SAM #36C25926Q0796

RFID-Enabled Ultra-Low Temperature Freezer System and Accessories for VA Surgery Service

This opportunity from the Department of Veterans Affairs, Veterans Health Administration, is for the procurement and installation of an RFID-enabled ultra-low temperature storage cabinet system for the Surgery Service at the George E. Wahlen VA Medical Center in Salt Lake City, UT. - Government Buyer: - Department of Veterans Affairs (VA) - Veterans Health Administration (VHA) - George E. Wahlen VA Medical Center, Salt Lake City, UT - OEMs and Vendors: - InVita (for UDITracker tissue and implant management software) - Terso Solutions (for RFID cabinet hardware) - Products Requested: - Ultra-low temperature freezer (TS2-021-208v or equivalent), 14.9 cu ft, RFID-enabled (Qty: 1) - CO2 backup system (Qty: 1) - Freezer accessory kit (Qty: 1) - Barcode scanner (Qty: 1) - Bins and shelving (Qty: 1) - InVita UDTracker RFID Cabinet (Qty: 1) - Services Requested: - Delivery and installation of RFID cabinet - Software configuration and integration with hospital EMR/EHR systems - Acceptance testing - On-site training for clinical and supply chain staff - Documentation delivery (user manuals, training materials) - RFID data services and technical support (one year minimum) - Unique/Notable Requirements: - Integration with InVita UDITracker and hospital EMR/EHR systems - Compliance with FDA UDI regulations and security features - Buy American provisions - Authorized distributor letter required - Demonstration that offered products meet all salient characteristics - One-year hardware warranty and software support included - Real-time inventory management for tissues, biologics, and implantable medical devices

