Yakama Service Unit, Examination Tables Replacement

COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS Reference ID: 75H71326Q00018 POST CLOSING AMENDMENT 0002: This post-award amendment is hereby issued to revise the Basis of Award and Factor 2, as identified in the applicable section, as amended. The Government has removed references to pharmacist services, which were inadvertently included due to an administrative oversight. This amendment clarifies that the requirement pertains to the supply and installation of exam tables. All other terms and conditions remain unchanged. Attachment 1 has been intentionally deleted because it contained information duplicative of the information already provided in the Combined Synopsis/Solicitation. Add Attachment No. 4, Wage Determination, to incorporate the applicable wage determination for the installation of the exam tables under this requirement. AMENDMENT 0001: This amendment is issued to incorporate the following clause(s): FAR 52.222-90, Addressing DEI Discrimination by Federal Contractors (Apr 2026), and correct Contact Information e-mail to PORAOAcquisition@ihs.gov. All other terms and conditions remain unchanged. This is a combined synopsis/solicitation for commercial items, prepared in accordance with FAR Subpart 12. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. SOLICITATION INFORMATION Solicitation Number: 75H71326Q00018 Solicitation Type: Request for Quotation (RFQ) Contract Type: Firm-Fixed-Price, Commercial Items (Services/Supplies) Issue Date: Refer to General Information. Response Deadline: Refer to General Information. This requirement is for one (1) Firm-Fixed Price (FFP) purchase order for ten (10) examination tables and install in support of the Medical Department at the Yakama Service Unit (YSU), Toppenish, Washington. This requirement is needed to replace existing examination tables that have exceeded their usage and no longer meet current accessibility standards put forth in 2024 US Access Board Standards for Accessible Medical Diagnostic Equipment. Attachment 1 – SOW Attachment 2 – Schedule of Items Attachment 3 – IHS IEE PERFORMANCE WORK STATEMENT Introduction: The Yakama Service Unit (YSU) requires the replacement and installation of ten (10) exam tables to support the Medical Department. The contractor shall furnish and deliver ten (10) fully assembled and functional barrier free examination tables with integrated patient support rail accessories. Each unit must be delivered ready for immediate clinical use, including all standard features, specified accessories, and required components. The contractor shall be responsible for delivery to the facility location, including inside delivery and placement in designated rooms, as the facility does not have a loading dock. The facility does have a forklift available. All equipment must be new, unused, and in current production with full manufacturer warranty. Background: The Yakama Service Unit currently operates examination tables that have exceeded their expected service life and require replacement to ensure continued delivery of safe, accessible, and quality patient care. The existing equipment no longer meets operational standards for reliability and may pose challenges in maintaining compliance with accessibility requirements and patient safety protocols. This replacement is necessary to support clinical operations, improve patient experience, and ensure healthcare providers have reliable, functional equipment that meets current accessibility standards including compliance with the 2024 US Access Board Standards for Accessible Medical Diagnostic Equipment. Scope: The contractor shall furnish and deliver ten (10) fully assembled and functional barrier free examination tables with integrated patient support rail accessories. Each unit must be delivered ready for immediate clinical use, including all standard features, specified accessories, and required components. The contractor shall be responsible for delivery to the facility location, including inside delivery and placement in designated rooms, as the facility does not have a loading dock. All equipment must be new, unused, and in current production with full manufacturer warranty. Specific Tasks or Specifications: Examination Table Specifications: The contractor shall provide ten (10) examination tables meeting the following specifications: Model Requirements: Barrier-free examination table with model designation equivalent to Midmark 626-002 or approved equal Low seat height: 15.5 inches (uncompressed) to 14.6 inches (compressed) to facilitate independent patient transfer Weight capacity: minimum 650 pounds Adjustable height range suitable for both patient transfer and clinical examination Premium Comfort System with elastomeric material for patient comfort Standard Features Required: Clean Assist Roller System for ease of movement and cleaning Active Sensing Technology to pause table movement when disruption is