36C24726Q0086.docx

Special Notice Special Notice

GENERAL INFORMATION

VETERANS HEALTH ADMINISTRATION

Network Contracting Office (NCO) 7 2957 CLAIRMONT ROAD NE, Suite 1200 Atlanta GA 30329

POINT OF CONTACT*

Contract Specialist Jessica Cummings Jessica.Cummings3@va.gov

(803) 776-4000 x7801

ADDITIONAL INFORMATION

AGENCY’S URL

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DESCRIPTION

The Department of Veterans Affairs Network Contracting Office 7 Acquisition Plan Action ID:

679-26-1-4024-0002

Department of Veterans Affairs (VA), Network Contracting Office (NCO 7), Tuscaloosa VA Health Care System, intends to award a sole source procurement to:

Johnson Controls Security Solutions 1500 International Drive, Suite 500 Birmingham, Alabama 35243

This procurement will be made under the authority of FAR 13.106-1(b), “Soliciting from a Single Source.”

This requirement is for a firm-fixed price to purchase and install the Avigilon Control Center Server and Access Control System currently at the Tuscaloosa VA Medical Center. This includes software updates, licensing, programming support, and warranty compliance to maintain the integrity and security of the VA’s physical access control infrastructure.

The NAICS Code of 561621-Security Systems Services (except Locksmiths) with a size standard of $25 million. A Limited Sources Justification has been prepared.

Place of Performance:

Tuscaloosa VA Medical Center 3701 Loop Road, Tuscaloosa.AL 35404

This notice of intent is not a request for competitive proposals. It is not a solicitation or request for offers. No solicitation package is available. A determination not to compete is solely within the discretion of the Government. Any response to this notice must show clear and convincing evidence that competition would be advantageous to the Government. Responses must be received no later than 12:00 pm EST on Monday, October 27, 2025. No telephone inquiries or emails with questions will be accepted. Responses may be emailed to Jessica.Cummings3@va.gov.

Avigilon Server Request Performance of Work Statement (PWS)

1. GENERAL: This is a non-personnel services contract to provide all labor, equipment, tools, supervision, transportation, administration and parts and materials (including lubricants) to provide server installation. This effort is to support the continuous operation of camera coverage of the facility and specific locations of the facility. Server is located in Building 1, Room 1 of the Tuscaloosa VA Medical Center (TVAMC). The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

2. DESCRIPTION OF SERVICES: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Purchase and installation of the Avigilon server as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

3. BACKGROUND: This is a Physical Security mandated service requirement.

4. OBJECTIVE: The Contractor shall provide services, which include installation of the server, located in Building 1, Room 1 of the Tuscaloosa VA Medical Center, 3701 Loop Road, Tuscaloosa, Alabama 35404.

5. PERIOD OF PERFORMANCE: The expected period of performance for this requirement is one work week (which may or may not be exercised based on the needs of and at the discretion of the government).

6. WORK HOURS AND SCHEDULING ARRANGEMENTS: Except by special alternative arrangement, scheduled services will be performed only during the facility’s normal business hours (8:00 a.m. to 4:30 p.m. Monday through Friday excluding federal holidays). Downtime of camera system must be scheduled through the Contracting Officer Representative (COR) at least 2 days in advance. When downtime for service/repairs is needed, the contractor shall notify the COR the same day (as soon as possible) upon observation. The Federal Holidays which are observed by the federal government are annotated below.

-New Year’s Day -Martin Luther King’s Birthday -President’s Day -Memorial Day -Juneteenth Day -Independence Day -Labor Day -Columbus Day -Veterans Day -Thanksgiving Day -Christmas Day -Any other day specifically declared to be a national holiday (per Federal Statute, Executive Order, or by the President’s Proclamation).

Usually holidays that fall on Saturday are observed on the preceding Friday and holidays that fall on Sunday are observed on the following Monday. Any questions pertaining to scheduling will be directed to the COR.

7. CONTRACTOR REQUIRED QUALIFICATIONS, EXPERIENCE & TECHNICAL CAPABILITY (TO PERFORM SERVICES) The contractor shall have at least 3 years’ experience in installation and maintenance of Avigilon camera system at Tuscaloosa VA Medical Center and/or facilities of comparable size, scope, and complexity.

Contractor employees shall be knowledgeable of original equipment manufacturer standards associated with installation and maintenance on Avigilon camera systems. Contractor will be required to provide proof of their experience and technical capabilities/qualifications of technicians by submitting certifications or written letter of qualification from the equipment manufacturer. Contractors shall include a description of the skills, abilities, knowledge, and experience of the personnel who will be responsible for carrying out Performance Work Statement tasks. Required documents (or other documents that are provided) are required for both the prime contractor and subcontracting personnel to verify their capabilities, qualifications, and experience. Subcontractors (and subcontracting personnel) that are to be utilized for this requirement shall be identified by the prime contractor. Subcontracting personnel must meet the minimum qualification standards.

Avigilon Camera System Contractors must be certified/qualified by the manufacturer to perform all installation, maintenance repairs and provide preventative maintenance services that are associated with the Avigilon Camera System.

