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Combined Synopsis-Solicitation for Commercial Items
Description
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; 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 2023-01.

This solicitation is set-aside for
SMALL BUSINESS

The associated North American Industrial Classification System (NAICS) code for this procurement is 336110 with a small business size standard of 1,500 Employees. The FSC/PSC is 2420.

The 950 Campbell Avenue, West Haven, CT 06516-2770 is seeking to (3) JOHN DEERE GATOR XUV835M HVACS (Model Year 2023) Crossover Utility Vehicle. This acquisition will include delivery. This equipment is manufactured by OEM JOHN DEERE. This is a new brand name requirement.

All interested companies shall provide quotations for the following:

Supplies/Services

MODEL NO.
DESCRIPTION
QTY
57KAM
GATOR XUV835M HVAC (Model Year 2023)
3
001A
US/Canada
3
182A
Less AutoTrac / GreenStar Harness
3
183B
Less JDLink Hardware
3
0505
Build To Order
3
1008
27 Maxxis Bighorn 2.0 extreme terrain radial tires on 14 Yellow Alloy Wheels
3
1950
Less Application
3
2031
Split Bench Seat - Black Vinyl
3
2350
Park Position in Transmission
3
2500
Green and Yellow
3
3003
Cargo Box with Spray In Liner, Brake, and Tail Lights
3
3101
Cargo Box Power Lift
3
4022
Full Door with Side Mirrors
3
4062
HVAC Cab
3
5006
Front Brush Guard
3
6349
Less Winch
3
1900
Less Display
3
1880
Less Receiver
3
BUC10804
Backup Alarm
3
BM22290
Drawbar/ ball mount for 51mm (2 in.) receiver hitch. Hitch Ball sold separately.
3
BUC10608
Front Turn Signal Light Kit
3
BM26391
Horn Kit
3
BUC10726
Speaker Kit, Base Radio
3

Performance Work Statement
White River Junction VA Medical Center
XUV835M HVAC Cab Crossover Utility Vehicle
The White River Junction (WRJ) VAMC in White River Junction, VT has a requirement for three (3) John Deere XUV835M Crossover Utility Vehicles for snow removal and other grounds-related tasks. Vermont receives more snow than any other US state, and the WRJ VAMC s grounds are spread out. There is also no parking garage. Therefore, the snow removal program at WRJ is labor-intensive and of the utmost importance, to ensure adequate parking as well as the safety of veterans and staff.

The WRJ VAMC needs the John Deere XUV835M HVAC. This vehicle possesses all the necessary characteristics, listed below, to perform the required tasks. This is a brand-name ONLY requirement. OEM John Deere.

Salient Characteristics
Minimum 27 tires
Minimum 54 hp
Minimum towing capacity 3,800 lbs.
Four-wheel drive
Gasoline engine
Strike plate
Cargo box power lift
Front brush guard
Backup alarm
Ball hitch mount
Front turn signal light kit
Horn

RECORDS MANAGEMENT
1. Citations to pertinent laws, codes, and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

2. Contractor shall treat all deliverables under the contract as the property of the U.S.
Government for which the Government Agency shall have unlimited rights to use, dispose of, or
disclose such data contained therein as it determines to be in the public interest.

3. Contractor shall not create or maintain any records that are not specifically tied to or
authorized by the contract using Government IT equipment and/or Government records.

4. 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 by the
Freedom of Information Act.

5. Contractor shall not create or maintain any records containing any Government Agency
records that are not specifically tied to or authorized by the contract.

6. The Government Agency owns the rights to all data/records produced as part of this contract.

7. The Government Agency owns the rights to all electronic information (electronic data,
electronic information systems, electronic databases, etc.) and all supporting documentation
created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

9. No disposition of documents will be allowed without the prior written consent of the
Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.
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, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information, electronic information systems, electronic databases, etc.) and all supporting documentation created
as part of this contract. Contractor must deliver sufficient technical documentation with all data
deliverables to permit the agency to use the data.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.
10. 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, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

Delivery shall be provided no later than 30 days after receipt of order (ARO).

