36C10D26Q0204_Sources Sought Notice.docx

SUBJECT*

Boston PACS Maintenance 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 Joshua N Gallien joshua.gallien@va.gov 413-584-4040 X6460

PLACE OF PERFORMANCE

Veterans Benefits Administration

Acquisition Division

1800 G Street NW

Washington DC

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 interested parties must respond 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, with a size standard 25 million dollars. The Department of Veterans Affairs (VA), is seeking information and to identify any vendor capable of providing Physical Access Control System (PACS) Preventative Maintenance and support agreement (Boston MA).

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 provide 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 or wish to provide information in response to this notice are invited to submit a response to this Sources Sought Notice / Request for Information by 10:00 PM EST, 17-Sept-2026. All responses under this Sources Sought Notice / Request for Information shall be emailed to Joshua.Gallien@va.gov with RFI, SAM, Boston PACS 36C10D26Q0204 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 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:

Verified SDVOSB: (Y / N) 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 verified in the SBA Registry https://search.certifications.sba.gov/?CFID=4566&CFTOKEN=ab97b84e69c54e36-8499F018-B2BC-7203-D072223AADD0D8EE .

BASED ON THE RESPONSES TO THIS SOURCES SOUGHT / REQUEST FOR INFORMATION 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 services as outline in the DRAFT Performance Work Statement (Attachment 2) 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 to the outlined equipment. 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.

Please provide at Minimum the following:

· This document completed.

· Please Provide Evidence of being an approved reseller / servicer of Lenel Systems.

· Would it be your intent to self-perform services or would you intend on using sub-contractors if an award was made?

· Please provide any feedback you may have in response to the Statement of Work example: suggestions to make the document clearer, additional information needed, or any other suggestions you may have.

· Are there any suggested changes to the SOW that could cause a potential cost reduction?

· If this requirement were to move to a phase of solicitation would a site visit be beneficial?

Attachment 2

Department of Veterans Affairs (VA) Veterans Benefits Administration (VBA) DRAFT Statement of Work (SOW) Physical Access Control System (PACS) Preventative Maintenance

1. SCOPE:

The Contractor shall provide all personnel, equipment, tools, material, supervision, and quality control necessary to perform preventative maintenance, inspections and updates/upgrades to the Physical Access Control System (PACS) equipment at the Department of Veterans Affairs, (Veterans Benefits Administration – Boston Regional Office

2. PLACE OF PERFORMANCE / HOURS OF OPERATION:

2.1 JFK Federal Building 15 New Sudbury St Boston, MA 02203

2.2 Normal Business Hours are Monday through Friday 8:00 am to 5:00 pm EST

2.3 Work at the site will not take place on Federal Holidays or weekends.

2.4 If a Federal Holiday falls on a day scheduled for services, the services will resume the next official workday between the scheduled hours.

2.5 Contractor shall contact the facility Point of Contact (POC) at least one hour prior to arrival at the station by calling the POC’s direct extension.

3. PERIOD OF PERFORMANCE:

The period of performance shall be one (1) base year (12 months) with four (4) potential (1) option years to be exercised at the discretion of the Contracting Officer.

4. Government Furnished Equipment: N/A

5. Definitions:

5.1 Business days – Monday through Friday excluding Federal Holidays

6. POST AWARD – MEETINGS / PROGRESS MEETINGS:

The contractor shall attend (virtually) any post award meetings convened by the Contracting Officer (CO), Contract Specialist (CS) or facility POC. Meetings shall discuss contract performance, lessons learned, issues identified or any other topic deemed necessary by the Government.

7. CONTRACTOR QUALIFICATIONS:

The contractor or subcontractor shall be an approved reseller and manufacturer-authorized technician for Lenel S2 for the duration of the contract term.

8. PREVENTATIVE MAINTENANCE:

8.1 The Government does not have an active software maintenance, support agreements / software support agreements / licensing subscriptions. Vendor will be required to provide applicable support agreements and Licensees.

Currently Lenel Information:

· Lenel License Number: 159480

· Lenel S2 Product Version 8.0.458.0

8.2 The Contractor shall provide services required under this contract within normal business hours except on recognized federal holidays or when the Government facility is closed due to local/national emergencies, administrative closures, or similar Government directed facility closings. The first inspection shall take place within 30 business days of the period of performance start date, each following inspection will take place every three (3) months, unless otherwise approved by the facility POC.

8.3 Provide preventative maintenance on a day mutually agreed on by the Government and the contractor for the devices indicated on the Equipment Inventory List.

Equipment List: Boston Equipment List Equipment Inventory List

Canada

Canada

Atlantic

8.4 The vendor shall conduct a complete inventory during the initial preventative maintenance service to provide and or validate equipment quantities, locations, serial numbers, firmware versions. Software versions, battery age and warranty status. Inventory shall be provided with the inspection documentation.

