36C10D23Q0060.docx

SUBJECT*

St. Louis PACS Maintenance Services Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

Veterans Benefits Administration Acquisition Directorate 1800 G Street NW Washington DC 20006

POINT OF CONTACT*

Joshua.Gallien@va.gov

PLACE OF PERFORMANCE

Veterans Benefits Administration

9700 Page Avenue

St Louis MO

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Sources Sought Notice Sources Sought Notice

DESCRIPTION

Sources Sought Notice

This is a Sources Sought notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted in response to this Source Sought notice. Respondents will not be notified of the results of the evaluation.

If a solicitation is issued it shall be announced at a later date, and all interest parties must response to that solicitation announcement separately. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.

The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS 561621, (Security Systems Services (except locksmiths) with a size standard 25 Million. The Department of Veterans Affairs (VA), Network Contracting Office 1 (NCO 1) is seeking to identify any vendor capable of providing CCure Security System Preventative Maintenance at the St. Louis MO Regional Office per the Statement of Work below.

This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirement described below. Vendors are encouraged to submit information relative to their capabilities to fulfill this requirement, in the form of a statement that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer’s review of the market base, for acquisition planning, size determination, and procurement strategy.

Submission Instructions: Interested parties who consider themselves qualified to perform the services are invited to submit a response to this Sources Sought Notice by 2:00 PM EST, 21-Aug-2023. All responses under this Sources Sought Notice must be emailed to Joshua.Gallien@va.gov with Sources Sought #36C10D23Q0060 and PACS Services in the subject line. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.

Interested parties should complete the attached Sources Sought Worksheet. Parties may submit additional information related to their capabilities, provided it contains all the requirements contained in the Sources Sought Worksheet. Responses to this Sources Sought shall not exceed 8 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format.

Attachment 1 Sources Sought Worksheet

QUALIFICATION INFORMATION:

Company / Institute Name: _______________________________________________________ Address: ______________________________________________________________________ Phone Number: ________________________________________________________________ Point of Contact: _______________________________________________________________ E-mail Address: ________________________________________________________________ Unique Entity Identifier (UEI) #: ___________________________________________________ CAGE Code: __________________________________________________________________ SAM Registered: (Y / N) Other available contract vehicles applicable to this sources sought (GSA/FSS/NASA SEWP/ETC): __________________________________________________________________

SOCIO-ECONOMIC STATUS:

SBA Verified SDVOSB: (Y / N) SBA Verified VOSB: (Y / N) 8(a): (Y / N) HUBZone: (Y / N) Economically Disadvantaged Women-Owned Small Business: (Y / N) Women-Owned Small Business: (Y / N) Small Business: (Y / N) NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and Center for Veterans Enterprise (CVE) verified in VetBiz Registry www.vetbiz.gov.

BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION.

CAPABILITY STATEMENT:

Provide a brief capability and interest in providing the service as listed in Attachment 2 DRAFT STATEMENT OF WORK with enough information to determine if your company can meet the requirement. The capabilities statement for this Sources Sought is not a Request for Quotation, Request for Proposal, or Invitation for Bid, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company’s ability to provide the services outlined in the SOW. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation.

Attachment 2

(DRAFT STATEMENT OF WORK)

(St. Louis Regional Office) SOW

Introduction: The Department of Veterans Affairs St. Louis Regional Office (VAROSTL) facility located at 9700 Page Avenue, St. Louis MO 63132, requires preventive maintenance services of the security system utilized by the Regional Office.

Scope: VAROSTL intends to enter into a Firm-Fixed Price (FFP) contract for preventive maintenance services to ensure the CCure security system equipment continuously operates at an optimal level of performance. The CCure security system equipment shall include but is not limited to card readers, latching hardware, electric strikes, maglocks/panic buttons….etc.. The preventive maintenance services are not limited only to those major pieces of equipment but shall also include all devices and components that are related to the CCure security equipment systems including cabling or connections for either communications or power between any of the listed equipment cited in this SOW. Cabling, connections, and battery replacement as required shall be provided at no additional cost to the Government. The Contractor shall furnish all labor, tools, materials, transportation, equipment, and supervision necessary to perform all required on-site preventive maintenance services as well as the database backups of the access control system.

The Government’s regular (normal) working hours are 8:00AM (CST) to 4:00PM (CST) Monday through Friday, except for federal holidays: New Year’s Day, Martin Luther King Jr.’s Birthday, President’s Day, Memorial Day, Juneteenth National Independence Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day and Christmas Day. Some services are required outside normal working hours, and repair service response may be required from the contractor at any time twenty-four (24) hours a day, seven (7) days a week, three hundred sixty-five (365) days per year.

