36C24226Q0562.docx

SUBJECT*

FY26 - Syracuse Security Guard (Base 4OPT) Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 2 James J. Peters VA Medical Center 130 West Kingsbridge Road Bronx NY 10468-3904

POINT OF CONTACT*

Contract Specialist Tiffany Vazquez-Simon tiffany.vazquez-simon@va.gov

PLACE OF PERFORMANCE

800 Irving Avenue

Syracuse, NY 13210 NY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Sources Sought Notice Sources Sought Notice

DESCRIPTION

Sources Sought Notice

1. This is a Sources Sought Notice.

(a) The Government does not intend to award a contract on the basis of this Sources Sought or to otherwise pay for the information solicited.

(b) Although "proposal," "offeror," contractor, and "offeror" may be used in this sources sought notice, any response will be treated as information only. It shall not be used as a proposal. The Government is seeking information for market research purposes only.

(c) Any information received from a contractor in response to this Sources Sought may be used in creating a solicitation. Any information received which is marked with a statement, such as "proprietary" or "confidential," intended to restrict distribution will not be distributed outside of the Government, except as required by law.

(d) This Sources Sought is issued by VISN 2 Contracting Office in Network Contracting Office 2 for the purpose of collecting information about VA Syracuse VA Medical Center for Unarmed Security Guard Services. The VA is seeking services for a new requirement on or about July 2026 to establish a new service contract. The NAICS code identified for this requirement is 561612 - Security Guards and Patrol Services. The requirement is detailed in the Statement of Work (draft) section of this document.

(e) Cursory market research has identified small businesses that may be able to provide for this requirement. Contractors that are able to meet the requirements in the attachment and possess an interest in performing these service, are encouraged to email a capability statement and full information to Contract Specialist, Tiffany Vazquez-Simon at tiffany.vazquez-simon@va.gov, by the posted due date/time.

Interested parties MUST provide company/individual name, a capability statement, examples of same or similar work performed at other facilities, SAM UEI number, address, a point of contact and social-economic status documentation. If any of the requested information is not supplied with the response, this may result in the contractor not being considered in the Government’s Procurement Strategy.

- Part of the purpose of this sources sought is to determine the viability of set aside to a specific socio-economic category (service-disabled veteran owned small business, veteran owned small business, women owned small business, HUB Zone, 8(a), small business).

- If contractor is a Service-Disabled Veteran-Owned Small Business (SDVOSB), a Veteran-Owned Small Business (VOSB), or any other special category of contractors, then contractor is responsible for providing documentation in support of this. This information will be used to determine the viability of a set aside for this requirement.

- Prospective Quoters must register themselves on System for Award Management (SAM) https://www.sam.gov/. Prospective Quoters must have an active registration in SAM at the time of submission of quotes in order to participate in this procurement.

- Prospective Quoters must submit payment requested in electronic form via VA’s Electronic Invoice Presentment and Payment System https://www.tungsten-network.com/customer-campaigns/veteransaffairs. Prospective Quoters are required to go to the Customer Engagement Portal (CEP) www.cep.fsc.va.gov to register and submit request for electronic payments. Registration with ID.me is required from the CEP portal.

The following information is required for determining procurement strategy and viability of sources:

· Contractor shall identify pertinent point of contact for company, SAM UEI number for size standard and socioeconomic verification in SAM and SBA, as well as for any intended subcontractors.

· This service is located in Syracuse, New York. Provide your site location and supporting documentation. Given your location and proximity to the service site, how do you plan to accomplish self-performance of this work?

· Contractor shall provide 2 to 3 instances of past experience which demonstrate that they are a firm regularly engaged in this type of work. How many years’ experience does your company have in self-performing tasks of this nature, of this scope and this complexity? How many years of service do your proposed technicians have performing tasks of this nature, this scope, and this complexity?

· Set-aside requirements have limitations on subcontracting. If your intention is to subcontract work, what tasks will be performed by you as the prime contractor? What tasks will require a subcontractor due to your inability to perform them within your company? How many years does your proposed subcontractor have in performing tasks of this nature, this scope, and this complexity? Provide 2 to 3 instances of past experience which demonstrate subcontractor is a firm regularly engaged in this type of work.

· Contractor shall supply proof of any applicable certification or training required to meet the regulatory requirements, if applicable. How many certified/licensed/trained technicians does your company or subcontractor currently employ?

