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Pennsylvania, United States
Government : Federal
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General Information
Document Type:
Combined Solicitation/Synopsis
Solicitation Number:
Current Response Date:
Monday, August 26, 2019
Product or Service Code:
Set Aside (SDVOSB/VOSB):
Contracting Office Address
Department of Veterans Affairs
VA Pittsburgh Healthcare System
1010 Delafield Rd
Pittsburgh, PA 15215
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested, and a written solicitation document will not be issued. Procedures will be used in accordance with FAR 13.

This solicitation is a request for quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-95.

The associated North American Industrial Classification System (NAICS) code for this procurement is 561622, with a small business size standard of $20.5 million.

All interested companies shall provide quotation(s), specifications, certifications, and brochures for the following:

Line Item
Unit Price
Total Price
Key Systems 81930001 GFMS Upgrade Kit (3-32 Key positions)

Key Systems 81930002 GFMS Upgrade Kit (33-64 Key positions)

On-Site KSI or equivalent technician

Key Systems 2690020 SAM Battery

Upgrade Key Box laptop GFMS software from 2.0.0 to 2.5.0

Service shall be provided within 15 calendar days after receipt of order/award of contract. Service terms FOB destination and must be coordinated with facility Point-of-Contact (POC), prior to delivery. The contractor shall provide service in accordance with CLIN(s) 0001, 0002, 0003, 0004 and 0005 to 1400 Blackhorse Hill Rd, Coatesville, PA 19320

Delivery Location
Department of Veterans Affairs
Coatesville VA Medical Center
1400 Blackhorse Hill Rd
Coatesville, PA
Postal Code:

Award shall be made to the quoter whose quotation offers the best value to the government, considering technical capability, past performance, and price. The government will evaluate information based on the following evaluation criteria: "(1) price, (2) past performance, and (3) technical capability factor "meeting or exceeding the requirement.


Award for this requirement will be made to the offeror who proposes the Lowest Price Technically Acceptable (LPTA) to the Government. To be Technically Acceptable must be capable of providing supplies/services as listed in the SOW and demonstrated proper qualification by providing the necessary documentation. At the close of the Combined Synopsis/Solicitation, a review of qualification(s) will be conducted. The Contracting Officer will award to the offeror proposing the best value to the Government, price, past performance, and other technical factors will be considered.

The evaluation matrix is as follows but not limited to:

1. Priced quote for all CLINS
2. Capability statement (may include examples of past performance)
3. Authorized reseller letter, if applicable

The Contracting Officer may reject a quote as non-responsive if no certification and authorized reseller and/or distribution letter is absent from alongside the quote and if the price of the quote is unbalanced.

A quote is unbalanced when it is based on prices significantly less for some work and significantly overstated for other work, or the prices do not reflect market value.


The following solicitation provisions apply to this acquisition:
FAR 52.212-1, Instructions to Offerors Commercial Items (Jan 2017)
(a) Gray market items are Original Equipment Manufacturer s (OEM) goods sold through unauthorized channels in direct competition with authorized distributors. This procurement is for new OEM medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts) for VA Medical Centers. No remanufactures or gray market items will be acceptable.

(b) Vendor shall be an OEM, authorized dealer, authorized distributor or authorized reseller for the proposed medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts), verified by an authorization letter or other documents from the OEM, such that the OEM s warranty and service are provided and maintained by the OEM. All software licensing, warranty and service associated with the medical supplies, medical equipment and/or services contracts for maintenance of medical equipment shall be in accordance with the OEM terms and conditions.

(c) The delivery of gray market items to the VA in the fulfillment of an order/award constitutes a breach of contract. Accordingly, the VA reserves the right to enforce any of its contractual remedies. This includes termination of the contract or, solely at the VA s election, allowing the Vendor to replace, at no cost to the Government, any remanufactured or gray market item(s) delivered to a VA medical facility upon discovery of such items.

