36C25225Q0603 Sources Sought Page 2 of 2 SOURCES SOUGHT SYNOPSIS The Department of Veterans Affairs is issuing this sources sought synopsis as a means of conducting market research to identify firms having an interest in and the resources to provide service and support of the AES fire alarm data network located at the Tomah VA Medical Center. The result of this market research may contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 561621. THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred. Tentative requirements: Provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and all other items necessary to provide service and support of an AES fire alarm data network. Draft Statement of Work is contained within for more detailed requirements. If your organization has the potential capacity to perform these contract services, please provide the following information: 1) Organization name, address, email address, web site address, telephone number, and size and type of ownership for the organization; and 2) Tailored capability statements addressing the particulars of this effort, pricing model (per session or employee, etc), and documentation supporting claims of organizational and staff capability; and 3) Documentation establishing AES authorized dealer status. If significant subcontracting or teaming is anticipated in order to deliver technical capability, organizations should address the administrative and management structure of such arrangements. The government will evaluate market information to ascertain potential market capacity to provide services consistent in scope and scale with those described in this notice and otherwise anticipated. Based on the responses to this synopsis and other market research, this requirement may be set-aside for veteran-owned small businesses (SDVOSBs or VOSBs), small businesses or procured through full and open competition. Limitations on Subcontracting 13 CFR §125.6 will apply to any procurement set-aside for veteran-owned small businesses (SDVOSBs or VOSBs) or small businesses. 13 CFR §125.6 states: (a) General. In order to be awarded a full or partial small business set-aside contract with a value greater than the simplified acquisition threshold (as defined in the FAR at 48 CFR 2.101) in paragraph (a) introductory text; and an 8(a) contract, an SDVO SBC contract, a HUBZone contract, a WOSB or EDWOSB contract pursuant to part 127 of this chapter, a small business concern must agree that: (1) In the case of a contract for services (except construction), it will not pay more than 50% of the amount paid by the government to it to firms that are not similarly situated. Any work that a similarly situated subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded. Before any small or large business can be awarded a federal contract, a contracting officer (CO) must affirmatively determine that the firm is responsible to perform the specific contract it is otherwise in line to receive. If an apparent small business successful offeror is denied a contract award because it lacks certain elements of responsibility, the CO will refer the matter to the Small Business Administration. Once a CO s referral is received by the SBA s area office, the SBA will then inform the small business of the CO s determination and offer it the opportunity to apply to the SBA for a Certificate of Competency by a specific date. Burden of proof is on the small business to demonstrate that it meets specific COC eligibility criteria. After award, if a CO or other VA officials determine a review of limitations on subcontracting compliance is warranted based upon reasonable information of possible noncompliance, a request for review will be submitted to VA s Subcontracting Compliance Review Program. Submission Instructions: Interested parties who consider themselves qualified to perform the above-listed services are invited to submit a response to this Sources Sought Notice by 10:00 AM CST on July 25, 2025. All responses under this Sources Sought Notice must be emailed to Contracting Officer, Richard Ruffin (richard.ruffin@va.gov). Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. STATEMENT OF WORK FIRE ALARM WIRELESS DATA NETWORK SUPPORT Contractor shall provide all equipment, material, labor, travel costs and supervision, for the service and support of the AES fire alarm data network located at the Tomah VA Medical Center, according to the following scope of work. SCOPE Provide all service and support, as defined in the statement of work, for the following pieces of AES fire alarm data network equipment located at the Tomah VA Medical Center. Multinet Receiver. IP Links. Hybrid Subscriber. Service and support of the above equipment shall be as follows. Emergency support access to an on-call support technician 24/7/365. Head-end loaner equipment for IP link and receiver equipment that is out of warranty. Installation of all major and minor software release upgrades. Up to 8 hours of private, online, OEM, AES Manufacturer training per year, and (1) one, eight-hour onsite training, for the Base Year, and all other Option Years. Any changes to this SOW shall be authorized and approved only through written modification of this contract from the CO (Contracting Officer) in coordination with the COR (Contracting Officers Representative). Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor. Notwithstanding, the Contractor shall perform no additional work without the prior written authorization of the Contracting Officer. Any additional work, which may be performed by the Contractor without this approval, will be performed by the Contractor at no additional cost to the Government. Within fourteen (14) days of the award of this contract, the Contractor and the Government shall agree upon a date for work to take place. SERVICE HOURS AND FEDERAL HOLIDAYS Normal hours of coverage are Monday through Friday from 7:30 am to 4:30 pm, excluding holidays. All work shall be performed during normal hours of coverage unless otherwise requested or approved by the COR or their designee. All contract work shall be on a date and time mutually agreed upon between the Contractor and the COR. Federal Holidays observed by the VAMC are: New Years Day Independence Day Christmas Day Columbus Day Labor Day Martin Luther King Day Memorial Day Presidents Day Veterans Day Juneteenth Thanksgiving Day GENERAL INFORMATION Compliance with General Safety Regulations: All Contractors and Subcontractors performing services for the Government shall comply with all Occupational Safety and Health Administration (OSHA), State, County and Municipal Safety and Occupational Health Standards and any other applicable rules and regulations. All Contractors and Subcontractors shall be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site area under this contract. The Contractor shall coordinate all dates for service and with contract COR. The contractor s FST (Field Service Technician) shall contact the COR/POC prior to performing service at this location and shall communicate to the COR of their presence on the Tomah VA Medical Center campus. The Contractor