36C25026Q0228.docx

SUBJECT*

NIHCS Physical Access Control System

GENERAL INFORMATION

Ann Arbor Healthcare System Network Contracting Office 10 2215 Fuller Road Ann Arbor MI 48105

POINT OF CONTACT*

PLACE OF PERFORMANCE

ADDRESS

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

THIS IS NOT A SOLICITATION. This is a Sources Sought Notice only and is issued in accordance with Federal Acquisition Regulation (FAR) 10 Market Research, to conduct market research. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. This Sources Sought Notice is issued solely for information and planning purposes and does not constitute a solicitation or guarantee to issue a solicitation in the future. This Sources Sought Notice does not commit the Government to contract for any supply or service. All information submitted in response to this announcement is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. Not responding to this Sources Sought Notice does not preclude participation in any future solicitation, if issued. This announcement is based on the best information available at this time and is subject to future modification.

The North American Industry Classification System (NAICS) Code is 561621 - Security Systems Services (except Locksmiths)

Size Standard – $25 Million

Product Service Code is J063 - Maint/Repair/Rebuild Of Equipment - Alarm, Signal, And Security Detection Systems Purpose and Objectives This Sources Sought Notice is issued by VISN 10, Network Contracting Office (NCO) 10 located in Ann Arbor, MI for the purpose of collecting information for a contractor to provide LENELS2 Physical Access Control System (PACS) upgrade and sustainment for Physical Access Control System (PACS) preventative maintenance and software sustainment services for the VA Northern Indiana Healthcare System (NIHCS) and assigned VA Clinics as listed in the Performance Work Statement (PWS).

The VA is seeking contractors to provide for this requirement for base plus two (2) one-year option years. It is anticipated that this will be a Firm Fixed Price contract that is set-aside for Service Disabled Veteran-Owned Small Businesses (SDVOSB) only.

A DRAFT copy of the Performance Work Statement (PWS) is attached.

Responses:

Please submit your response in accordance with the following instructions:

a) Responses shall be no more than 20 pages in length.

a. Responses are due by 01/19/2026 at 10:00 AM ET.

b) Responses shall be submitted via email.

a. Email Responses Only will be accepted.

b. No Phone calls.

c. No questions regarding the requirements, as all known information is provided in the DRAFT PWS.

d. Subject line of the Email shall include this 36C25026Q0228 – Firm Name – NIHCS Physical Access Control System.

e. If your response contains proprietary information you will place “Proprietary Information” in front of the Sources Sought Notice Number.

f. No marketing materials are allowed as part of this Sources Sought Notice. The Government will not review any other information or attachments included in your submission that is not listed herein or exceeds the 20-page limitation.

g. Commercial pricing shall be included with detailed information on how each billable item is priced and billed within your company.

c) Contractors with Federal Supply Schedule (FSS)/General Services Administration Contracts that carries the desired services

a. If you do not have an FSS/GSA contract, you shall state “open market”

b. If you do have an FSS/GSA contract that provides these services, please provide the Schedule

c. Provide your GSA/FSS/SAC Contract Number

d. Provide the SIN for each billable item

e. If any of the items are not on your GSA/FSS contract you will mark which items are open market.

d) Contractor Point of Contact to include:

a. Name

b. Title

c. Phone

d. Email

e) Company Information to include:

a. Name

b. Address

c. SAM ID

d. Business Size

e. At minimum of 3 Past Performance/Experience within the last 2 years with contact information for these services of at least $250,000.00.

f. Provide a response to if your firm is interested in providing services for all locations, or which locations/states your firm would be capable of meeting the requirements.

g. Provide information as to how you would meet or exceed the requirements in the PWS.

f) Subcontractors:

a. Company Name

b. SAM ID

c. Business Size

d. At minimum of 3 Past Performance/Experience within the last 2 years with contact information for these services of at least $250,000.00.

e. What role will the subcontractor play and estimated percentage of the work that the subcontractor will be responsible for.

g) Business Size/Type: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), 8(a), Hub Zone Small Business, Women Owned Small Business (WOSB), Small Disadvantaged Business (SDB), Small Business, or Large Business.

a. All prospective Contractors are reminded that in accordance with FAR 4.11 they shall be registered in the System for Award Management (SAM) database and shall complete annual Representations and Certifications in SAM prior to any offer. SAM is located at http://www.sam.gov and consolidated the capabilities of CCR/FedReg, ORCA, and EPLS. There is no cost to use SAM.

b. FOR SDVOSB/VOSB ONLY: Please note that if responding as an SDVOSB or VOSB, your company must be registered and certified in the SBAs Veteran Small Business Certification (VetCert). Please include a copy of your VetCert certification with your response. Veteran Small Business Certification (sba.gov)

c. FOR ED/WOSB: Please note that as of 10/15/2020 firms can no longer self-certify. You will need to provide a copy of your confirmation from the Small Business Administration’s certification.

h) Contractor shall include any relevant comments about the attachments, if applicable.

i) Contractor shall provide a public price list/contract price list for the services described herein.

j) Contractor shall provide a detailed response to include your firm’s ability, capability, and responsibility to deliver the services presented in this Sources Sought Notice.

