This is a Sources Sought notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted in response to this Source Sought notice. Respondents will not be notified of the results of the evaluation. If a solicitation is issued it shall be announced at a later date, and all interest parties must response to that solicitation announcement separately. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS 561621, (Security Systems Services (except locksmiths)) with a size standard 25 Million. The Department of Veterans Affairs (VA), Network Contracting Office 1 (NCO 1) is seeking to identify any vendor capable of upgrading the existing Secure Care Door Guardian per the Statement of Work below. This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirement described below. Vendors are encouraged to submit information relative to their capabilities to fulfill this requirement, in the form of a statement that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy. Submission Instructions: Interested parties who consider themselves qualified to perform the service are invited to submit a response to this Sources Sought Notice by Monday 4 March 2024 at 12:00 PM EST. All responses under this Sources Sought Notice must be emailed to david.valenzuela2@va.gov with RFQ #36C24124Q0325 in the subject line. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Interested parties should complete the attached Sources Sought Worksheet. Parties may submit additional information related to their capabilities, provided it contains all the requirements contained in the Sources Sought Worksheet. Responses to this Sources Sought shall not exceed 8 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format. Attachment 1 Sources Sought Worksheet QUALIFICATION INFORMATION: Company / Institute Name: _______________________________________________________ Address: ______________________________________________________________________ Phone Number: ________________________________________________________________ Point of Contact: _______________________________________________________________ E-mail Address: ________________________________________________________________ Unique Entity Identifier (UEI) #:Â ___________________________________________________ CAGE Code: __________________________________________________________________ SAM Registered: (Y / N) Other available contract vehicles applicable to this sources sought (GSA/FSS/NASA SEWP/ETC): __________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ SOCIO-ECONOMIC STATUS: VIP Verified SDVOSB: (Y / N) VIP Verified VOSB: (Y / N) 8(a): (Y / N) HUBZone: (Y / N) Economically Disadvantaged Women-Owned Small Business: (Y / N) Women-Owned Small Business: (Y / N) Small Business: (Y / N) NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and Center for Veterans Enterprise (CVE) verified in VetBiz Registry www.vetbiz.gov. BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION. CAPABILITY STATEMENT: Provide a brief capability and interest in providing the service as listed in Attachment 2 Statement of Work with enough information to determine if your company can meet the requirement. The capabilities statement for this Sources Sought is not a Request for Quotation, Request for Proposal, or Invitation for Bid, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company s ability to provide the services outlined in the SOW. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Attachment 2 Statement of Work TITLE: 518-24-509 Door Guardian Upgrade BUILDING/FACILITY: BLDG. 2 and 4 Edith Nourse Rogers Memorial Veterans Hospital, Bedford, MA JOB ORDER CONTRACT NUMBER: CONTRACTING OFFICERS REPRESENTATIVE (COR): REQUESTOR: Engineering CONTRACTOR: CONSTRUCTION DURATION: 90 Days OBJECTIVE: Contractor shall upgrade the existing Secure Care Door Guardian panels in accordance with local, state, federal, OSHA regulations and manufacture s guideline. This work will be performed in a functioning Medical Center that must remain fully operational during construction. The contractor must coordinate, plan, and schedule work in order to maintain full services to all occupied areas and limit any disruptions, up to and including working off hours. GENERAL SCOPE: Contractor shall provide all equipment, material, accessories, etc. necessary to perform work, located at Building 2 and 4, Edith N. Rogers Veterans Memorial Hospital, 200 Springs Road, Bedford, Massachusetts as required by scope herein. The Contractor must thoroughly review the site and plan for changes required in the spaces as noted and adjacent spaces to assess the impact of the work on existing conditions. Careful considerations must be paid to the work required as adjacent rooms will be occupied during construction. Contractor shall minimize the impact on the occupants as much as possible. During a survey of the existing elevator DoorGuardian panels in bldg. 2 and 4 it was discovered that the frequency of the elevators was interfering with the 135 panels. This issue creates an elopement risk as the DoorGuardians are not able to pick up the patient s transmitters signaling to lock out the elevators/doors. To remedy this, all 135 panels in bldg. 2 and 4 must be replaced and programmed to work off of the 40.68 MHz frequency. Work to include: Replace existing power supplies and back Boxes. Replace all existing SecureCare 135 DoorGuardian panels in units 2B, 2C, 4A, 4B, 4C, and 4D with the U-De Panels, receivers and testing kits. This includes the elevators and unit entrances as needed. Contractor shall provide: (8) Exit Panel DoorGuardian, U-DE kits. (6) 40.68 MHz Testers (10) Receiver Kit, 40.68 MHz