36C25526Q0412.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway Leavenworth KS 66048

POINT OF CONTACT*

Contract Specialist Erika Kobulnicky Erika.Kobulnicky@va.gov 913-946-1991

PLACE OF PERFORMANCE

Robert J. Dole VA Medical Facility

5500 E. Kellogg Avenue

Wichita KS

ADDITIONAL INFORMATION

DESCRIPTION

SOURCES SOUGHT NOTICE

Bulk Cable Television Service

1. Disclaimer and Purpose This Sources Sought Notice / Request for Information (RFI) is issued solely for market research and planning purposes and shall not be considered an invitation for bid, request for quotation, request for proposal, or an obligation on the part of the Government to acquire any products or services. Your response will be treated as information only.

This request does not constitute a solicitation or the authority to enter into negotiations or award a contract, and no funds have been authorized, appropriated, or received for this effort. The Government will not pay, nor reimburse, any direct or indirect costs associated with responding to this notice, and no entitlement to payment shall arise from the submission of information or the Government’s use of such information.

If this requirement proceeds to solicitation, respondents should assume applicable VA information security and privacy requirements will apply (e.g., VAAR 852.204‑71 and related clauses, updated Appendix C, and any required Business Associate Agreement) and should be prepared to comply.

The information provided in response to this notice may be used by the Department of Veterans Affairs (VA) to develop its acquisition strategy, statement of work/statement of objectives, and performance specifications. Interested parties are responsible for clearly marking any proprietary or competition‑sensitive information in their responses.

Submission of pricing, capability information, and other market data is highly encouraged and is permitted under this Sources Sought in accordance with FAR 15.201(e).

2. Objective and Set‑Aside Considerations The purpose of this notice is to conduct market research to support appropriate acquisition decisions and to gain knowledge of potential qualified:

· Service‑Disabled Veteran‑Owned Small Businesses (SDVOSBs)

· Veteran‑Owned Small Businesses (VOSBs)

· 8(a) Small Businesses

· HUBZone Small Businesses

· Women‑Owned Small Businesses

· Other Small Businesses

· Large Businesses that are interested in and capable of providing the products and services described in this notice.

Currently, a total set‑aside for SDVOSB firms is anticipated in accordance with Public Law 109‑461, Section 8127 (Veterans Benefits Act). However, if responses from SDVOSB firms are inadequate, the Government may use an alternate set‑aside (e.g., VOSB or other Small Business) or full and open competition.

This notice does not restrict the Government to a particular acquisition approach, and the Government will not be bound by any information presented here if a solicitation is issued.

3. Description of Requirement

3.1 Requiring Activity and Location

· Agency: Department of Veterans Affairs (VA), Veterans Health Administration (VHA)

· Network: VA Heartland Network 15 / Network Contracting Office (NCO 15)

· Facility: Robert J. Dole VA Medical Center

· Address: 5500 E. Kellogg Avenue, Wichita, KS 67218-1607

The VA Heartland Network 15 Contracting Office requires monthly bulk cable television service for the Robert J. Dole VA Medical Center in Wichita, Kansas. The contractor shall provide, operate, and maintain all necessary headend equipment, distribution hardware, and related components to deliver reliable cable TV programming to designated outlets in patient rooms, waiting areas, common areas, and administrative spaces across the campus.

The Government anticipates awarding a single‑award contract for these supplies.

3.2 Equipment Scope

The contractor shall furnish continuous bulk cable television (TV) service throughout its campus to support patient care, patient morale, family visitation, and routine operations in clinical and administrative areas. Cable television is provided in patient rooms, waiting areas, common spaces, and designated administrative locations to ensure patients and visitors have access to news, entertainment, and educational programming during inpatient stays and outpatient visits. The Medical Center currently relies on an existing cable television distribution system that includes headend equipment, distribution infrastructure, and wiring installed throughout the facility, with all infrastructure, equipment, signal management, and monthly services presently provided and leased under a bulk service arrangement. Continuity of service is critical to avoid disruptions in patient-facing areas, and any future acquisition must remain compatible with, or otherwise fully account for, this existing infrastructure while maintaining required service levels, reliability, and coverage across all VA-owned and operated buildings on the campus.