Determination by the Government not to compete this proposed contract action based on responses to this notice is solely within the discretion of the Government.

Sources Sought Notice Sources Sought Notice

Sources Sought Notice

PERFORMANCE WORK STATEMENT (PWS)

1. GENERAL. This is a non-personnel services contract in which the contractor shall provide LENELS2 Physical Access Control System (PACS) upgrade and sustainment for Physical Access Control System (PACS) preventative maintenance and software sustainment services for the VA Northern Indiana Healthcare System (NIHCS) and assigned VA Clinics as listed in this document.

The VA NIHCS currently has Lenel PACS system with versions ranging from 7.5 to 8.0 which the contractor shall provide preventative maintenance and software sustainment.

The PACS system is installed on a VA owned virtual server. Each security device is connected via the VA OIT network and is assigned an IP address that is behind a network Access Control List (ACL) which adds to the complexity of the system. Please note that the PACS system needs to be FICAM compliant.

2. SCOPE. The contractor shall provide an onsite technician for preventative maintenance and software sustainment that includes software updates, labor, and travel during the hours of 8am to 5pm, Monday through Friday. The contractor shall perform a system inspection and operability check to insure 100% system operability and stability. The contractor shall ensure all existing hardware is compatible with the installed software and installed properly in accordance with, the Department of Veterans Affairs, as well as device manufacturer requirements. The contractor shall provide current software sustainment, to the latest versions, throughout the entirety of the contract. This contract DOES NOT include the following:

· Does not include physical maintenance of the VA’s virtual server.

· Does not include maintenance of the VA’s Cisco POE+ switches.

· Does not include new installs/activations for building additions by 3rd party contractors (but maintenance is required after the 1-year warranty period has elapsed)

The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to provide PACS preventative maintenance and software sustainment to the following locations: Marion and Fort Wayne (Additional locations may be added for preventative maintenance and software sustainment later via bilateral modification at the pricing established in the contract price schedule.)

3. PERIOD OF PEFORMANCE: One (1) year contract starting from date of award, plus two (2) optional years.

4. REQUIREMENTS

4.1. Certifications: The Contractor shall know and comply with HSPD-12, UL2050, FICAM, FIPS 201 standards. The contractor shall be an LENELS2 Certified Reseller in good standings with LENELS2 and shall have a Certified Systems Engineer ICAM PACS (CSEIP) on staff. The contractor shall provide a copy of their LENELS2 certification card, showing they are in good standing. The PM shall possess LENEL Onguard Advanced Integrator certification at minimum. A LENEL Onguard Enterprise Architecture or Master Technician certification is preferred. The contractor shall have at minimum (2) current Certified Symmetry Essentials LENELS2 Installers. This is needed to always maintain a high level of support. All work performed on LENELS2 Servers and Workstations by the Contractor shall also be performed by Certified Symmetry Essentials LENELS2 Installers. The Contractor shall have a System Administrator that possess a LENEL Onguard advanced integrator certification. The System Administrator shall possess a journeyman’s skill level of four (4) years of experience in the operation and maintenance of the previously mentioned physical security systems. Technicians shall possess at least two (2) years of experience in the operation and maintenance of the previously mentioned physical security systems and are preferred to have a LENEL Onguard Integrator/Installer certification or equivalent.

Technicians shall be certified with HID Global.

4.2. Performance Monitoring: The COR will monitor and report to the CO, quarterly or more frequently, if problems become trending, on contract completion percentage in relation to stated delivery dates.

4.3. COMPLAINTS: The contractor shall notify the COR in writing within 24 hours of any complaints made about service which shall include a fully completed VA Form 119 (Report of Contact) which is available at the following website: http://vaww.va.gov/vaforms/va/pdf/VA119.pdf The authorized government representative(s) designated by the COR and/or CO in writing will monitor all services provided by the contractor. The contractor shall cooperate with the authorized government representative(s) in providing information and answering questions related to all incidents. All complaints received by the authorized government representative(s) that are forwarded to the contractor shall be investigated promptly. The authorized government representative(s) shall forward the final report to the COR. After investigation and disposition, the contractor shall respond to the COR in writing within five (5) working days after receipt by the contractor.

