36C24126Q0563.docx

Combined Synopsis/Solicitation Notice

GENERAL INFORMATION

Network Contracting Office 1 (NCO 1) Contracting Officer (90C) 1 VA Center Augusta ME 04330

POINT OF CONTACT*

Contract Specialist Carlos Ortiz carlos.ortiz3@va.gov

PLACE OF PERFORMANCE

215 North Main Street

White River Junction VT

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

DESCRIPTION

Combined Synopsis/Solicitation Notice

Combined Synopsis/Solicitation Notice

COMBINED SYNOPSIS: INTENT TO COMPETE/RFQ: SIMPLEK KEY MANAGEMENT SOFTWARE

Combined Synopsis/Solicitation Notice

Page 1 of

Combined Synopsis/Solicitation Notice

Combined Synopsis/Solicitation Notice

Combined Synopsis/Solicitation Notice

Page 1 of

COMBINED SYNOPSIS: INTENT TO COMPETE STRAIGHT SMALL BUSINESS SET-ASIDE

GENERAL INFORMATION: This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with the format in FAR 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested, and a written solicitation will not be issued.

This solicitation: 36C24126Q0563 is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through FAC 2026-01, effective March 13, 2026.

This combined synopsis is being solicited with the intent to award via Small Business (SB) competition for the procurement of SimpleK™ Key Management Software for the White River Junction VA Medical Center.

This is a brand-name solicitation for SimpleK™ Key Management Software listed on the Product List below. The quotes will be submitted via email. The associated North American Industrial Classification System (NAICS) code for this procurement is 513210 with a small business size standard of $47.0 million. The FSC/PSC is DA10.

White River Junction VA Medical Center 163 Veterans Drive White River Junction, VT 05001

VAMC White River Junction is seeking SimpleK™ Key Management Software.

SimpleK™ Key Management Software

• Five (5) concurrent users;

• One (1) year Updates & Support Plan (all updates to new versions, technical support (virtual, phone and email), renewable)

• Mobile Applications add-on Module;

• Web Interface add-on Module;

• White-glove Implementation Service (12 hours of remote professional services for consulting with the implementation process, data loading, configuration, documentation and virtual training)

TOTAL

The quotations shall be for SimpleK™ Key Management Software listed on Page 1 (P1), and as described in detail in the combined synopsis solicitation, Intent to Compete/ RFQ as posted on Contract Opportunities. The FOB point is “Destination.”

Please follow the solicitation provisions, clauses, and the addendum to offerors stated below:

The following solicitation provisions apply to this acquisition:

1. FAR 52.212-1” Instructions to Offerors–Commercial Items” (RFO)

· Award shall be made to the OEM-authorized SB Class distributor/reseller whose quote is determined to be the lowest price.

· Pricing shall be entered for each line item as listed in the PRICE LIST above.

· The requirement is for the procurement of SimpleK™ Key Management Software listed on Page 1 (P1) for VAMC White River Junction.

· The respondent must be verifiable as an SB in SAM and on the SBA (Small Business Administration) DSBS website.

The following solicitation provisions apply to this acquisition:

2. FAR 52.212-2 (RFO) The government will evaluate information based on the following evaluation criteria:

(a) Evaluation Factors. The Government will award a contract resulting from this solicitation to the responsible and authorized offeror whose offer conforming to the solicitation will be most advantageous to the Government. For this requirement, price is the determinant factor.

The Government will evaluate information based on the following criterion:

(1) Full capability to supply all line-item requirements listed in this solicitation at the lowest price.

The following provision is incorporated into 52.212-1 as an addendum to this solicitation:

52.212-1 Instructions to Offerors – Commercial Products and Commercial Services (RFO) (a) North American Industry Classification System (NAICS) code and small business size standard. The NAICS code(s) and small business size standard(s) for this acquisition appear elsewhere in the Request for Quote (RFQ). However, the small business size standard for a concern that submits a quote, other than on a construction or service acquisition, but proposes to furnish an end item that it did not itself manufacture, process, or produce is 500 employees if the acquisition—

(1) Is set aside for small business and has a value above the simplified acquisition threshold; Or

(2) Uses the HUBZone price evaluation preference regardless of dollar value, unless the quoter waives the price evaluation preference; or

(3) Is an 8(a), HUBZone, service-disabled veteran-owned, economically disadvantaged women-owned, or women-owned small business set-aside or sole-source award regardless of dollar value.