4. NAICS Code and Business Size The applicable North American Industry Classification System (NAICS) code is:

· NAICS 517111 – Wired Telecommunications Carriers

· Small Business Size Standard: 1,500 employees Based on this NAICS code and size standard, respondents shall indicate whether their company qualifies as a Small Business or Large Business, and identify any applicable socio‑economic status designations, such as:

· Small Business

· Veteran‑Owned Small Business (VOSB)

· Service‑Disabled Veteran‑Owned Small Business (SDVOSB)

· 8(a)

· HUBZone

· Woman‑Owned Small Business

· Small Disadvantaged Business

5. Representative Salient Characteristics (Brand Name or Equal) The Government is conducting market research on bulk cable television (TV) service throughout its campus to support patient care, patient morale, family visitation, and routine operations in clinical and administrative areas.

6. Information Requested from Industry Documentation of technical expertise must be presented in sufficient detail for the Government to determine that the respondent possesses the necessary functional expertise and experience to perform this requirement.

Responses shall include, at a minimum:

1. Company and Identifying Information

· (a) Company Name

· (b) Address

· (c) Point of Contact (name and title)

· (d) Phone, Fax (if applicable), and Email

· (e) UEI (Unique Entity ID) Number

· (f) CAGE Code

· (g) Tax ID Number

2. Business Size and Socio‑Economic Status

· (h) Type of business (e.g., SDVOSB, VOSB, 8(a), HUBZone, Woman‑Owned Small Business, Small Disadvantaged Business, Small Business, Large Business, etc.) under NAICS 517111.

3. Contract Vehicles

· (i) Indicate whether your business has any applicable federal contract vehicles (e.g., GSA FSS, VA NAC, NASA SEWP, or other Government‑wide or agency‑specific vehicles) that could be utilized to procure this requirement and provide contract number(s).

4. Technical Capability Statement

· (j) A capability statement describing your organization’s qualifications and demonstrated ability to perform as a contractor for the work described, including:

· Overview of proposed solution(s) and how they meet or exceed the salient characteristics and PWS requirements.

· Description of the service(s)/product(s) and any options or configurations relevant to VA’s bulk cable television (TV) service

· Any available product literature, brochures, or technical datasheets.

5. Market Research Table / Questionnaire Respondents are requested to provide the following (previously provided as a questionnaire), including:

· Confirmation of NAICS, business size and type.

· FSS/GSA contract holder status, contract number, and effective/expiration dates.

· Whether the proposed solution is listed and available under the identified contract vehicle(s).

· Available pricing structure (e.g., all on FSS, open market only, mixed, firm‑fixed price, other).

· Estimated lead time from receipt of order to delivery.

· Buy American Act information:

· Percentage of domestic end product.

· Percentage of foreign end product and country(ies) of origin.

6. Small Business Questions (If Applicable)

· Discussion of how you will comply with the Limitations on Subcontracting (FAR 52.219‑14) for supply contracts.

· If subcontracting, a description of the added value your company will provide (e.g., subcontract management, coordination, quality assurance, inventory or delivery management, integration or configuration support).

· Nonmanufacturer Rule (FAR 52.219‑33) responses:

· Whether you manufacture the proposed items.

· Whether you exceed 500 employees and, if so, total number of employees.

· Whether you are primarily engaged in retail/wholesale and normally sell the type of item being supplied.

· Whether you will take ownership/possession of the items using your own personnel, equipment, or facilities consistent with industry practice.

· Whether you supply the end item of a small business manufacturer, processor, or producer made in the United States, or will obtain a waiver per 13 CFR 121.406(b)(5), and, if yes, the name of the manufacturer.

If requested information is not provided, the Government may assume the requirement cannot be fully met.

7. Important Information

· The Government is not obligated to award a contract as a result of this notice and is not obligated for any costs incurred in the preparation and submission of a response.

· This notice shall not be construed as a commitment by the Government to issue a solicitation or award a contract, nor does it restrict the Government’s acquisition strategy or set‑aside determination.

· If a solicitation is issued, it will be announced at a later date. Interested parties must respond to that solicitation separately; responses to this Sources Sought will not be considered as requests to be added to a bidders list or as responses to any future solicitation.

8. Response Instructions

· Submission Method: Email only.

· Submit To:

· Erika Kobulnicky

· Email: Erika.Kobulnicky@va.gov

· Due Date and Time: No later than 7:00 AM (CST) on Friday, June 5, 2026.

· Marking: Clearly mark responses as “Proprietary Information” if any portion is business sensitive or proprietary.