Description

Request for Quote (RFQ) #: 36C25926Q0796 RFID Cabinet for Surgery Service This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with Revolutionary FAR Overhaul (RFO) Part 12. This announcement constitutes the only solicitation. Offers are being requested and a separate written solicitation will not be issued. The Government reserves the right to make no award from this solicitation. The deadline for all questions is 12:00pm MST, 9/3/2026 All questions must be submitted in writing no later than the question cut-off date marked above. All questions will be answered officially through an amendment to the solicitation. Quotes are to be provided to heather.chase2@va.gov no later than 12:00pm MST, 9/10/2026. Quotes shall not be hand carried. Faxed quotes shall not be accepted. Emailed quotes are the only method of submitted quotes (4MB email limit). The Government reserves the right to make the award solely on initial Quotes received. Offerors bear the burden of ensuring that all portions of the offer (and any authorized amendments) reach the designated office before the deadline specified in the solicitation. This RFQ shall be completed in its entirety, and signed and dated, failure shall not be considered for award. This is a Request for Quote (RFQ), and the solicitation number is 36C25926Q0796. The government anticipates awarding a firm-fixed price contract resulting from this solicitation. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2026-01 effective March 17, 2026. The North American Industrial Classification System (NAICS) code for this procurement is 339112 with a business size standard of 1,000 employees. This solicitation is unrestricted, full and open to all business sizes. List of Line Items Line Item Description Qty Unit of Measure Unit Price Total Price 0001 TS2-021-208v (or equivalent) 14.9 cu ft Freezer 1 EA $ $ 0002 CO2 Backup System 1 EA $ $ 0003 Freezer Accessory Kit 1 EA $ $ 0004 Barcode Scanner 1 EA $ $ 0005 Bins and Shelving 1 EA $ $ 0006 RFID Unit Implementation / Installation 1 JB $ $ 0007 RFID Data Services & Support 1 YR $ $ Grand Total: $ Description of Requirements for the items/Services to be acquired See Attachment 1 Statement of Work *Buy American Vendors are strongly encouraged to include quotes with (all) products manufactured within the U.S. whenever possible although quotes with non-domestic products will not be excluded from the solicitation. Vendors are required to complete the FAR 52.225-2 Buy American Certificate below and include with their quote in order to verify the Country of Origin (COO) of products included in their quote. *FOB shall be destination *Freight shall be added to the price of CLIN 0001 and not be its own line item *Cut sheets and specification sheets proving the offered product meets all salient characteristics shall be included with the quote *Quotes shall annotate the expected date of delivery to the specified location *Quotes shall be accompanied by an authorization letter consistent with the requirements of VAAR 852.212-71(c). *Failure to meet the salient characteristics below will result in the offeror's quote not being considered for award. *Failure to provide the required documents or information (information documents, quote with accurate costs, delivery lead time, Buy American certificate, and/or authorized distributor letter) by the quote deadline may result in the offeror's quote not being considered for award. Salient Characteristics Invita RFID Cabinet Salient Characteristics Core Functionality RFID-enabled ultra-low temperature storage for tissues, implants, blood products, and biologics. Automated tracking of every item placed in or removed from the freezer. Real-time visibility of inventory levels with full chain-of-custody history. Automated expiration alerts and usage reporting Technical Specifications Ultra-low temperature capability depending on model (typically -20°C to -80°C). Integrated high-frequency RFID antennas ensuring 100% scanning coverage. Secure electronic locking system with access control integration. High-density storage capacity ranging from ~57 to 192 items (varies by configuration). Integration & Interoperability Seamless integration with InVita UDITracker Tissue & Implant Management system. Compatible with hospital EMR/EHR and MMIS systems using secure API connections. Supports automated documentation and regulatory compliance workflows Compliance & Regulatory Features Supports AATB, FDA, and Joint Commission documentation and tracking requirements. Maintains complete electronic chain-of-custody for all stored products. Temperature monitoring compliant with healthcare cold-chain standards Security & Audit Controls User-specific access tracking with electronic audit trails. Automatic logging of any attempt to access or modify stored items. Tamper-resistant enclosure with secure RFID-tag authentication Environmental & Operational Features Energy-efficient cooling system designed for continuous operation. Battery backup for short-term power outages (model dependent). Remote monitoring capabilities including temperature alerts and door-open notifications Performance & Reliability Validated read accuracy approaching 100% with RFID-tagged items. Reduces waste and loss through automated expiration and usage tracking. Demonstrated cost savings (e.g., Reston Hospital reported ~$200k annual waste reduction). Delivery and acceptance are to be F.O.B Destination (RFO 52.247-34) at: Department of Veterans Affairs George E. Wahlen VA Medical Center 500 Foothill Blvd Salt Lake City, UT 84148 52.212-1, Instructions to Offerors-Commercial Items applies to this acquisition Any award made as a result of this solicitation will be made on an All or Nothing Basis. State if quoted items are available and priced through offerors existing Government-wide Acquisition Contract (GWAC), GSA Multiple Award Schedule (MAS) contract, or VA-wide Acquisition Contract. If the acquisition is set-aside for SDVOSBs/VOSBs, their socioeconomic status must be verified and visible in the SBA Small Business Certification (SBS): https://search.certifications.sba.gov/: at the time of quote submission AND award, or will be considered non-responsive, and will NOT be considered for award. Offerors are warned against contacting any VA personnel other than the Contracting Officer and Contract Specialist prior to placement of any award made resulting from this RFQ. If such contact occurs and is found to be prejudicial to competing contactors, the offeror making such contact may be excluded from award considerations. All proprietary information shall be clearly and properly marked. If the Offeror submits annexes, documentation, attachments or the like, not specifically required by this solicitation, such will count against the Offeror's page limitations unless otherwise indicated in the specific volume instructions below. All information shall be confined to the appropriate file. The offeror shall confine submissions to essential matters, sufficient to define the quote and provide an adequate basis for evaluation. Offerors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each quote. ADDENDUM to RFO 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL Submission of quote shall include the following volumes: (I) Technical capability or quality of the item offered to meet the Government requirement; (II) Price; (III) Delivery Lead Time; (IV) Buy American Certificate; and (V) Letter of Authorized Distributor (VAAR 852.212-71 (c), as applicable. Volume I - Technical capability or quality of the item offered to meet the Government requirement The offeror shall submit specifications, cut sheets, or brochures confirming the "equal" products, including "equal" products of the brand name manufacturer submitted, meets or exceeds the salient physical, functional, or performance characteristic specified in this solicitation. The product(s) quoted must be identified by brand name, if any, and make or model number. Volume II Price Price - The offeror shall complete the pricing schedule provided in Section (v) above: Price/Cost Schedule. Volume III Delivery Lead Time The offeror shall state the required number of calendar days to deliver the item, to include installation, if applicable. Volume IV Buy American Agreements Certificate The offeror shall complete and submit the included 52.225-2 Buy American Certificate Volume V Letter of Authorized Distributor If the offeror is not an OEM, then the offeror shall submit a verifying authorization letter or other documents from the OEM consistent with the requirements of VAAR 852.212-71(c). Verifying letter must be from the OEM. (End of Addendum to 52.212-1) 52.212-2, Evaluation--Commercial Items ADDENDUM to RFO 52.212-2 EVALUATION COMMERCIAL ITEMS: The Government will award a contract resulting from this solicitation to the offeror responsible whose offer conforming to the solicitation will be most advantageous to the Government considering price and other factors. The following factors shall be used to evaluate quotations: Technical capability or quality of the item offered to meet the Government requirement Price Submission of Buy American Certificate Submission of Authorized Distributor Letter Evaluation Approach. 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 Government will use comparative analysis. The following factors will be used to evaluate offers: Technical capability or quality offered to meet the Government requirement: 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. Price: The Government will evaluate the price by adding the total of all line item prices. The Government may use various price analysis techniques and procedures to make a price reasonableness determination. Offers that do not meet or exceed the technical capability or quality of the item offered to the Government requirement shall not be selected regardless of price. Submission of completed Buy American Certificate: The Government will evaluate the information provided in the completed Buy American Certificate for compliance with FAR Part 25. Priority may be given to products made in the US. Submission of Authorized Distributor Letter: Vendor eligibility will be determined in addition to other evaluation factors above by the submission of a proper OEM letter (see VAAR 852.212-71(c)) from the manufacturer of the products included in the quote. The Government may consider an award to other than the lowest priced quoter/offeror if it’s in the best interest of the Government. If offeror does not provide all volumes as outlined in RFO 52.212-1 Instructions, the offer may be considered nonresponsive. (End of Addendum to 52.212-2) 52.212-4, Contract Terms and Conditions--Commercial Items applies to this acquisition Any inconsistencies in this solicitation or contract shall be resolved by giving precedence IAW 52.212-4(r). By submitting a quote, the offeror understands that quotes will not be referenced in 1449 and clauses incorporated in the solicitation will dictate the contract. All offerors shall comply with all applicable Federal, State and local laws, executive orders, rules and regulations applicable to its performance under the contract IAW RFO 52.212-4(q). The Government reserves the right to deny requests for clause changes that are not included in this solicitation should the request be inconsistent with the RFO or VAAR. Additional contract requirements or terms and conditions: 52.217-8 Option to Extend Services (NOV 1999) The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to the prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days. 52.222-90 Addressing DEI Discrimination by Federal Contractors Addressing DEI Discrimination by Federal Contractors (Deviation DATE) 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: 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) ... (additional clauses and provisions follow with similar HTML structuring) ...

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