SOURCES SOUGHT NOTICE: The Department of Veterans Affairs, Network Contracting Office 2 (NCO 02), is conducting a market survey to identify potential sources for the procurement, installation, and programing of portable radios, repeaters, ancillary equipment and supplies needed to replace the existing Engineering Department portable radio networks at the Batavia VA Medical Center located at 222 Richmond Avenue, Batavia, NY 14020, and the Buffalo VA Medical Center located at 3495 Bailey Avenue, Buffalo, NY 14215. This notice is issued for informational planning purposes only and is not a request for quote or announcement of a solicitation. Submitting information for this notice is voluntary and VA assumes no responsibility for any costs incurred associated with the preparation of responses submitted as a result of this notice. No solicitation is available at this time. If a solicitation is issued it will be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement. The purpose of this market research is to identify capable sources that are both experienced and qualified to provide Portable Radio Networks to the VHAWNYHCS Medical Center, Buffalo and Batavia, in accordance with the performance work statement. All equipment purchased under this agreement must be interoperable with the Motorola radios currently utilized by the facilities. The North American Industry Classification System Code (NAICS) is 334220, Radio and Television Broadcasting and Wireless Communications Equipment Manufacturing, and the small business size standard is 1,250 employees for this type of effort. Vendors must be registered in the System for Award Management (SAM) at https://www.sam.gov and shall complete electronic annual representations and certifications in SAM prior to award of contract. If you are responding as a Service-Disabled Veteran Owned Small Businesses or Veteran Owned Small Businesses (SDVOSB s and VOSB s), your company must be registered in VetCert and maintain a current certification (Veteran Small Business Certification (sba.gov). CAPABILITY STATEMENT AND DOCUMENTATION: Companies are to provide a summary of your firm s capabilities, experience, and knowledge in providing these supplies/services. Sources are asked to provide the following information: 1. Company information: Company Name Company Address Company uei SAM Company NAICS Code(s) Point of Contact Name Point of Contact Phone Number Point of Contact Email Address Company Website (if available) 2. The North American Industry Classification System Code (NAICS) is 334220, Radio and Television Broadcasting and Wireless Communications Equipment Manufacturing, and the small business size standard is 1,250 employees. Based on this information, please indicate whether your company is a: Service-Disabled Veteran Owned Small Business (SDVOSB) Veteran Owned Small Business (VOSB) 8(a) HUB Zone Small Business Women Owned Small Business Small Disadvantaged Business (SDB) Small Business Concern Large Business 3. Provide a summary of your firm s Ability/ Capability to meet the supplies/services described in this notice (see attached PWS). 4. Government contracts for these supplies/services in the last 3 years. Include: Government Agency Contract Number Dollar Value Period of Performance Government Point of Contact Information (name, email, phone number) Information regarding your company s capacity and capability to provide such services are to be submitted electronically on or before Friday, 08/01/2025 at 4PM EST addressed to Ryan Seburn, Contract Specialist Ryan.Seburn@va.gov. PERFORMANCE WORK STATEMENT (PWS): SUMMARY This firm fixed-price requirement is for the procurement, installation, and programing of portable radios, repeaters, ancillary equipment and supplies needed to replace the existing Engineering Department portable radio networks at the Batavia VA Medical Center located at 222 Richmond Avenue, Batavia, NY 14020, and the Buffalo VA Medical Center located at 3495 Bailey Avenue, Buffalo, NY 14215. GENERAL PROCUREMENT: All equipment purchased under this agreement must be interoperable with the Motorola radios currently utilized by the facilities and meet the following requirements: Supply six (6) standalone conventional repeaters capable of supporting digital IP, digital V.24, analog 4-wire, mixed mode 4-wire/V.24 hybrid circuit wireline link interfaces, and sixteen (16) sets of programmable channel configurations. Supply two (2) Radio Frequency Distribution Systems (RFDS) and antenna systems consisting of a three (3) channel combining/multicoupling system with necessary filtering, antennas, transmission lines, connectors, lightning arrestors, and grounding. Supply forty-three (43) single-band portable radios with: Digital Trunking 9600 Baud, Analog Trunking 3600 Baud. PTT button. 16-position channel selector. Power/Volume knob. Emergency button. 2850 mAh Battery. Three (3) programable side buttons. Two (2) programable front buttons. SmartConnect via Wi-Fi. Frequency Bands: 7/800 MHz, UHF, VHF. 2.4 in. color display screen. 512 channel capability. 50 zone capability. Bluetooth capability. Wi-Fi 802.11 a/b/g/n/ac, 2.4 and 5 GHz band capability. Radio Management (RM) Built-in GNSS (GPS, GLONASS). Accelerometer (Man Down/Fall Alert). Adaptive dual-sided operation. Adaptive equalization. Adaptive gain control. Dual High Dynamic Range Microphones. FIPS 140-3 Level 3, FIPS 197 IP6x Dust protection. IPx8 Submersion protection (2 m, 2 hr). Supply nine (9) single-band portable radios with: Digital Trunking 9600 Baud, Analog Trunking 3600 Baud. PTT button. 