36C10D25Q0081.docx

SUBJECT*

X-Ray Baggage Machine

GENERAL INFORMATION

SET-ASIDE

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

POINT OF CONTACT*

Contract Specialist Julie Lemire julie.lemire@va.gov 781-226-8882

PLACE OF PERFORMANCE

Veterans Benefits Administration

Acquisition Division

1800 G Street NW

Washington DC

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

DESCRIPTION

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 quoters 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 Code 624120, (Services for the Elderly and Persons with Disabilities) with a size standard of $15M. The Veterans Benefits Administration (VBA) Muskogee Regional Office (RO), in Muskogee, OK, is seeking to identify any vendor capable of providing this Personal Assistant Services per the Statement of Work below. This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the items 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 Officers 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 12PM EST, on April 18, 2025. All responses under this Sources Sought Notice must be emailed to Julie.Lemire@va.gov with RFQ # 36C10D25Q0081 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.

Sources Sought Notice Sources Sought Notice

Sources Sought Notice

STATEMENT OF WORK

BACKGROUND

The Department of Veterans Affairs Houston Regional Office’s top priority is the safety of its employees. By implementing an x-ray machine, RO Houston can effectively detect any harmful or hazardous materials that may be concealed within packages and letters, thereby reducing the risk of potential threats to their workplace. An X-ray machine is a critical step towards maintaining a secure and safe working environment, protecting our employees, and safeguarding our interests.

In order to install an X-ray machine in the mailroom, the contractor shall furnish all services, tools, equipment, labor, facilities, transportation, and supervision to provide installation services. The contractor must successfully install an X-ray machine that meets our security needs to ensure the machine is fully operational and tested for effectiveness. The contractor must also provide necessary training to designated staff on machine operation and maintenance for the Department of Veterans Affairs, Houston Regional Office.

CONTRACTOR RESPONSIBILITIES

The contractor shall provide the following services under this contract:

1. Site Assessment

a. Conduct a thorough assessment of the installation site to determine space requirements, power supply, trash bin location, loading dock requirements, and any modifications needed.

b. The contractor shall assume full responsibility for supplying all necessary equipment for the effective loading, unloading, and transportation of all associated parts, materials, and equipment required to fulfill the requirements outlined in this Performance Work Statement.

2. Equipment Procurement

a. Source X-ray baggage scanner XIS-7858 X-ray screening system with 77.7cm x 57.9cm tunnel opening. 180kV X-ray generators for 39mm steel penetration, superior image quality, multi-energy, 2X to 64X zoom without pixelation. PC-based, Dual 21.5” LCD flat panel monitors and AVR. Edge enhancement, organic and inorganic imaging, “Picture Perfect image, High Penetration, Image Archiving up to 150,000 images, Z level detection (explosives), day/date/ time indicator, baggage counter, print on any printer in Windows Library.

It includes six color imaging software, including Screener Assist and Density Alert Software.

b. (2 EA) one-meter exit roller table

c. Contractor is responsible for Free on Board (FOB) delivery from the source to the Department of Veterans Affairs Houston Regional Office, located at 6900 Almeda Rd, Houston, TX 77030. The FOB agreement includes, but is not limited to, all associated shipping costs and assumes liability for any damages, theft, delays, or issues related to frustrated shipping.

d. The contractor must receive, inspect, and accept all equipment delivered. Additionally, the contractor must sign the Bill of Lading (BOL) upon receipt.

3. Installation

a. Prepare the installation site, including electrical and structural adjustments as needed.

b. Install the X-ray machine following the manufacturer's guidelines.

c. Ensure proper connectivity to required software systems for image analysis and reporting.

d. Ensure all electrical and structural installations meet City, State, and Federal building codes.

e. Remove all trash, pallets, boxes, and debris associated with the x-ray packaging and installation. A trash bin will be on site located behind the loading dock.

f. The Contractor shall bear full responsibility for any damages, injuries, or loss of equipment that may arise during the execution of the work specified in this Performance Work Statement.

4. Testing

a. Perform a series of tests to validate the operational efficiency and safety features of the x-ray machine.

5. Training

a. Develop and conduct training sessions for staff on the operation, safety protocols, and basic troubleshooting of the X-ray machine.

6. Documentation

a. Provide all necessary documentation, including user manuals, maintenance guides, and warranties.

