Upcoming Bids, Pre-Bids: 6530--Intend to Sole Source NuTrace Laser Etcher

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6530--Intend to Sole Source NuTrace Laser Etcher

Category: 65 - Medical, Dental, and Veterinary Equipment

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Type:   Advance
Agency Type:   Federal
State:   Maine
Date Entered:   01/19/2023
Agency:   VETERANS AFFAIRS, DEPARTMENT OF, ME
Description:   This notice is being published in accordance with Federal Acquisition Regulation (FAR) Part 5.101(a)(2) requiring the dissemination of information on proposed contract actions. This is a notice of intent to award a sole-source contract pursuant to 10 U.S.C 2304 (C)(1), as implemented by FAR 6.302-1(a)(2) and 6.301-1(c), only one responsible source and no other supplies or services will satisfy agency requirements, and brand-name descriptions. The Department of Veterans Affairs Medical Center located at 830 Chalkstone Ave, Providence, Rhode Island 02908 has a requirement for one NuTrace Laser NUX20 NG.The Government intends to award a firm-fixed-price sole source contract.A determination by the Government not to compete with this proposed contract based upon responses to this notice is solely within the discretion of the Government. this notice of intent is not a request for competitive proposals. This is a written notice to inform the public of the Governments intent to award on a sole source basis.Interested parties may identify their interest and capability to respond to the requirement. Any response to this notice must show clear and convincing evidence that competition will be advantageous to the Government.Please contact Manas?s Cabrera, Contracting Specialist with the responses or questions regarding this requirement at manases.cabrera@va.gov. No telephone calls please. This notice will close on January 25, 2023, at 2:00 PM Eastern Standard Time (EST) STATEMENT OF WORKSCOPE OF WORK: The Contractor shall provide all labor, personnel, equipment, tools, materials, supervision and other items and services necessary to perform the following:Installation and implementation of a fully functional NuTrace NUX-20 laser unit.Training of 2 VA staff in Laser safety, to include all safety accessories required. 1. EQUIPMENTThe following equipment shall be provided and installed by the Contractor in the space determined by the Government. All equipment installed by the Contractor shall be FDA approved for use, in new condition, and fully operational in accordance with manufacturer literature specifications. A minimum of two (2) copies of any associated operational and/or service manuals shall be provided for all equipment listed below as applicable. NuTrace NUX-20 laser unit.DescriptionManufacturerModel NumberQuantityUnit of PurchaseNuTrace NUX-20 Laser UnitNuTraceNUX-20 NG1EANuTrace 2 Tier ServicesN/AN/A3DaysNuTrace R+ ScannerNuTraceR+ Max5EALaser EtchingN/AN/A 1JBService/MaintenanceNuTraceN/A3YRThe Contractor shall provide all tools and equipment necessary to properly and safely perform the services set forth within this statement of work. This shall include, but is not limited, to all Personal Protective Equipment (PPE) and Laser safety equipment to safely operate the laser etcher required for the work to be completed in a safe manner. The Contractor shall provide any equipment necessary for proper infection control measures during installation. "The A&A requirements do not apply, and that a Security Accreditation Package is not required 2. SALIENT CHARACTERISTICS One of the most important tasks following the FDA UDI rule (Unique Device Identification) is the marking and retrofitting of each instrument inside the hospital's supply chain with a 2D Data Matrix code. This barcode is universal (It can be GS1 as well) and can be read by any barcode reader, as well by any tracking system available in the market. This is a tremendous task to perform, not only because the limit availability of the sets, but because the time needed for marking is extremely short, where every mark must be applied perfectly in an extremely short time. Rounded items (dental/podiatry), there is a configuration for the 2D data Matrix barcode (8x20) that makes the mark into a rectangle which the scanners have a higher percentage of reading as opposed to the normal square 2d Data Matrix.? Please note that the 2D Data Matrix is not the same format as a QR code, which gives us greater versatility when trying to fit a scannable barcode onto an oddly shaped instrument. The Contractor shall provide a fully functional system that meets the following characteristics: -NuTrace NUX-20 laser unit. 20W Max power.-NuTrace R+ 2D DataMatrix reader for code verification.-NuTrace Computer/Laptop with Windows 10 and supporting accessories.-Fumex Fume/Odor extractor equipment. FA1-M.-NuTrace Select & Mark templates. Different laser configurations for different instrument materials included GS1 Codes.-NuTrace Select Set of Assorted Vectors to identify surgical instruments.-2 hours of laser safety awareness guidance online by LIA (Laser Institute of America). Two seats.-10 hours of training on site included.-2 pairs of 1064nm OD7+ "Clear View" safety glasses to operate the laser in class 4 mode.