based on an order of priority as established in 38 U.S.C. 8127. The combined synopsis/solicitation is: 100% Set-Aside for Service-Disable Veteran Owned Small Business (SDVOSB). The associated North American Industrial Classification System (NAICS) code for this requirement is NAICS Code 541990: All Other Professional, Scientific and Technical Services and has a size standard of $19.5 Million. To be considered as a Service-Disabled Veteran Owned Small Business (SDVOSB), prospective offerors shall be verified in the U.S Small Business Administration (SBA) Small Business Search home page: https://search.certifications.sba.gov/ at the date and time set for receipt of offers. Responses shall be on an all or none basis; no partial submissions will be accepted. Quotes must be valid for 90 days. All offerors must be registered in System for Award Management (SAM) at the time offers are due to be considered for an award of a federal contract. Registration must be complete and include all elements such as representations and certifications. Line-Item Numbers (LINs): ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 12.00 MO _______________ ____________ The Contractor shall furnish all labor, material, supplies, equipment, and qualified personnel to provide on-site diagnostic Medical Physics Support Services (including emergency service requests) as described in the Performance Work Statement (PWS). Contract Period: Base POP Begin: 10-01-2026 POP End: 09-30-2027 NAICS CODE: 541990 - All Other Professional, Scientific, and Technical Services PRODUCT/SERVICE CODE: H265 - Equipment and Materials Testing - Medical, Dental, and Veterinary Equipment and Supplies ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 1001 12.00 MO ____________ ____________ The Contractor shall furnish all labor, material, supplies, equipment, and qualified personnel to provide on-site diagnostic Medical Physics Support Services (including emergency service requests) as described in the Performance Work Statement (PWS). Contract Period: Option 1 POP Begin: 10-01-2027 POP End: 09-30-2028 NAICS CODE: 541990 - All Other Professional, Scientific, and Technical Services PRODUCT/SERVICE CODE: H265 - Equipment and Materials Testing - Medical, Dental, and Veterinary Equipment and Supplies ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 2001 12.00 MO ____________ ____________ The Contractor shall furnish all labor, material, supplies, equipment, and qualified personnel to provide on-site diagnostic Medical Physics Support Services (including emergency service requests) as described in the Performance Work Statement (PWS). Contract Period: Option 2 POP Begin: 10-01-2028 POP End: 09-30-2029 NAICS CODE: 541990 - All Other Professional, Scientific, and Technical Services PRODUCT/SERVICE CODE: H265 - Equipment and Materials Testing - Medical, Dental, and Veterinary Equipment and Supplies ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 3001 12.00 MO ____________ ____________ The Contractor shall furnish all labor, material, supplies, equipment, and qualified personnel to provide on-site diagnostic Medical Physics Support Services (including emergency service requests) as described in the Performance Work Statement (PWS). Contract Period: Option 3 POP Begin: 10-01-2029 POP End: 09-30-2030 NAICS CODE: 541990 - All Other Professional, Scientific, and Technical Services PRODUCT/SERVICE CODE: H265 - Equipment and Materials Testing - Medical, Dental, and Veterinary Equipment and Supplies ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 4001 12.00 MO ____________ ____________ The Contractor shall furnish all labor, material, supplies, equipment, and qualified personnel to provide on-site diagnostic Medical Physics Support Services (including emergency service requests) as described in the Performance Work Statement (PWS). Contract Period: Option 4 POP Begin: 10-01-2030 POP End: 09-30-2031 NAICS CODE: 541990 - All Other Professional, Scientific, and Technical Services PRODUCT/SERVICE CODE: H265 - Equipment and Materials Testing - Medical, Dental, and Veterinary Equipment and Supplies GRAND TOTAL _______________ DELIVERY SCHEDULE: James A. Haley Veterans Hospital (JAHVH) 13,000 Bruce B. Down Blvd. Tampa, FL 33612-4745 (vi) See Performance Work Statement (PWS) (Attachment 1). (vii) PERFORMANCE MONITORING: See PWS. (viii) The provision at 52.212-1, Instructions to Offerors -- Commercial, applies to this acquisition and the following clauses AND instructions are added as: ADDENDUM to FAR 52.212-1 Instructions to Offerors - Commercial Products and Commercial Services (OCT 2025) The following provisions are incorporated into 52.212-1 as an addendum to