Description of Services/Equipment List:

Page 1 of

Headend and Software

House

House

House

High Assurance Headend

House

Innometriks Pro Services

INN-PROSERV

Software

Enrollment Station

CCure/Innometriks Interface

INN-ENROLL-SQL

Software

Fingerprint Scanner

SECG-EA4-0089A

Software

Smartcard Reader/Writer

IDTV-SPR331

Software House

Smartcards

Smartcards

Control Panels

8 Reader I*Star

USTAR008

Software

16 Reader I*Star

USTAR016

Software House

I / O Boards

Eight Input Reader Module

AS0073-000

Software House

Stand Offs

Page 1 of

Power Supplies

Enclosure Tampers

Reader jbox

485 Reader Interface

INN-RDR485-8

Software

Power Dist.

PD-8

Software House

Enclosure Tampers

Reader

Cheetah Core Smartcard Reader

INN-CHTA-RF

Software

Single Reader License

INN-RDR-LIC

Software

DPS

REX Devices

REX Motion Single Gang Adapter

TP160

Bosch

DPS Only Door

Inovonics Wireless

General Requirements:

The contractor shall provide the following preventive maintenance services under this contract:

Provide preventative maintenance on a day mutually agreed to by the Government and the contractor for the devices indicated on the Equipment List stated in this Statement of Work. Services shall be performed during the hours of 8:00AM (CST) and 4:00PM (CST), Monday through Friday.

(a) 4 times a year - Service and clean cameras, quarterly.

(b) 4 times a year - Verify functionality of access control doors, duress/panic buttons and head end equipment, quarterly.

(c) 4 times a year - Perform back up of the database and overall software maintenance and functionality, quarterly.

(d) Contractor shall provide manufacturer software technical help desk support and update support as needed.

The contractor shall perform quarterly preventive maintenance inspections of the security system per period of performance of the contract. This maintenance inspection shall include operational testing of the equipment. Preventative maintenance shall include but is not limited to load testing of all power supplies and back-up batteries in all systems, cleaning and adjusting of equipment, checking equipment for loose mountings or connections, adjusting electric locks, etc.

The inspections shall be performed during normal working hours, and shall be scheduled and coordinated with a Government representative. Within five (5) calendar days of the inspection date, the Contractor shall prepare and submit to the POC a report identifying any deficiencies and a timeline of corrective actions that will be taken.

The Contractor shall provide emergency and unscheduled preventative maintenance inspection services that includes inspecting and troubleshooting the security system equipment as appropriate in order to determine the cause of the problem(s) and actions needed to restore the system equipment.

The Contractor shall prepare and submit a preventative maintenance inspection report to the POC within five (5) calendar days after completion of all preventative maintenance inspection. The preventative maintenance inspection report should include at minimum the name of the Government representative who contacted the Contractor, the date and time contacted, the name of the Government representative who authorized the preventative maintenance inspection, the start and end date of the service, a description of service needed to correct the problem, and an itemized cost estimate of efforts needed to preform repairs.

If emergency and unscheduled preventative maintenance inspection is due to major/total component failure of equipment AND equipment is beyond its suggested life cycle, then the Contractor shall perform the following assessment:

· Provide detailed written documentation that identifies the cause of the failure.

· Demonstrate equipment is beyond its suggested life cycle.

If the Government agrees with the Contractor’s assessment, then the Contractor shall provide a suggested vendor list with an estimated replacement cost.

Replacement equipment and/or components must be compatible with the C-Cure 9000 series and Software House technology as well as meet HSPD-12 and FIPS 201 federal requirements. Any replacement card readers must be similar to or like the RP40.

Requirement & Task Performance Standards Quality Standards:

The Contractor shall ensure that all security system equipment continuously operates at an optimal level of performance. Optimal is defined as fully functional in accordance with the equipment manufacturer’s recommended maintenance requirements and/or repair services necessary for the overall security system to operate at its maximum level of capabilities. It is the Contractor’s responsibility to have familiarity of the security system equipment, the equipment manufacturer’s recommended maintenance requirements, and instructions pertaining to optimizing equipment performance and realizing the full capabilities of the equipment.