Place of Performance/Place of Delivery
Address:
215 N. Main Street
Postal Code:
White River Junction, VT 05001-0001
Country:
UNITED STATES

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 Items
FAR 52.212-3, Offerors Representations and Certifications Commercial Items

Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required.

The following contract clauses apply to this acquisition:
FAR 52.212-4, Contract Terms and Conditions Commercial Items Dec 2022
FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Dec 2022

The following subparagraphs of FAR 52.212-5 are applicable:
52.204-10, 52.209-6, 52.219-28, 52.222-19, 52.222-21, 52.222-26, 52.222-50, 52.223-18, 52.225-13, 52.232-33
,
GRAY MARKET ITEMS (APR 2020)

(a) No gray market or remanufactured items will be acceptable. Gray market items are Original Equipment Manufacturers (OEM) goods sold through unauthorized channels in direct competition with authorized distributors. This procurement is for new OEM medical equipment only for VA medical facilities.

(b) Vendor shall be an OEM, authorized dealer, authorized distributor, or authorized reseller for the proposed equipment/system, verified by an authorization letter or other documents from the OEM. All software licensing, warranty and service associated with the equipment/system shall be in accordance with the OEM terms and conditions.

(End of clause)

All quoters shall submit the following: QUOTE

All quotes shall be sent to the Contract Specialist, Divianna Mathurin, Divianna.Mahturin@va.gov

Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. 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.

Options will be evaluated at time of award.

The following are the decision factors:

price, past performance, product support, speed of delivery, help desk support

The award will be made to the response most advantageous to the Government.
Responses should contain your best terms, conditions.

ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021)
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:
FAR 52.212-1 Instructions to Offerors Commercial Products and Commercial Services (Nov 2021)
(a) North American Industry Classification System (NAICS) code and small business size standard. The NAICS code(s) and small business size standard(s) for this acquisition appear elsewhere in the Request for Quote (RFQ). However, the small business size standard for a concern that submits a quote, other than on a construction or service acquisition, but proposes to furnish an end item that it did not itself manufacture, process, or produce is 500 employees if the acquisition
Is set aside for small business and has a value above the simplified acquisition threshold; or

Uses the HUBZone price evaluation preference regardless of dollar value, unless the quoter waives the price evaluation preference; or