this solicitation: Additional Instructions to Offerors- 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. Offerors must ensure that proposals are submitted timely to ensure delivery and receipt by the Due Date and Time identified on this Combined Synopsis/Solicitation. Quote packages shall be submitted electronically via email, to Jose.Ortiz-Velez@va.gov. In addition to the requirements of FAR 52.212-1, Offerors SHALL: Signed and dated the Combined Synopsis/Solicitation. Submit a narrative explanation on how Medical Physics Support Services will be executed/provided in accordance with (IAW) the PWS (Work Plan/Licenses and Certifications/Quality Assurance/Emergency Service Calls/etc.). Complete and sign the Limitations on Subcontracting (LoS) Clause in VAAR 852.219-75. Contractor MUST complete the Limitation of Subcontracting Certification and submit with quote. Submit up to three (3) past performance references, including both the reference information and details of the work performance; past performance information shall be recent and relevant work. Contract: Start Date of Contract: End Date of Contract: Reference s Name and Phone Number: Type of work performed & product used: The Contracting Officer (CO) will reserve the right to utilize all available records (e.g., PPIPRS and FAPIIS) while evaluating past performance from each offeror. Failure to provide information above may result in a rejection of offer. The Government intends to make a single award to one offeror. (ix) The provision at 52.212-2, Evaluation-Commercial Products and Commercial Services, applies to this acquisition, and the specific evaluation criteria to be included in paragraph (a) of this provision. FAR 52.212-2 EVALUATION COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (OCT 2025) (a) 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 shall be used to evaluate offers: See Addendum to FAR 52.212-2 (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. Evaluation of options should not obligate the Government to exercise the option(s). FAR 52.217-8, Option to Extend Services will apply to this solicitation. Evaluation of options under FAR 52.217-8 will be accomplished by adding six months of the quoter's price for the last potential period of performance under this contract to the quoter's total price. For example, if the contract includes option periods that are exercisable under FAR 52.217-9, the quoter's total price for the purpose of evaluation will include the base period, all option periods, and an additional six months of the last option period. Quoters must price only the base and option periods specified in the contract line item numbers (CLINs) and shall not submit a price for the potential six-month extension of services under FAR 52.217-8. The Government reserves the right to exercise the option under FAR 52.217-8 before the end of any of the contractor's performance periods and will be exercised at the price and/or rates in effect at the time the clause is exercised. Evaluation of options should 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 there are negotiations after its receipt, unless a written notice of withdrawal is received before award. (End of Provision) ADDENDUM to FAR 52.212-2 Evaluation- Commercial Products and Commercial Services (OCT 2025) The following provisions are incorporated into 52.212-2 as an addendum to this solicitation: Evaluations Approach: The Government will evaluate quotes using in accordance FAR 12. The Government will conduct an initial preliminary review of all quotations to determine suitability. The Government reserves the right to consider a quotation other than the lowest price that provides additional benefit(s). Offerors must meet the minimum solicitation requirements to be considered suitable. Suitable offerors will proceed to a comparative evaluation where quotations are compared to determine which provides the best benefit/value to the Government based on: Technical Acceptability Past Performance Price Technical Acceptability: Offerors shall demonstrate in both the narrative explanation and capability statements a clear understanding of the Government's requirement to provide Medical Physics Support Services in accordance with (IAW) the specifications/certification criteria listed in the PWS. Proposals from offerors/quoters/bidders that fail to meet the minimum requirements including a material failure to conform with the instructions set forth above will be deemed unacceptable and will not be further considered. Past Performance: Past Performance evaluations will be conducted using information submitted by the offerors. When evaluating past performance (including