S02 Intent to Sole Sourch Signage and Software.pdf

***INTENT TO SOLE SOURCE NOTICE-***

Estimated Date of Award: March 15, 2024

Synopsis:

The Department of Veterans Affairs, Columbia, SC, located at 6439 Garners Ferry Road, Columbia, SC 29209 intends to award a sole source procurement for the Signage and Software to include hardware, software updates and maintenance services.

The contract will include a base year with the possibility of two (2) additional option periods for a total of three (3) years. The manufacturer is Hexmodal Smart Emergency Lighting System.

Georgia Time Recorders is the sole authorized distributor for this requirement The applicable

NAICS code for this procurement is 541512 - Computer Systems Design and Services, with a business size standard of $30 million.

Furthermore, the Contracting Officer has determined that no opportunities exist for competition for either Service-Disabled Veteran Owned Small Businesses (SDVOSB) or Veteran Owned

Small Businesses (VOSB) that is authorized to resell Hexmodal Smart Emergency Lighting

System. The Contracting Officer has determined that Georgia Time Recorder is a small business;

no other providers are authorized to resell/install/maintain the Hexmodal Smart Emergency

Lighting System.

Therefore, the Government intends to solicit and negotiate with only one source under the

Authority of FAR 13.106-1 which states that Contracting Officers may solicit from one source if the Contracting Officer determines that the circumstances of the contract action deem only one source reasonably available. This is because market research efforts found that Georgia Time

Recorder Co is the exclusive reseller for Hexmodal Smart Emergency Lighting.

This notice of intent is not a request for competitive quotes. However, the Government will consider all quotes received by 10:00am EST on March 5, 2024. A determination by the

Government not to compete with the proposed contract based upon responses to this notice is solely within the discretion of the Government. Information received will normally be considered solely for the purpose of determining whether to conduct a competitive procurement.

System for Award Management (SAM): Rule requires a firm to be registered in the SAM

Registration Data Base (SAM), prior to award of any contract and agreements. Firms must register on an on-time basis, and annually confirm accuracy and completeness of registration information. To register in SAM, go to: https://www.sam.gov/portal/public/SAM/. If you have any Benford Brundage, Contracting Officer, benford.brundage@va.gov

STATEMENT OF WORK

Exit Sign Replacements

1. REQUIREMENT:

The requirement is for a base plus 2 Hexmodal Smart Emergency Lighting System where the removal of existing devices and installation of configured Hexmodal Lighting devices is completed. In addition, RF gateways for managing Hexmodal devices will be installed to support device communication and reporting.

mailto:benford.brundage@va.gov

2. BACKGROUND:

The WJB Dorn VA Medical Center (VAMC) is a 216-bed facility, encompassing acute medical, surgical, psychiatric, and long-term care. The hospital is located in Columbia, South Carolina and provides primary, secondary, and some tertiary care. Satellite outpatient clinics are located in Anderson, Greenville, Florence, Orangeburg, Rock Hill, Sumter, and Spartanburg, South Carolina.

3. PERIOD OF PERFORMANCE:

Base Year MARCH 22, 2024 through MARCH 21, 2025

Option Year 1 MARCH 22, 2025 through MARCH 21, 2026

Option Year 2 MARCH 22, 2026 through MARCH 21, 2027

Base Year - Device Removal and Installation: Work shall be performed during the hours of 6:00 a.m. through 4:30 p.m., Monday through Friday, excluding federally observed holidays. No overtime is authorized at this time.

4. PLACE OF PERFORMANCE:

WJB Dorn VA Medical Center 6439 Garners Ferry Road Columbia, SC 29209

5. PERFORMANCE REQUIREMENTS:

A. The Contractor shall furnish all labor, transportation, equipment, materials, tools, supervision, expertise, and management, with the exception of government furnished items, required to fulfill the requirements/tasks identified by the VA.

B. The Contractor shall complete the removal of current devices and the installation of new devices fulfilling these requirements:

a. All newly installed devices must be Hexmodal brand.

b. Disposal of original devices shall be the Contractors responsibility.

c. Newly installed devices shall be functioned tested for connectivity and reliability.

d. The Contractor must verify there is adequate RF Gateway coverage throughout each facility containing new devices.

e. The Contractor shall complete device installation according to NFPA

101 Life Safety Code, Chapter 7 Means of Egress, Current Edition.

6. RECORDS MANAGEMENT LANGUAGE FOR CONTRACTS:

The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:

a. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C.

552a); 36 CFR Part 1222 and Part 1228.

b. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

c. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

d. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

e. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

f. The Government Agency owns the rights to all data/records produced as part of this contract.

g. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

h. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

i. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its Contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701.

Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.