-Instructional videos and manuals2. AREAS TO BE SERVICED Department of Veterans AffairsProvidence VA Medical Center Sterile Processing Services (SPS)830 Chalkstone AveProvidence, RI 029083. INSTALLATIONThe Contractor shall provide all labor, materials, tools, equipment etc. to prepare for and safely complete the installation of the equipment in the space determined by the Government. Vendor stated in the meeting 11/22/22 their staff has PIV badge, background checks completed, as well as HIPPA training.Project implementation meetings, if necessary, shall be coordinated with the COR.Installation and implementation dates are to be coordinated in advance with the Contractor and the COR.All employees of the Contractor and subcontractors shall comply with VA security management program and obtain the permission of the VA police, be identified by project and employer, and restricted from unauthorized access.All installation personnel shall be trained by the manufacturer on how to properly install the equipment. Resumes and certifications shall be submitted for review upon request by the Government.All installation personnel shall be trained by the manufacturer on safe and proper Personal Protective Equipment (PPE) usage and general infection control regulations and requirements relevant to the work outlined in the Scope of Work. The Contractor shall communicate to the Government the estimated downtime required to complete full installation and testing of NuTrace Laser. If the Contractor is unable to install the equipment to its normal operational state within 24 hours the Contractor shall compensate the Government for the downtime by extending the warranty service in a period equivalent to the downtime of the equipment. The Contractor shall be responsible for the safe removal and disposal of all trade-in equipment as applicable. The Contractor shall be responsible for the safe removal and disposal of all packing materials and related waste generated during installation.4. TRAININGThe Contractor shall provide a comprehensive onsite training program for the operating clinicians. This training program shall include at the minimum the following sessions: (i) Technical Training, (ii) Operational Training, (iii) Administrative Training, and (iv) Hardware and Software Trouble-shooting. Training shall occur onsite during normal business hours, 7:00am-3:30pm, Monday through Friday. Competency assessments shall be provided with the training. Onsite training is to be scheduled in advance with the Providence VA Medical Center through the COR. -2 hours of laser safety awareness guidance online by LIA (Laser Institute of America). Two seats.-10 hours of training on site included in the quote. Vendor stated in the meeting 11/22/22 their staff has PIV badge, background checks completed, as well as HIPPA training. Fume extraction port and laser protection class CDRH class 1 for safe operation. O.D 5+ protection glass, side doors for larger instruments as well trays and lids marking. (Side doors open makes laser Class 4) Special laser glasses required (Included) for operation in this configuration, see safety training guides. Complies with the 21CFR1040.10.The Contractor shall provide onsite general overview technical training for Clinical Engineering personnel as requested. Training shall include a technical overview of the mechanics, electronics, and general operations of the system. Training shall cover detailed instruction regarding the preventative maintenance, troubleshooting, and general maintenance of the equipment. Training will also include: UDI Application- Surgical instruments will be marked with a unique device identifier on mostinstruments including stainless steel, anodized aluminum, titanium, and plastics. Data entry/Editing Existing instruments already marked will be reviewed for accurate description and unnecessary duplicates will be eliminated. Any marks not being picked up and read by Tenth Medical Group scanners will be removed and reapplied using our approved Class I laser. We are certified by the OEM on using this technology and can also provide necessary training to end users for sustainability. Count sheet revisions - as directed by and agreed to by Tenth Medical Group Leadership, we will edit and make necessary count sheet changes to help eliminate tray picking errors. Identify all missing instruments - needed to make the set complete, finding replacements, thenscanning them and entering them into the system. Quality Assurance- each tray laser marked will also be individually examined.5. INSPECTION AND ACCEPTANCEThe Contractor shall conduct a joint inspection with the COR upon delivery of equipment. Contractor shall provide dates of completion of punch list items and replacement parts and/or short ship items from the manufacturer(s).The COR shall ensure all work is completed satisfactorily prior to acceptance. Disputes shall be resolved by the Contracting Officer.6. WARRANTYThe contractor shall provide a 18 month manufacturer s warranty on all parts and labor. Per meeting on 11/22/22The warranty shall include all travel and shipping costs associated with any warranty repair. Service/Maintenance Service Contract for 3 Years - Includes PM repairs, any mechanical repairs, 2 on location specialists for 3 days per year and any shipping costs/use of a loaner. $16,670.00.7. TASK FREQUENCY AND INSTRUCTIONSThe work set forth in the Scope of Work shall be completed in a single visit, be it a single day or multiple days as required for appropriate completion. All work is to be scheduled in advance with the COR. Equipment delivery shall not precede installation by more than 20 days. Installation and implementation must be immediately followed by clinical user training including go live support. Implementation and integration with VistA CPRS shall not exceed 90 days from date of award. 