detected Wired hand and foot controls for table positioning Quick Exam and Return to Home positioning functions Lockout capability for hand and foot controls Standard accessory receivers for tool-free accessory integration Tamper-resistant electrical receptacles on both sides of the table Stirrups and pelvic tilt capability for lower body examinations Drawer heater for warming examination supplies 650-pound weight capacity minimum Required Accessory: Patient Support Rails+ (one set per table) designed to support proper arm positioning for blood pressure measurements and blood draws, with articulating arm pad and compliance with US Access Board Standards for transfer supports Upholstery Specification: Color: Dream 847 (or nearest equivalent if exact color unavailable - requires government approval prior to delivery) Material: Standard medical-grade vinyl upholstery suitable for repeated disinfection Seamless construction where possible to facilitate cleaning and infection control Performance Period: 30 Days ARO Delivery Requirements (if supply): Inside delivery required - facility does not have a loading dock Delivery to designated examination rooms at Yakama Service Unit All packaging materials must be removed and disposed of by contractor Each unit must be positioned in the designated room as directed by government personnel Delivery must be coordinated with the Contracting Officer's Representative (COR) and Program Point of Contact. Performance Monitoring (if applicable): The government will verify compliance through the following methods: Pre-Delivery: Review and approval of manufacturer specifications and documentation confirming compliance with stated requirements Verification of model number, features, and accessory inclusion Upon Delivery: Physical inspection of each unit to verify: Correct model and specifications Presence and proper installation of Patient Support Rails+ accessory Correct upholstery color (Dream 847) All standard features present and functional Freedom from damage, defects, or cosmetic flaws Presence of all required components, controls, and accessories Acceptance Testing: Functional testing of all mechanical and electrical components including: Height adjustment mechanisms Hand and foot controls Quick Exam and Return to Home functions Patient Support Rails+ articulation and locking mechanisms Electrical receptacles Stirrups, pelvic tilt, and drawer heater functions Active Sensing Technology and lockout features Verification that manufacturer warranty documentation is provided for each unit Quality Standards: All equipment must be new, unused, and in current production Each unit must meet or exceed manufacturer specifications No visible defects, damage, or cosmetic imperfections All safety features must be operational The COR or designated representative will conduct inspections and provide written acceptance or rejection within five (5) business days of delivery. Any non-conforming items must be replaced at no additional cost to the government. Security Requirements Facility Access: Delivery personnel must check in at the facility security desk and obtain visitor badges All delivery personnel must be escorted by government personnel while on facility grounds Delivery personnel must comply with all facility security protocols and badging requirements Valid government-issued photo identification required for all personnel entering the facility Information Security: No sensitive or protected health information will be provided to the contractor Delivery personnel shall not access, view, or photograph any patient information or clinical areas beyond the designated delivery locations Background Checks: Contractors performing inside delivery may be subject to facility security screening requirements Notification of delivery personnel names must be provided to the COR at least 48 hours prior to delivery Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI) The government will provide: Access to facility and designated examination rooms for delivery and placement Designated representative (COR or designee) to coordinate delivery timing and room assignments Electrical power connections (standard 110V outlets) in each examination room Escort and facility access for contractor delivery personnel Disposal of existing examination tables after new equipment is accepted The government will NOT provide: Loading dock access (facility does not have a loading dock - inside delivery is required) Lifting or moving equipment (contractor responsible for all equipment handling) Assembly of equipment (must be delivered fully assembled and functional) Installation beyond placement in designated rooms Other Pertinent Information or Special Considerations Delivery Logistics: The facility is located at 401 Buster Road, Toppenish, WA 98948 The facility does NOT have a loading dock - all pricing must include inside delivery Delivery must be coordinated with the COR, Ryan Pett (ryan.pett@ihs.gov), at