· Contractor shall provide a listing of any teaming agreements they intend to employ in the performance of this requirement if awarded.

· Contractor shall also identify any Federal Supply Schedules that may carry the desired services. (Please be clear to identify, if any part of this requirements tasks/services are considered open-market).

Sources Sought Notice

· Contractor shall include any relevant comments about the attachment(s) if applicable.

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Statement of Work (DRAFT) Unarmed Security Guard Services Syracuse VAMC - Police Department

A. GENERAL INFORMATION

Title of Project: Unarmed Security Guard Services Contract for Syracuse VA Police Department

B. SCOPE

The Syracuse VA Medical Center (VAMC) requires unarmed, uniformed security guard services for various locations within its facility. The contractor shall provide management, supervision, personnel, back-up staff, equipment, and supplies (except those items provided by the Government) necessary to execute these services as specified herein. As a non-personal Services contract, these personnel are not to be considered VA employees for any purpose. The contractor retains all control over personnel and responsibility for direct supervision. Contract personnel may not supervise VA staff but may provide direction and instruction as required by their duties. The contractor shall provide the necessary security services at various locations within the Syracuse VAMC as detailed below.

C. REQUIREMENT/SALIENT CHARACTERISTICS/SPECIFICATIONS

Syracuse VAMC Lower Parking Garage Entry Control

· Location: 800 Irving Ave, Syracuse, NY 13210

· Regular Working Hours: 05:30AM – 5:00PM, Monday through Friday (excluding federal holidays or any other day specifically declared as a national holiday).

· One Guard at post at times listed above.

Syracuse VAMC Upper Garage Entry Control

· Location: 800 Irving Ave, Syracuse, NY 13210

· Regular Working Hours: 24/7, Monday through Sunday (including federal holidays).

· One Guard at post at all times.

Syracuse VAMC Parking Lot #1

· Location: 800 Irving Ave, Syracuse, NY 13210

· Regular Working Hours: 06:00 AM – 6:00 PM, Monday through Friday (excluding federal holidays).

· One Guard at post at times listed above.

Syracuse VAMC Emergency Department Circle

· Location: 800 Irving Ave, Syracuse, NY 13210

· Regular Working Hours: 7:00AM until 3:30PM, Monday through Sunday (including federal holidays).

· One Guard at post at times listed above.

Syracuse VAMC Security Roamer

· Location: 800 Irving Ave, Syracuse, NY 13210

· Regular Working Hours: 06:30 AM – 2:30 PM, Monday through Friday (excluding federal holidays).

· One Guard at post at times listed above.

Syracuse VAMC J-Lot Parking Entry Control

· Location: 632 Montgomery Street, Syracuse, NY 13202

· Regular Working Hours: 05:30 AM – 8:30 PM, Monday through Friday (excluding federal holidays).

· One Guard at post for above hours.

Syracuse VAMC Security Supervisor

· Location: 800 Irving Ave, Syracuse, NY 13210

· Regular Working Hours: 08:30 AM – 4:30 PM, Monday through Friday (excluding federal holidays).

· 1 Supervisor required.

Syracuse VAMC SCI / Pool Entrance

· Location: 800 Irving Ave, Syracuse, NY 13210

· Regular Working Hours: 06:00AM – 4:00 PM, Monday through Friday (excluding federal holidays).

· One Guard at post at times listed above.

Syracuse VAMC DAV Entrance

· Location: 800 Irving Ave, Syracuse, NY 13210

· Regular Working Hours: 06:00 AM – 6:00 PM, Monday through Friday (excluding federal holidays).

· One Guard at post at times listed above.

Syracuse VAMC Main (Inside) Entrance

· Location: 800 Irving Ave, Syracuse, NY 13210

· Regular Working Hours: 07:00 AM – 4:00 PM, Monday through Friday (excluding federal holidays).

· One Guard at post at times listed above.

Contractor Responsibilities Security Guard Service

· Provide guard services as indicated by location in requirement “C.”

Personnel Approval

· Submit names and necessary documentation of fully trained and qualified personnel to the Contracting Officer Representative (COR) for approval prior to starting duties.

Reserve Personnel

· Submit names and necessary documentation of back-up staff to the COR for approval before contract commencement.

Entrance Control Post

· Enforce a personnel identification system and direct patients/visitors to sign in with reception as needed.