4.3.1 Contractor Recommendations: The contractor may provide recommendations for improved services along with the patient complaints for the VA’s review. No recommendation shall be construed as being effective until a written modification to the contract is executed by the Contracting Officer.

4.4. Security Requirements: The C&A requirements do not apply, and a Security Accreditation Package is not required.

4.5. Federally Recognized Holidays: The contractor is not anticipated but may be required to provide service on Federally recognized holidays in accordance with the terms and conditions established in this SOW to include but not limited to the following:

Juneteenth National Independence Day and any other day specifically declared by the President of the United States to be a national holiday.

4.6. Hours of Operation: The contractor shall be available to schedule services from Monday through Friday from 0800-EST to 1600-EST, except on Federally recognized holidays. The contractor shall coordinate with the COR and/or authorized government representative designated in writing by the COR and/or Contracting Officer to schedule services prior to the first working day of the calendar month. All services shall be performed at the rates established in the SCHEDULE OF SERVICES – PRICE SCHEDULE in accordance with the terms and conditions of this contract. The contractor shall maintain an adequate workforce to ensure that uninterrupted services are performed for all requirement defined within this PWS. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the workforce are essential.

4.7. Place of Performance: The contractor shall provide services in accordance with the terms and conditions of this contract as requested by the authorized government representative(s) designated in writing by the COR and/or CO in accordance with the procedures specified within this PWS for the following location(s) but not limited to:

Fort Wayne VAMC 2121 Lake Ave Fort Wayne IN. 46835 Annex Fort Wayne 2500 E. State Blvd.

Fort Wayne IN. 46805

Marion VAMC 1700 E.38th Street Marion IN. 46953 Peru (Hoosier Clinic) CBOC 1496 West Hoosier Blvd Peru IN. 46970

Muncie CBOC 3401 N Morrison Rd Muncie IN. 47303

4.8. Security Requirements and Background Checks: All contractor employees shall comply with the security and background check requirements required by Federal, State, Local and the Department of Veterans Affairs to perform service in support of the identified VA medical facilities.

4.8.1. VAMC/VAACC Identification Badges: The contractor shall ensure that all personnel obtain VAMC/VAACC identification badges from the each VAMC/VAACC security personnel office as appropriate in compliance with all federal and local VAMC/VAACC facility policies.

4.8.2. PHYSICAL Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

4.8.3. SECURITY REQUIREMENTS: The contractor, contractor personnel, prime contractor’s subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

4.8.4. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

4.8.5. The prime contractor or prime contractor for the subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

4.8.6. All contractors, their subcontractors, and their third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors shall be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

4.8.7. A background investigation (BI) is not required per VA Information and Information System Security/Privacy Requirements for IT Contracts dated August 2008 if the following exception applies for contractor personnel with limited and intermittent access to equipment connected to facility networks on which limited VA sensitive information may reside, including medical equipment contractors who install, maintain, and repair networked medical equipment such as CT scanners, EKG systems, ICU monitoring, etc. In this case, Veterans Health Administration facilities shall have a duly executed VA Business Associate Agreement (BAA) in place with the vendor in accordance with VHA Handbook 1600.1, Business Associates, to assure compliance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) in addition to the contract. Contractor personnel, if on site, shall be escorted by VA IT Staff.

5. Contracting Officer’s Representative (COR): The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of contractor personnel. The COR is not authorized to change any of the terms and conditions of the resulting order.

6. Personnel Roster: Not later than ten calendar days after notification of award prior to commencement of any services, the contractor shall provide a list of all personnel that will perform services under this contract to include copies of their work schedules, and information regarding a contact person for this contract to the Contracting Officer (CO). Thereafter, any changes to the personnel roster of the contractor shall be submitted to the CO, COR, and VA Police to include all authorized government representative(s) designated in writing by the COR and/or CO within 24 hours of any change in staff.

7. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

7.1 General: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to perform all services under this contract as defined in this PWS and in accordance with the terms and conditions of this contract.

7.2 Materials, Supplies and Equipment: The contractor shall furnish all material, supplies and equipment required to perform work under this contract. The contractor shall NOT be permitted to borrow medical equipment from the medical facilities. The contractor shall at no time and under any circumstances exchange supplies and/or equipment with VA. The prices quoted in the PRICE/COST SCHEDULE shall be inclusive of consumables.

7.2.1. The contractor shall also be responsible for verifying and correcting any software configuration errors within the LENELS2 system including but not limited to the LENELS2 platform software on the VA owned virtual server and the SQL database.