2. FAR 52.212-3, Offerors Representations and Certifications Commercial Items (Nov 2017)

Offerors must complete annual representations and certifications on-line at in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. and its quote if it has not been completed on

The following contract clauses apply to this acquisition:
FAR 52.212-4, Contract Terms and Conditions Commercial Items (Oct 2018)
FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders (Jan 2019)
The following subparagraphs of FAR 52.212-5 are applicable:
52.219-13 Notice of Set-Aside of Orders (Nov 2011)
52.219-27 Notice of Service-Disabled Veteran-Owned Small Business Set-Aside (Nov 2011) (15 U.S.C. 657f)
52-219-28 Post-Award Small Business Program Rerepresentation (Jul 2013)
52.222-3 Convict Labor (Jun 2003) (E.O. 11755)
52.222-19 Child Labor--Cooperation with Authorities and Remedies (Jan 2018) (E.O. 13126)
52.222-21 Prohibition of Segregated Facilities (APR 2015)
52.222-26 Equal Opportunity (Sep 2016) (E.O. 11246)
52.222-36 Equal Opportunity for Workers With Disabilities (Jul 2014)

52.222-36 Equal Opportunity for Workers With Disabilities.
As prescribed in 22.1408(a), insert the following clause:
Equal Opportunity for Workers With Disabilities (Jul 2014)
(a) Equal opportunity clause. The Contractor shall abide by the requirements of the equal opportunity clause at 41 CFR 60.741.5(a), as of March 24, 2014. This clause prohibits discrimination against qualified individuals on the basis of disability, and requires affirmative action by the Contractor to employ and advance in employment qualified individuals with disabilities.
(b) Subcontracts. The Contractor shall include the terms of this clause in every subcontract or purchase order in excess of $15,000 unless exempted by rules, regulations, or orders of the Secretary, so that such provisions will be binding upon each subcontractor or vendor. The Contractor shall act as specified by the Director, Office of Federal Contract Compliance Programs of the U.S. Department of Labor, to enforce the terms, including action for noncompliance. Such necessary changes in language may be made as shall be appropriate to identify properly the parties and their undertakings.
[Class Deviation- 2017-O0008, Office of Federal contract Compliance Programs Waiver of Certain Clause Requirements in Contracts for Hurricane Harvey Relief Efforts. This clause deviation is effective on Sept 01, 2017, and remains in effect until incorporated into the FAR, or otherwise rescinded.
(c) Notwithstanding the provisions of this section, the Contractor will not be obligated to develop the written affirmative action program required under the regulations implementing section 503 of the Rehabilitation Act of 1973, as amended.
(End of Clause)
Alternate I (Jul 2014). As prescribed in 22.1408(b), add the following as a preamble to the clause:

52.222-41 Service Contract Labor Standards (Aug 2018) (41 U.S.C. Chapter 67)
52.222-42 Statement of Equivalent Rates for Federal Hires (May 2014)
52.222-42 -- Statement of Equivalent Rates for Federal Hires.
As prescribed in 22.1006(b), insert the following clause:
Statement of Equivalent Rates for Federal Hires (May 2014)
In compliance with the Service Contract Labor Standards statute and the regulations of the Secretary of Labor (29 CFR part 4), this clause identifies the classes of service employees expected to be employed under the contract and states the wages and fringe benefits payable to each if they were employed by the contracting agency subject to the provisions of 5 U.S.C. 5341 or 5332.
This Statement is for Information Only:
It is not a Wage Determination
Employee Class
Monetary Wage -- Fringe Benefits
B 23510
B $28.07

52.222-50 Combating Trafficking in Persons (Mar 2015) (22 U.S.C. chapter 78 and E.O. 13627)
52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (Aug 2011) (E.O. 13513)
52.225-1 Buy American Supplies (May 2014)
52.225-13 Restrictions on Certain Foreign Purchases (Jun 2008)
52.232-33 Payment by Electronic Funds Transfer--System for Award Management (Oct 2018)
Additional Clauses:
52.252-2 Clauses Incorporated by Reference
52.252-2 -- Clauses Incorporated by Reference.
As prescribed in 52.107(b), insert the following clause:
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. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):


