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HTME Frequently Asked Questions

  1. When are purchase requisition packages due to the HTME Ordering Division?
  2. Where do I send my purchase requisition package?
  3. What are the components of Purchase requisition package?
  4. What makes a purchase request an emergency?
  5. Who approves the consolidation waiver for Emergency Request?
  6. How long does it take to get an emergency order awarded, after the approved waiver?
  7. When will the equipment be delivered?
  8. What is extended installation?
  9. What is turnkey installation?
  10. What is a Best Value Determination?
  11. Where do I send the Best Value Determination memo?
  12. Who approves the Best Value Determination memo?

1.  When are purchase requisition packages due to the HTME Ordering Division?

Regular Consolidation:  No later than the 1st working day in February and May, and the last working day in September.

Emergency Consolidation:  No later than the last working day on the month.  Note:  Approved Emergency Waiver must accompany request.

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2.  Where do I send my purchase requisition package?

All Purchase requisition packages must emailed to HTME Purchase Request.

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3.  What are the components of Purchase requisition package?

For Radiology/Radiation Therapy Equipment Only:  must include a Purchase Order, Generic Specification (Salient Characteristics), and Acquisition Plan/High Cost High Tech (HCHT) Approval formerly CIP Approval > $1M.

For Radiology/Radiation Therapy Turnkey:  additional items if applicable to the requirement separate Purchase Order, Independent Government Estimate (IGE) in the 35 Division breakdown format, and Vendor proposal for installation in the 35 Division breakdown format, and Contractor Officer Representative (COR) nomination letter and valid certificate of training.

For DIN-PACS VISN wide procurements:  The PR package must include a Source Selection Evaluation Plan, Acquisition Plan, Statement of Work, Purchase Order (one per station), and an Independent Government Cost Estimate (IGCE).

For Upgrades (Radiology/PACS):  the PR package must include a Purchase Order and a valid Benchmark Quote or Generic Specifications.

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4.  What makes a purchase request an emergency?

The station must demonstrate an inability to perform, cancellation of critical operations or jeopardy of patient health or wellbeing.

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5.  Who approves the consolidation waiver for Emergency Request?

VHA HTM Program office will approve the consolidation waiver for package prior submission to the NAC HTME Ordering Division.  An HTME Ordering Division CO will further review customer’s justification for compliance with the exceptions to Fair Opportunity in accordance with FAR 16.505 (b)(2)(i)(a-d).

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6.  How long does it take to get an emergency order awarded, after the approved waiver?

On average, 60 days or less depending on the costumer’s valid source selection justification.  This may be a sole source justification.

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7.  When will the equipment be delivered?

The delivery order will contain the contractually established depending upon the modality; however customers can coordinate earlier delivery times with the vendor.

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8.  What is extended installation?

Extended installation may include:  connecting with existing utilities, furnishing and installing support structures for the equipment, shielding and other minor items as may be required to provide for the routine clinical use of the radiology and imaging system(s).

Upon request of the Government, the contractor shall supply the following a statement of work, room drawings, and price breakdown for the extended installation work to be performed.

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9.  What is turnkey installation?

Turnkey installation shall consist of complete support to develop drawings/plans and work statements; site preparation work, non-standard/special rigging, transporting, and installing the radiology and imaging system(s) and documentation to achieve fully operational systems.

The Government will provide all available architectural and engineering drawings of the installation site locations to the contractor.  The Government assumes no liability for the accuracy of the existing drawings. Offerors shall verify all dimensions and other aspects of the existing installation site required for operation and installation of the proposed equipment.

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10.  What is a Best Value Determination?

Please refer to FAR 15.101 Best Value Continuum.

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11.  Where do I send the Best Value Determination memo?

Best Value determination memos must be submitted to HTMEselectionjustification@va.gov.

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12.  Who approves the Best Value Determination memo?

Upon the customer’s technical evaluation accompanied by the facility or VISN Biomedical Engineer signature, the NAC HTME Ordering Contracting Officer will review and approve.

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