7.2.2. The contractor shall ensure compliance with Version 8 PIV cards.

7.3. REMOTE SYSTEM ACCESS: The contractor shall provide on-site technical support as the main method of providing support. The contractor shall only remotely access the other sites listed in this document, from either the Fort Wayne Hospital or Marion Hospital. In addition, the contractor shall provide software sustainment to client computers located at the locations listed in this document through on-site services.

7.4. SYSTEM SOFTWARE AND LICENSING: The contractor shall update all existing LENELS2 system software and licenses (including SSA’s) to keep the system current and operating properly. Any new software or licenses that may be required will be installed and maintained by the contractor. After each software upgrade, the contractor will be required to verify proper operation of the card readers (including both campuses and any areas added in future projects or MODs to the contract)

7.4.1. See Appendix #1 for a list of the current locations of installed PACS systems and software. This list may change as needed by the government when new readers have been installed. Installation of new readers is not covered under this contract.

8. SECURITY REQUIREMENTS: The C&A requirements do not apply, and a Security Accreditation Package is not required.

9. OTHER PERTINENT INFORMATION OR SPECIAL CONSIDERATIONS.

9.1. Record Retention & Storage:

· Federal Records related to this contract, regardless of medium, shall be created, maintained, and dispositioned in accordance with the VHA Records Control Schedule (RCS) 10-1, General Records Schedule (GRS) or another NARA-approved records schedule, if applicable.

· Federal Records shall be stored per the National Archives & Records Administration (NARA) Facility Standards for Records Storage, as described in 36 Code of Federal Regulations (CFR) 1234.

10. INVOICING PROCEDURES, BILLING RATES AND MANDATORY REPORTS: The contractor shall comply with the terms and conditions established in this contract for invoicing procedures, billing rates and mandatory reports which shall include the following:

10.1. Invoicing Procedures: The contractor shall submit invoices only upon completion of work authorized by a government representative designated by the Contracting Officer in writing. The contractor shall only invoice for authorized work completed not-to-exceed (NTE) the amounts established in the SCHEDULE OF SERVICES – PRICE SCHEDULE for this contract. The contractor shall ensure all invoices reference the following information to be considered for payment by the government:

· Contract Number

· Purchase Order (PO) Number

· Location(s) where work was performed.

· Actual quantity of authorized work completed by Contract Line-Item Number (CLIN)

· Date(s) work, that is being billed for, was performed.

· Other information requested by the CO or authorized government technical representative(s) designated in writing by the CO.

10.2. Billing Rates: The contractor shall submit all invoices in accordance with the terms and conditions of this contract at the rates specified in the PRICE/COST SCHEDULE which shall be priced as all-inclusive of all costs required to perform services under this contract summarized as follows:

10.2.1 All Inclusive Pricing | Fully Burdened: All rates established in the PRICE/COST SCHEDULE shall be priced by the contractor as fully burdened (or fully inclusive) of all costs required to perform services under this contract such as overhead, general, and administrative (G&A) costs, indirect costs, and other direct costs (ODCs) to include all ferry, bridge, tunnel, or road toll charges.

10.2.2 No Long-Distance Phone Charges Authorized: If the contractor’s place of business is located beyond the local telephone call zone of the VA Medical Center, the contractor ensure that a toll-free number is always available for accepting the VA phone calls and faxes.

10.2.3 No Hotel Charges Authorized: Reimbursement for contractor employees that stay in a hotel will not be authorized.

10.2.4 No Toll Charges: It is agreed and understood that the prices quoted in the SCHEDULE OF SERVICES – PRICE/COST SCHEDULE do not include any ferry, bridge, tunnel, or road toll charges.

10.3. Mandatory Reports | Ad Hoc Reports and Data Calls: The contractor shall provide ad hoc reports and respond to data calls on an as needed basis as requested by either the COR or CO.

11. EMPLOYEE STANDARDS AND CERTIFICATION REQUIREMENTS: All services performed by contractor employees under this contract shall comply with all applicable Federal, State, Local and Department of Veterans Affairs requirements which to include following additional requirements:

11.1. Only those LENELS2 certified contractors may perform required services under this contract. On each visit, the qualified contractor employee(s) shall report to the COR or his/her designee prior to performing any work.

12. APPLICABLE PUBLICATIONS, CERTIFICATIONS AND OTHER REQUIREMENTS: The contractor shall abide by all applicable regulations, publications, manuals, and local policies and procedures to include Federal, State, Local and Department of Veterans Affairs policies.

Reader Locations

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NIHCS…