P02 Open Market SAM RFI Sources Sought.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* Overhead Door Alarm replacement

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 30329

SOLICITATION NUMBER* 36C24725Q0658

RESPONSE DATE/TIME/ZONE 05-27-2025 12PM EASTERN TIME, NEW YORK,

USA

ARCHIVE 8 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE SBA

PRODUCT SERVICE CODE* J059

NAICS CODE* 561621

CONTRACTING OFFICE ADDRESS DEPARTMENT OF VETERANS AFFAIRS

VETERANS HEALTH ADMINISTRATION

Network Contracting Office (NCO) 7

2957 CLAIRMONT ROAD NE, Suite 1200

Atlanta GA 30329

POINT OF CONTACT*

Contract Specilaist

Jessica Cummings

Jessica.Cummings3@.va.gov

(803) 776-4000 x7801

PLACE OF PERFORMANCE

ADDRESS Department of Veteran Affairs

Atlanta VA Medical Center

1670 Clairmont Rd

Decatur GA

POSTAL CODE 30033

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov/

URL DESCRIPTION https://www.va.gov/

AGENCY CONTACT’S EMAIL ADDRESS Jessica.Cummings3@va.gov

EMAIL DESCRIPTION Jessica.Cummings3@va.gov

DESCRIPTION

This is a Sources Sought to conduct market research to determine the availability of Small Business vendors only TECHNICAL capable of providing the requirement for removal and replacement of the overdoor alarm and the rest of the anti-ligature system. Please see attached Statement of work for details. This requirement is a one-time service for overhead door alarm replacement on behalf of the Atlanta VA Medical Center located in Decatur, Georgia. The sources sought does not guarantee the issuance of an RFQ. If you have the availability to provide the requirement, please respond to the sources sought with a capabilities statement.

The sources sought is issued solely for information and planning purposes. It does not commit the Government to contract for any supply or service whatsoever. The VA is not, at this time, seeking proposals and will not accept unsolicited proposals. Responders are advised that the U.S. Government will not pay for any information or administrative costs incurred in response to the sources sought; all costs associated with responding to the sources sought will be solely at the interested vendor’s expense. Not responding to the sources sought does not preclude participation in any future RFQ, if any is issued. Any information submitted by respondents to this RFI is strictly voluntary. All submissions become Government property and will not be returned.

Please note that requirements defined to date may change before a final solicitation is released.

Sources Sought requirements are as follows: 1. Please acknowledge if your company is an authorized provider of the of these services. 2. Submit responses and related information via email to Jessica.Cummings3@va.gov by 12:00 PM EST, May 27, 2025.

Proprietary/Confidential material shall be clearly marked on every page that contains such. Include the name, phone number, and email address of the lead from your organization. VA reserves the right not to respond to any or all emails or materials submitted. 3. Provide Past Performance (if applicable)

DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with 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.

STATEMENT OF WORK

For Replacement of

Anti-Ligature Doors with Sensors

1. REQUIREMENT:

This requirement for a one-time service for the removal and replacement of the overdoor alarm and the rest of the anti-ligature system on the mental health floor at the Atlanta VA Medical Center located in Atlanta, Georgia.

2. BACKGROUND:

The Mental Health Floor is challenged with maintaining a delicate balance of patient safety and security.

3. PERIOD OF PERFORMANCE:

Period of performance is based upon award date and shall not exceed nighty (180) days to complete all items listed under ‘Performance Requirements’. Work must be done with least impact to the staff and patients. A proposed schedule will be developed by the contractor and approved by the government to have the least impact to the staff and patients.

Work shall be performed during the hours of 7:00 a.m. through 7:00 p.m. from Monday through Friday. Excluding weekends and all federal holidays. At this time no overtime is authorized.

Overtime may be granted upon approval of the Contracting Officer Representative (COR) prior to the commencement of service performance.

4. PLACE OF PERFORMANCE:

Atlanta VA Medical Center

1670 Clairmont Rd

Decatur, GA 30033

5. PERFORMANCE REQUIREMENTS:

The Contractor shall provide all materials, tools, labor, and supervision necessary to install a Top Door Alarm system in the Acute Inpatient Mental Health unit at the Atlanta VA Medical Center, 1670 Clairmont Rd. Decatur, GA 30033.