(b) Submission of Quotes. Submit signed and dated quotes to the office specified in this Request for Quote (RFQ) at or before the exact time specified. Quotes may be submitted on letterhead stationery, or as otherwise specified in the RFQ. As a minimum, quotes must show—

(1) The solicitation number;

(2) The time specified in the solicitation for receipt of quotations;

(3) The name, address, and telephone number of the quoter;

(4) A technical description of the items being quoted in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary.

(5) Terms of any express warranty;

(6) Price and any discount terms;

(7) "Remit to" address, if different the mailing address;

(8) A completed copy of the representations and certifications Federal Acquisition Regulation (FAR) 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the quoter shall complete electronically).

(9) Acknowledgment Request for Quotation amendments;

(10) Past performance will not be considered in simplified acquisition procurements.

(11) Quote should include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Quotes that fail to furnish required representations and certifications, information requested in (1) to (9) and accept the terms and conditions of the solicitation may be excluded from consideration.

(c) Period for acceptance of Quotes. The quoter agrees to hold the prices in its quote firm for 30 calendar days from the date specified for receipt of quotes unless another time period is specified in an addendum to the solicitation.

(d) Product samples. NA

(e) Multiple Quotes. Quoters are requested to submit one (1) quote presenting their best discounted price for the required SimpleK™ Key Management Software and associated modules.

(f) Late submissions, revisions, and withdrawals of quotes.

(1) Quoters are responsible for submitting quotes so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 16:30 PM, local time, for the designated Government office on the date that quotes are due. (Time specified is 06/29/26 16:30 (EDT))

(2) Any quotation received at the Government office designated in the solicitation after the exact time specified for receipt of quotes is "late" and may not be considered unless it is received before purchase order issuance and the Contracting Officer (CO) determines that accepting the late quotation would not unduly delay the acquisition.

(3) If an emergency or unanticipated event interrupts normal Government processes so that quotations cannot be received at the Government office designated for receipt of quotes by the exact time specified in the solicitation, and urgent Government requirements preclude a notice of an extension of the closing date, the time specified for receipt of quotes will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.

(g) Issuance of Purchase Order. The Government may issue a purchase order to one or more quoters as identified in the Request for Quote (RFQ). Therefore, the quoter’s initial quote should contain the best terms and the best, FSS Schedule discounted price. All service packages from OEM are set per OEM Part Number. The Government may reject any or all quotes if such action is in the public’s best interest.

(h) Multiple awards. The Government may issue a purchase order for any item or group of items of a quotation, unless the quoter qualifies the quotation by specific limitations. Unless otherwise provided in the schedule, quotations may not be submitted for quantities less than those specified. The Government reserves the right to issue a purchase order for a quantity less than the quantity quoted, at the unit prices quoted, unless the quoter specifies otherwise in the quotation.

(j) Unique entity identifier (UEI). Applies to all quotes that exceed the micro-purchase threshold, and quotes at or below the micro-purchase threshold if the solicitation requires the contractor to be registered in the System for Award Management (SAM).)

· The quoter must enter, in the block with its name and address on the cover page of its quote, the annotation "Unique Entity Identifier" followed by the unique entity identifier that identifies the quoter's name and address. The quoter also must enter its Electronic Funds Transfer (EFT) indicator, if applicable.

· The EFT indicator is a four-character suffix to the UEI. The suffix is assigned at the discretion of the quoter to establish additional SAM records for identifying alternative EFT accounts (see FAR subpart 32.11) for the same entity.

· If the quoter does not have a UEI, it should contact the entity designated at www.sam.gov for UEI establishment directly to obtain one. The quoter should indicate that it is quoter for a Government contract when contacting the entity designated at www.sam.gov for establishing the UEI.

(l) Requests for information. The CO will not notify unsuccessful quoters that responded to this Request for Quotation (RFQ). However, quoters may request information on purchase order(s) resulting from this solicitation with the CO.

(End of Provision)

To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

Quoters shall list exception(s) and rationale for the exception(s), if any.

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below.