The applicable NAICS code for this requirement is 517111 Wired Telecommunications Carriers, with a Small Business size standard of 1,500 employees.

PERFORMANCE WORK STATEMENT (PWS)

Cable Television Services Robert J. Dole VA Medical Center

1. BACKGROUND

The Robert J. Dole VA Medical Center requires continuous bulk cable television service throughout its facilities to support patient care, morale, and administrative operations. The Medical Center currently operates a cable television distribution system that includes headend equipment, distribution infrastructure, and wiring throughout the campus.

2. CONTRACT TYPE AND PERIOD OF PERFORMANCE

The Government anticipates awarding a single-award Indefinite Delivery, Indefinite Quantity (IDIQ) contract. Orders for cable television services will be issued during the ordering periods described below.

The contract consists of one (1) base ordering period followed by four (4) option ordering periods:

· Base Ordering Period: August 1, 2026 through July 31, 2027

· Option Period 1: August 1, 2027 through July 31, 2028

· Option Period 2: August 1, 2028 through July 31, 2029

· Option Period 3: August 1, 2029 through July 31, 2030

· Option Period 4: August 1, 2030 through July 31, 2031 The Government shall exercise option periods at its sole discretion via unilateral modification.

3. SCOPE OF WORK

3.1 Service Requirements

The contractor shall provide comprehensive bulk cable television service throughout all VA-owned and -operated facilities at the Robert J. Dole VA Medical Center, 5500 East Kellogg Avenue, Wichita, Kansas. Service locations include, but are not limited to patient rooms, waiting rooms, common areas, dining facilities, and administrative spaces.

Minimum Service Levels:

The contractor shall provide cable television service that meets or exceeds the following specifications:

· Channels: Minimum 72 total channels including basic cable, extended cable, premium channels (as specified), high-definition (HD) channels where technically feasible, and all local broadcast channels available in the Wichita, Kansas market

· Uptime: Minimum 99.5% availability per service location measured monthly (excluding scheduled maintenance with 72-hour advance written notice)

· Quality: HD broadcast quality where available; all channels with closed captioning, where provided by broadcaster

· Service Interruption: No single unplanned service outage shall exceed 4 continuous hours without prior COR approval Service Locations:

The contractor shall provide service to approximately 151 active service outlets consisting of:

· 105 patient room outlets

· 42 common area outlets

· 4 administrative location outlets Complete service location inventory provided in Attachment A - Service Location List. Service locations are subject to ±25% variation during contract performance per Section 3.7.

3.2 Infrastructure Operations and Maintenance

The contractor shall provide all supervision, labor, materials, equipment, tools, and supplies necessary to:

· Operate and maintain a fully functional cable television distribution system delivering service to all required locations

· Ensure reliable, uninterrupted signal delivery to all service outlets

· Repair or replace defective or failing system components to maintain service quality standards

· Support system modifications including addition, relocation, or removal of service outlets without degradation to existing service locations

· Ensure compatibility with existing distribution infrastructure unless the Government directs system changes via contract modification Installation and Equipment Standards:

· All equipment and installations shall comply with National Electrical Code (NEC) / NFPA 70

· All work shall meet manufacturer specifications for installed equipment

· All installations shall comply with FCC regulations for signal quality and interference

· Exterior equipment installations shall not alter the historical appearance of existing buildings and shall comply with applicable historic preservation requirements

· All installations shall comply with VA facility safety standards and shall not obstruct egress routes or create fire hazards

3.3 Security and Compliance Requirements

Physical Security:

· Contractor shall comply with VA Directive 6500 physical security requirements including equipment room access controls and personnel screening

· Headend equipment and critical distribution components shall be secured in controlled-access areas

· Contractor personnel shall meet all facility access and credentialing requirements per Section 10.2 Cybersecurity:

· The cable television system shall operate as a standalone broadcast distribution system with no electronic connectivity to VA IT networks (LAN/WAN/Internet)

· System shall provide broadcast distribution only (no interactive services, no data transmission, no patient information)

· Formal Certification and Accreditation (C&A) package is not required for standalone broadcast systems

· Contractor shall provide annual written certification confirming system remains standalone with no network connectivity

· Any proposed changes introducing network connectivity, interactive services, or data transmission require prior written approval from COR and VA Information Security Officer

3.4 Service Response Requirements

24/7 Call Center:

The contractor shall operate a dedicated call center 24 hours per day, 365 days per year to receive, dispatch, track, and resolve service requests.

