Page 2 of 2 This is a sources sought announcement only and not a request for quotes, bids, or proposals. This request is solely for the purpose of conducting market research to enhance the Department of Veterans Affairs (VA), Network Contracting Office 16 (NCO 16) understanding of the market offered products, services, and capabilities. Your responses to the sources sought will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. The VA, NCO 16 is seeking to identify potential qualified vendors capable of providing the products and installation services in the chart below. Reference the Statement of Work (SOW) for additional details. This requirement is for the Veterans Health Care System of the Ozarks (VHSO) located at 1100 North College Avenue, Fayetteville, AR 72703-1944. Item Description Manufacturer Manufacturer Part Number Quantity Unit of Measure 1 PowerEdge R660xs Rack Server or Equal Dell R660XS 5 EA 2 Axiom 7FT CAT8 2000mhz S/FTP Shielded Patch Cable Snagless Boot (Green) or Equal Axiom C8SBSFTP-N7-AX 7 EA 3 Cisco-Compatible GLC-TE SFP Transceiver -10/100/1000Base-TX, Copper, RJ45, Cat6, 328.08 ft. (100 m) or Equal Eaton Tripp-Lite Series N286-01GLC-TE 7 EA 4 Axiom 25GBASE-SR SFP28 Transceiver for Cisco - SFP-25G-SR-S or Equal Axiom SFP-25G-SR-S-AX 28 EA 5 10Gb/40Gb/100Gb Duplex Multimode 50/125 OM4 LSZH Fiber Patch Cable (LC/LC), Aqua, 5M (16.4 ft.) or Equal Eaton Tripp-Lite Series N820-05M-OM4 28 EA 6 Installation at VHSO (Fee) N/A N/A 1 FE The North American Industry Classification Code (NAICS) is 541519 (Exception), Other Computer Related Services with a size standard of 150 employees. Prior to issuing a solicitation, and pursuant to the Veterans First Contracting Program, the VA is trying to ascertain if there are any qualified Service Disabled Veteran Owned Small Businesses (SDVOSB) or Veteran Owned Small Businesses (VOSB) with the capability of fulfilling the requirement: (Respondents are not limited to SDVOSB/VOSB concerns; the Government seeks to identify all potentially interested sources). All responsible vendors and interested parties please respond to this sources sought announcement if you have the capability of fulfilling this requirement. Responses to this sources sought shall include the following information: 1. Your company name, address, contact person name, phone number, fax number, e-mail address(s), UEI number, number of employees, and company website if available. 2. If you are an GSA/FSS contract holder are the referenced items available on your schedule/contract? Provide your company GSA/FSS contract number and contract expiration date, if applicable. 3. If you are a NASA SEWP V contract holder are the referenced items available on your schedule/contract? Provide your company NASA SEWP V contract number, contract group, and contract expiration date, if applicable. 4. Is your company a contract holder on any other federal contract? Are the referenced items available on that federal contract? If so, please provide the contract number. 5. Socio-economic status of business such as but not limited to (SDVOSB/VOSB, 8(a), HUB Zone, Women Owned Small Business, Small disadvantaged business, or Small Business HUB Zone business, Large Business, etc.). 6. Is your company considered small under the NAICS code identified in this sources sought announcement? 7. Is your company the manufacturer, distributor, or an equivalent for the products being offered? If an authorized distributor or equivalent, can you provide documentation from the manufacturer confirming authorization to provide the referenced items and/or products being offered? If not, can you provide additional information shown below. This is to confirm compliance with the non-manufacturer rule in accordance with Title 13 CFR 121.406(b) Nonmanufacturers. Does your company exceed 500 employees? Is your company primarily engaged in the retail or wholesale trade and normally sells the type of item being supplied? Does your company take ownership or possession of the item(s) with its personnel, equipment or facilities in a manner consistent with industry practice; and Will supply the end item of a small business manufacturer, processor or producer made in the United States, or obtains a waiver of such requirement pursuant to Title 13 CFR 121.406 paragraph (b)(5). 8. If your company is a large business, do you have any designated distributors? If so, please provide their company name, telephone, point of contact and size status (if available). 9. What is the manufacturing country of origin of the items and/or products being offered? 10. Delivery Timeframe The Government would like to know the standard delivery time frame after receipt of order for a requirement like this. 11. Provide warranty information for the items and/or products being requested. 12. Vendors are requested to submit estimated market research pricing with their responses. The estimated pricing will be considered when determining the procurement strategy for the future solicitation. (e.g., if Contracting Officer determines that capable small businesses cannot provide fair and reasonable pricing, then the solicitation will not be set-aside). Estimated pricing will not be used to evaluate for any type of award. Interested vendors are reminded that in accordance with FAR subpart 4.12, offerors and quoters are required to complete electronic annual representations and certifications in System for Award Management (SAM) accessed via https://www.sam.gov as a part of required registration (see FAR 4.1102 - Policy). All registrants are required to review and update the representations and certifications submitted to SAM as necessary, but at least annually, to ensure they are kept current, accurate, and complete. The representations and certifications are effective until one year from date of submission or update to SAM. This notice shall not be construed as a commitment by the Government to ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. All information submitted in response to this announcement is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. All information submitted in response to this sources sought notice become property of the Government. Interested vendors should submit an email to marcos.madrazo-jones@va.gov. All responses must be received in writing