Is an 8(a), HUBZone, service-disabled veteran-owned, economically disadvantaged women-owned, or women-owned small business set-aside or sole-source award regardless of dollar value.
(b) Submission of Quotes. Submit signed and dated quotes to the office specified in this Request for Quote (RFQ) at or before the exact time specified. Quotes may be submitted on letterhead stationery, or as otherwise specified in the RFQ. As a minimum, quotes must show
           (1) The solicitation number;
           (2) The time specified in the solicitation for receipt of quotations;Â
          (3) The name, address, and telephone number of the quoter;
A technical description of the items being quoted in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary;
           (5) Terms of any express warranty;
           (6) Price and any discount terms;
           (7) "Remit to" address, if different than mailing address;
(8) A completed copy of the representations and certifications at Federal Acquisition Regulation (FAR) 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the quoter shall complete electronically);
           (9) Acknowledgment Request for Quotation amendments;
(10) Past performance will not be considered in simplified acquisition procurements.
(11) Quote should include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Quotes that fail to furnish required representations and certifications, information requested in (1) to (9), and accept the terms and conditions of the solicitation may be excluded from consideration.
(c) Period for acceptance of Quotes. The quoter agrees to hold the prices in its quote firm for 30 calendar days from the date specified for receipt of quotes, unless another time period is specified in an addendum to the solicitation.
(d) Product samples. When required by the solicitation, product samples shall be submitted at or prior to the time specified for receipt of quotes. Unless otherwise specified in this solicitation, these samples shall be submitted at no expense to the Government, and returned at the sender s request and expense, unless they are destroyed during testing.
(e) Multiple Quotes. Quoters are encouraged to submit multiple quotes presenting alternative line items (provided that the alternative line items are consistent with FAR subpart 4.10), or alternative commercial products or commercial services for satisfying the requirements of this solicitation. Each quote submitted will be evaluated separately.
(f) Late submissions, revisions, and withdrawals of quotes.
(1) Quoters are responsible for submitting quotes so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office on the date that quotes are due.
(2) Any quotation received at the Government office designated in the solicitation after the exact time specified for receipt of quotes is "late" and may not be considered unless it is received before purchase order issuance and the Contracting Officer (CO) determines that accepting the late quotation would not unduly delay the acquisition.
(3) If an emergency or unanticipated event interrupts normal Government processes so that quotations 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 a 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.
(g) Issuance of Purchase Order. The Government may issue a purchase order to one or more quoters as identified in the Request for Quote (RFQ). Therefore, the quoter s initial quote should contain the best terms from a price and technical standpoint. However, the Government may reject any or all quotes if such action is in the public s best interest. The Contracting Officer (CO) may issue a purchase order to other than the quoter with the lowest priced quotation.
(h) Multiple awards. The Government may issue a purchase order for any item or group of items of a quotation, unless the quoter qualifies the quotation by specific limitations. Unless otherwise provided in the Schedule, quotations may not be submitted for quantities less than those specified. The Government reserves the right to issue a purchase order for a quantity less than the quantity quoted, at the unit prices quoted, unless the quoter specifies otherwise in the quotation.
      (1) Availability of requirements documents cited in the solicitation.
(i) The GSA Index of Federal Specifications, Standards and Commercial Item Descriptions, FPMR Part 101-29, and copies of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained for a fee by submitting a request to- GSA Federal Supply Service Specifications Section Suite 8100 470 East L Enfant Plaza, SW Washington, DC 20407 Telephone (202) 619-8925, Facsimile (202) 619-8978.
(ii) If the General Services Administration, Department of Agriculture, or Department of Veterans Affairs issued this solicitation, a single copy of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained free of charge by submitting a request to the addressee in paragraph (i)(1)(i) of this provision. Additional copies will be issued for a fee.
(2) Most unclassified Defense specifications and standards may be downloaded from the following ASSIST websites:
                (i) ASSIST ( https://assist.dla.mil/online/start/).
                (ii) Quick Search ( http://quicksearch.dla.mil/).          Â
(3) Documents not available from ASSIST may be ordered from the Department of Defense Single Stock Point (DoDSSP) by-
(i)Â Using the ASSIST Shopping Wizard (Â https://assist.dla.mil/wizard/index.cfm);
(ii)Â Phoning the DoDSSP Customer Service Desk (215) 697-2179, Mon-Fri, 0730 to 1600 EST; or
(iii)Â Ordering from DoDSSP, Building 4, Section D, 700 Robbins Avenue, Philadelphia, PA 19111-5094, Telephone (215) 697-2667/2179, Facsimile (215) 697-1462.
(4) Nongovernment (voluntary) standards must be obtained from the organization responsible for their preparation, publication, or maintenance.
(j) Unique entity identifier (UEI). Applies to all quotes that exceed the micro-purchase threshold, and quotes at or below the micro-purchase threshold if the solicitation requires the contractor to be registered in the System for Award Management (SAM).) The quoter must enter, in the block with its name and address on the cover page of its quote, the annotation "Unique Entity Identifier" followed by the unique entity identifier that identifies the quoters name and address. The quoter also must enter its Electronic Funds Transfer (EFT) indicator, if applicable. The EFT indicator is a four-character suffix to the UEI. The suffix is assigned at the discretion of the quoter to establish additional SAM records for identifying alternative EFT accounts (see FAR subpart 32.11) for the same entity. If the quoter does not have a UEI, it should contact the entity designated at www.sam.gov for UEI establishment directly to obtain one. The quoter should indicate that it is a quoter for a Government contract when contacting the entity designated at www.sam.gov for establishing the UEI.
(k)Â [Reserved]
(l)Â Requests for information. The CO will not notify unsuccessful quoters that responded to this Request for Quotation (RFQ). However, quoters may request information on purchase order(s) resulting from this solicitation with the CO.

(End of Provision)

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 10AM on Monday February 28, 2023, at Divianna.mathurin@va.gov

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
Contract Specialist
Divianna Mathurin
Divianna.Mathurin@va.gov
914-325-3258

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