Call Center Performance Standards:

· Answer ≥95% of calls within 60 seconds during administrative hours (8:00 AM - 4:30 PM weekdays)

· Answer ≥95% of calls within 120 seconds during off-duty hours

· Provide unique trouble ticket number for each reported issue

· Send email confirmation to requestor within 15 minutes containing ticket number, estimated response time, and assigned technician contact

· Maintain dedicated toll-free phone number for VA use Service Level Agreement (SLA):

The contractor shall dispatch qualified service technicians and resolve service outages according to the following tiered requirements:

Resolution is defined as service fully restored to required quality standards and confirmed operational by COR or authorized requestor.

Performance Monitoring:

· Contractor shall track and report SLA compliance for each severity level

· Failure to meet minimum performance standards (≥85% compliance) for any severity level for two consecutive quarters constitutes unacceptable performance subject to corrective action per Section 11.2

3.5 Cost Structure

Included Services:

All routine service calls, repairs, parts replacement, labor, equipment, travel, and materials necessary to maintain required service levels shall be included in the fixed monthly price, except:

Excluded Services (requiring separate approval and payment):

· Damage caused by Government negligence, intentional acts, or gross misuse (documented with photographic evidence)

· Vandalism by non-Government personnel

· Force majeure events (lightning strikes, flooding, natural disasters, etc.)

· Work specifically requested by Government that is outside contract scope For excluded services, contractor shall:

1. Document damage or conditions with photographs

2. Provide written cost estimate including part numbers, labor hours, and total cost

3. Obtain written COR approval before proceeding

4. Invoice separately with supporting documentation

3.6 Communication and Coordination

Direct Service Provider Requirement:

The contractor must be either: (1) the direct cable television provider, or (2) an authorized reseller/agent with direct technical and operational access to the primary service provider's network operations and customer support infrastructure. Third-party billing aggregators or intermediaries without direct service capability are not acceptable.

Contractor Points of Contact:

Within 10 calendar days of contract award, contractor shall provide:

· Dedicated account manager (name, phone, email)

· Technical support hotline (24/7 toll-free number)

· Escalation contact for urgent issues (name, phone, email, escalation procedures) Authorized Government Requestors:

Service requests may only be initiated by:

· Authorized Facilities Management Service (FMS) personnel

· The Contracting Officer

· Other VA personnel specifically designated in writing by the Contracting Officer The COR shall provide the contractor with an Authorized Requestor List within 10 calendar days of award and shall update the list within 2 business days of any changes. Contractor shall verify requestor identity before performing non-emergency work.

3.7 Scope Modifications

Adding or Removing Service Locations:

The Government reserves the right to add, remove, or modify service locations within the general scope of this contract as mission requirements evolve.

Pricing Mechanism:

· Contractor shall provide a firm-fixed unit price per service location in the base proposal

· Additions: Billed at unit price × monthly rate, prorated for partial months

· Removals: Credited at unit price × monthly rate, prorated for partial months Implementation Timeline:

· Contractor shall activate new service locations within 30 calendar days of modification issuance

· Contractor shall disconnect removed locations within 15 calendar days unless Government requests delayed disconnection

· All modifications shall be accomplished without disruption or degradation to existing service locations All scope modifications shall be executed via contract modification in accordance with FAR 52.243-1 or the applicable Changes clause.

3.8 Preventive Maintenance

The contractor shall systematically perform preventive maintenance to ensure continued system reliability and performance.

Minimum Preventive Maintenance Activities:

· Headend equipment inspection, testing, calibration, and cleaning

· Signal quality verification testing at a representative sample of service outlets (minimum 10% of locations tested during each cycle, rotating to cover 100% of locations annually)

· Visual inspection of accessible distribution equipment, amplifiers, and cabling for signs of wear, damage, or degradation

· Firmware and software updates per manufacturer recommendations and security requirements

· Proactive replacement of components showing signs of imminent failure or approaching manufacturer's recommended service life Preventive Maintenance Schedule: Annually Preventive Maintenance Reporting: Contractor shall submit written PM report within 5 business days of each PM cycle documenting: work performed, test results, findings, deficiencies identified, corrective actions taken, and next scheduled PM date.