52.202-1 Definitions (Nov 2013)
52.203-7 Anti-kickback Procedures (May 2014)
52.203-17 Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights (Apr 2014)
52.213-2 Invoices (Apr 1984)
52.222-55 Minimum Wages Under Executive Order 13658 (Dec 2015)
52.222-62 Paid Sick Leave Under Executive Order 13706 (Jan 2017) (E.O. 13706)
52.232-25 Prompt Payment (Jan 2017)
52.232-39 Unenforceability of Unauthorized Obligations (Jun 2013)
52.233-3 Protest After Award (Aug 1996)
852.203-70 Commercial Advertising (May 2018)
852.219-10 VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside (Jul 2016)
852.219-11 VA Notice of Total Veteran

This is an open-market combined synopsis/solicitation for, KEY SYSTEMS, brands, listed above, as defined herein.B B The government intends to award a purchase order as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. 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."
"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:"
Quoter shall list exception(s) and rationale for the exception(s).

Submission shall be received not later than 4:30 P.M. EST, Monday, August 26, 2019. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Only e-mailed quotes will be accepted.
Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Contract Specialist, Shea Matthews, at no later than 4:00 P.M. EST, Friday, August 23, 2019.

SAM (Security Asset Managers), manufactured by Key Systems Inc. are in need of upgrade to continue functioning.
Units to be upgraded: serial numbers 16747,16300,16303,16736,16743,15895,16243,15888,16853
Prospective vendor will perform onsite upgrades.
Material to be provided under this contract:
Quan 7 Key Systems 81930001 GFMS Upgrade Kit (3-32 Key positions)
Quan 2 Key Systems 81930002 GFMS Upgrade Kit (33-64 Key positions)
Quan 9 Key Systems 2690020 SAM Battery
Services to be provided under this contract:
Vendor and Key Systems employees will report to site on mutually-agreed upon dates to perform physical upgrades on each SAM unit listed for upgrade. During this process, all current programming will be maintained, so that re-programming will not be necessary by Coatesville VA Medical Center. **
**Coatesville VA will provide uninterrupted, accompanied access to each SAM unit and will have keys for access to each SAM unit. The technician will use same IP addresses for each SAM unit but will provide new MAC addresses.
The VA owned laptop which is used to interface with the key boxes will need to be upgraded to the latest version, GFMS 2.5.0. The boxes will get new firmware that corresponds to the software version but that firmware update happens automatically when the boards are put in place.
In addition to the software the GFMS Upgrade Kit includes the replacement of all circuit boards in the boxes with their new versions. It also includes any other parts (door latches, key brackets, etc.) needed after the box is inspected. Anything not in working order will be repaired as part of the hardware upgrade.
Vendor and Key Systems employee will conduct one onsite training session for employees chosen by the VA Medical Center for training. Training will be pertaining to SAM programming and ongoing maintenance.
Warranty: Each unit that is upgraded will be registered for two full years of parts, technical, and software phone support. Any SAM components found to be defective during the upgrade process, which prevent the SAM from operating properly, shall be replaced by vendor.
This acquisition is to repair/update the electronic access key boxes throughout the facility. These key boxes are not connect to the VA network and the contractor does not connect to them remotely. The laptop already owned by the VA and controlled by the locksmith will be upgraded as well (not part of this requirement). This laptop is a stand alone device that connects to the key boxes by "land line" but does not connect to the VA network in any way. The contractor does not connect remotely to this laptop.
This acquisition is for vendor to repair/update hardware and upgrade software of the electronic access key boxes throughout the facility. No other Service/Maintenance contract has been communicated to the ISSO that associated with this purchase. This laptop is VA owned a stand alone device. Both Laptop and Boxes are not connected to the VA network. Contractor must be escorted at all times by FES team and will assist Vendor with this installation. Electronic access key boxes system must be updated and maintained in accordance with all VA security and configuration requirements. If the Contractor will potentially have access to Veterans in the clinic, then the Contractor must be escorted by appropriate VA personnel at all times while performing work in sensitive areas. Contractor will not have access to VA sensitive information or information systems under this contract. No vendor computer equipment can be connected to the VA Network at any time. When Vendor needs to come onto VAMC ground, they will be required to comply with physical security guidelines if entering the building by either checking in with the VA Police each time they come on-site to perform contracted services or by obtaining a VA Contractor ID badge from the VA Police.

Shea Matthews
Contract Specialist
(412) 822-3765

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