Roving Patrols

· Conduct hourly rounds of facility parking areas, reporting issues immediately to the VA Police Dispatcher.

Building Rules and Regulations

· Ensure building occupants and visitors comply with posted rules, notifying VA Police Dispatch of any infractions.

Law and Order

· Notify VA Police Dispatch of any law-and-order breaches observed by security personnel.

Unauthorized Access

· Report any unauthorized access attempts to the VA Police Dispatcher.

Hazardous Conditions

· Report potentially hazardous conditions to the VA Police Dispatcher and take immediate action to prevent injury.

Injury or Illness

· Contact VA Police Dispatch for professional assistance in the event of injury or illness. Security personnel will not render medical assistance but will manage the area until Police arrive.

Additional Duties

· Perform tasks such as turning off unnecessary lights, closing windows, and securing doors and gates as needed.

Reports and Records

· Prepare and submit required reports to the VA Police or COR, including incidents, lost and found, checking patient and visitor ID’s, and daily activity reports.

Emergencies

· Respond to emergencies as directed by the VA Police and notify the COR of actions taken.

Security and Safety Duties

· Perform duties at the level required by this contract, falling within the Department of Labor (DOL) wage decision category of Guard I or Guard II.

Performance The contractor shall ensure timely and effective performance of all duties outlined in this Statement of Work. All guard personnel must be fully trained and meet qualification standards before duty commencement.

Contract Term The terms of this contract and any renewals shall be determined by the VA and the contractor, subject to the terms and conditions agreed upon by both parties.

By adhering to these detailed requirements, the contractor ensures the security and safety of the Syracuse VA Medical Center, providing essential services that support its mission.

For any questions or additional information, please contact the Contracting Officer Representative (COR).

D. DELIVERY

This section defines the specific requirements for deliveries that the Contractor must adhere to in providing unarmed security guard services at the Syracuse VA Medical Center (VAMC).

1. What the Contractor Must Deliver The Contractor must deliver the following services and documentation:

2. Guard Services: The Contractor must provide unarmed, uniformed guard services at specified locations within the Syracuse VAMC as detailed in the scope of work.

3. Personnel Documentation: The Contractor must submit names and all necessary documentation of fully trained and qualified personnel and reserve personnel to the Contracting Officer Representative (COR) for approval.

4. Reports and Records: The Contractor must prepare and submit required reports, including incident reports, lost and found reports, daily monitoring checklists, and daily activity reports to the COR via fax or email.

5. When the Contractor Must Deliver

· Guard Services: The guard services must be delivered according to the regular working hours specified for each location:

· Lower Parking Garage Entry Control: 05:30 AM – 5:00 PM, Monday through Friday (excluding federal holidays).

· Upper Garage Entry Control: 24/7, Monday through Sunday (including federal holidays).

· Parking Lot #1: 06:00 AM – 6:00 PM, Monday through Friday (excluding federal holidays).

· Emergency Department Circle: 7:00AM until 3:30PM, Monday through Sunday (including federal holidays).

· Security Roamer: 06:30 AM – 2:30 PM, Monday through Friday (excluding federal holidays).

· J-Lot Parking Entry Control: 05:30 AM – 8:30 PM, Monday through Friday (excluding federal holidays).

· Security Supervisor: 08:30 AM – 4:30 PM, Monday through Friday (excluding federal holidays).

· DAV Entrance: 06:00 AM – 6:00 PM, Monday through Friday (excluding federal holidays).

· SCI / Pool Entrance: 06:00 AM – 4:00 PM, Monday through Friday (excluding federal holidays).

· VAMC Main Entrance: 07:00am – 4:00 PM, Monday through Friday (excluding federal holidays).

· Personnel Documentation: The Contractor must submit personnel documentation prior to the commencement of work and as needed for any reserve or replacement staff.

· Reports and Records: Reports such as incident reports, lost and found reports, and daily activity reports must be submitted daily or as required by the COR.

6. Where the Contractor Must Deliver the Service The services must be delivered at the following locations within the Syracuse VA Medical Center:

· 800 Irving Ave, Syracuse, NY 13210 for Lower Parking Garage Entry Control, Upper Garage Entry Control, Parking Lot #1, Emergency Department Circle, Security Roamer, SCI/Pool Entrance, DAV Entrance, Main Inside Entrance, and Security Supervisor.

· 632 Montgomery Street, Syracuse, NY 13202 for J-Lot Parking Entry Control.