The Contractor shall have all applicable licenses by the State of Missouri to perform all services specified in this SOW. All work shall be performed by Contractor personnel specifically qualified and trained to work on the specified equipment. Within 10 calendar days of the award date of the contract, the Contractor shall forward to the Contracting Officer and POC proof of all applicable State of Missouri licenses and any other certifications or documentation of qualifications of Contractor personnel who will perform services under this contract. The Contractor will be responsible for ensuring those employees' applicable licenses and certifications remain current. Any changes to personnel shall be reported to the Contracting Officer in writing as they occur.

All work shall be accomplished in conformance with the approved and accepted standards of the Security System trade industry; equipment manufacturers; local, state, and federal standards; all applicable building and safety codes; and the National Electrical Code. The GSA FIPS 201 Evaluation Program defines product categories for the FIPS 201 APL as required to implement the mandates in OMB Memoranda M-05-24 and M-06-18. For the avoidance of doubt, ONLY THOSE PRODUCTS FOUND ON THE GSA APL ARE FIPS 201 COMPLIANT. All approved products can be found on the APL (Approved Products List) at idmanagement.gov.

Timeliness Standards

In the event that preventative maintenance services are required during non- business hours, the Contractor shall have an emergency service response system. The emergency service response system should be a professional manned telephone answering service. The system shall have a robust message notification system, with redundancy with approved, backup notification and power failure protection.

Within four (4) hours of Government notification to the Contractor preventative maintenance inspection emergency service response system, the Contractor shall respond in person to the site and perform an inspection service. The four (4) response requirement may be adjusted at the discretion of the authorized Government representative requesting service. The Contractor shall complete all preventative maintenance inspections within two (2) calendar days of the original notification.

Employee Identification: Contractor personnel shall wear an identification badge that, at minimum, displays the company’s name, the employee’s photo, and employee’s name. Contractor personnel shall comply with all Government rules and regulations while at the facility.

Period of Performance: Twelve (12) months from the date of award, with four

(4) one year option periods (12 months) to be exercised at the discretion of the Contracting Officer.

Hours of Operation: All work shall be completed during the site’s normal operating hours of 7:00AM (CST) to 4:00PM (CST) Monday through Friday excluding federal holidays. Federal holidays are New Year’s Day, Martin Luther King Jr. Day, President’s Day, Memorial Day, Juneteenth National Independence Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day.

Deliverable Schedule: Monday through Friday, 8:00AM (CST) - 4:00PM (CST), normal business hours, (except Federal holidays). Technical support to the users is required Monday through Friday, 8:00AM (CST) - 4:00PM (CST). The normal duty day will consist of eight consecutive hours, performed Monday through Friday, 8:00AM (CST) - 4:00PM (CST) with a one-half hour (30 minute) lunch break. The contractor must be willing and able to adjust to these hours to support the VA’s mission. The Contractor shall submit all deliverables to POC at the following address: 9700 Page Avenue, VBA/SSD, St. Louis, MO 63132.

SECURITY

All Contractors and Contractor personnel shall be subject to the same Federal security and privacy laws, regulations, standards and VA policies as VA, including the Privacy Act, 5 U.S.C.§552a, and VA personnel, regarding information and information system security. Contractors must follow policies and procedures outlined in VA Directive 6500, Information Security Program; and VA Handbook 6500.6. See attached VA 6500.6 Appendix C which is incorporated in the resulting task order to ensure appropriate security controls are in place.

Contractor Personnel Security

Any individual who requires access to the VA site(s), personally identifiable information (PII) and/or access to VA local area network (LAN) systems shall be the subject of a favorable fingerprint check (SAC) adjudicated by VBA Personnel Security Office (PERSEC). Individuals are required a background investigation and must receive a favorable adjudication from the VA Personnel Security and Adjudication Center (PSAC). These requirements are applicable to all sub-contractor personnel requiring any Background Investigation (BI) conducted by Defense Counterintelligence Security Agency (DCSA).

The level of BI will be in accordance with VA Directive 0710 dated June 4, 2010 and is available at http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=487&FTyp.

Background Investigation: The Contractor employee level of BI required for this effort is:

Low Risk (T1) Security – Employees Moderate Risk (T2) – Managers and Directors

Note: The position sensitivity should reflect the results from the completion of the PDAT versus the title of the individual.