least one (1) week in advance Delivery hours are Monday through Friday, 8:00 AM to 4:00 PM (excluding federal holidays) Contractor must provide adequate personnel and equipment (dollies, lift gates,etc.) to safely deliver and position tables without facility loading dock access Coordination: Program Manager: Danial Hocson, MD Contracting Officer's Representative (COR): Ryan Pett (ryan.pett@ihs.gov) All delivery scheduling and questions regarding placement must be directed to the COR Warranty and Support: Full manufacturer warranty must be provided for each unit Warranty documentation must be delivered with each table Contractor shall provide manufacturer contact information for service and support Environmental Considerations: All packing materials and debris must be removed from the facility by the contractor Contractor is responsible for environmentally responsible disposal of all packaging materials Product Documentation: User manuals and operation guides must be provided for each table (digital format acceptable) Cleaning and maintenance instructions must be provided Technical specifications sheet for each unit Identification of Possible Follow-on Work Guidance: State whether additional phases or future related work may occur. Potential future requirements may include: Purchase of additional examination tables for expansion or replacement at Yakama Service Unit or other Indian Health Service facilities in the region Procurement of additional accessories such as additional Patient Support Rails+, lighting systems, or mobile procedure carts Annual preventive maintenance services for examination tables Future replacement cycles as equipment reaches end of service life (typically 10- 15 years) The government does not commit to any follow-on acquisitions, but successful performance on this requirement may be considered in future procurement decisions. Inspection and Acceptance Criteria Inspection Location: Destination (Yakama Service Unit, 401 Buster Road, Toppenish, WA 98948) Acceptance Standards: Each examination table must meet the following criteria for acceptance: Model Verification: Unit matches specified model (626-002 or approved equal) with all required standard features Accessory Verification: Patient Support Rails+ properly installed and functional on each unit Color Verification: Upholstery color matches Dream 847 specification (or approved substitute) Functional Testing: All mechanical and electrical systems operate as designed without malfunction Physical Condition: No damage, defects, or cosmetic flaws; new and unused condition Completeness: All components, controls, and accessories present and properly installed Documentation: User manuals, warranty documents, and technical specifications Provided Delivery Compliance: Inside delivery completed with positioning in designated rooms and removal of all packaging materials Acceptance Process: The COR or designated government representative will inspect each table upon delivery Functional testing will be performed on each unit Written acceptance or rejection will be provided within five (5) business days of delivery Any non-conforming equipment must be removed and replaced with conforming items at no additional cost to the government within fifteen (15) days of rejection notice Payment will be authorized only after all equipment has been inspected and accepted in writing Rejection Criteria: Equipment will be rejected for any of the following: Incorrect model or missing standard features Missing or incorrect accessories Wrong upholstery color (without prior approval) Any functional deficiency or malfunction Damage, defects, or evidence of prior use Incomplete delivery or missing documentation Failure to complete inside delivery and placement as specified Risk Control Identified Risks and Mitigation Measures: Risk 1: Delivery Delays Risk: Equipment may not arrive within the required timeframe, disrupting clinical operations Mitigation: Firm delivery schedule required within 60 days of award; contractor must provide tracking information and advance notice of delivery date; liquidated damages may apply for late delivery Risk 2: Product Availability Risk: Specified model or color may be discontinued or temporarily unavailable Mitigation: Contractor must confirm product availability prior to award; if specified model unavailable, contractor must propose approved equal subject to government review and approval; color substitution requires government preapproval Risk 3: Delivery Access Without Loading Dock Risk: Difficulty delivering and positioning heavy equipment without loading dock access Mitigation: Requirement clearly stated that inside delivery is required and must be included in pricing; contractor site visit encouraged prior to quotation; contractor responsible for all equipment needed for safe delivery (lift gates, ramps, dollies, additional personnel) Risk 4: Equipment Damage During Delivery Risk: Tables may be damaged during transport