7. What Documentation the Contractor Must Obtain from the Government The Contractor must obtain documentation verifying the Government's receipt of the following:

· Approval Documentation: Approved personnel lists and reserve staff documentation from the COR.

· Receipt Acknowledgment: Confirmation from the COR or VA Police Dispatcher for the submission of incident reports, lost and found reports, daily monitoring checklists, and daily activity reports.

8. Where Inspection and Acceptance Will Occur Inspection and acceptance of delivered services and documentation will occur at the Syracuse VA Medical Center under the supervision of the COR or designated VA Police officials.

9. Additional Considerations

· Review Periods: The COR will review submitted documentation and may provide feedback or request revisions within standard VA procedural timelines.

· Incorporation of Government Comments: The Contractor must incorporate any comments or required changes from the COR into their deliverables promptly.

· Final Products Schedule: Any final data, summarized reports, or other required deliverables must be furnished to the primary requestor (identified as the COR) on an agreed-up-to-date schedule, typically aligned with the daily operational needs of the Syracuse VAMC security operations.

Summary The Contractor is responsible for managing and providing unarmed security guard services at specified locations within the Syracuse VA Medical Center, ensuring that all required documentation is submitted and approved by the COR, and maintaining clear communication with VA officials for the inspection and acceptance of services.

E. Government-Furnished Property, Material, Equipment, or Information (GFP, GFM, GFE, or GFI)

1. Overview This section identifies any Government-furnished property (GFP) provided to the Contractor for the execution of security guard services at the Syracuse VA Medical Center (VAMC). The list includes all Government-furnished material, equipment, information, and other property necessary to fulfill the contract requirements.

2. Provided Government-Furnished Property The Contractor is responsible for maintaining in acceptable condition the following items furnished by the Government:

3. Identification and Access Control

· Personnel Identification System: Equipment and software necessary for operating and enforcing personnel identification at entrance control posts.

· Signage and Badge Systems: Materials related to the implementation of an effective system for directing patients and visitors to sign in with reception.

4. Communication Equipment

· Radio Communication System: Access to the VA Police Dispatch communication system for reporting security issues, emergencies, compliance infractions, and other incidents.

· Emergency Notification Systems: Equipment and protocols for promptly notifying VA Police Dispatch and other relevant authorities during emergencies, including health and safety incidents.

5. Operational Materials

· Operational Procedures and Guidelines: Documentation, manuals, and guidelines outlining VA's policies, security protocols, and the Contractor's conduct expectations while on duty.

· Daily Monitoring Checklists: Templates and forms required for daily reporting, incident logging, and lost and found tracking.

6. Facility Access and Operational Support

· Access Passes and Keys: Secure access passes, keys, or other mechanisms needed by the security guards to access designated areas and perform their duties.

· Workspace and Posting Areas: Dedicated workspaces for the Contractor's personnel, including necessary posting areas for work schedules, shifts, and other notices required for smooth operations.

7. Healthcare and Safety Standards

· Health and Safety Protocols: Current guidelines and requirements regarding health standards, including compliance with CDC COVID-19 prevention recommendations, protocols for reporting hazardous conditions, and emergency response procedures.

8. GFP Management and Responsibility

· Condition and Availability: The Government assures that the provided property will be available, operational, and in the condition required by the contract.

· Documentation and Inspection: The Contractor is responsible for ensuring that all GFP used in the execution of this contract is documented, inspected, and maintained as per the terms and conditions outlined.

· Return and Accountability: Upon conclusion or termination of the contract, the Contractor must return all GFP in the condition received, less normal wear and tear, and provide an inventory list confirming all items received and returned.

9. Points of Contact

· The Contracting Officer Representative (COR) will provide oversight and coordination related to Government-furnished property. Any discrepancies, requests, or issues concerning GFP should be promptly reported to the COR for resolution.

· Detailed lists and descriptions of all Government-furnished property, along with respective condition and availability status, can be found in the Contract File maintained by the COR.

10. Government-Furnished Property Guidelines

· Refer to the Federal Acquisition Regulation (FAR) 45 and NOAA Acquisition Procedures Guide (APG) for specific requirements and responsibilities regarding the use, maintenance, and accountability of Government-furnished property.

· The Contractor is expected to adhere to all operational standards concerning the use of GFP, ensure that personnel are adequately trained in handling these assets, and report any issues immediately.