8. SPECIAL WORK REQUIREMENTSThe Contractor shall comply with all Infection Control Risk Assessment requirements deemed appropriate by the Providence VA Medical Center during all portions of the work set forth in the Scope of Work. The Contractor must comply with security, privacy, and safety issues in accordance with VA standards, policies, and directives set forth at all times while providing the work outlined in the Scope of Work.9. PROPERTY DAMAGEThe contractor shall take all necessary precautions to prevent damage to any government property. The contractor shall report any damages immediately and shall be assessed current replacement costs for property damaged by the contractor, unless corrective action is taken. Any damaged material (e.g., trees, shrubs, lawn/turf, curbs, gutters, sidewalks, etc.) will be replaced in a timely manner or corrected by the contractor with like materials, at no extra cost to the government, upon approval of the Contracting Officer.10. ATTACHMENTSISO Appendix C1. GENERALContractors, contractor personnel, subcontractors, and subcontractor personnel shall besubject to the same Federal laws, regulations, standards, and VA Directives andHandbooks as VA and VA personnel regarding information and information systemsecurity.2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMSa. A contractor/subcontrator shall request logical (technical) or physical access toVA information and VA information systems for their employees, subcontractors, andaffiliates only to the extent necessary to perform the services specified in the contract,agreement, or task order.b. All contractors, subcontractors, and third-party servicers and associates workingwith VA information are subject to the same investigative requirements as those of VAappointees or employees who have access to the same types of information. The leveland process of background security investigations for contractors must be inaccordance with VA Directive and Handbook 0710, Personnel Suitability and SecurityProgram. The Office for Operations, Security, and Preparedness is responsible forthese policies and procedures.c. Contract personnel who require access to national security programs must havea valid security clearance. National Industrial Security Program (NISP) was establishedby Executive Order 12829 to ensure that cleared U.S. defense industry contractpersonnel safeguard the classified information in their possession while performing workon contracts, programs, bids, or research and development efforts. The Department ofVeterans Affairs does not have a Memorandum of Agreement with Defense SecurityService (DSS). Verification of a Security Clearance must be processed through theSpecial Security Officer located in the Planning and National Security Service within theOffice of Operations, Security, and Preparedness.d. Custom software development and outsourced operations must be located in theU.S. to the maximum extent practical. If such services are proposed to be performedabroad and are not disallowed by other VA policy or mandates, thecontractor/subcontractor must state where all non-U.S. services are provided and detaila security plan, deemed to be acceptable by VA, specifically to address mitigation of theresulting problems of communication, control, data protection, and so forth. Locationwithin the U.S. may be an evaluation factor.2e. The contractor or subcontractor must notify the Contracting Officer immediatelywhen an employee working on a VA system or with access to VA information isreassigned or leaves the contractor or subcontractor s employ. The Contracting Officermust also be notified immediately by the contractor or subcontractor prior to anunfriendly termination.3. VA INFORMATION CUSTODIAL LANGUAGEa. Information made available to the contractor or subcontractor by VA for theperformance or administration of this contract or information developed by thecontractor/subcontractor in performance or administration of the contract shall be usedonly for those purposes and shall not be used in any other way without the prior writtenagreement of the VA. This clause expressly limits the contractor/subcontractor's rightsto use data as described in Rights in Data - General, FAR 52.227-14(d) (1).b. VA information should not be co-mingled, if possible, with any other data on thecontractors/subcontractor s information systems or media storage systems in order toensure VA requirements related to data protection and media sanitization can be met. Ifco-mingling must be allowed to meet the requirements of the business need, thecontractor must ensure that VA s information is returned to the VA or destroyed inaccordance with VA s sanitization requirements. VA reserves the right to conduct onsite inspections of contractor and subcontractor IT resources to ensure data securitycontrols, separation of data and job duties, and destruction/media sanitizationprocedures are in compliance with VA directive requirements.c. Prior to termination or completion of this contract, contractor/subcontractor mustnot destroy information received from VA, or gathered/created by the contractor in thecourse of performing this contract without prior written approval by the VA. Any datadestruction done on behalf of VA by a contractor/subcontractor must be done inaccordance with National Archives and Records Administration (NARA) requirementsas outlined in VA Directive 6300, Records and Information Management and itsHandbook 6300.1 Records Management Procedures, applicable VA Records ControlSchedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certificationby the contractor that the data destruction requirements above have been met must besent to the VA Contracting Officer within 30 days of termination of the contract.d. The contractor/subcontractor must receive, gather, store, back up, maintain, use,disclose and dispose of VA information only in compliance with the terms of the contractand applicable Federal and VA information confidentiality and security laws, regulationsand policies. If Federal or VA information confidentiality and security laws, regulationsand policies become applicable to the VA information or information systems afterexecution of the contract, or if NIST issues or updates applicable FIPS or SpecialPublications (SP) after execution of this contract, the parties agree to negotiate in goodfaith to implement the information confidentiality and security laws, regulations andpolicies in this contract.e. The contractor/subcontractor shall not make copies of VA information except asauthorized and necessary to perform the terms of the agreement or to preserveelectronic information stored on contractor/subcontractor electronic storage media forrestoration in case any electronic equipment or data used by thecontractor/subcontractor needs to be restored to an operating state. If copies are madefor restoration purposes, after the restoration is complete, the copies must beappropriately destroyed.f. If VA determines that the contractor has violated any of the informationconfidentiality, privacy, and security provisions of the contract, it shall be sufficientgrounds for VA to withhold payment to the contractor or third party or terminate thecontract for default or terminate for cause under Federal Acquisition Regulation (FAR)part 12.g. If a VHA contract is terminated for cause, the associated BAA must also beterminated and appropriate actions taken in accordance with VHA Handbook 1600.01,Business Associate Agreements. Absent an agreement to use or disclose protectedhealth information, there is no business associate relationship.h. The contractor/subcontractor must store, transport, or transmit VA sensitiveinformation in an encrypted form, using VA-approved encryption tools that are, at aminimum, FIPS 140-2 validated.i. The contractor/subcontractor s firewall and Web services security controls, ifapplicable, shall meet or exceed VA s minimum requirements. VA ConfigurationGuidelines are available upon request.j. Except for uses and disclosures of VA information authorized by this contract forperformance of the contract, the contractor/subcontractor may use and disclose VAinformation only in two other situations: (i) in response to a qualifying order of a court ofcompetent jurisdiction, or (ii) with VA s prior written approval. Thecontractor/subcontractor must refer all requests for, demands for production of, orinquiries about, VA information and information systems to the VA contracting officer forresponse.k. Notwithstanding the provision above, the contractor/subcontractor shall notrelease VA records protected by Title 38 U.S.C. 5705, confidentiality of medical qualityassurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health recordspertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infectionwith human immunodeficiency virus. If the contractor/subcontractor is in receipt of acourt order or other requests for the above mentioned information, thatcontractor/subcontractor shall immediately refer such court orders or other requests tothe VA contracting officer for response.12l. For service that involves the storage, generating, transmitting, or exchanging ofVA sensitive information but does not require C&A or an MOU-ISA for systeminterconnection, the contractor/subcontractor must complete a Contractor SecurityControl Assessment (CSCA) on a yearly basis and provide it to the COTR.6. TRAININGa. All contractor employees and subcontractor employees requiring access to VAinformation and VA information systems shall complete the following before beinggranted access to VA information and its systems:(1) Sign and acknowledge (either manually or electronically) understanding of andresponsibilities for compliance with the Contractor Rules of Behavior, Appendix Erelating to access to VA information and information systems;(2) Successfully complete the VA Cyber Security Awareness and Rules of Behaviortraining and annually complete required security training;(3) Successfully complete the appropriate VA privacy training and annually completerequired privacy training; and(4) Successfully complete any additional cyber security or privacy training, asrequired for VA personnel with equivalent information system access [to be defined bythe VA program official and provided to the contracting officer for inclusion in thesolicitation document e.g., any role-based information security training required inaccordance with NIST Special Publication 800-16, Information Technology SecurityTraining Requirements.]b. The contractor shall provide to the contracting officer and/or the COTR a copy ofthe training certificates and certification of signing the Contractor Rules of Behavior foreach applicable employee within 1 week of the initiation of the contract and annuallythereafter, as required.c. Failure to complete the mandatory annual training and sign the Rules of Behaviorannually, within the timeframe required, is grounds for suspension or termination of allphysical or electronic access privileges and removal from work on the contract until suchtime as the training and documents are complete.7. LIQUIDATED DAMAGES FOR DATA BREACHa. Consistent with the requirements of 38 U.S.C. ?5725, a contract may require access tosensitive personal information. If so, the contractor is liable to VA for liquidated damages inthe event of a data breach or privacy incident involving any SPI the contractor/subcontractorprocesses or maintains under this contract.b. The contractor/subcontractor shall provide notice to VA of a security incident as setforth in the Security Incident Investigation section above. Upon such notification, VA mustsecure from a non-Department entity or the VA Office of Inspector General an independent riskanalysis of the data breach to determine the level of risk associated with the data breach forthe potential misuse of any sensitive personal information involved in the data breach. Theterm 'data breach' means the loss, theft, or other unauthorized access, or any access otherthan that incidental to the scope of employment, to data containing