no later than 5:00 PM CST on March 25, 2025. Questions or inquiries will not be answered or acknowledged, and no feedback or evaluations will be provided. No solicitation document is available at this time. This notice is to acquire information only; therefore your response will not be considered for a contract award. Vendors interested in providing an offer will have to respond to a solicitation announcement that shall be published separately. STATEMENT OF WORK (SOW) SCOPE: The purpose of this SOW is to procure a service upgrade for the virtual machine infrastructure for medical systems and devices in use by the Healthcare Technology Management/Biomedical Engineering Department at Veterans Affairs (VA) Veterans Health Care System of the Ozarks (VHSO). This scope of work addresses the work needing to be performed for the Virtual Machines (VM) Farm system upgrade. Equipment needs to match or be equivalent to the items outlined in Attachment A, Equipment List. OBJECTIVES: The Contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract. Ensure all equipment is maintained to operate in a correct and safe manner as intended and designed by the Original Equipment Manufacturer (OEM). Ensure the hardware and software operates as designed and is updated with the latest versions. Ensure that all items are inspected to verify items operate correctly and follow applicable local, state, and federal regulations. Ensure that equipment is able to receive support from the VA Office of Information and Technology (OIT) department to create and manage servers. TASKS: Contractor to provide services during the hours of 8:00am 4:30pm, Monday Friday. Contractor to provide transfer and conversion of existing application data to new application. Contractor to provide support and updates to the application for first year. Contractor will provide documentation for each occurrence that service is provided. The documentation can be a hard copy or electronic transmittal to the Biomedical Department. Other forms of notification or adjustments to this method may be requested by the Contractor and considered for approval by Contracting Officer's Representative (COR). Service tickets/documentation will be provided within 10 days of the actual work being completed. The Contractor shall provide, transport, install, and test all listed equipment. All products must meet all salient characteristics defined in this section. All equipment and installation must meet manufacturers and VA specifications. The Contractor shall furnish all supplies, equipment, facilities and services required for delivery and installation of the supplies and equipment. The Contractor is responsible for any missing parts and components not included in order to carry out the installation. DELIVERY & SCHEDULING: The COR will be informed in the following situations: To schedule any work. To provide an approximate timeframe for the work. As soon as it is known that the work will take longer than expected. To provide a written plan for corrective action for any work that cannot be completed within 24 hours. Plan must be provided to and approved by the COR. Contractor will provide documentation for each occurrence that service is provided. Documentation to be provided within 5 business days of work completion. The documentation can be hard copy or electronic transmittal. Hard copy shall be given to the COR. Electronic copy sent to the COR, as designated in the COR appointment letter. Delivery of all quantities shall occur no later than 45 days After Receipt of Order (ARO) to the following location: Veterans Health Care System of the Ozarks Attention: Biomedical 1100 N. College Avenue Fayetteville, AR 72703 Deliver materials to job in manufacturer s original sealed containers with brand name marked thereon. Store products in dry condition inside enclosed facilities. Delivery and installation will be coordinated through the COR. INSTALLATION REQUIREMENTS: The Contractor must conduct pre-installation meetings to gather required information for installation. This will require multiple meetings with various groups of Region 2 OIT staff to determine implementation methods and parameters. Region 2 OIT groups include: Platforms and Operating systems, LAN, WAN, and Storage divisions. Contractor will match configuration of Region 2 OIT systems as close as possible with agreement by the COR. These meetings will occur on a weekly basis (via teleconference) starting on the schedule of delivery date and continuing until installation is complete. All equipment shall be installed by Contractor upon delivery in areas specified by COR unless otherwise noted above. Install all equipment to manufacturer s specifications maintaining Federal, and Local safety standards. All work shall be completed between 8:00am and 4:30pm. Monday Friday. All federal holidays, excluded. Federal holidays observed by the VHSO are: New Years' Day Martin Luther King Day Presidents' Day Memorial Day Juneteenth National Independence Day Independence Day Labor Day Columbus Day Veterans' Day Thanksgiving Day Christmas Day In addition to the days designated as holidays, the Government observes the following days: Any other day designated by Federal Statute Any other day designated by Executive Order Any other day designated by the President s Proclamation The Contractor shall coordinate all deliveries, staging areas, installations, and parking arrangements with the COR. The Contractor shall remove all related shipping debris and cleanup any pieces associated with delivery and installation of the specified items. Contractor shall remove all packaging from the VHSO premises. The Contractor shall be responsible for any damage to the building that occurs due to Contractor error or neglect. Contractor shall provide all manuals for equipment supplied. Electronic documentation bundle including at minimum: All usernames and passwords for all hardware/software Configuration of all hardware/software Elevations of installed hardware including cabling diagram SECURITY REQUIREMENTS: Security and privacy requirements vary depending on the equipment to be serviced and the service being performed. Contractor personnel may be required to complete any or all the following but not limited to: Online training. Read, sign, and comply with Vendor Rules of Behavior . Submit to finger printing and background investigation. Provide network security information as requested for any equipment used in the VA facilities. The extent of these requirements will be determined by the COR using current facility Information Technology and Privacy rules in cooperation with experts in those departments. All personnel completing tasks will have factory certified training on the equipment that they will service. Contractor will provide training documentation when requested by the COR. 