CC: deidra.thomas@va.gov Deidra Thomas Contracting Officer

The Government will evaluate quotations based on the ability to provide all required SimpleK™ line items and associated services at the lowest price. Please submit your best price with the best discount applied. Award will be made to the responsible OEM-authorized SB Class distributor/reseller whose quotation conforms to the solicitation requirements and offers the lowest evaluated price

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html

This is an open-market combined synopsis/solicitation for products as defined herein. The government intends to award a one-time contract/purchase order as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein.

E-mailed quotes will be accepted. Submission shall be received no later than 16:30 EDT 06/29/26.

Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

Scope of Work

Project Name: One-time, SimpleK Software Key Management Procurement

Project Scope The White River Junction VA Healthcare System requires the services of a qualified firm to provide SimpleK Enterprise Edition Licenses as a one-time purchase with 1-year updates and support plan, web interface module, and implementation service to follow the first year. First year costs should be included in the initial purchase price. Additionally, the VA would like to request the following modules be included in the Software Subscription, Web Interface, Space and Rooms, and Item Tracking Modules.

1. System Requirements Licensing and Architecture

1. Provide primary licenses, supporting a minimum of five (5) concurrent users; licenses must be scalable to support additional users as needed.

2. Licensing includes a one-year Updates & Support Plan, encompassing all software updates, version upgrades, and support via virtual, phone, or email channels.

2. Software Platform and Database

1. Utilizes Microsoft SQL Server, ensuring reliable, scalable database performance with support for high-volume record keeping.

2. System must enable integration with external databases and directory services (e.g., HR systems, Active Directory), supporting data import/export, including Excel and HR feeds.

3. Modules & Functionality

1. Web Interface Module: Provides browser-based access for key and facility management functions.

2. Space & Rooms Module: Tracks and manages room metadata including occupancy, capacity, and associated equipment in buildings/floors layout.

3. Item Tracking Module: Enables assignment, tracking, and auditing of physical items beyond keys, using barcode/RFID and audit trails.

4. Key & Facility Management Features

1. Comprehensive Master Key System Design and control, supporting multiple manufacturers (e.g., Medeco, ASSA, Schlage).

2. Core Pinning Calculation tools, rekeying workflows, and integration with automated key cutting hardware (e.g., ITL machines).

3. Facility Modeling: Track and map buildings, floors, and doors; integrate floor plans with hardware metadata and key-access mapping.

5. Key Control Workflows: Request, approval, issuance, check-in/check-out; supports due dates, overdue reminders, deposits/refunds, audit trails, and signed agreements.

6. Reporting, Audits & Compliance

1. Pre-defined and configurable reporting, including real-time audit trails of key usage, overdue items, item tracking, and facility audits.

2. System shall support exporting to Excel, PDF, and integration into third-party systems for compliance and administrative reporting.

7. Hardware & Integrations

1. Compatibility with signature capture devices (e.g., Topaz), barcode/RFID scanners, and key cutting machines.

2. Support for automated uploads of floor plans and hardware details to visually map key-door relationships and resource allocation.

3. Configurable user roles and access controls, allowing department-based key privileges and manager-level oversight.

8. Implementation Services

1. Include a 12-hour remote professional services package for implementation, which covers software configuration, data migration, documentation, virtual training, and floor-plan setup.

· SimpleK Enterprise Edition Primary Licenses

· Minimally 5 licenses should be provided or up to 5 users could login concurrently.

· One year update and support plan

· One year from date of implementation, technical support for updates to new versions, technical support for support services (virtual, phone, and email)

· Implementation service

· Estimate 12 hours of services required to implement software, data loading, configuration, documentation, and virtual training

· Requested Modules

· Web Interface

· Space and Rooms

· Item Tracking

9. SimpleK Key Management Software Platform and with one-year Licenses, Updates, Support, and services as listed in the SimpleK Chart below:

i. Please provide a quote for the above-mentioned requirements based on the provided schedule below. SimpleK Software License Schedule denotes the initial year of purchase. Costs should be provided with the assumption the software is licensed via a subscription style service.

Privacy Statement: Information Security: The C&A requirements do not apply; a Security Accreditation Package is not required. Incidental exposure to protected health information may occur from accessing the work site. Staff will follow all Privacy & Security policies and procedures.

IT Security Clause will be added by Contracting to contract.

