36C25726Q0619.docx

SUBJECT*

AUDIO BOOTH Las Cruces CBOC

GENERAL INFORMATION

SET-ASIDE

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs South Texas Veterans HCS 5441 Babcock Rd. STE 302 San Antonio TX 78240

POINT OF CONTACT*

PLACE OF PERFORMANCE

Las Cruces CBOC

675 Ave De Mesilla

Las Cruses NM

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

THIS REQUEST FOR INFORMATION (RFI) IS ISSUED SOLELY FOR INFORMATION AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION.

THE SUBMISSION OF PRICING, CAPABILITIES FOR PLANNING PURPOSES, AND OTHER MARKET INFORMATION IS HIGHLY ENCOURAGED AND ALLOWED UNDER THIS RFI IN ACCORDANCE WITH (IAW) FAR 15.201(e).

DISCLAIMER

This RFI is issued only for information and planning purposes and does not constitute as a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. IAW FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.

SOURCES SOUGHT DESCRIPTION

This is NOT a solicitation announcement. This is a sources sought synopsis only. This synopsis aims to gain knowledge of potential qualified sources and their size classification relative to NAICS 334510 (size standard of 1250 employees). Responses to this synopsis will be used by the Government to make appropriate acquisition decisions. After a review of the responses to this source-sought synopsis, a solicitation announcement may be published. Responses to this sought synopsis are not considered adequate responses for a solicitation announcement.

The Department of Veterans Affairs (VA), VISN 17 Network Contracting Office for the South Texas VAMC at 7400 Merton Minter Rd. San Antonio Texas 78229, is seeking sources that can provide an Audio Sound Booth described in the Statement Of Work or salient characteristics.

The information identified above is intended to be descriptive, not restrictive, and to indicate the quality of the supplies/services will be satisfactory. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the required specifications.

If you are interested and are capable of providing the sought-out supplies/services, please provide the requested information as well as the information indicated below. Response to this notice should include the company name, address, point of contact, and size of business pursuant to the following questions:

(1) Is your business a: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), HUBZone, Woman Owned Small Business (WOSB), Large Business, etc.?

(2) Is your company considered small under the NAICS code identified under this RFI?

(3) Are you the manufacturer or a distributor of the items being researched above?

(4) If you’re a small business and you are an authorized distributor/reseller for the items identified above, do you alter; assemble; or modify; the items requested in any way?

(5) If you do, state how and what is altered; assembled; or modified.

(6) Does your company have FSS GSA/NASA SEWP/NAC or any other federal contract? If so, please provide the contract number.

(7) If you are an FSS GSA/NASA SEWP/NAC or federal contract holder, are the items you are providing information for available on your schedule/contract?

(8) Please submit your capabilities in regard to the salient characteristics being provided and any information pertaining to “equal to items” to establish capabilities for planning purposes.

*** Submissions addressing Section (8) should show clear, compelling, and convincing*** evidence that all “equal to items" meet all the salient characteristics and SOW.

(9) Are the items domestic end products (manufactured in the United States)? As stated in FAR 52.225-1 Buy American—SUPPLIES Responses to this notice shall be submitted via email to Tammy.Wilson5@va.gov. Telephone responses shall not be accepted. Responses must be received no later than 2:00 PM CST. June 17, 2026. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this source sought. Responses to this source’s sought notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation. Please reference 36C25726Q0619.

Sources Sought Notice Sources Sought Notice

STATEMENT OF WORK

Sources Sought Notice

GENERAL: The Department of Veterans Affairs, El Paso VA Health Care System (EPVAHCS), has requirement for an Audio Sound Booth as part of the Las Cruces CBOC expansion.. The Contractor shall provide all labor, material, tools, management, travel, and equipment necessary to supply, install and provide support services to El Paso VA Medical Center in accordance with the specifications of the Statement of Work as stated below:

BACKGROUND: The El Paso VA Health Care System will be expanding its services to the Las Cruces area with a new facility and expanded services to better serve the local veteran community. This new facility requires Audio Sound Booth. The procurement of the items listed below and in this package is required for the activation of the new facility.

SPECIFICATIONS/SALIENT CHARACTERISTICS :

Audiology does frequent hearing tests and requires quiet rooms to do this. Generally, rooms aren’t quiet enough due to people talking in other rooms, car noise outside, etc. Booths are required to be very quiet to let us accurately and consistently test hearing.