experience in this line of service), the government will consider the currency and relevancy of the information, the source of the information, the context of the data, and the general trends in the contractor's performance. Offerors without relevant past performance will not be evaluated favorably or unfavorably. The Government reserves the right to obtain past performance information from other sources including CPARS. Price: The Government will evaluate the price by summing all line-item prices, including options. The Total Evaluated Price is the sum. Price reasonableness will be based on competitive quotations or offers. The award will be made without discussion. The response most advantageous to the Government (best benefit/value) will be selected. Responses should contain your best terms and conditions. Information not included in quotes will not be considered during evaluation. The Government may conduct clarifications if necessary. The Government reserves the right to make no award if no quotes meet the requirements. All quotes must include a statement that terms and conditions are acceptable as-is for inclusion in the award without modification. (x) Quotes shall include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications -- Commercial Items, if not completed on SAM.gov. (xi) The clause at 52.212-4, Contract Terms and Conditions -- Commercial Items, applies to this acquisition and the following clauses are added as addenda: 52.252-2 Clauses Incorporated by Reference (FEB 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. The full text is available upon request or electronically at http://www.acquisition.gov/far/index.html and https://www.va.gov/oal/library/vaar/index.asp. Other clauses include 52.203-3, 52.203-17, 52.204-4, 52.204-7, 52.204-13, 52.204-18, 52.209-5, 52.209-7, 52.209-9, 52.212-1, 52.212-2, 52.212-3, 52.228-5, 52.232-39, 52.232-40, 52.233-2, 52.233-4, 52.242-17, and others as listed. End of Clause Additional clauses include VAAR 852.219-73, 852.219-75, 852.215-71, 852.232-72, 52.217-8, 52.217-9, 52.222-90, 52.219-14, 52.219-75, 52.222-3, 52.222-19, 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.222-40, 52.222-41, 52.222-42, 52.222-50, 52.222-54, 52.222-55, 52.222-62, 52.223-18, 52.225-1, 52.225-3, 52.229-12, 52.232-33, 52.217-8, 52.217-9, 52.222-90, 52.219-75, 52.219-14, 52.222-90, and others as listed. End of Clause Additional clauses include VAAR 852.219-73, 852.219-75, 852.215-71, 852.232-72, 52.217-8, 52.217-9, 52.222-90, 52.219-14, and others as listed. End of Clause Additional clauses include VAAR 852.219-73, 852.219-75, 852.215-71, 852.232-72, 52.217-8, 52.217-9, 52.222-90, 52.219-14, and others as listed. End of Clause VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023) (DEVIATION) (a) Definition. For the Department of Veterans Affairs, a Service-disabled Veteran-owned small business concern or SDVOSB: Means a small business concern not less than 51% owned by one or more service-disabled Veterans or, in the case of a publicly owned business, not less than 51% owned by one or more service-disabled Veterans or eligible surviving spouses. The management and daily operations are controlled by one or more service-disabled Veterans or, in the case of a Veteran with permanent and severe disability, the spouse or caregiver. The business meets Federal small business size standards for the NAICS code in the solicitation. The business has been certified for ownership and control pursuant to 38 U.S.C. 8127, 13 CFR 128, and is listed as certified in the SBA database at https://veterans.certify.sba.gov/. The business agrees to comply with VAAR subpart 819.70 and SBA regulations regarding small business size and Veteran Small Business Certification. (b) General. To submit an offer and be eligible for SDVOSB set-aside or sole source, the concern must qualify as a small business under the NAICS code and be listed as an SDVOSB in the SBA database. (c) Representation. By submitting an offer, the contractor represents it is an eligible and certified SDVOSB. (d) Agreement/LOS certification. When awarded a contract, an SDVOSB agrees to comply with VAAR subpart 819.70 and SBA regulations, including limitations on subcontracting. Only certified SDVOSBs listed in the SBA database are eligible. Further details on limitations and compliance are provided in the clause. 