DEPARTMENT OF VETERANS AFFAIRS

Justification for Single Source Awards IAW 12.102-2a For Over Micro-Purchase Threshold but Not Exceeding the Simplified Acquisition Threshold

Acquisition Plan Action ID: 36C241-26-AP-1290

1. Contracting Activity: Department of Veterans Affairs (VA), Veterans Integrated Service Network (VISN) 01, White River Junction (WRJ) VA Medical Center.

PR: 405-26-2-4810-0033

2. Brief Description of Supplies/ Services required and the intended use/Estimated Amount: The White River Junction VA Medical Center requires the acquisition of SimpleK™ Key Management Software Platform, a commercial off-the-shelf online software platform designed to centrally manage and track Government-issued physical keys used throughout the medical facility. The software will automate the tracking of key issuance, assignment, renewal, and return, thereby strengthening accountability and internal controls over access to secured areas. Implementation will mitigate risks associated with manual tracking processes, improve audit readiness, and support compliance with VA physical security standards. Additionally, the system will provide centralized visibility into key inventory and employee responsibility across the facility.

3. Unique characteristics that limit availability to only one source, with the reason no other supplies or services can be used: The SimpleK™ Key Management Software (Model 5.4.x.x; version) is approved for VA use in the VA Technical Reference Model (TRM). This TRM approval, combined with the operational capabilities described below, justifies the single-source determination. SimpleK™ provides unique operational capabilities that directly align with WRJ's security and accountability requirements and are not equivalently available through other VA TRM-approved alternatives, including: (1) integrated workflow automation across key issuance, assignment, renewal, and return; (2) automated due-date tracking and overdue alerts; (3) built-in audit trails supporting compliance and audit-readiness reviews; and (4) visual mapping features that associate keys and cores with specific doors and lock locations on uploaded floor plans. SimpleK™ offers virtual and secure physical key management via a vendor-neutral, web-based platform that is fully compatible with and which fully interfaces with WRJ's mixed infrastructure.

3. Unique characteristics that limit availability to only one source, with the reason no other supplies or services can be used (cont’d): Similar TRM-approved virtual key management platforms are designed for proprietary hardware ecosystems that would require unnecessary hardware investment or infrastructure replacement.

Querying the Government-wide database of contracts and other procurement instruments intended for use by multiple agencies available at www.contractdirectory.gov and other Government and commercial databases that provide information relevant to agency acquisitions: Market research was conducted in accordance with FAR Part 10 through industry knowledge, online review of commercial key management systems, and verification against the VA Technical Reference Model (TRM). VA policy requires that all software procurements comply with the TRM as a condition of eligibility.

Several commercial products were identified during research. These systems are not TRM-approved and are therefore ineligible for procurement under VA policy. Other TRM-approved alternatives were considered and were evaluated. The SimpleK Platform was deemed to be the most compatible key platform with WRJ's existing infrastructure.

The SimpleK™ key management software system version 5.4.x.x is VA TRM approved and compliant with VA IT requirements. SimpleK™ is peculiar as a virtual online key management platform. This platform was selected for its institutional locksmithing and master key system engineering capabilities which are not available from alternative key management or asset tracking solutions in the market. SimpleK can design, expand, audit, and re-engineer complex mechanical master key systems.

SimpleK™ provides VA healthcare facilities healthcare specific audit controls, integrated floor plans, and direct key production compatibility, making it uniquely capable of meeting the VA’s operational and compliance requirements. No other commercially available system offers these capabilities in a single, VA recognized platform.

Based upon market research analysis, SimpleK™ virtual key management is the only solution capable of fulfilling the operational requirement without additional cost or disruption to existing systems. SimpleK™ operates independently of proprietary hardware. The SimpleK™ platform is fully compatible with WRJ's mixed infrastructure, meeting all functional requirements of this acquisition.

Assa Abloy, the large business OEM (Original Equipment Manufacturer) has provided a proprietary letter for brand, stating that that the SimpleK™ Key Management Software, including all associated license rights, is proprietary, exclusive, and peculiar to SimpleK™ and the OEM ASSA ABLOY.

Per the OEM, there are several SB (small business) distributors authorized to distribute SimpleK™, affording competition.

4. Description of market research conducted and results or statement why it was not conducted:

Market Research Findings: Market Research was conducted by the service and by Contracting IAW FAR 10.001 and VAAR 810.001.