3.9 Site Access and Coordination

Facility Access Procedures:

Contractor personnel shall:

· Contact FMS to schedule all non-emergency work at least 48 hours in advance

· Report to Building 20 Security Office upon arrival for each site visit

· Present government-issued photo identification and contractor-issued identification

· Sign facility visitor log and display visitor badge while on VA premises

· Notify FMS at [contact information to be provided] upon arrival and departure for each visit

· Follow all facility-specific safety, security, and access procedures Work Scheduling:

· Routine maintenance and non-emergency work: Administrative hours (Monday-Friday, 8:00 AM - 4:30 PM) unless otherwise approved by COR

· Emergency service calls: Authorized 24/7/365 per Section 3.4 SLA requirements

· Disruptive work (loud noise, service interruption >30 minutes, work in patient care areas): Requires 48-hour advance COR approval; should be scheduled during off-duty hours when feasible Site Conduct:

· No smoking anywhere on VA premises

· No eating or drinking inside hospital facilities except in designated Canteen Dining area

· Contractor responsible for security and safety of work areas during performance

· Contractor shall comply with all VA safety policies and procedures

3.10 Work Approval and Acceptance

Prior Approval:

All work covered by this PWS shall be approved by the Contracting Officer (CO) or designated Contracting Officer's Representative (COR) prior to commencement, except for emergency service calls authorized under Section 3.4 SLA.

For work requiring additional Government cost beyond the fixed monthly price, contractor shall:

1. Submit written request to CO including description, justification, cost estimate, proposed schedule

2. Await CO written approval (CO shall respond within 5 business days)

3. Proceed only after receiving written approval Emergency Exception: For emergency situations requiring immediate action to prevent service failure or safety hazards (Severity 1 outages), contractors may proceed immediately and notify CO within 24 hours with justification and cost estimate. CO retains final authority to approve or deny emergency costs.

Acceptance Criteria:

Work shall not be considered complete until accepted by CO or COR. Upon completion of any installation, repair, or significant maintenance activity, contractor shall:

1. Email service completion report to COR within 24 hours including:

· Description of work performed

· Parts and materials used

· Signal quality test results (if applicable)

· Photographs (for installations or major repairs)

2. COR has 3 business days to inspect and accept or reject work in writing

3. Acceptance criteria:

· All affected service locations are fully operational

· Signal quality meets required specifications

· Work complies with all safety and code requirements

· Documentation complete and accurate

4. Work deemed accepted if COR does not respond within 3 business days

5. Contractor may submit monthly invoices regardless of individual task acceptance status (monthly service provision is continuous)

3.11 Property Protection

Pre-Work Condition Documentation:

Within 30 calendar days of contract award, contractor and COR shall conduct a joint facility walkthrough. Contractor shall submit written condition report with photographs within 10 business days documenting existing conditions, equipment status, and any pre-existing damage. COR shall concur in writing within 5 business days. This report establishes the baseline for damage liability.

Damage Prevention and Repair:

The contractor shall:

· Protect all buildings, grounds, furnishings, and property from damage during performance

· Take reasonable precautions to prevent damage during all work activities

· Immediately notify COR of any damage that occurs

· Repair or replace any items damaged due to contractor or subcontractor negligence or actions at no cost to the Government Repair Requirements:

· Repairs estimated >$1,000 or involving structural modifications require written COR approval before proceeding (COR response within 3 business days)

· Emergency repairs necessary to restore service may proceed immediately with notification to COR within 24 hours

· All repairs shall use materials matching existing work in quality, size, texture, grade, and color

· Repairs affecting facility warranties or structural elements require coordination with and concurrence from VA Facilities Management POC and COR

4. DELIVERABLES

4.1 Pricing Structure

The contractor shall provide firm-fixed monthly pricing for each ordering period covering all services, labor, materials, and equipment necessary to meet PWS requirements.

4.2 Required Deliverables and Reports

4.3 Invoicing Requirements

Invoice Format:

Contractor shall submit a single, itemized monthly invoice including:

· Contract number and CLIN number

· Service period covered (billing period)

· Base monthly service fee

· Equipment-related charges (if billed separately - itemized by component)

· Service calls (if billed separately - reference ticket numbers)

· Any approved additional services with supporting documentation

· Unit price adjustments for location adds/removes during billing period

· Tax (if applicable)

· Total amount due

· Contractor DUNS/UEI number Invoice Submission:

· Submit to: Department of Veterans Affairs Financial Services Center https://www.fsc.va.gov/einvoice.asp Austin, TX Supporting Documentation:

· Service Call Log (see Section 4.2)

· Documentation for any charges beyond base monthly fee

· Proof of performance for deliverables completed during billing period Payment Terms: Upon completion and acceptance of services. Net 30 calendar days from Government receipt of proper invoice per Prompt Payment Act (FAR 52.232-25).