shall provide all necessary documentation that demonstrates the Contractors ability to perform all work under this scope of work. Contractor is responsible to replace any items damaged by the contractor, sub-contractor, their employees, or equipment at no extra charge to the Government. Contractor shall not interrupt any utility service while performing under this contract. Contractor personnel must conduct their work in a manner that does not interfere with the normal functions of the facility and will stop work if asked by the CO/COR as required if interruptions do occur. CONTRACTING OFFICER S REPRESENTATIVE (COR) Scheduling of work shall be arranged with at least one, or all the Point of Contacts below and in the following order: contract COR (Contracting Officers Representative) or contract ACOR (Alternate Contracting Officers Representative). See Table 1 below for Point of Contact information. Table 1: NAME POSITION PHONE EMAIL Craig Franks COR/Electronics Technician 920-737-4663 craig.franks@va.gov Rick Ickler ACOR/Maintenance Supervisor 608-605-0542 richard.ickler@va.gov COMPETENCIES AND QUALIFICATIONS OF PERSONNEL SERVICING EQUIPMENT: Each respondent must have an established business, with an office and staff; The staff includes a Field Service Engineer (FSE) and a second Field Service Engineer who will serve as the backup. Each respondent must be an AES authorized dealer and provide documentation demonstrating such. FSE shall have a minimum of two (2) years of experience performing this service. The FSE(s) shall have completed a formalized training program for the equipment identified in the Statement of Work. For field experience, the FSE(s) shall have a minimum of two years of experience, with respect to equipment that is being serviced in this statement of work. The FSEs shall be authorized by the Contractor to perform the maintenance services. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for each make and model the Contractor services at the VAMC. The CO may authenticate the training requirements, request training certificates or credentials from the Contractor at any time for any personnel who are servicing or installing any VAMC equipment. The CO and/or COR specifically reserves the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC equipment. If subcontractor(s) are used, they must be approved by the CO; the Contractor shall submit any proposed change in Subcontractor(s) to the CO for approval/disapproval. The contractor shall be fully staffed on the first day of work under the contract. All personnel shall receive close and continuing first-line supervision by the contractor. Individuals who are performing the work must be experienced, fully trained and a regular employee of the contractor. Contractor's personnel shall be regular employees of the Contractor, day laborers are not acceptable. ORIENTATION FOR CONTRACTOR EMPLOYEES: Contractor will attend an orientation meeting as arranged by the Contracting Officer's Representative (COR). The VA will schedule this meeting and it will include discussion of the following topics: (VA will provide information to the contractor regarding these topics and will document the meeting) Fire and Safety Infection control Disaster procedures - Other The Contractor will be responsible to ensure that Contractor employees coming to the work site will receive the information required above. CONTRACT DELIVERABLES Contractor shall provide, to the COR after completion of work, at the minimum, the following deliverables: All Field Service Reports and completed inspection checklists as they apply. Documentation and Certificates of completion, for each trainee, for all training performed per the statement of work. SECURITY REQUIREMENTS All Contractor FST s (Field Service Technician(s)) shall obtain contractor ID badges from the COR. Identification shall be worn visible always by the Contractor and all FST s while on premises. Contractor shall coordinate with COR to acquire said identification badges. During normal working hours of operation, Monday through Friday, the contractor shall check in with the COR/Tomah VAMC (Veterans Affairs Medical Center) POC (Point of Contact) when arriving to perform work and check out with the COR/Tomah VAMC POC when work/workday is complete. During other than normal hours of operation, the contractor shall sign in and out with the Fire Department located on the east end of B36. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Effective January 1, 2019, smoking is prohibited both inside and outside (entire campus) at the VAMC. 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. RISK CONTROL The Contractor shall take all necessary precautions to protect government property and shall repair any damage caused by their efforts. All work affecting patients shall be coordinated in advance by the Government and the Contractor to have minimal impact on the patients. NATIONAL ARCHIVES AND RECORDS ADMINISTRATION (NARA) 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, 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 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. 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. The Tomah VAMC 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 VA Tomah 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 VA Tomah. The agency must report promptly to NARA in accordance with 36 CFR 1230. 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 vehicle]. 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 VA Tomah 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 Contracting Officer or address prescribed in the contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (E). 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 to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VA Tomah 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 VA policy. The Contractor shall not create or maintain any records containing any non-public VA Tomah 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 Tomah VAMC owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which the Tomah VAMC 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. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take The Tomah VAMC-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. To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor. Flow down of requirements to Sub-contractors. The Contractor shall incorporate the substance of this clause, its terms, and requirements including this paragraph, in all subcontracts under this [contract vehicle], 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. PLACE OF PERFORMANCE Tomah VA Medical Center, 500 E. Veterans St., Tomah, WI. 54660 Period of Performance. Support and service, as defined in this SOW, is to occur as scheduled and as required during the period of performance. Work shall be completed in a timely manner and a performance schedule shall be coordinated with the Government upon contract award. Base Year: 9/1/2025 8/31/2026 Option Year 1: 9/1/2026 8/31/2027 Option Year 2: 9/1/2027 8/31/2028 Option Year 3: 9/1/2028 8/31/2029 Option Year 4: 9/1/2029 8/31/2030