By ensuring compliance with these guidelines and requirements, the Contractor will effectively manage Government-furnished property in support of secure and efficient operations at the Syracuse VAMC.

F. SECURITY

1. Background Investigations:

· Position Sensitivity: The position sensitivity has been designated as Low Risk.

· Level of Investigation: The required level of background investigation is the National Agency Check with Written Inquiries (NACI), Tier 1.

· Reimbursement: The contractor shall bear the expense of obtaining background investigations.

2. Contractor Responsibilities:

· Cost and Reimbursement:

· If the Office of Personnel Management (OPM) conducts the investigation, the contractor shall reimburse the VA within 30 days. Failure to pay on time will result in the VA deducting the cost from the contractor's first month's invoice(s) for services rendered.

· Personnel Listing: The contractor must provide a detailed list of personnel performing services under the contract to the VA, which includes:

· Name (first, middle, last)

· Social Security Number

· Date of Birth

· City, State, Country of Birth

· Employee Email Address

· Employee Occupation

G. PLACE OF PERFORMANCE

Syracuse VAMC Lower Parking Garage Entry Control

· Location: 800 Irving Ave, Syracuse, NY 13210

· Regular Working Hours: 05:30 AM – 5:00 PM, Monday through Friday (excluding federal holidays or any other day specifically declared as a national holiday).

Syracuse VAMC Upper Garage Entry Control

· Location: 800 Irving Ave, Syracuse, NY 13210

· Regular Working Hours: 24/7, Monday through Sunday (including federal holidays).

Syracuse VAMC Parking Lot #1

· Location: 800 Irving Ave, Syracuse, NY 13210

· Regular Working Hours: 06:00 AM – 6:00 PM, Monday through Friday (excluding federal holidays).

Syracuse VAMC Emergency Department Circle

· Location: 800 Irving Ave, Syracuse, NY 13210

· Regular Working Hours: Emergency Department Circle: 7:00AM until 3:30PM, Monday through Sunday (including federal holidays).

Syracuse VAMC Security Roamer

· Location: 800 Irving Ave, Syracuse, NY 13210

· Regular Working Hours: 06:30 AM – 2:30 PM, Monday through Friday (excluding federal holidays).

Syracuse VAMC J-Lot Parking Entry Control

· Location: 632 Montgomery Street, Syracuse, NY 13202

· Regular Working Hours: 05:30 AM – 8:30 PM, Monday through Friday (excluding federal holidays).

Syracuse VAMC Security Supervisor

· Location: 800 Irving Ave, Syracuse, NY 13210

· Regular Working Hours: 08:30 AM – 4:30 PM, Monday through Friday (excluding federal holidays).

Syracuse VAMC SCI / Pool Entrance

· Location: 800 Irving Ave, Syracuse, NY 13210

· Regular Working Hours: 06:00AM – 4:00 PM, Monday through Friday (excluding federal holidays).

Syracuse VAMC DAV Entrance

· Location: 800 Irving Ave, Syracuse, NY 13210

· Regular Working Hours: 06:00 AM – 6:00 PM, Monday through Friday (excluding federal holidays).

Syracuse VAMC Main (Inside) Entrance

· Location: 800 Irving Ave, Syracuse, NY 13210

· Regular Working Hours: 07:00 AM – 4:00 PM, Monday through Friday (excluding federal holidays).

H. PERIOD OF PERFORMANCE

· Base Period: [07/01/2026] through [06/30/2027] (12 months).

· Option Period 1: [07/01/2027] (12 months).

· Option Period 2: [07/01/2028] (12 months).

· Option Period 3: [07/01/2029] (12 months).

· Option Period 4: [07/01/2030] (12 months).

· Exercise of options is at the sole discretion of the Government and subject to continued need and availability of funds.

I. BILLING/INVOICING

· The contractor shall submit payment requested in electronic form via VA’s Electronic Invoice Presentment and Payment System https://www.tungsten-network.com/customer-campaigns/veteransaffairs/. Vendors are required to go to the Customer Engagement Portal (CEP) www.cep.fsc.va.gov to register and submit request for electronic payments. Registration with ID.me is required from the CEP portal.

J. CONTRACT TYPE

· Firm Fixed Price.

This is a Sources Sought Notice. Unarmed Security Guard Services Contract for Syracuse VA Police Department.