36C10B26Q0500 RFI VACO PACS.pdf

Department of Veterans Affairs

Request for Information

Physical Access Control Systems (PACS) Maintenance

VA Central Office (VACO), National Capital Region (NCR)

Introduction

This Request for Information (RFI) is issued for the purpose of conducting market research.

Accordingly, this RFI constitutes neither a Request for Proposal (RFP) nor a guarantee that one will be issued by the Government in the future. Furthermore, it does not commit the

Government to contract for any services described herein. Do not submit a Proposal. The

Department of Veterans Affairs (VA) is not, at this time, seeking proposals or quotes, and therefore, will not accept, review, or evaluate unsolicited proposals or quotes received in response hereto. This notice is not to be construed as a commitment on the part of the

Government to award a contract, nor does the Government intend to pay for any information submitted as a result of this request. The Government does not reimburse respondents for any costs associated with submission of the information being requested or, reimburse expenses incurred for responses to this RFI. The information provided may be used by VA in developing its acquisition strategy and Product Description/Performance Work Statement. Any information submitted by respondents to this RFI is strictly voluntary; however, any information received shall become the property of the Government and will not be returned to the respondent.

Interested parties are responsible for adequately marking proprietary, restricted or competition sensitive information contained in their response. This is a request for information and does not obligate the Government in any way, nor does it commit the Government to any specific course of action.

Background/Scope:

The Department of Veterans Affairs (VA), VA Central Office (VACO) strives to provide high quality, effective, and efficient Information Technology (IT) services to those responsible for providing care to the Veterans at the point-of-care as well as throughout all the points of the

Veterans’ health care in an effective, timely and compassionate manner. VA depends on

Information Management/Information Technology (IM/IT) systems to meet mission goals.

The requirement to provide a reliable and robust level of security for people in federal buildings is rooted in the mandates of HSPD-7 and various other federal, state, and local directives. This security mandate also extends to the protection of workforce, assets, building, property and information. The Physical Access Control Systems (PACS) are meant to be a holistic, integrated system of systems that provide compliant protection in a multitiered approach.

The primary focus of this PWS is the proactive and preventive maintenance of the PACS deployed throughout the National Capital Region (NCR).

If a solicitation is issued, it is anticipated that the VA will provide potential Offerors an opportunity for a site visit prior to the quote/proposal response date. Specific details pertaining to the site visit will be included in the solicitation.

NO MARKETING MATERIALS ARE ALLOWED AS PART OF THIS RFI.

See attached DRAFT PWS for specific requirements.

SUBMISSION INSTRUCTIONS

Vendor Responses:

Please provide the following information by 2PM Eastern Time on June 15th, 2026 via email to Contract Specialist (CS) James Morgan, at james.morgan10@va.gov and Contracting Officer

(CO) John Fields, at john.fields3@va.gov. VA reserves the right to respond to any, all, or no respondents. All VA current requirements identified herein are subject to change at any time. If you have any questions concerning this announcement, please contact the CS and CO. VA appreciates your time and anticipated response.

Please provide the following in your response:

• Vendor name and POC information

• SAM Unique Entity ID

• Business size standard under NAICS Code **541519 (Large, Small, SDVOSB, WOSB, etc.) **NOTE: If you don’t think the assigned NAICS code is appropriate for this requirement, please provide your suggested NAICS code and rationale for using it.

• List any federal contracts in which you are a prime contract holder, and this effort is within scope of, for example: GSA, NASA SEWP, ETC.

In addition, please provide the following information, limited to 10 pages:

1. Company Background:

a. Please provide a brief history of your company, including the number of years in business and your primary areas of expertise.

b. Certifications and Compliance: What certifications do you hold (e.g., ISO, CMMI, etc.)? How do you ensure compliance with federal regulations?

2. Experience and References:

a. Relevant Experience: Describe your experience with similar federal contracts such as the VA. Provide examples of projects completed in the last five years that align with our requirements.

3. Capabilities and Resources:

mailto:james.morgan10@va.gov mailto:john.fields3@va.gov

a. Technical Capabilities: What specific technologies or methodologies do you employ that are relevant to our project? How do these differentiate you from your competitors?

b. Staffing and Expertise: What is the size and expertise of your team? How do you ensure that your staff is trained and competent in their roles?

c. Subcontractors: If applicable, do you plan to use subcontractors? If so, how do you select and manage them?

4. Project Management:

a. Project Management Approach: What project management methodologies do you utilize? How do you ensure Physical Access Control projects are delivered on time and within budget, schedule?

5. Risk Management: What processes do you have in place to identify, assess, and mitigate risks throughout the project lifecycle?

6. Quality Assurance: Describe your quality assurance processes. How do you ensure that your deliveries meet the required standards?

7. Cost and Pricing:

a. Pricing Structure: Can you provide a detailed description of your pricing model for Firm Fixed Price Contracts? How do you handle cost overruns?

8. Value Proposition: What unique value does your company bring to this project compared to other vendors?

9. Support and Maintenance:

a. Customer Support: What level of customer support do you provide for post-implementation? How do you handle issues or changes that may arise?

b. Maintenance and Updates: What are your policies regarding maintenance and updates for your products/services, these include software and VAR related requirements?

10. Vendor Approach: Evaluating and Estimating the Project Management of two scenarios with the following information:

a. The replacement and upgrade of 27 (A phone) door camera analog system and upgrade to a digital system?

b. What is the technical engineer requirement and Lenel level of tech support?

c. What is the estimated best value of two separate system options for replacement for a total of 9000 sq ft and 27 (A phone) camera systems?

d. We currently have 23 series 2000 Lenel panels, what is the current version baseline 8.3 in Lenel software, and what panel series should we have?

e. How does your company support or maintain help desk requirements and track, open, trouble shooting and close trouble calls?

11. Please explain your procedure for replacing defective items such as card readers and cameras discovered during maintenance or inspection processes and how you would ensure necessary parts are readily available to do this.

12. Please explain your process for ensuring all necessary equipment licenses are maintained and tracked throughout the life of the contract.

13. Has the draft PWS provided sufficient detail to describe the technical requirements that are detailed in the PWS. If “NO”, please provide your technical comments/recommendations on elements of the draft PWS that may contribute to a more accurate proposal submission and efficient, cost effective effort.

14. Please include anything else the Government can do to help maximize competition, innovation, and ensure a level playing field. This can include recommendations on evaluation approach, based on industry best practices, or any recommendations to changes in the PWS.