or placement without loading dock Mitigation: Contractor responsible for all risk of loss until acceptance; damaged equipment must be replaced at contractor expense, inspection upon delivery before acceptance Risk 5: Incorrect Configuration or Missing Accessories Risk: Tables delivered without Patient Support Rails+ or other required features Mitigation: Detailed specifications provided; pre-delivery documentation review; inspection and functional testing before acceptance; rejection and replacement at contractor expense for non-conforming items Risk 6: Facility Access and Security Delays Risk: Delays due to security screening or facility access requirements Mitigation: Clear communication of security requirements in solicitation; advance coordination with COR required; delivery personnel information provided 48 hours prior to delivery Risk 7: Installation or Setup Issues Risk: Tables require assembly or setup that cannot be completed on-site Mitigation: Requirement specifies delivery of fully assembled functional units ready for immediate use; contractor verifies functionality before leaving site Place of Performance / Delivery Address / Location Delivery Destination: Yakama Service Unit 401 Buster Road Toppenish, WA 98948 Facility Contact for Delivery Coordination: Ryan Pett, Contracting Officer's Representative (COR) Email: ryan.pett@ihs.gov, (509) 865-1728 Special Delivery Instructions: This facility does NOT have a loading dock Inside delivery to designated examination rooms is REQUIRED Delivery must be coordinated with COR at least one (1) week in advance Delivery hours: Monday-Friday, 8:00 AM to 4:00 PM (excluding federal holidays) All delivery personnel must check in at facility security and obtain visitor badges Contractor must provide all equipment necessary for inside delivery (lift gate truck, dollies, ramps, adequate personnel, etc.) Contractor must remove and properly dispose of all packaging materials Period of Performance Delivery Timeline: Delivery required: Within sixty (60) calendar days from date of contract award Delivery date to be coordinated with COR at least seven (7) calendar days prior to scheduled delivery All ten (10) examination tables must be delivered, positioned, and accepted within the 60-day period Contract Period: Date of Award through completion of delivery and acceptance. Delivery Schedule Delivery Requirements: Delivery Timeframe: All equipment must be delivered within sixty (60) calendar days from the date of contract award Advance Coordination: Contractor must contact the COR at ryan.pett@ihs.gov at least seven (7) calendar days prior to the proposed delivery date to schedule delivery and confirm: Specific delivery date and approximate time window Number of personnel and vehicles Names of delivery personnel for security screening Estimated duration of delivery and placement activities Delivery Method: Inside delivery to designated examination rooms Fully assembled units, ready for immediate use Professional delivery with adequate personnel and equipment to safely navigate facility without loading dock Acceptable Delivery Days/Times: Monday through Friday 8:00 AM to 4:00 PM Excluding federal holidays Must be confirmed with COR Delivery Completion: All ten (10) units must be delivered, positioned in designated rooms, functionally tested, and packaging removed during the delivery visit. Phased Delivery: If operationally necessary, delivery may be split into multiple shipments, but all equipment must be delivered and accepted within the 60-day period. Any phased delivery must be pre-approved by the COR. Documentation Upon Delivery: Delivery receipt/packing slip Manufacturer warranty documentation for each unit User manuals and operation guides (digital or hard copy) Cleaning and maintenance instructions Technical specification sheets INSTRUCTIONS TO RESPONDENTS AND EVALUATION CRITERIA Submission of Quotes: Quotes shall be submitted electronically via email to PORAOAcquisition@ihs.gov. The subject line shall include the solicitation number 75H71326Q00018 and the Offeror’s entity name. Quotes shall include: Completed price quote (CLIN Schedule) Technical Capabilities Past Performance Completed IEE Form Questions Questions regarding this solicitation shall be submitted in writing via email to PORAOAcquisition@ihs.gov no later than four (3) business days prior to the closing date. The subject line shall include the solicitation number 75H71326Q00018. BASIS FOR AWARD: The Government intends to award a purchase order to the quoter responsible whose quote represents the best value to the Government, considering price and non-price factors. The Government may award other than the lowest-priced quoter. This procurement is time-sensitive, and the Government will consider the quoter’s ability to provide timely and reliable delivery of exam tables to ensure continuity of operations and patient care. The Government reserves the right to: Make no award Evaluate quotes without