8. SCOPE OF SERVICES-PREVENTIVE MAINTENANCE, SCHEDULED/UNSCHEDULED SERVICES, AND REPAIR:

Required Deliverables

DELIVERABLE #1:

PREVENTIVE MAINTENANCE (PM) CHECKS AND SERVICES:

Contractor shall perform installation and services according to OEM (Original Equipment Manufacturer) recommendations to include all labor, travel, shipping, replacement parts, and materials required to perform installation and services, all included in the total cost of the contract/service agreement for the equipment specified. See Equipment Listing (Schedule A).

DELIVERABLE #2:

SCHEDULE/FREQUENCY OF SERVICES AND REQUIRED DOCUMENTATION (CHECKLISTS)

It is the government’s expectation that the contractor be a subject matter expert (SME) regarding Installation and Services that are required for each piece of equipment in accordance with manufacturer guidelines. For the equipment listed in EQUIPMENT LISTING (SCHEDULE A), a server installation and services plan is needed which will define the type of work to be performed, the extent of work to be performed, and the frequency/duration of this work. As part of this plan, contractors must submit a Checklist detailing items that will be addressed and covered in the contract for each piece of equipment during each Site Visit / Service. The Checklist must include all parts and labor that will be covered in the contract. A checklist shall be provided by the contractor at the beginning of the performance period before the required work begins. These Checklists must be used during the Site Visits / Service and signed by the Technician indicating that all applicable services were completed for each piece of equipment as annotated in EQUIPMENT LISTING (SCHEDULE A).

DELIVERABLE #3:

CHECK IN AND CHECK OUT PROCEDURES

Prior to commencement of and immediately after each service visit, the contractor and/or contractor’s authorized repair technician must check in and out with the COR and/or other designated individuals. Due to heightened security requirements, the contractor and/or contractor’s authorized service representative will be required to wear identifying company insignia/uniform.

DELIVERABLE #4:

SUPERVISION, COMMUNICATION, ACCESSIBILITY (DURING PERFORMANCE OF WORK)

Qualified, capable, and skilled personnel are necessary to ensure the successful execution of the tasks/deliverables stated herein. In addition to the other qualification standards already stated in this PWS, during all performance periods of the contract a “Competent Person” shall be assigned in order to provide the necessary supervision, oversight, inspection, and accountability for all work that is being performed. A Competent Person” is defined as a superintendent and/or other technical expert/manager who possesses the required 30-hour and 10-hour OSHA qualifications and who is accessible/reachable by the government when contacted. It is not required that this competent person be on site at all times when work is being performed however the following minimum conditions shall be satisfied by the contractor.

Quality Assurance: Prior to project completion, a competent person must review the work that has been performed and must certify/verify the following: 1). Work was performed by qualified/certified/trained technicians and 2) Such work was performed accurately and in accordance with the appropriate quality assurance standards (i.e. manufacturer/contractual). Such reviews must take place on site by the contractor.

Documentation and Reporting: In addition to the reporting requirements already stated herein, the Contractor shall maintain an internal record keeping system to document the work being performed to include the personnel who will be performing such work. The contractor shall ensure that only personnel possessing the appropriate knowledge, skills, training, qualifications, and certifications will be performing work. If requested by the government, such documentation shall be made available.

DELIVERABLE #5:

CALIBRATION OF CONTRACTOR’S EQUIPMENT

Contractor shall provide proof of certification annually which certifies/verifies that all gauging and measurement equipment used has been currently calibrated according to the manufacturer’s specifications. Contractor is required to provide documentation (proof) of yearly calibration to the COR.

DELIVERABLE #6:

PROTECTION OF PROPERTY, INSURANCE, AND REGULATORY REQUIREMENTS

Contractor shall provide all labor, materials, and equipment necessary for protection of TVAMC personnel, furnishings, equipment and buildings from damage, and shall replace or repair any damage due to work performed under this contract equal to its original construction and finish. Contractor must have adequate insurance protection against negligent work and other forms of liability and follow all federal, state, local, and VA Regulations related to this requirement. Contractors shall refer to the appropriate clauses/provisions in the solicitation and final contract which govern such requirements.

8.1 SCOPE OF ADDITIONAL REQUIRED SERVICES: The contractor shall provide the following additional services in addition to regular installation services (as annotated in Section 1.5).

“Punch List” of Additional Required Services (a thru b)

a. Provide training as needed or directed by COR for new or existing personnel in system operation, maintenance and record keeping requirements.

b. Recommend a list of replacement parts, media, and spare parts that would ensure timely repair to the system in the event of a component failure.

9. MISCELLANEOUS REQUIREMENTS AND OTHER INFORMATION:

Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions:

i) Assure that the Contractor performs the technical requirements of the contract ii). Performs inspections necessary in connection with contract performance.

iii). Maintains written and oral communications with the Contractor concerning technical aspects of the contract iv). Issues written interpretations of technical requirements, including Government drawings, designs, specifications v). Monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies vi). Coordinate availability of government furnished property and provide site entry of Contractor personnel.

A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

Identification of Contractor Employees / Credentials Contractor employees should be uniformed, displaying their contractor name or logo. A uniform can consist of collared or tee shirts if they are clean and are in good condition. Badges must be placed in a visible location, above the waist, clipped to the front of apparel with photo and name clearly visible.

EQUIPMENT LISTING (SCHEDULE A)

The contractor shall perform all installation requirements, check and calibrate according to OEM (Original Equipment Manufacturer) recommendations.

See attached document: P03 Single Source Justification MPT to SAT Avigilon Server Request.

Special Notice