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

8.6 Four (4) times a year (quarterly) - Perform back up of the system database.

8.7 Four (4) times a year (quarterly) – Conduct software maintenance and functionality tests to include installation of software & firmware updates / patches to all equipment.

8.8 Provide manufacturer software technical help desk support and update support as needed at no additional cost to the Government.

8.9 Four (4) times a year (quarterly) - Perform preventive maintenance inspections of the security system.

Maintenance inspection shall include but not limited to:

a) Operational testing of all PACS equipment.

b) Load Testing of all power supplies and back-up batteries in all systems,

c) Cleaning and adjusting of all equipment

d) Checking equipment for loose mountings or connections, adjusting electric locks, etc.

8. PREVENTATIVE MAINTENANCE REPORTING:

a. Within five (5) business days of the inspection date, the Contractor shall prepare and submit VIA email an electronic report compatible with Microsoft Products to the facility POC and shall include but not limited to:

· Name of Employee/s providing services

· Date and time of service

· Operational test results to include but not limited to access control doors/panic buttons.

· All deficiencies shall include type, location, part number, test results, itemized quote for repair and estimated duration of recommended repairs.

· Results of power supply and back-up battery tests.

· All deficiencies shall include type, location, part number, test results itemized quote for repair and estimated duration of recommended repairs.

· Equipment Adjustments.

· List, locations, part numbers, and adjustments made.

· System database back-up.

· Date and time of back-up.

· Software maintenance / function check.

· Software manufacturer’s name, software name, software version prior to update, software version after update.

· Description of service needed to correct identified deficiencies, and itemized cost estimate (parts and labor) to correct deficiencies.

9. CONTROLLED POWER OUTAGES:

a. The Contractor shall perform as part of Preventative Maintenance one (1) scheduled Controlled Power Outages per period of performance whereby the security system would be powered down in an orderly fashion in preparation of the event of an extended power outage and then safely restore the security system to full operation.

b. The controlled power outage shall take place within six (6) months of the period of performance start date. unless otherwise approved by the facility POC.

c. Report:

Within five (5) business days of the controlled power outage date, the Contractor shall prepare and submit to the facility POC an VIA email an electronic report compatible with Microsoft products and shall include but not limited to:

a) Name of Employee/s providing services

b) Date and time of service

c) Results of power outage, to include deficiencies

d) Description of service needed to correct identified deficiencies, and itemized cost estimate (parts and labor) to correct deficiencies.

d. In the event additional Controlled Power Outages per the period of performance are required, and the Contractor shall provide pricing for those additional Controlled Power Outages beyond the included one (1) for each priced period of performance.

10. EMERGENCY INSPECTION SERVICES:

a. The Contractor shall provide emergency services inspections that includes inspecting and troubleshooting the PACS system equipment as appropriate to determine the cause of the problem(s) and actions needed to restore the system equipment.

a) Contractor shall respond to Government calls for emergency services throughout the period of performance.

b) Emergency services: The contractor shall respond to emergency services VIA email or phone call within eight (8) business hours of notification. If the vendor is unable to resolve the reported issues VIA email or by phone an in-person inspection shall take place within five (5) business days of initial notification at a time acceptable by all parties.

c) Contractor shall provide an estimated quantity of four (4) emergency services per contract year.

d) Contractor shall submit an electronic report VIA mail compatible with Microsoft products to the facility POC, within 48 hours of the emergency service, outlining at a minimum:

i. Date/time of service call and inspection

ii. Duration of inspection

iii. Location where services were provided (floor, room, address etc.)

iv. Description of services provided

v. If repairs or maintenance are required to restore the equipment functionality, the contractor shall provide the facility POC with an itemized quote stating at minimum:

a. Location of repairs needed

b. Description of proposed repair(s) or maintenance service(s),

c. Itemized cost estimate identifying material (to include manufacturer part numbers) and labor costs for performing repair(s) or maintenance

d. Estimated duration for the repair(s) or maintenance to be completed.

11. OPTIONAL TASK – UPGRADE:

a. Optional Task Upgrade (Major Version Changes): Installation of all Government selected Software version UPGRADES (major version changes) to any PACS equipment outlined in the Equipment List that has version upgrades available from the software manufacturer. Version upgrades shall include all patches and updates provided to the Government “Provided” means downloaded, installed & configured, by the contractor, onto applicable PACS computer/equipment. The Government reserves the right to unilaterally exercise the applicable line-item to exercise this optional upgrade task.

b. Upon exercising the optional Upgrade task line-item the contractor shall complete the installation within 120 calendar days of contract modification.

Within five (5) business days of the completed upgrade, the Contractor shall prepare and submit VIA email an electronic report compatible with Microsoft Products to the facility POC. The result shall include but not limited to:

a) Software manufacture’s name

b) Software name

c) Software version prior to the upgrade and software version after the upgrade

d) Date and time of upgrade

e) Technician/s preforming the upgrade.