sensitive personalinformation, in electronic or printed form, that results in the potential compromise of theconfidentiality or integrity of the data. Contractor shall fully cooperate with the entityperforming the risk analysis. Failure to cooperate may be deemed a material breach andgrounds for contract termination.c. Each risk analysis shall address all relevant information concerning the data breach,including the following:(1) Nature of the event (loss, theft, unauthorized access);(2) Description of the event, including:(a) date of occurrence;(b) data elements involved, including any PII, such as full name, social security number,date of birth, home address, account number, disability code;(3) Number of individuals affected or potentially affected;(4) Names of individuals or groups affected or potentially affected;(5) Ease of logical data access to the lost, stolen or improperly accessed data in light of thedegree of protection for the data, e.g., unencrypted, plain text;(6) Amount of time the data has been out of VA control;(7) The likelihood that the sensitive personal information will or has been compromised(made accessible to and usable by unauthorized persons);C-11(8) Known misuses of data containing sensitive personal information, if any;(9) Assessment of the potential harm to the affected individuals;(10) Data breach analysis as outlined in 6500.2 Handbook, Management of Security andPrivacy Incidents, as appropriate; and(11) Whether credit protection services may assist record subjects in avoiding or mitigatingthe results of identity theft based on the sensitive personal information that may have beencompromised.d. Based on the determinations of the independent risk analysis, the contractor shall beresponsible for paying to the VA liquidated damages in the amount of $______ per affectedindividual to cover the cost of providing credit protection services to affected individualsconsisting of the following:(1) Notification;(2) One year of credit monitoring services consisting of automatic daily monitoring of at least3 relevant credit bureau reports;(3) Data breach analysis;(4) Fraud resolution services, including writing dispute letters, initiating fraud alerts andcredit freezes, to assist affected individuals to bring matters to resolution;(5) One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and(6) Necessary legal expenses the subjects may incur to repair falsified or damaged creditrecords, histories, or financial affairs.8. SECURITY CONTROLS COMPLIANCE TESTINGOn a periodic basis, VA, including the Office of Inspector General, reserves the right toevaluate any or all of the security controls and privacy practices implemented by the contractorunder the clauses contained within the contract. With 10 working-day s notice, at the requestof the government, the contractor must fully cooperate and assist in a government-sponsoredsecurity controls assessment at each location wherein VA information is processed or stored,or information systems are developed, operated, maintained, or used on behalf of VA,including those initiated by the Office of Inspector General. The government may conduct asecurity control assessment on shorter notice (to include unannounced assessments) asdetermined by VA in the event of a security incident or at any other time.11. IDENTIFICATION, PARKING, SMOKING, CELLULAR PHONE USE AND VA REGULATIONSThe contractor's employees shall wear visible identification at all times while on the premises of the VA property. It is the responsibility of the contractor to park in the appropriate desig nated park ing areas. Information on parking is available from the VA Police-Security Service. The VA will not invalidate or make reimbursement for parking viola tions of the con tractor under any con ditions. Smoking is prohibited inside any buildings at the VA. Cellular phones and two way radios are not to be used within six feet of any medical equipment. Posses sion of weapons is prohibited. Enclosed containers, including tool kits, shall be sub ject to search. Violations of VA regulations may result in a citation answer able in the United States (Federal) Dis trict Court, not a local district state, or municipal court.12. COMPLIANCE WITH OSHA BLOODBORNE PATHOGENS STANDARD The contractor shall comply with the Federal OSHA Blood borne Pathogens Standard. The contractor shall: A. Have methods by which all employees are educated as to risks associated with blood borne pathogens. B. Have policies and procedures which reduce the risk of employee exposure to blood borne pathogens. C. Have mechanisms for employee counseling and treatment following exposure to blood borne pathogens. D. Provide appropriate personal protective equipment/clothing such as gloves, gowns, masks, protective eyewear, and mouthpieces for the employee during performance of the contract.13. INFORMATION SECURITY LANGUAGE14 Records Management Language for Statement of Work The following standard items relate to records generated in executing the contract and should be included in a typical procurement contract: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.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.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.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. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract.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.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.]. 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.
241-NETWORK CONTRACT OFFICE 01 (36C241) Department of Veterans Affairs Medical Center 04330 ONE VA CENTER TOGUS ME 04330 Manases Cabrera, Contracting Specialist, Phone 781-687-4418, Email manases.cabrera@va.gov
RFP Number:   36C24123Q0272
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