52.219-14 LIMITATIONS ON SUBCONTRACTING (NOV 2025) (DEVIATION) (a) This clause does not apply to the unrestricted portion of a partial set-aside. (b) Definition. Similarly situated entity means a first-tier subcontractor with the same small business program status and considered small under NAICS. (c) Applicability. This clause applies to contracts set aside for small business concerns, including sole-source awards, and orders exceeding the simplified acquisition threshold. (d) Independent contractors are considered subcontractors. (e) By submitting an offer and executing a contract, the contractor agrees that in performance, it will not pay more than 50% of the amount paid by the Government to firms that are not similarly situated entities, with specific limitations based on the type of contract. (f) The contractor shall comply with limitations on subcontracting as specified. (g) A joint venture may be considered eligible if it complies with 13 CFR 128.402 and the managing partner makes the necessary representations. (h) Precedence and misrepresentation provisions are included. VAAR 852.215-71 EVALUATION FACTOR COMMITMENTS (OCT 2019) (a) The offeror agrees to use SDVOSBs or VOSBs as proposed subcontractors or to substitute them. (b) The offeror certifies that it is an eligible and certified SDVOSB. VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING--CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (NOV 2022) (a) The offeror certifies compliance with limitations on subcontracting, including specific percentages for services, general construction, and special trade contractors, with references to VAAR 852.219-73 and 852.219-74. (b) The offeror acknowledges the certification is subject to criminal penalties for false statements. (c) If VA determines non-compliance, the concern may be subject to penalties or debarment. (d) The offeror agrees to cooperate and provide documentation to demonstrate compliance. (e) The certification must be completed, signed, and submitted with the offer. Sample certification statement included. VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018) (a) Definitions and requirements for electronic submission of payment requests, including exceptions for certain circumstances. SUPPLEMENTAL INSURANCE REQUIREMENTS In accordance with FAR 28.307-2 and FAR 52.228-5, the following minimum coverage shall apply: Workers' compensation and employer's liability: at least $100,000. General Liability: $500,000 per occurrence. Automobile liability: $200,000 per person; $500,000 per occurrence; $20,000 property damage. Evidence of general liability insurance without asbestos exclusion must be provided prior to award. (xii) The clause at 52.212-5 applies, including additional FAR clauses listed, such as restrictions on subcontractor sales, reporting requirements, protections for debarred contractors, small business set-asides, and others as listed. 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999) The Government may require continued performance for up to 6 months, with rates adjustable only due to revisions in prevailing labor rates. The option may be exercised more than once. 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) The Government may extend the contract by written notice, with a maximum total duration of 5 years including options. 52.222-90 ADDRESSING DEI DISCRIMINATION BY FEDERAL CONTRACTORS (DEVIATION APR 2026) (a) Definitions and commitments to avoid racially discriminatory DEI activities, including reporting and compliance obligations. (b) The contractor must include this clause in subcontracts at any tier, including commercial products and services, unless delivery or performance is outside the U.S. WAGE DETERMINATION The DOL Wage Determination for Florida (Hernando, Hillsborough, Pasco, Pinellas) is No. 2015-4571, Revision 29, effective 5/13/2026. It is available at https://sam.gov/wage-determination/2015-4571/29. (xiii) Additional contract requirements, terms, or conditions: None. (xiv) The Defense Priorities and Allocations System (DPAS) ratings: NOT APPLICABLE. (xv) Site Visit: None. Vendor Questions: All questions must be in writing, sent via email to Jose.Ortiz-Velez@va.gov, and received by Tuesday, August 4, 2026, 12:00 PM EST. No further questions will be accepted after this date. Answers to Vendor Questions: Will be posted on www.SAM.gov (Contract Opportunities) on Wednesday, August 5, 2026, by 4:00 PM EST. Quotes must be emailed (along with the completed LoS Certification in VAAR 852.219-75 and all supporting documents) to Jose.Ortiz-Velez@va.gov and received by 12:00 PM EST, Monday, August 10, 2026. Quotes may be submitted on this document (include company info, name, address, phone, POC, email, UEI #) or your own form. NO LATE QUOTES WILL BE ACCEPTED. Questions regarding the solicitation: Contact Mr. Jose E. Ortiz-Velez at Jose.Ortiz-Velez@va.gov or (813) 938-0593. End of Document Additional Links:VHA

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