7. Timeline

a. The project will commence within 10 weeks of the contract award date. A detailed timeline will be developed post-site assessment.

8. Acceptance Criteria

a. The project will be deemed complete when:

i. The X-ray machine is installed and fully operational.

ii. All designated staff members have been successfully trained.

iii. All trash, packaging, and debris have been cleared from the building.

SECURITY AND BACKGROUND CHECK REQUIREMENTS

a. Contracted security personnel under no circumstances should touch or move any Department of Veterans Affairs files or documents.

b. All contractor personnel who will provide services at the Houston Regional Office shall participate in and complete all mandatory web-based training sessions on Privacy Awareness & Information Security at the Houston Regional Office. The VA will provide the training and will assist with login procedures, etc. This mandatory training will be accomplished at no cost to the Houston Regional Office. In addition, this training must be renewed and completed once a year. If the contractor makes personnel assignment changes at the facility, newly designated personnel must complete the mandatory training before assuming their duties. The contractor will contact the VA Regional Office’s designated point of contact (POC) to coordinate the training.

c. National Agency Check With Inquiries (NACI) – Background Investigation

i. The Contracting Officer (CO) or his/her designee shall approve all personnel who are employed under this contract before beginning duties. Approval shall be based on meeting the qualification standards in the contract, state licensing requirements, and other background information obtained regarding the individual that attests to his/her fitness for the required duty.

ii. Prior to commencement of work on this contract, the Contractor is required to submit to the CO, the names and all necessary documentation of fully trained and qualified personnel who will be used in the performance of services under this contract and will be subject to approval by the CO.

iii. The Contracting Officer (CO) shall provide the necessary forms to the contractor or the contractor's employees after receiving a list of names and addresses.

iv. Upon receipt, the Contracting Officer shall review the completed forms for accuracy.

v. The CO shall notify the COTR and contractor after adjudicating the results of the background investigations received from VA Law Enforcement Center (SIC).

vi. The CO shall ensure that the contractor provides evidence that investigations have been completed or are in the process of being requested.

vii. All contractor personnel assigned to the regional office must submit the following required paperwork and fingerprints to the VA for NACI clearance:

(a) Background Check Worksheet

(b) OF-306 (Declaration for Federal Employment)

(c) FD-258 (Fingerprint Card)

viii. The NACI will be processed and completed at the contractor’s expense. All applicants must receive favorable adjudication in order to work at the Houston Regional Office.

ix. The contractor shall prescreen all personnel requiring a NACI. The contractor shall replace any personnel deemed ineligible based on the VA’s review of their NACI immediately.

PERIOD OF PERFORMANCE

The period of performance for this contract shall be completed upon award of contract.

HOLIDAYS

The contractor will not be required to perform any maintenance services for the government on any of the following federal holidays:

New Year's Day, Martin Luther King Jr's Birthday, Washington's Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans' Day, Thanksgiving Day, and Christmas Day. Additionally, the contractor will not be required to perform any services on those days designated by the Government where the office location is closed. The Government shall provide the contractor written notification in the event such an occasion arises.

OTHER REQUIREMENTS

A. Government’s Exclusive Right to Grant Access The Contracting Officer's action to prohibit any employee from performing on base is a unilateral right of the government to meet the needs of the government. There will be no cost increase associated with such action, nor can the contractor protest the right of the government to prohibit access.

B. Identification/Building Pass A controlled personnel identification system is in place and contractor personnel will receive and wear their personnel identification badge while performing services under this contract. The government will provide identification badges. These badges are controlled items and will be reported immediately if lost to the COTR. The Contractor shall ensure that all identification badges are returned to the issuing agency when employees are reassigned to another location, terminated, resigned, or upon expiration of the contract.

EXCLUSIONS

The contractor is responsible for delivering all services as outlined in this Performance Work Statement. The scope of services pertains exclusively to installation activities and does not encompass the costs associated with parts or materials required for the repair or replacement of any defective equipment, devices, or controls.

The cost for services under this contract does not include overtime labor, repair labor, or any repair materials. All installation services performed after normal business hours, on an emergency basis, or during holidays shall be provided at a normal billing rate.

The Contracting Officer or his/her designee must approve all emergency, after-hours, or repair services and repair parts that are provided under this contract. Approval must be obtained prior to additional work being performed.

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