16-position channel selector. Power/Volume knob. Emergency button. 3200 mAh Battery. Three (3) programable side buttons. Six (6) programable front buttons. LTE SmartConnect, Multi-net Connectivity. SmartZone/SmartNet Operation Capable. Frequency Bands: 7/800 MHz, UHF, VHF 3.4 in. front, touchscreen color display screen. 1.2 in. top, color display screen. 3,000 channel capability. 200 zone capability. Bluetooth capability. Wi-Fi 802.11 a/b/g/n/ac, 2.4 and 5 GHz band capability. Customer programming software (CPS) Radio Management (RM) Radio Central Programing. Built-in GNSS (GPS, GLONASS). Accelerometer (Man Down/Fall Alert). Adaptive dual-sided operation. Two (2) internal HDR Microphones. 256-bit AES Software Encryption. Single-key ADP Encryption. FIPS 140-2 Level 1 FIPS 140-3 Level 3, FIPS 197 Multi System Over The Air Rekeying (MS OTAR). IP6x Dust protection. IPx8 Submersion protection (2 m, 4 hr). Supply one (1) all-band portable radio base station with: Digital Trunking 9600 Baud, Analog Trunking 3600 Baud. Dedicated channel knob. Dedicated volume knob. Emergency button. Five (5) programable front buttons. All-band antenna Frequency Bands: 7/800 MHz, UHF, VHF SmartZone/SmartNet Operation Capable. 3,000 channel capability. Enhanced Control Head. Control Station desktop microphone. Bluetooth capability. Customer programming software (CPS) Radio Management (RM) Radio Central Programing. Built-in GNSS (GPS, GLONASS). FIPS 140-3 Level 3, FIPS 197 Supply seven (7) Multi-Unit Desktop portable radio chargers. Supply nine (9) Single-Unit Desktop portable radio chargers. Supply two (2) properly sized storage rack assemblies to house all necessary RFDS equipment. Supply two (2) 60 A, 120 Vac, Power Distribution Units (PDU) with breakers and power strips. Supply all required ancillary equipment, hardware, and materials needed to ensure proper installation and operation of the portable radio networks. SERVICES: All services performed under this procurement shall comply with the requirements of the latest edition of: National Fire Protection Association (NFPA) 70 National Electric Code, 2023 Edition. NFPA 70E Standard for Electrical Safety in the Workplace, 2024 Edition. NFPA 99 Health Care Facilities Code, 2024 Edition. NFPA 101 Life Safety Code, 2024 Edition. Occupational Safety & Health Administration (OSHA) Title 29, Code of Federal Regulations (CFR), Part 1910 Subpart J The Control of Hazardous Energy (lockout/tagout) (1910.147). OSHA Safety and Health Regulations for Construction Title 29, CFR Part 1926, Subpart K Electrical (1926.400-1926.449). Veterans Affairs Western New York Healthcare System (VAWNYHS) Medical Center Policy (MCP) 138-15 Electrical Safety Program. VAWNYHS MCP 00-190 Control of Hazardous Energy Program. Should a conflict arise between VA requirements and nationally recognized codes and standards, the conflict shall be brought to the attention of the VA. The resolution of conflict must be made by the VA Authority Having Jurisdiction (AHJ). In the event of a conflict between the text of this document and nationally recognized codes and standards, the nationally recognized codes and standards takes precedence. Nothing in this document supersedes applicable laws and regulations unless a specific exemption has been obtained. The selection, assignment, and management of Contractor s employees are the responsibility of the Contractor. The Contactor shall not employ any individual identified as a potential threat to the health, safety, security, and general wellbeing, or operation of the VAMC or its customers and personnel. The Contractor is fully responsible for the performance and conduct of their employees while on VAMC property. The Contractor shall not allow any employee to perform work under this contract while under the influence of alcohol, drugs, incapacitating agent or illness. Should the need arise, VAWNY Electrical staff shall perform the means of disconnecting and reconnecting the electrical power supply for the equipment being installed. The Contractor shall perform a site evaluation of the system installation locations. The Contractor shall develop a system fleetmap to understand the operational requirements and document effective system user groups. The Contractor shall provide a Project Manager (PM) to serve as the single point of contact (POC) for all system activities and issues and will be responsible for coordinating team resources. The PM shall ensure contract obligations are addressed efficiently, timely, and in a professional manner with minimal impact on the current radio network operations. The Contractor shall provide a System Engineer (SE) who will be responsible for the technical design of the contracted system. The SE will gather and validate the requirements to finalize the design of the system ensuring it meets all VA requirements. The SE shall provide system design documentation, resolution of any technical issues, and system support during implementation and testing. The Contractor shall supply all labor, parts, and materials required to install the portal