Investigation Documents: Immediately after contract award, the COR will provide the Contractor with the following background investigation documents to be completed by the Contractor and returned thru the COR to VBA PERSEC to begin the background investigations process for all contract employees working on the contract who will have access to VA/VBA facilities, VA systems, or privacy data:

a) Background Investigation Request Worksheet

b) Optional Form 306 – Declaration of Federal Employment

c) VBA Contractor Fingerprint Request Form

d) VA Form 0710 – Authorization for Release of Information Fair Credit Report (if T2 or higher)

e) (SC) Self-Certification Form (if applicable)

f) VA Form 0711 – Request for Personal Identity Verification Card

g) SIC Contractor Background Request Form (unsigned)

Submitting Completed Package: Upon receipt of documents listed in above from the COR, the COR will submit the background investigation package to VBA’s Personnel Security Specialist. Upon notification of favorable fingerprint results, the COR should request the official VA email account and will be notified of all background investigation requirements preventing the Contractor from an immediate onboard. Thereafter, the Contractor shall receive an email notification from DCSA including detailed instructions regarding completion of the background clearance application process in the Electronic Questionnaires for Investigations Processing (e-QIP) system. e-QIP is an online, internet accessible system, where the Contractor employee shall complete the security questionnaire required for OPM to process background investigation. Once the e-QIP is released by VBA PERSEC, scheduled by OPM, the Contractor may begin work while the background investigation is ongoing.

Reciprocation: Contractors who have current favorable background investigation previously conducted by OPM or DCSA may be accepted through reciprocation. When a previous personnel security clearance is currently held, it does not preclude the Contractor form submitting a complete Background Investigation Package as stated above to the COR immediately after contract award for all Contractor employees who will be working on the contract.

Pre-Screen: The Contractor shall prescreen all personnel who require access to VA site(s) and/or access to VA LAN systems to ensure they maintain a U.S. citizenship or Alien Registration that authorizes them to work in the U.S., and are able to read, write, speak, and understand the English language.

Contractor Performance: Contract performance shall not commence before:

a) The VBA has confirmed favorable fingerprint results, or

b) PSAC confirms that it has received the Contractor’s investigative documents, The documents are complete, and that the background investigation information has been released to OPM for scheduling of the background investigation, or

c) VBA or the PSAC has confirmed that the verified investigation will be reciprocated.

Copy of Certificate of Investigation (COI): The COR will notify and forward the Contractor a copy of the Certificate of Investigation when the background investigation has been favorably completed or a Certificate of Eligibility (Form 4236) if the investigation has been reciprocated. The Contractor, if notified, of an unfavorable adjudication by the Government, shall withdraw the employee from consideration from working under the contract. Failure to comply, the Contractor personnel security requirements may result in termination of the contract for default.

Responsibility: The Contractor shall be responsible for the actions of those contract and subcontract employees it provides to perform work for the VBA. In the event damage arises from work performed by Contractor employees the Contractor will be responsible for resources necessary to remedy the incident.

Vendor Selection: Should the Contractor use a vendor other than OPM or DCSA to conduct background investigations, the investigative company must be certified by OPM/DCSA to conduct Contractor background investigations. The Vendor Cage Code number must be provided to the VA PSAC, which will verify the information and conclude whether access to the Government’s site(s) and/or VA LAN systems can be granted.

Investigative History: The investigative history for Contractor personnel working under this contract must be maintained in the databases of either OPM or DCSA.

Government Responsibilities:

a) After the VBA PERSEC has quality controlled the BI package from the Contractor, the VBA PERSEC will send a courtesy e-mail notification to the Contractor and the COR identifying the e-QIP email from DCSA including detailed instructions regarding completion of the BI application process and the level of background that was requested.

b) Upon receipt of required background investigative documents, VBA PERSEC will review the background investigative documents for completion and initiate the background investigation by forwarding the background investigative documents to OPM to conduct the BI. If the background documents are not complete, VBA PERSEC will notify the Contractor and COR of deficiencies and include corrective instructions.

c) VBA PERSEC will pay for background investigations and reciprocals processed through the VA PSAC and conducted by OPM in advance.

d) The COR will notify and forward the Contractor a copy of the Certificate of Investigation when the BI has been favorably adjudicated or a Certificate of Eligibility (Form 4236) if the investigation has been reciprocated. The COR will also notify the Contractor of an unfavorable adjudication by the Government.

Training

a. All Contractor and sub-contractor personnel requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and networks:

· Sign and acknowledge understanding of and responsibilities for compliance with the National Rules of Behavior related to access to VA information and information systems.

· 2) Successfully complete any cyber security or privacy training as required for VA personnel with equivalent information and/or system access.

b. The Contractor shall provide to the Contracting Officer a copy of the training certificates and signed Rules of Behavior for each applicable employee within 30 days from the date TMS access is granted and annually thereafter, as required. These online courses are located at https://www.tms.va.gov/learning/user/login.jsp