5. PLACE OF PERFORMANCE

Primary Facility:

Robert J. Dole VA Medical Center 5500 East Kellogg Avenue Wichita, Kansas 67218 Service Area:

All VA-owned and -operated buildings and facilities on the Medical Center campus requiring cable television service.

Specific Service Locations:

Buildings requiring service: Buildings 1, 1B, 2, 3, 4, 5, 5B, 13, 16, 19, 26, 29, 34, 59, 60, 61, and 62.

Complete service location inventory provided in Attachment A - Service Location List.

Administrative Point of Contact Location: Building 20 (for check-in, coordination, and facility management contact)

6. GOVERNMENT POINTS OF CONTACT

Technical Points of Contact (Day-to-day coordination - no contractual authority):

· Gregory F. Gann

· Phone: (316) 685-2221 ext. 57929

· Email: Gregory.gann@va.gov

· Devon S. Olson

· Phone: (316) 685-2221 ext. 57961

· Email: Devon.olson@va.gov Note: Technical POCs coordinate service requests, outage reporting, facility access, and technical matters only. They may NOT authorize contract scope changes, additional costs, or waivers of requirements.

VA Medical Center Administrative Hours:

Monday through Friday, 8:00 AM - 4:30 PM (excluding Federal holidays) Federal Holidays:

New Year's Day; Martin Luther King Jr.'s Birthday; Presidents Day; Memorial Day; Juneteenth; Independence Day; Labor Day; Columbus Day; Veterans Day; Thanksgiving Day; Christmas Day; and any other day specifically declared by the President of the United States to be a national holiday.

Note: Emergency service response is required 24/7/365 per Section 3.4 SLA regardless of administrative hours.

8. CONTRACT ADMINISTRATION

All contract administration functions shall be retained by the Department of Veterans Affairs.

Contracting Officer Authority:

The Contracting Officer is the only person authorized to:

· Approve changes or modifications to contract requirements

· Make commitments affecting price, quantity, quality, or performance

· Issue directions that result in increased costs

· Waive contract requirements

· Settle claims or disputes Contractor Communication:

The contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration and contractual issues.

Unauthorized Direction:

If the contractor performs any work or accepts directions from any person other than the Contracting Officer that affects price, scope, or quality, such direction is considered unauthorized. No adjustment will be made in the contract price to cover any costs incurred because of unauthorized direction.

Contracting Officer's Representative:

Pursuant to VAAR Provision 852.270-1, a COR will be designated at contract award. The COR's written delegation letter will be provided to the contractor within 10 days of award. The COR may perform technical oversight and acceptance functions only as specified in the delegation letter.

9. PERSONNEL REQUIREMENTS

9.1 Non-Personal Services

This is a non-personal services contract. Contractor personnel are not subject to Government supervision or control beyond the contract's performance requirements. Contractor personnel are accountable solely to the contractor, who in turn is responsible to the Government for contract performance.

9.2 Contractor Personnel Qualifications

All contractor personnel performing on-site work must meet the following minimum qualifications:

Background Checks:

· National Agency Check with Inquiries (NACI) or equivalent background investigation

· Investigation must be current (completed within 5 years)

· No disqualifying criminal convictions

· Cleared against terrorist watch lists Health Requirements:

· Current tuberculosis (TB) test (annual)

· Required vaccinations per VA Medical Center policy

· Health screening documentation provided to COR upon request Training Requirements:

· VA General Orientation (online or in-person)

· HIPAA Privacy and Confidentiality training

· VA facility safety orientation

· Training must be completed within 30 days of assignment to this contract Technical Qualifications (at least one of the following):

· Manufacturer certification for cable television equipment being serviced

· BICSI (Building Industry Consulting Service International) Technician certification or higher

· Minimum 2 years demonstrated experience installing, maintaining, or repairing commercial cable television distribution systems Personnel Roster:

Within 10 calendar days of contract award, contractor shall provide:

· Complete roster of all personnel who may perform on-site work

· For each person: name, date of birth, background check completion date, certifications held, training completion status Personnel Changes:

Contractor shall notify COR within 24 hours of any personnel changes (additions, removals, or changes in assignment).

9.3 Immigration Law Compliance

The contractor shall comply with all provisions of the Immigration and Nationality Act of 1952, as amended, and related regulations enforced by the Department of Homeland Security, Immigration and Customs Enforcement, and the U.S. Department of Labor.

10. QUALITY ASSURANCE

10.1 Government Quality Assurance Surveillance

The COR may perform quality assurance surveillance using any or all the following methods:

· Direct observation of work performance

· Inspection of completed work to verify compliance with PWS requirements

· Review of contractor-submitted reports, documentation, and deliverables

· Customer feedback and satisfaction assessments

· Site visits and facility inspections Surveillance Plan:

The COR shall conduct random quality assurance inspections of at least 10% of completed service calls each month, including:

· Verification that service was restored at reported location

· Review of service report completeness and accuracy

· Customer satisfaction confirmation Acceptable Quality Level (AQL): ≤5% defect rate Increased Surveillance: If defect rate exceeds 10% for two consecutive months, surveillance inspection rate shall increase to 25% until performance improves.

10.2 Unacceptable Performance

Definition:

Unacceptable performance includes, but is not limited to:

· Failure to meet SLA performance standards (below 85% compliance for any severity level for two consecutive quarters)

· Failure to submit required deliverables within 5 business days of due date without approved extension

· Safety violations

· Unauthorized personnel on-site

· Invoice discrepancies >$500 not corrected within 30 days

· Pattern of customer complaints (>10 per quarter on the same recurring issue)

· Failure to maintain required personnel qualifications

· Violation of VA security or safety policies Contract Discrepancy Report (CDR) Process:

When unacceptable performance occurs:

1. COR Notification: COR shall inform contractor and CO in writing (verbal communication acceptable for urgent matters, followed by written documentation)

2. CDR Issuance: For formal documented performance failures, COR shall issue a Contract Discrepancy Report (CDR) to the contractor program manager specifying:

· Description of unacceptable performance

· PWS requirement violated

· Date(s) of occurrence

· Required corrective action

· Timeframe for contractor response

3. Contractor Acknowledgment: Contractor shall acknowledge receipt of CDR in writing within 2 business days

4. Corrective Action Plan: Within 15 business days of CDR issuance, contractor shall submit written corrective action plan including:

· Root cause analysis

· Immediate corrective actions already taken

· Long-term preventive measures to prevent recurrence

· Timeline for full implementation

5. Government Review: COR shall review and approve or reject corrective action plan within 5 business days

6. Cure Period: Contractor shall implement approved corrective actions within agreed timeline

7. Follow-up: COR shall verify implementation and effectiveness of corrective actions Failure to Cure: Failure to submit acceptable corrective action plan or to implement corrective actions within agreed timeline may result in termination for default.

10.3 Re-Performance and Correction

If any services do not conform to PWS requirements, the Government may:

· Require contractor to re-perform the services in conformity with requirements at no increase in contract price

· Require contractors to take necessary corrective action to ensure future performance conforms to requirements at no additional Government cost

· Exercise other remedies available under the contract or applicable law

11. ACRONYMS AND DEFINITIONS

· C&A: Certification and Accreditation

· CDR: Contract Discrepancy Report - Report issued by Government documenting unacceptable performance

· CLIN: Contract Line-Item Number - Distinct unit of work or service

· CO: Contracting Officer - Person with authority to enter into, administer, and terminate contracts

· COR: Contracting Officer's Representative - Individual designated in writing by CO to perform specific technical or administrative oversight functions

· FMS: Facilities Management Service

· HD: High Definition

· IDIQ: Indefinite Delivery, Indefinite Quantity

· NACI: National Agency Check with Inquiries

· NEC: National Electrical Code

· NFPA: National Fire Protection Association

· PMI: Preventive Maintenance Inspection

· POC: Point of Contact

· PWS: Performance Work Statement

· QA: Quality Assurance - Government actions to verify contracted services meet requirements

· SLA: Service Level Agreement

· VA: Department of Veterans Affairs

ATTACHMENTS

The following attachments are incorporated by reference:

· Attachment A: Service Location List (including building numbers, room numbers, and total outlet count)

END OF PERFORMANCE WORK STATEMENT

Sources Sought Notice