· VFCP (Veterans First Contracting Program): The NMR does not apply to this acquisition. Per VAAR 819.7003(d) an SD/VOSB set-aside cannot be applied without an NMR waiver to waive LOS. The requirement is not eligible for an SD/VOSB set-aside.

· Mandatory Sources: SimpleK™ Key Management Software is not available from other agencies nor VA inventories

· Other Government Agencies: FPDS records indicate that prior Government procurements of SimpleK™ were executed exclusively by the U.S. Department of the Treasury (Bureau of Engraving and Printing) as low-dollar purchase or delivery orders. None of these procurements serve as inter-agency vehicles from which the VA may acquire this product.

· NAC (National Acquisition Center): A search of the National Acquisition Center (NAC) using the search term "SimpleK" returned no results.

· NASA SEWP: A search of the NASA SEWP Market Research Tool using the search terms "SimpleK" and "SimpleK Software" returned 0 capable distributors across all SEWP groups.

· SAC (Strategic Acquisition Center) Contract Catalog: A search of the VA SAC Contract Catalog using the term "513210 Software" returned no results.

· SCMC (Supply Chain Master Catalog): A search of the VA Supply Chain Master Catalog using the term "513210 Software" returned no results.

· GSA Advantage: A search of GSA Advantage using the search term "SimpleK" returned no results. SimpleK™ Key Management Software is not available through GSA Advantage.

· GSA e-Library: A search of the GSA e-Library using the search term "SimpleK" returned no results. There are no Federal Supply Schedule (FSS) contracts currently available for SimpleK™ Key Management Software.

· FPDS: A market survey was conducted using the search term "SimpleK," which returned five (5) prior Government procurements. None of the identified procurements were for the VA.

· ADDS-UP: A search of the (Analytics, Data and Decision Support Unified Platform) system using the search term "Key Management Software" filtered to VISN 1 yielded eight (8) results.

· ADDS UP (cont’d): None of the identified procurements were found to be directly relevant to SimpleK™ Key Management Software. Of the eight (8) results, there were two (2) SBS-verified SDVOSB vendors.

· FAR 12.102(a): This is a brand-name requirement. Due to the peculiarity, the proprietary nature and the exclusivity of the SimpleK™ Virtual Key Management Platform, there is only one reasonably available source for the SimpleK™ brand, the LB OEM ASSA ABLOY. The OEM has partnered with several Medeco-approved SB class vendors who are authorized to distribute to the Government. This requirement qualifies for a FAR 19.502-2(a) straight SB Set-Aside.

· There is ample SB-competition to leverage the SBA NMR Exception for a Straight SB Set-Aside for the SimpleK™ brand software platform.

· FAR 19.502-2(a): The requirement at $15,446 falls below SAT; LOS does not apply per the SBA NMR Exception. Pursuant to FAR 19.502-2(a), a Straight SB Set-Aside can be applied to maximize competition to the maximum extent practicable.

NONMANUFACTURER RULE: NAICS 513210 (Software Publishers) is the primary NAICS for commercial software licenses and associated intellectual property rights. SimpleK™ is non-ITVAR (IT Value-Added Resale); the NMR does not apply. Per VAAR 819.7003(d), the procurement of the SimpleK™ software platform cannot be acquired via an SD/VOSB set-aside. An NMR Waiver is required to waive the Limitations on Subcontracting (LOS). Without an NMR waiver, the NMR cannot be satisfied; VFCP (Veterans First Contracting Program) cannot be applied. The requirement falls below the Simplified Acquisition Threshold (SAT). Under FAR 19.502-2(a), the SBA NMR Exception, the LOS will not apply. A Straight Small Business Set-Aside can be leveraged to maximize competition to the maximum extent practicable.

RECOMMENDATION: Straight Small Business Set-Aside: Award as a FAR 19.502-2(a) Straight Small Business Set-Aside for brand-name SimpleK™ Online Key Management Software (Model 5.4.x.x), proprietary to OEM parent ASSA ABLOY and TRM/VA approved. SDVOSB/VOSB set-aside is not available, no NMR Waiver exists for NAICS 513210, so VAAR 819.7003(d) blocks it. However, because the requirement is below SAT, the SBA NMR Exception waives LOS, opening the door to a straight SB set-aside. There are multiple SB class distributors authorized by the OEM to distribute SimpleK™. An SB set-aside will provide competition to the maximum extent practicable (RFO 12.201-1).

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