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 transmission, or state of completion. 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. 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. VHSO 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 VHSO 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 (HCA). 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 VHSO. The agency must report promptly to NARA in accordance with 36 CFR 1230. The Contractor shall immediately notify the appropriate Contracting Officer (CO) 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 statement of work. 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 HCA. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to VHSO control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the CO or address prescribed in the statement of work. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). The Contractor is required to obtain the CO 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, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VHSO guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VHSO policy. The Contractor shall not create or maintain any records containing any non-public VHSO information that are not specifically tied to or authorized by the contract. 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. 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. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHSO-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. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this statement of work, and require written subcontractor acknowledgment of same. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor. In accordance with Appendix A, Handbook 6500.6 Checklist blocks 7, The C&A requirements do not apply, and that a Security Accreditation Package is not required. WARRANTY REQUIREMENTS: The virtual server and backup solution must permit Biomed and OIT maintenance professionals the ability to perform diagnostics, troubleshooting, and maintenance as required. Licensing Software updates: The Contractor shall provide, for the duration of the warranty period, all computer software, access keys or codes, or external devices required for the operation, calibration, or repair of the equipment purchased. Any such items not listed on the price proposal and required for maintenance of the system, shall be taken as included with the purchase of the system. Any minor upgrades or changes to the maintenance software, hardware, or access keys or codes shall be provided at no charge to the medical center during the time the equipment is operational at this facility. All application software licenses are included in the purchase of the equipment and shall not require a renewal charge for the period of time the equipment is in use in the facility. Support Services: The Contractor shall provide support services for a period of one year. Contractor shall provide list of support services provided including phone service support. Contractor shall furnish all management, equipment inclusive of parts, material, travel and labor and all other non-specified services required to support and maintain in good working condition the servers and backup solution. All materials and services provided shall be according to the OEM specifications and guidelines. Contractor shall repair any inadequate or improper repairs performed at a time convenient to the VA at no additional expense to the VA. Response time for corrective maintenance repairs during normal VA working hours will be Monday through Friday, 8:00am to 4:30 pm. Responses time are required at a minimum of Sixty (60) minutes call back, four (4) hours on site in an emergency and twenty-four (24) hours regular, excluding holidays. The Contractor is responsible for incorporating all manufacturers' recommended hardware and software updates, which ensure performance to current product specifications at no additional cost to the VA. INSPECTION AND ACCEPTANCE: The COR shall ensure all work is completed satisfactorily prior to acceptance. Disputes shall by resolved by the CO. PLACE OF PERFORMANCE: Work will be performed on equipment at the following locations: Fayetteville, AR campus, 1100 N College Ave, Fayetteville, AR 72703 Building 1, Room 035-01, Biomed Server Room Work may be performed remotely. All necessary security and privacy issues will be addressed and complied with by the Contractor before any remote connection or service is performed. Remote service access is extremely limited due to the heightened security requirements on our information networks. Contractor requests might not be approved. CONTRACT CHANGES/MODIFICATIONS: The CO is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the COR on all matters pertaining to contract administration and technical direction. Only the CO is authorized to make commitments or issue changes that shall affect price, quantity, or quality of performance of this contract. (End of Statement of Work) Attachment A - Equipment List Item Description Manufacturer Manufacturer Part Number Quantity Unit of Measure 1 PowerEdge R660xs Rack Server or Equal Dell R660XS 5 EA 2 Axiom 7FT CAT8 2000mhz S/FTP Shielded Patch Cable Snagless Boot (Green) or Equal Axiom C8SBSFTP-N7-AX 7 EA 3 Cisco-Compatible GLC-TE SFP Transceiver -10/100/1000Base-TX, Copper, RJ45, Cat6, 328.08 ft. (100 m) or Equal Eaton Tripp-Lite Series N286-01GLC-TE 7 EA 4 Axiom 25GBASE-SR SFP28 Transceiver for Cisco - SFP-25G-SR-S or Equal Axiom SFP-25G-SR-S-AX 28 EA 5 10Gb/40Gb/100Gb Duplex Multimode 50/125 OM4 LSZH Fiber Patch Cable (LC/LC), Aqua, 5M (16.4 ft.) or Equal Eaton Tripp-Lite Series N820-05M-OM4 28 EA At minimum, the Rack Server needs to meet the following specs: 240 Cores 2560 Gb Memory 2.5 GHz CPU