Universal II- Oval form Factor cover. Installation and testing. REQUIREMENTS GENERAL REQUIREMENTS: All work, material and workmanship to be furnished shall conform to all applicable local and national standards, VA SOPs, industry recommended practices and safety codes, to the requirements and test procedures of the Massachusetts state building code. The VA shall be notified of any changes before work is started. Contractor to obtain all notifications and approvals required before starting work such as ILSM and ICRA and obtain approvals upon completion as required. If necessary, any shutdown of utilities shall not take place until notification and approval has taken place with the end user and the Engineering Shop Main Supervisor and Trade Supervisor, and written approval is received from the COR. If utilities are damaged, Contractor, at their own expense, shall immediately restore to service and repair any damage caused by Contractor's workmen; to existing building, piping and conduits, wires, cables, etc., of utility services or of fire protection systems and communications systems (including telephone) which are not scheduled for discontinuance or abandonment. The Contractor shall thoroughly review the construction documents and site conditions and notify the VA of any discrepancies there-in or with the documents or/and existing conditions. Notification of discrepancies or construction complexities that may impact construction, cost or aesthetics is to be made before an agreement is made on costs. It is the obligation of the contractor to verify existing conditions including overall dimensions, centerline of fixtures, material, equipment, fixture, hardware type, sizes and number to be used. All construction means, methods, sequences, scheduling, procedures, and safety precautions are the responsibility of the contractor/builder. It is understood that adequate numbers of skilled workmen, who are thoroughly familiar with the methods necessary for execution of work shall be employed. Contractor shall provide and is solely responsible for public and employee protection as necessary and required by the codes, ordinances and regulations of governmental agencies having jurisdiction at the project site. Contractor must submit a safety plan. Employees of General Contractor and their subcontractors shall comply with all VA security management programs and direction of the VA police. The employees will report to the Engineering Department with government issued picture identification and receive a badge for the duration of their time working at the VA. The employees will be restricted to buildings and areas required for their work and will refrain from entering other areas and restricted access spaces. They shall not enter the project site without appropriate badges. They may also be subject to inspection of their personal effects when entering or leaving the site. Any incidents including but not limited to unplanned disruption of utilities, flooding or on-site work accidents shall be reported to the COR as soon as possible. No photography of VA premises, residents, patients or staff is allowed without permission of the Contracting Officer or COR. Contractors and subcontractors to comply with VA requirements for site/work rules, construction work time, dumpster and equipment use, location and storage. Location of all storage, equipment and supplies shall be reviewed and approved by the COR. All debris must be disposed of legally and as a part of the work. Site to be always kept free of debris and broom cleaned at the end of the day. Use of common areas in order to get to work area from the exterior shall be coordinated with the COR for approval. The safety and protection plan shall be reviewed with the COR. Provide the maximum protection of surfaces to the extent possible with the understanding that protection may need to be installed and removed as needed and on a daily basis as required by the COR. Protect areas at all times in accordance with Interim Life Safety Measures and Infection Control Risk Assessment. These forms shall be filled out and provided to the Safety Department & COR and posted on site. All Contractor vehicles shall be parked in a designated parking space or construction yard. Activity shall be limited and allow for the continued and safe ongoing operations of the medical center. Contractor to provide for protection of existing materials, buildings and equipment where work is to be done, materials handled, and equipment moved or relocated. The Contractor shall protect from damage all existing improvements and utilities at or near the work site and on adjacent property of a third party. The Contractor shall repair any damage to those facilities, including those that are the property of a third party, resulting from failure to comply with the requirements of this contract or failure to exercise reasonable care in performing the work. If the Contractor fails or refuses to repair the damage promptly, the Contracting Officer may have the necessary work performed and charge the cost to the Contractor. Remove, cut, alter, replace, patch and repair existing work as necessary to install new work. Except as otherwise shown or specified, do not cut, alter or remove any structural work, and do not disturb any ducts, plumbing, steam, gas, or electric work without approval of the COR. Existing work to be altered or extended and that is found to be defective in any way, shall be reported to the COR before it is disturbed. Materials and workmanship used in restoring work, shall conform in type and quality to that of original existing construction, except as