The product shall be equal or exceed the below salient characteristics to be considered:

Configuration: Audiometric booths must be one of the following configurations:

d. Electrical Requirements All rooms come equipped with CSA-approved, pre-wired 120-volt recessed internal electrical, which includes both internal and external facing recessed hospital-grade duplex receptacles. Power is supplied via a power cord that can be connected to the customer’s 120-volt source, or the system may be hardwired upon request. For international customers, country-specific electric and cord configurations are available, with a 240-volt option also available.

e. Ventilation Ceiling Integrated Silencer Systems The integrated silenced ventilation system comprises factory-installed exhaust fans and a passive intake airflow, which operates quietly and has low power consumption. Optional vent collars are available for customers who wish to connect their existing HVAC system.

The Contractor shall provide a limited lifetime warranty for all items to include, parts, shipping, and labor, shall be covered by the manufacturer/dealership.

1.1 Software Applications

The Contractor shall provide and update all software applications, as they become available, through usual commercial channels. The Contractor shall make recommendations for application upgrades. “Software” means the application software and license to the Customer by the original software developer. “Customer” means the site of the firm, group, company, or corporation.

1.2 Software Support Services

The Contractor must provide unlimited telephone and email support to Customer inquiries regarding the use and operation of the software. This does not include training in the use of the software, customer modifications, product development, or modification of existing source codes belonging to the Government.

Software fixes, patches, and free software updates must be made available through the duration of the contract.

1.3 Troubleshooting and Repair

Any problems with the system must be isolated and repaired by the Contractor. The Contractor will trouble shoot the hardware, software, and communications equipment to determine the best method of repair. If problems are found, the Contractor shall contact the appropriate and authorized maintenance organization or company and track the trouble call until it is resolved.

1.4 Contractor Responsibilities

During the term of this contract, the Contractor shall provide support at the Customers request and will use its best efforts to provide prompt software support services to the Customer by telephone. The Contractor shall provide telephone support to Customers between the hours of 8:00 am and 5:00 pm mountain time, Monday through Friday, excluding holidays recognized by the VA. The Contractor shall use its best efforts to respond promptly to all inquiries by the customer within one (1) hour of notification that service is required.

2.0 GENERAL INFORMATION

2.1 Hours of Operation

Normal hours of operation are Monday through Friday from 8:00 am to 4:30 pm MST, excluding holidays. All services shall be performed during normal hours of coverage unless requested and approved by the COR. Due to the nature of the project, the Contractor understands that a portion of the work will be performed in occupied areas. Therefore, work shall be performed in strict accordance with the Conformance Standards and OSHA regulations. Contractor shall perform work in a professional manner and shall minimize the disruption of normal operations of the facility including the occupied patient and staff areas.

Federal Holidays observed by the VAMC are:

New Year's Day Labor Day Memorial Day Thanksgiving Day Christmas Day Juneteenth

M L King's Birthday Columbus Day President's Day Veterans Day Independence Day

Also included would be any other day specifically declared by the President of the United States to be a National Holiday.

When a holiday falls on a Sunday, the following Monday shall be observed as a legal holiday by U.S. Government agencies. When a holiday falls on a Saturday, the preceding Friday shall be observed as a legal holiday.

3.0 Facility Point of Contact

4.0 Security requirements

The Contractor’s employees must wear visible identification and company uniforms, approved by the COR, at all times while on the premises of the VAMC. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section or the COR. The VAMC will not invalidate or make reimbursement for any parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the VAMC. Possession of weapons is prohibited. Enclosed containers, including tool kits, must be subject to a search. Violations of VA regulations may result in citations answerable in the United States (Federal) District court, not a local district, state, or municipal court.

5.0 Information systems officer, information protection:

The contractor shall not have access to VA Desktop computers, nor shall they have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units shall remain in VA control and shall not be removed from VA custody.

6.0 Privacy Officer:

The contractor shall not have access to Patient Health Information (PHI) nor shall they have the capability of accessing patient information during the services provided to the VA.

7.0 NARA Records Management Language for Contracts

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. El Paso Veteran Affairs Health Care System (EPVAHCS) and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of EPVAHCS or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701.

In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to EPVAHCS. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to EPVAHCS control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and EPVAHCS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with EPVAHCS policy.

8. The Contractor shall not create or maintain any records containing any non-public EPVAHCS information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The EPVAHCS owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which EPVAHCS shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training, Talent Management System (TMS) Item #10176, Privacy and Information Security, Rules of Behavior. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.