36C25225Q0648 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 Maintenance for Satellite TV equipment at VA Illiana Health Care System in Danville, IL. 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 238210, Electrical Contractors and Other Wiring Installation Contractors. 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 Maintenance for Satellite TV service equipment. 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 hour/job, etc), ability to support repair response times, and documentation supporting claims of organizational and staff capability to Maintain Satellite TV systems. 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 September 4, 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 Preventative Maintenance for Satellite TV System VA Illiana Health Care System (Danville VA), located at 1900 E. Main St, Danville, IL 61832 requires Preventive Maintenance (PM) services which shall include Preventive Maintenance performed for the CATV System. This Purchase Order shall include a base year, plus four (4) one-year options to be exercised at the discretion of the Government. SCOPE Contractor shall furnish all labor, transportation, parts, and expertise necessary to provide preventive maintenance and repair of the CATV System located at Danville VA as identified in Equipment section. The Contractor shall stipulate that they have ready access to new standard parts that are manufactured, supplied by the manufacturer or equal thereto. All parts supplied shall be of current manufacture and have full compatibility with existing equipment. Documentation of intended parts source(s) shall be provided to the Contracting Officer Representative (COR) upon request. The Contractor shall not require direct access to the VA network or sensitive information for the purpose of this service. Service does not include electrical work external to the equipment. Danville VA shall not provide tools, (test) equipment, or service manuals to the Contractor. The Contractor shall obtain, have on file, and make available to their Field Service Engineers (FSEs) all operation and technical documentation (such as operational and service manuals, schematics, and parts lists) which shall be necessary to complete the services required herein. Any and all travel required by the Contractor to complete maintenance shall be covered by this Purchase Order and shall not be separately charged to the Government. In addition, there shall be no additional charge for time spent at the site (during, or after the normal hours of operation) awaiting the arrival of additional FSE and/or delivery of parts or equipment. PURCHASE ORDER PERIOD: Purchase Order shall be a one-year base plus four (4) one-year options to be exercised at the discretion of the Government. Base Year: Date of Award--08/31/2026 Option Year 1: 09/01/2026-08/31/2027 Option Year 2: 09/01/2027-08/31/2028 Option Year 3: 09/01/2028-08/31/2029 Option Year 4: 09/01/2029-08/31/2030 CONFORMANCE STANDARDS Purchase Order shall ensure that the equipment listed herein functions in conformance with the latest published editions of the National Fire Protection Agency (NFPA), Occupational Safety and Health Administration (OSHA), The Joint Commission (TJC), Veterans Administration (VA) standards, and Original Equipment Manufacturer (OEM) standards and specifications. QUALIFICATIONS: Contractor shall include a fully qualified FSE assigned to this area and a fully qualified FSE who shall serve as the backup. Fully qualified FSE shall have successfully completed a formalized training program by the Original Equipment Manufacturer (OEM) on the specific model of equipment they shall be asked to work on. Contractor must provide, upon request, documentation of factory certified service/maintenance training on the specific equipment under the terms of this Purchase Order. The Contracting Officer (CO) and/or COR specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on the equipment outlined herein. FSE shall have a minimum of one (1) year of experience providing preventative maintenance and emergency repair services on the same make and model of equipment under this Purchase Order. Contractor shall take all necessary precautions to protect persons and property from damage during performance of this Purchase Order. Contractor shall be responsible for any injury to himself or his employees, or others, as well as for any damage to personal property that occurs during the performance of this Purchase Order that shall be caused by him/her or his/her employee's fault or negligence. Contractor shall maintain personal liability and property damage insurance prescribed by the laws of the State of Illinois. SERVICES TO BE PROVIDED: Failure to provide services as indicated in Statement of Work may result in an unacceptable performance evaluation. General: Contractor shall provide the necessary manpower and supervision to properly execute the preventative maintenance of the equipment listed. Contractor must furnish all tools and materials (e.g. services manuals, parts, etc) required to maintain the equipment in top operating condition. A Field Service Report (FSR) must be generated electronically provided to the COR or designee immediately after completion of the preventative maintenance. Upon request of the COR, Contractor shall provide a copy of the current Calibration Certification of all test equipment, which shall be used by the Contractor to perform service under this Purchase Order. Calibration of equipment shall be traceable and in conformance with test equipment Original Equipment Manufacturer standards. Preventative Maintenance: The Contractor shall perform PM Service for all equipment listed to ensure that equipment performs in accordance with manufacturer standards. Preventive Maintenance shall be performed by the Contractor at the intervals that shall be in accordance with the manufacturer s recommendations, but no less than annually. All exceptions to the PM schedule shall be arranged and approved in advance with the COR. Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable) provided to the COR at the completion of the PM. Contractor shall provide written FSR. This report shall include an itemized list of the procedures performed. PM services shall include, at a minimum, the following: Service and Maintenance for amplifies, cabling, taps/splitters, outlets, and modulators Parts and labor are included. Performing remedial maintenance of non-emergent nature Testing and replacing faulty and worn parts and/or parts likely to become faulty, fail or become worn Inspecting and replacing where indicated, electrical wiring and cables for wear and fraying Inspecting, and replacing where indicated, all mechanical components in order to maintain integrity, safety, and performance of the equipment Returning the equipment to the operating condition as defined by the OEM Providing documentation of services performed All required parts, services, manuals, tools or PM kits needed to successfully perform Preventive Maintenance shall be provided by the Contractor at no additional cost to Danville VA, unless otherwise, specifically stated in writing. HOURS OF WORK Unless coordinated with COR or designee in advance, all Preventive Maintenance shall be performed on-site during normal Danville VA business hours, 8:00 am to 5:00 pm Local (Central) Time, Monday through Friday, excluding Federal Holidays which shall include: New Year's Day Labor Day Martin Luther King Jr Day Columbus Day President s Day Veterans Day Memorial Day Thanksgiving Day Juneteeth Day Christmas Day Independence Day Any other day specifically declared by the President of the United States to be a Federal Holiday. When one of the above designated Federal Holidays falls on a Sunday, the following Monday shall be observed as a Federal Holiday. When a Federal Holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday by United States Government agencies. Work performed outside the normal hours of operation at the request of FSE shall be considered service during normal hours of coverage. Contractor shall respond within 48 business hours of communication from COR or designee for PM scheduling. DOCUMENT ATION/REPORTS At the conclusion of each repair and scheduled maintenance visit, the Contractor shall submit a legal Field Service Report (FSR) acceptable for The Joint Commission purposes. The document shall be maintained by the Contractor and shall be provided electronically (preferably) or delivered to the Biomedical Engineering Office, Building 102, Room 108F to the COR/designee. Each FSR shall include, at a minimum: Name of Contractor Name of FSE Purchase Order Number Contractor service ESR number/log number. Date, time (starting and ending), equipment downtime, and hours on-site for service call. IFCAP Obligation number(s) Details of preventative maintenance including steps to be performed and the results of any tests/performance checks. Description of problem reported by COR/User (if applicable) Identification of equipment to be serviced: ID number, manufacturer's name, device name, model number, serial number, location, and any other manufacturer's identification numbers. Itemized Description of Service Performed including: Labor and Travel, Parts (with part numbers) and Materials and Circuit Location of problem/corrective action. Total Cost to be billed Signatures: a. FSE performing services described b. COR or designee who witnessed service described EMERGENCY REPAIR SERVICE Service shall consist of maintaining the equipment in accordance with the Conformance Standards Section. Repair service shall consist of replacing non-consumable parts, calibration, cleaning, oiling, adjusting and maintaining the equipment, except those services necessitated by accident, fire or abuse. The COR and CO have the authority to approve/request a service call from the Contractor. Response Time: The Contractor's Field Service Engineer shall respond with a phone call to the COR within two (2) hours after receipt of notification in an effort to correct the problem by phone. If the problem cannot be corrected by phone, the Field Service Engineer shall commence work (on-site physical response) within 24-hours after receipt of notification and shall proceed progressively to completion without undue delay. CHECK IN/CHECK OUT The FSE shall contact Biomedical Engineering at 217-554-5995 ext 45995 prior to performing service at the Danville VA. Upon arrival, FSE must report to the Danville VA Police Service (Bldg. 102) and acquire a Contractor Badge that shall expire after 12 consecutive hours. Upon receival of Contract Badge, FSE shall report to Biomedical Engineering Service, Building 102, Room 108F to log in during normal working hours. FSE shall return to the same service and building to submit the FSR to the COR for signature during normal working hours, or leave the service ticket at the Police Service after hours, if applicable. All check-ins/check-outs are mandatory. FSE shall always wear visible identification while on the premises of Danville VA and follow all local visitor badging policies. SAFETY REQUIREMENTS In the performance of this Purchase Order, Contractor shall take such safety precautions as the CO may determine to be reasonably necessary to protect the lives and health of occupants of the building. The CO shall notify the Contractor of any safety issues and the action necessary to correct these issues. Such notice, when served on the Contractor or his 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, the CO may issue an order stopping all or part of the work and hold the Contractor in default. PERFORMANCE REQUIREMENTS Documentation/Reports Leaving service reports with a person in the vicinity of the equipment may be performed in addition to the previous stated requirement, but shall not to be used as a substitute. 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 transmission, 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 (5 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. VA Illiana 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 Illiana 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 Illiana. 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 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 Illiana 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 vehicle]. 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 to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VA Illiana 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 contract and in accordance with VA policy. 8. The Contractor shall not create or maintain any records containing any non-public VA Illiana 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. VA Illiana 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 VA Illiana 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 VA Illiana-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. [Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.] D. Flow down 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 vehicle], and require written subcontractor acknowledgment of same. 2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.