otherwise shown or specified. Upon completion of contract, deliver work complete and undamaged. Existing work (walls, ceilings, partitions, floors, mechanical and electrical work, lawns, paving, roads, walks, etc.) disturbed or removed as a result of performing required new work, shall be patched, repaired, reinstalled, or replaced with new work, and refinished and left in as good condition as existed before commencing work. The Contractor shall keep a record set of drawings, specifications, sketches, etc. on site, clearly labeled. The drawings will be marked with any changes and as-built conditions. Contractor to provide products as specified with manufacturers named when noted. Pricing shall be based on specified item. Substitutions can be offered as a deduct alternate if it provides a cost savings. Contractor must obtain written approval for substitution. Contractor to provide a construction schedule that includes start & completion dates, dependencies, dates for approvals, mobilization, and work by individual trades, inspections, substantial completion, move in and close out. Schedule to be submitted within 5 business days of project approval and updated on a regular basis through-out construction. The Medical Center is a 24/7 facility with multiple end users. The Contractor is required to work directly with the COR in Engineering. Any changes in the schedule or coordination required with the end user shall be facilitated by the COR. Contractors and their subs shall work with the COR and end user main point of contact only. Details within the framework may be discussed directly with the end user point of contact with prior understanding of the COR. COR must be copied on all correspondences. Requests for information (RFI) must be submitted in writing to the VA. Change orders shall be presented to the VA for review and approval. No work shall take place before prior written approval. Contractor/sub-contractors shall warrant work performed for a period of one year from the date of final acceptance. Contractor to review all submittals (including those from subcontractors) and verify accuracy of contents, including material field dimensions, adjacent construction, conformance with the specified environmental and job conditions, coordination with other work and the contract documents. Submittals shall be stamped to signify that it has been reviewed by the Contractor as noted above and sent to the VA for review and approval. Provide samples of all finish materials. Near the completion of the work, the COR shall walk through the space with the Contractor and generate a list of deficient/incomplete items. A schedule of completion of deficient items will be provided by the Contractor. At final completion of the work, the Contractor shall review the work with the COR and both parties shall sign off in agreement on the completed items. FRM Requirements 1. Contractor shall comply with all applicable records management laws, and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act, (44 U.S.C. chs, 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974, (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transportation, or state of completion. 2. In accordance with 36 CFR 1222.32, all data created for government use and delivered to, or falling under the legal control of, the government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. 3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. 4. Bedford VA Health Care System and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of ECHCS or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to ECHCS. The agency must report promptly to NARA in accordance with 36 CFR 1230. 5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the contract. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government's behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to ECHCS control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the Contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). 6. The 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 co, contracts. The Contractor (and any sub-contractor) is required to abide by Government and ECHCS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. 7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contractor and in accordance with ECHCS policy. 8. The Contractor shall not create or maintain any records containing any non-public ECHCS information that are not specifically tied to or authorized by the contract. 9. The 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 from public disclosure by an exemption to the Freedom of Information Act. 10. ECHCS owns the rights to all data and records produced as part of the contract. All deliverables under the contract are property of the U.S. Government for which ECHCS shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. 11. TRAINING: All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. FLOWDOWN OF REQUIREMENTS TO SUBCONTRACTORS 1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this contract, and require written subcontractor acknowledgement of same. 2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor. SPECIFIC REQUIREMENTS: SPECIFICATIONS: Deviations from VA Specifications are the authority of the VA COR in conjunction with the Contracting Officer. SCHEDULE: Contractor is required to provide a project schedule based on the proposed timeline showing activity and phasing as required. Activity shall include procurement, work as noted in the SOW, inspection and acceptance and ordering of material. The Contractor shall thoroughly survey existing conditions and determine requirements to perform work.