The contractor shall supply and install twenty-five (25) Top Door Alarm door alarms on the corridor doors to each patient room within the Inpatient Mental Health unit. These alarms shall be the photoelectric beam detection type manufactured by Top Door Alarm (Door Controls USA, Inc.) to detect presence of potential ligature activity before pressure is applied to the door.

Contractor will be responsible for a completely functioning and commissioned system. The project location is an active mental health unit and must be treated as such. Contractor will need to assume that only one door will be able to be retrofitted at a time. Census is typically high in this unit and contractor will need to complete an installation before moving on to the next.

The twenty-five (25) door systems will each consist of, but shall not be limited to:

Materials:

• Per door to include:

o 25 each – electrified center pivot hinge

• Per room to include:

o 25 each – top beam only entry door kits; VA will provide and install required cylinder and core

• Per system to include:

o 1 each – master j-box, local display/interface panel and hallway siren o 2 each – multi-door hubs o 1 each – remote touch screen interface panel

• Labor:

o Installation of materials listed above.

o Up to 8 hours of Top Door Alarm certified support for staff training.

5.1: Delivery Schedule

The vendor shall submit a schedule for all of the ‘Performance Requirements’. Which shall not exceed 120 days from award date.

EMERGENCY CALL IN REQUIREMENT:

The Contractor shall provide a telephonic method for the facility to call in emergency work orders for the system during any failures.

Upon notification of failures the Contractor shall have a qualified technician at the facility within two (2) hours to conduct necessary repairs or support until total acceptance from the government..

CHECK-IN REQUIREMENTS:

Contractor and all Contractor’s Service Personnel shall check in and out with Engineering prior to performing and upon completion of all required service. This information is required to contact mechanics in case of an emergency during regular hours. At the time of check-in, contracting personnel must establish a person who will be responsible for the safety and well-being of their contractors, VA staff, and VA customers.

SAFETY REQUIREMENTS:

Contractor shall ensure all tools and equipment are secured at all times.

• Tools and equipment must be removed from open areas or stored in secured location during breaks, lunch, and/or at the end of each workday.

• All debris must be removed from the facility upon completion of service each day.

• Contractor shall ensure proper signage, barriers, and/or blockage of service area is provided where applicable, especially at hoist way doors and clearly visible to ensure patient/employee safety is adhered to.

• Immediate attention will be given to any safety concerns or issues.

Smoking is not permitted in the Atlanta Medical VA at any time.

6. INVOICES:

a. Payment will be made upon receipt of a properly prepared detailed invoice, prepared by the Contractor and submitted through Tungsten Network (formerly known as OB10) https://www.tungsten-network.com/. A properly prepared invoice shall contain:

Invoice Number and Date Contractor’s Name and Address Accurate Purchase Order Number Supply or Service provided Period Supply or Service Provided Total Amount Due

b. Please begin submitting your electronic invoices through the Tungsten Network for payment processing, free of charge.

c. If you have questions about the e-invoicing program or Tungsten Network, contact information is as follows:

• Tungsten e-Invoice Setup Information: 1-877-489-6135

• Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

• FSC e-Invoice Contact Information: 1-877-353-9791

• FSC e-invoice email: vafsccshd@va.gov

d. Web Address: HTTP://WWW.FSC.VA.GOV/EINVOICE.ASP

7. TERMINATION FOR CONVENIENCE:

https://www.tungsten-network.com/ mailto:VA.Registration@Tungsten-Network.com http://vafsccshd@va.gov http://www.fsc.va.gov/EINVOICE.ASP

In accordance with FAR 52.212-4 (l) The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience.

8. RECORDS MANAGEMENT LANGUAGE FOR CONTRACTS:

The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:

a. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

b. Contractor shall treat all deliverables under the contract as the property of the U.S.

Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

c. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

d. 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 by the Freedom of Information Act.

e. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

f. The Government Agency owns the rights to all data/records produced as part of this contract.

g. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

h. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

i. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its Contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

8. RECORDS MANAGEMENT LANGUAGE FOR CONTRACTS: