36C25526Q0471_Sources Sought.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway CO: Greg McMillan Sr.

Leavenworth KS 66048

POINT OF CONTACT*

Contracting Officer Greg McMillan Sr.

Gregory.McMillan@va.gov 913-758-9919

PLACE OF PERFORMANCE

ROLLA CBOC

Attn: Britney Sevy

13063 Old Wire Rd

Rolla MO

ADDITIONAL INFORMATION

DESCRIPTION

SCOPE OF WORK

1.0 Introduction

This Statement of Work (SOW) defines the requirements of the Harry S Truman VA Medical Center - Multi-Specialty CBOC (Rolla) in establishing a fixed-price order for weapons storage system.

1.1 Background

The Harry S. Truman VA Medical Center – Multi‑Specialty CBOC (Rolla) requires a weapons storage system to outfit the new facility and support VA operations.

Project contacts include:

Contracting Officer Representative (COR):

Britney Sevy P:573-673-1372 E: Britney.Sevy2@va.gov

Activations Project Manager (PM):

Connie Heyer P: 912-585-8207 E: connie.heyer@goenergistics.com

1.2 Scope

The scope of this purchase order is to provide Harry S Truman VA Medical Center - Multi-Specialty CBOC (Rolla) with the products outlined for delivery to the Harry S Truman VA Medical Center - Multi-Specialty CBOC (Rolla) location.

The Contractor shall furnish all labor, equipment, materials, and services necessary to fulfill the requirements of this SOW

Initial delivery will be to an off‑site warehouse, the location is provided in section 4.0.

The warehouse will be available June 1st, 2026 – May 31st, 2027. Initial Outfitting Transition and Activation team will be responsible for delivery to Rolla Super CBOC with estimated delivery dates are November 2nd, 2026 – January 8th, 2027. Specific installation dates will be defined upon award but will be expected between December 21st, 2026 – January 30th, 2026.

The delivery schedule is based upon the current construction schedule, which is subject to change. Construction-related schedule changes shall not result in price increases. Any modifications will be handled in accordance with the applicable Changes clause.

The awardee’s actual delivery dates to the warehouse will be confirmed by VA upon award.

The Contractor shall provide services and support at the locations identified in this Scope of Work. The Government reserves the right to add, remove, or modify locations and facilities as mission requirements evolve across the current and future operational footprint. The Contractor shall accommodate these changes within the scope of the contract without disruption to services. Any adjustments to pricing, schedule, or resources resulting from such changes shall be addressed through the appropriate contractual modification process in accordance with the applicable Changes clause

2.0 General Requirement

All equipment shall be new, current‑production models from a manufacturer of record.

All products shall meet or exceed the specifications in this SOW.

A manufacturer of record is defined as a company that: (a) maintains an active production line; (b) maintains replacement parts inventory; (c) maintains engineering drawings, operating manuals, and maintenance manuals; and (d) publishes descriptive literature and product specifications.

All equipment and services shall comply with the Memorandum dated March 6, 2025, titled ‘Electronic Health Record Modernization Standardization’ (VIEWS 12862405).

The Contractor shall meet all scheduled delivery and installation milestones as coordinated with the VA Activations Team.

Any extensions to the period of performance must be approved in writing by the Contracting Officer.

Contractor work is dependent upon facility construction progress; delays will be communicated by the VA POC

Requirements:

Specifications:

1. Weapon Storage System

a. One (1) weapons storage system with 25 total compartments.

b. Range of 10 compartment sizes and 3 system height options available

c. The system shall provide 24/7 controlled access for authorized users only.

d. Full audit trail of users and equipment transactions

e. 7" capacitive touch screen for accurate input

f. Easy access via a wide range of identification methods

g. System shall support full stand alone operation without reliance on contractors network resources.

h. System shall have a USB port for importing and exporting of reports via flash drive

i. System shall provide automatic data back up to a removable SD card or equivalent removable storage media.

j. System shall provide operational network connectivity and management capabilities when connected to an authorized network environment.

k. System shall support centralized administration and reporting capabilities

l. System shall provide browser-based remote administration capabilities when network connectivity is enabled.

m. System shall be capable of integrating with existing access control systems and other authorized third-party systems to provide centralized control and visibility, if required.

n. 3 compartment system:

i. Compartment 1 shall consist of 20 handgun space - 4 rows with 5 across

ii. Compartment 2 shall consist of 4 spaces for semiautomatic submachine gun.

iii. Compartment 3 shall consist of 1 place for shotgun.

o. All compartments shall include Radio Frequency Identification (RFID) readers and foam inserts.

p. Material data

i. Cabinet material: Corrosion resistant, durable steel

ii. Color: Standard frames are RAL7021 (black grey) and doors RAL9003 (signal white).

iii. Door material: Perforated metal, solid metal or clear polycarbonate

q. Electrical data

i. Power supply: Input: 100-240V AC; Output: 15V DC

ii. Battery backup: DC12V 7Ah

iii. Power supply rating (without charging): 35W (max) with or without RFID

iv. Power supply rating (with charging): As above plus electrical load required after final configuration

v. All electrical connections shall comply with NEC and VA safety standards

r. Environmental data

i. Operating temp: Ambient, for indoor use only (-5°C to +40°C / +23°F to +104°F at 95% non-condensing relative humidity)

s. Installation data

i. Mounting: Not suitable for freestanding applications.

ii. The Contractor shall ensure installation onto a structurally sound load‑bearing wall meeting manufacturer requirements

t. Network & connectivity data

i. Communications: Ethernet (AES-256 encryption)

ii. Reader interface options: Clock/data, Wiegand, Serial (RS232/ TTL) PIN only, OSDP Readers (RS485) with or without Encryption

iii. Alarm interface: x3 2A/30V DC max. rated relay contacts for connecting to alarms, access control systems, CCTV, etc.

iv. System shall include a Personal Identity Verification (PIV) ‑compatible reader

u. Performance Standards

i. The weapon storage system shall be fully operational upon installation and acceptance. During the warranty period, the Contractor shall repair any failure that renders the system inoperable in accordance with the warranty requirements specified in Section 7.0.

ii. The system shall accurately record user access events, compartment access events, administrative actions, and transaction history. Audit records shall include the date and time of the event and the user credential utilized. During acceptance testing, the Government shall verify that all test transactions are accurately captured in the audit log.

iii. The system shall grant or deny access within three (3) seconds of successful credential presentation under normal operating conditions. Compliance shall be verified during acceptance testing.

iv. The system shall successfully perform manual and automatic backup functions as specified by the manufacturer. Backup functionality shall be demonstrated during acceptance testing.

v. The system shall successfully generate and export audit reports through available system interfaces, including USB export capability, as specified by the manufacturer.

3.0 Work Hours:

Normal business hours are 8:00AM to 4:30PM Monday through Friday excluding Federal Holidays. Work completed outside this time shall be requested through the VA Point of Contact (POC).

The Government recognized US holidays are: New Year's Day, Martin Luther King, Jr. Day, Presidents Day, Juneteenth, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. If the holiday falls on Sunday, it is observed the following Monday.

4.0 Delivery and Receiving:

Delivery of the items is anticipated to occur at an off‑site warehouse.

The VA POC will provide the final delivery location after contract award.

The Contractor shall coordinate all deliveries in advance with the VA Activations POC (see Section 1.1 for contact information)

Deliveries not coordinated in advance may be refused, and any associated costs shall be the responsibility of the Contractor.

Delivery terms shall be FOB Destination Delivery Address:

Harry S Truman VA Medical Center - Multi-Specialty CBOC (Rolla)

Installation Address:

Harry S Truman VA Medical Center - Multi-Specialty CBOC (Rolla) 13063 Old Wire Rd Rolla, MO 65401-000

Contractor Delivery paperwork requirements:

Contractors must provide packing slips containing a line‑by‑line inventory, including item descriptions and serial numbers, to enable entry into the VA property system upon delivery to the site or warehouse.

5.0 Period of Performance:

The period of performance (PoP) is November 2, 2026 through January 31, 2027. This period allows the Contractor sufficient time to deliver and install the product at all designated locations after award.

6.0 Installation

The contractor shall be responsible for the installation, performance verification and validation of the equipment in coordination with a VA Activations Team member, who will perform final acceptance.

All products shall be fully manufactured in accordance with the specifications and delivered to the designated locations defined in Section 4.0.

White‑glove installation shall be provided for all products under this contract, including delivery to final location, unpacking, debris removal, and placement in accordance with manufacturer instructions.

Protection of Existing Structures, Equipment, Utilities, and Improvements:

0. The Contractor shall preserve and protect all structures and equipment on or adjacent to the work site. The contractor shall replace at his own expense damage to such items to the satisfaction of the Contracting Officer.

0. Contractor shall take all measures and provide all materials necessary for protecting and preserving existing equipment and property in affected areas of installation against dust, debris, and physical damage, so that equipment and affected areas to be used in clinical operations will not be hindered.

The Government reserves the right to inspect all equipment, materials, installation activities, documentation, and services provided under this contract to verify compliance with the requirements of this Statement of Work.

The Contractor shall promptly correct, repair, replace, or re-perform any work, equipment, materials, or services determined by the Government to be nonconforming with contract requirements at no additional cost to the Government.

The Government will accept the system after verification of installation, functionality, compartment operation, RFID operation, PIV functionality, audit logging, and successful operational testing. Written test results shall be provided to the Government.

The Government will accept the system after verifying that installation, configuration, and functionality meet all specifications in Section 2.0.

Contractor personnel shall comply with all VA safety, security, and infection-control requirements during installation.

The Contractor shall install the equipment in accordance with manufacturer specifications and VA facility requirements.

The Contractor shall ensure mounting surfaces meet required load‑bearing capacity before installation.

The Contractor shall perform operational testing of the weapon storage system upon installation, including all electronic, mechanical, network‑capable, and security features.

The Contractor shall provide written verification of successful installation and testing to the VA Activations Team.

The Contractor shall remove all packing materials from the site and leave all areas clean and free of debris.

7.0 Warranty and Support:

The contractor shall provide a manufacturer’s two-year free - replacement warranty covering defects and normal wear‑and‑tear, including free return shipping, beginning on the date of delivery.

The Contractor shall provide all parts, labor, and materials required to perform warranty repairs at no additional cost to the Government.

The Contractor shall respond to warranty service requests within two (2) business days of Government notification.

Repairs shall be completed within ten (10) business days unless otherwise approved by the Contracting Officer.

If the system must be removed for repair, the Contractor shall provide prepaid shipping both ways and shall notify the VA prior to removal.

The Contractor shall provide a point of contact for warranty claims, including email and telephone number.

The warranty shall remain valid regardless of whether the equipment is operated in stand‑alone or network‑enabled mode.

8.0 Use of Premises

If work under this contract is performed on the Harry S. Truman VA Medical Center – Multi‑Specialty CBOC (Rolla) premises, the Contractor shall perform all work in a manner that minimizes interference with VA operations and with other contractors on site.

The Contractor shall coordinate with the VA POC regarding any required interaction with the General Construction (GC) contractor before and during delivery and installation

The project site may be an active construction zone during delivery and installation. The Contractor shall take all necessary precautions to protect personnel, property, and the premises from damage or injury. The Contractor shall be responsible for ensuring the safety of its employees, subcontractors, agents, licensees, and permittees. The Contractor shall comply with all safety requirements established by the General Contractor, including but not limited to the use of hard hats, safety vests, and other required PPE.

Contractor personnel shall comply with all VA security, access control, and badging requirements while on site.

Contractor personnel shall be escorted in restricted areas unless otherwise authorized by the VA POC.

The Contractor shall comply with all infection control, dust mitigation, noise control, and safety requirements applicable to active healthcare or construction environments.

All Contractor personnel shall wear appropriate PPE as required by the facility or the General Contractor.

The Contractor shall ensure that tools, materials, and equipment are secured at all times and do not obstruct egress routes.

9.0 GOVERNMENT AND CONTRACTOR RESPONSIBILITIES

The Government shall provide the Contractor with all Government‑furnished documents required to perform the work The Contractor shall request any additional VA documentation needed to perform the work directly from the COR. The Contractor shall obtain any additional industry references, standards, and publications necessary to perform the work.

The Contractor shall maintain regular communication with the Program Office and the COR and shall participate in work‑in‑progress reviews as requested. Progress reports shall be submitted electronically to the COR, with a courtesy copy to the Activations Project Manager (PM).

The Contractor assumes full responsibility for delivery of all goods and shall perform all duties and obligations associated with the prime contractor.

The Contractor is responsible for the actions and performance of all subcontractors and shall ensure they comply with all applicable requirements of this contract.

The Contractor shall deliver all goods to the locations identified in Section 4.0, Delivery Requirements.

The Government shall provide access to the facility during normal business hours or as otherwise coordinated with the COR.

The Government shall ensure the Contractor has access to required loading docks, staging areas, and installation spaces. No Government-Furnished Equipment (GFE) is anticipated.

The Contractor shall notify the COR and Activations PM at least 48 hours prior to any on‑site work.

The Contractor shall ensure all subcontractors comply with VA and facility‑specific requirements.

The Contractor shall immediately report any schedule risks or delays to the COR.

SOURCES SOUGHT – CONTRACTOR INFORMATION FORM

for

NETWORK CONTRACTING OFFICE 15

Use this form to provide contractor’s general information. Please limit response to one page. The box at the bottom of this form may be used to clarify any requested information.

1. Contractor Information:

2. Type of Business: (check all that apply)

4. CAPABILITIES STATEMENT:

See attached document: SOURCES SOUGHT_CONTRACTOR FORM 02.

See attached document: SOURCES SOUGHT_CONTRACTOR FORM_Fillable.

Sources Sought Notice