radio networks covered under this agreement. The Contractor shall uninstall and remove existing system antennas, cables, and equipment, as required and in accordance with the implementation and cutover plans. Uninstalled equipment will be delivered to the Government for disposal. The Contractor shall provide as-installed documentation of the system upon completion. The Contractor shall supply and utilize all necessary tools, equipment, and Personal Protective Equipment (PPE) to perform the work safely, effectively, and timely in accordance with OSHA Standard 29 CFR 1910.335. Tools, equipment, and PPE shall comply with the requirements of OSHA Standard 29 CFR 1910, Subpart I, and NFPA 70E. The Contractor shall provide a System Technologist (ST) to finalize the system implementation to include in-field programming, system configuration, integration, and acceptance testing. The VA agrees to provide the Contractor free access to all equipment necessary to conduct work, and free access to all rooms or areas housing such. At any time, the Contracting Officer s Representative (COR) may deem any tool, technician, or method unacceptable based on the authority of inspection/acceptance of services. CONTRACTOR QUALIFICATIONS: All Contractor employees shall readily have access to the Codes, Directives, Manuals, Policies, Specifications, and Standards listed under Section B.3.2.A of this solicitation. Contractor employees performing work on the equipment covered under this agreement shall be fully trained and certified by the OEM(s) to perform such tasks. All Contractor technicians working on-site shall have completed an OSHA approved 10-hour construction safety training course. All Contractor supervisors working on-site shall have completed an OSHA approved 30-hour construction safety training course. SAFETY: In the performance of this contract, the contractor shall take all precautions necessary to protect persons and property from injury or damage. The COR or designee shall notify the Contractor of any safety issues and the action necessary to correct the issues. Such Notice, when served to the Contractor or their representative at the work site shall be deemed sufficient for the corrective actions to be taken. If the Contractor fails or refuses to comply promptly with notified safety deficiencies, the Contracting Officer may issue an order stopping all or part of the work and hold the Contractor in default. Work being performed inside the facility may require infection control measures. This may include negative pressure equipment and isolation barriers. Should infection control measures be required the Contractor shall be responsible for installation and removal of these measures and shall meet with the COR and Infection Control Department to determine specific needs for each task. All work areas must be clean at the close of the day and shall be left in the same condition as before work started. No tools or equipment shall be left unattended. SCHEDULE: The following are Federal Holidays observed by the VA and the Contractor shall not expect access to VA facilities or VA staff on these dates unless notified otherwise by the COR. Preventive maintenance or other services are not to be scheduled on these dates: New Year s Day Martin Luther King, Jr. Day Washington s Birthday Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veteran s Day Thanksgiving Day Christmas Day RECORDS MANAGEMENT: 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 (email, 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. IDENTIFICATION, PARKING, SMOKING, AND VAMC REGULATIONS/KEY CONTROL: All Contractor employees who have access to VA facilities are subject to the same level of investigation as VA employees. Security and badging process to be determined by COR. Contractor employees shall wear visible identification at all times while on the premises of the VAMC. It is the responsibility of the vendor to park in the appropriate designated parking areas. Information on parking is available from the VA Police. The VAMC will not invalidate or make reimbursement of parking violations of the Contractor under any conditions. Smoking is prohibited on VAMC property to include inside privately owned vehicles (POV) parked on VAMC property. Smoking shall only be allowed off VAMC property. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer. In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of rekeying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor. The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer. INVOICES: All invoices shall be submitted upon completion of respective service and submission of reports to the COR. Invoices shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests. Invoices must include, at minimum, the following information: Contractor Name, Contract Number, Current Purchase Order Number, Date(s) of Service, Itemized Charges. Contract Line-Item Number (CLIN) QUALITY ASSURANCE: The Government may inspect each task as completed. The Contractor shall be notified within 3 duty days of unacceptable service. The Contractor shall re-perform service within 15 duty days of notification of unacceptable service. The COR or designee will verify that the equipment is working within manufacturer s specifications after completion of service or repair.
