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 support a requirement for fire alarm system maintenance at the Clement J. Zablocki VA Medical Center, Milwaukee, WI. 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 Security Systems Services (except Locksmiths). 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 supervision, labor, materials, tools, equipment, and points list necessary to provide service and repair of the Schematics Fire Alarm System If your Company has the potential capacity to perform these contract services, please provide the following information:1) Company name, address, email address, web site address, telephone number, and size and type of ownership for the company; 2) Tailored capability statements addressing the particulars of this effort, and documentation supporting claims of organizational and staff capability. If significant subcontracting or teaming is anticipated to deliver technical capability, companies should address the administrative and management structure of such arrangements; and 3) Confirmation your company can meet the Limitations of Subcontracting should they apply (see below). 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) (limitation of subcontracting would apply), small businesses (limitations on subcontracting would apply) 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 9:00 AM LOCAL TIME on APRIL 28, 2025. All responses under this Sources Sought Notice must be emailed to Lori.Eastmead@va.gov. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. FIRE ALARM SYSTEM MAINTENANCE STATEMENT OF WORK/SPECIFICATIONS Contractor shall provide all supervision, labor, materials, tools, equipment, and points list necessary to provide service and repair to the Schematics Fire Alarm System located at the Clement J. Zablocki VA Medical Center (VAMC), Milwaukee, WI 53295. SPECIFIC TASK Monthly, the Contractor shall provide two (2) eight (8) hour on-site visits, to be performed during normal work hours; normal hours of coverage are Monday through Friday from 7:00 AM to 3:30 pm local time, at the Clement J. Zablocki VA Medical Center, to address any current or outstanding workorders related to the maintenance and operations of the Schematics Fire Alarm System. Visits will be scheduled in advance with the Contracting Officer s Representative (COR). Work shall include the following: Regular Panel Maintenance Resolve faults on Fire Alarm System Troubleshoot system issues Resolve failed devices such as, but not limited to batteries, smoke heads, heat heads, duct detectors, Pad 3 s Contractor shall perform an annual reprogramming each contract year to address any changes or failures that occur. All parts shall be provided by the VA. Any parts not stocked by the VA will be ordered on an as needed basis or as identified by the Contractor. Contractor shall not place parts orders without authorization from COR. Contractor shall provide 24/7 (24 hours a day, seven days a week), service when required and will bill at the rate specified in the price schedule. If service needs to be provided after normal hours, then the optional LIN will be exercised. All work/repairs that are required to be provided outside of the outlined maintenance work must be approved by the COR before work commences. This service will be paid separately from this contract and will not commence without Notice to Proceed from COR and a separate purchase order number. This contract does not cover replacement of the two (2) fire alarm system computers or the fiber network cable. ADD ANNUNCIATOR PANEL Contractor shall supply all tools, materials, and personnel necessary to install and commission a remote annunciator fire alarm panel in the Pipe and Electric Shop Supervisor Office, Building 111 Room B0225. Remote annunciator panel is being added to the Pipe and Electric Shop because of their responsibility of fire alarm repair and responses to know when an alarm or supervisory comes in on the system to better react to the problem in a timely manner. Contractor shall run all communication lines and line voltage necessary for annunciator panel to function off existing fire alarm system. Contractor shall be responsible for the addressing and commissioning of the annunciator panel and other components necessary for remote fire alarm system monitoring. Work to be performed within 90 days of contract award. 2. HOURS OF COVERAGE: A. Normal hours of coverage are Monday through Friday from 7:00 AM to 3:30 PM local time, including federal holidays as listed below. Service/repairs may be performed outside of normal working hours. Federal Holidays observed by the VAMC that are considered normal hours of coverage for this contract: National Holidays Federal Holidays New Year s Day Martin Luther King Day Independence Day Columbus Day Memorial Day President s Day Thanksgiving Day Veteran s Day Christmas Day Juneteenth Labor Day SERVICE MANUALS/TOOLS/EQUIPMENT: The VAMC will not provide tools, (test) equipment, service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its FSE s all operational and technical documentation (such as operational and service manuals, schematics, and parts list) which are necessary to meet the performance requirements of this contract. The locations and listing of the service data manuals, by name and/or the manuals themselves shall be provided to the COR upon request. DOCUMENTATION/REPORTS: Contractor shall provide documentation of work performed under this contract within three (3) days of completion of work. All documentation shall be provided in an electronic format (PFD, Excel or Word). The documentation shall include detailed descriptions of the service provided to include at a minimum: Name of contractor and contract number, name of FSE who performed services. Contractor service report number/log number. Date, time (starting and ending), equipment downtime and hours on-site for service call. VA purchase order number. Description of problem reported by COR/user (if applicable). Description of equipment to be serviced: inventory id number, manufacturer s name, device name, model number, serial number, and any other manufacturer s identification numbers. The Contractor shall immediately, but no later than 24 (twenty-four) consecutive hours after discovery, notify the CO and COR (in writing) of the existence or the development of any defects in, or repairs required, to the scheduled equipment which the Contractor considers he/she is not responsible for under the terms of the contract. The Contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs FACILITY CHECK IN/OUT REQUIREMENTS: The Contractor shall be required to report to Graphics Center, Bldg. 113 to log in. This check in is mandatory. Upon completion of work, the FSE shall be required to log out at Graphics Center. VA Contact Person (s) COR: ___________________________ ALT COR _______________________ Contractor Provide telephone number(s) to call for your Service Department: _____________________ Provide name(s) of authorized contact person(s): _____________________________________________ COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: Each respondent must have an established business, with an office and full-time staff. The staff includes a fully qualified FSE and fully qualified FSE who will serve as the back-up and be regular employees of the contractor. Fully Qualified is defined for the purposes of this contract as having at least three (3) years of experience, within the last five (5) years performing this same service. 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. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS: No contractor or sub-contractor employee shall be permitted to perform work or access non-public areas unescorted without an Identification (ID) card obtained from the VA Police. Contractor's and any Subcontractor's employees will be required to provide 2 forms of ID and be accompanied by the COR to obtain ID. 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. 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. SECURITY REQUIREMENTS: Contractor personnel performing services on this contract at the VA facility shall be badged. Fingerprinting is required with the badging process, at the Personal Identification Verification (PIV) office in Building 70, E wing south basement level. Fingerprinting can be done at the local VA Facility. The Electronic Fingerprint Verification Form must be submitted with the above required forms. The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract, and at the request of the VA, submit another employee for consideration. DEFINITIONS/ACRONYMS: CO Contracting Officer COR Contracting Officer s Technical Representative FSE Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VAMC premises. ESR Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract. VA Veterans Affairs VAMC Department of Veterans Affairs Medical Center
