P11. Sources Sought Notice - 36C25626Q0934.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* Emergency Management Mass Notification System

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 77056-5643

SOLICITATION NUMBER* 36C25626Q0934

RESPONSE DATE/TIME/ZONE 06-23-2026 12:00 PM CENTRAL TIME,

CHICAGO, USA

ARCHIVE 60 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

PRODUCT SERVICE CODE* N063

NAICS CODE* 561621

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office 16

5075 Westheimer Road, Suite 750

Houston TX 77056-5643

POINT OF CONTACT*

Contracting Officer

Caleb Parker

Caleb.Parker@va.gov

PLACE OF PERFORMANCE

ADDRESS Fayetteville VA Medical Center

1100 North College Avenue

Fayetteville, AR 72703-1944

DESCRIPTION

THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The purpose of this Sources Sought Notice is for market research to obtain information regarding the availability and capability of all qualified sources to perform or provide a potential requirement. The responses received from interested vendor will assist the Government in determining the appropriate acquisition method.

The Department of Veterans Affairs (VA), Network Contracting Office 16 (NCO 16) is seeking to identify potential qualified vendors capable of providing the requirement. This requirement is for the Fayetteville VA Medical Center located at 1100 North College Avenue Fayetteville, AR 72703-1944

The North American Industry Classification Code (NAICS) is 561621 (Security Systems Services (except Locksmiths)), and PSC code N063 (Installation Of Equipment- Alarm, Signal, and Security Detection Systems), with a size standard of $25.0 Million.

REQUESTED RESPONSES:

All responsible vendors and interested parties please respond to this source sought announcement if you can fulfill the requirements. Responses to this source sought shall include the following information:

1. Your company name, address, contact person name, phone number, fax number, e-mail address(s), UEI number, number of employees, and company website if available.

2. If you are an GSA/FSS contract holder are the referenced services available on your schedule/contract? Provide your company GSA/FSS contract number and contract expiration date, if applicable.

3. If you are a NASA SEWP V contract holder are the referenced services available on your schedule/contract? Provide your company NASA SEWP V contract number, contract group, and contract expiration date, if applicable.

4. Is your company a contract holder on any other federal contract? If so, please provide the contract number.

5. Socio-economic status of business such as but not limited to (Service-Disabled Veteran Owned Small Businesses (SDVOSB) or Veteran Owned Small Businesses (VOSB) SDVOSB/VOSB, 8(a), HUB Zone, Women Owned Small Business, Small disadvantaged business, or Small Business HUB Zone business, Large Business, etc.).

6. Is your company considered small under the NAICS code identified in this source sought announcement?

7. Is your company a service provider for the services being offered? If so, can you provide documentation confirming authorization to provide the referenced services being offered per the Statement of Work?

8. If your company is a large business, do you have any designated distributors? If so, please provide their company name, telephone, point of contact and size status (if available).

9. Vendors are requested to submit estimated market research pricing with their responses. The estimated pricing will be considered when determining the procurement strategy for the future solicitation. (e.g., if Contracting Officer determines that capable small businesses cannot provide fair and reasonable pricing, then the solicitation will not be set-aside).

Please note that if incomplete responses are received. Lack of documentation proving your business can conduct the services being offered or all questions not being answered within this notice (certificates, licenses, etc.) your response will not be taken into consideration.

CONTACT INFORMATION AND RESPONSE DUE DATE:

Please email all responses to caleb.parker@va.gov. Please respond to this source sought notice no later than 06-23-2026, 2:00 PM Central.

DISCLAIMER: This source sought is issued solely for informational and planning purposes and does not constitute a solicitation. Responses to this notice are not offers and cannot be accepted by the Department of Veterans Affairs to form a binding contract. Respondents are solely responsible for all expenses associated with responding to this source sought notice.

Statement of Work (SOW) Emergency Management Mass Notification System

VA of the Ozarks (Fayetteville, AR)

1. Purpose This Statement of Work (SOW) defines the requirements for procurement, installation, configuration, commissioning, testing, and support of a Mass Notification System (MNS) for the VA of the Ozarks. The system must integrate seamlessly with the existing emergency communication environment, including current radio systems, IP-network infrastructure, VoIP components, and desktop alerting capabilities.

A sole-source procurement is requested based on the need for compatibility, standardization, continuity of operations, and interoperability with currently deployed VA alerting components.

2. Scope of Work The Contractor shall furnish all labor, materials, tools, equipment, supervision, transportation, engineering, installation, commissioning, documentation, and training required to deliver a fully operational Mass Notification System meeting all salient characteristics listed herein. All furnished equipment and services must be fully compatible with and interoperable with the VA’s existing emergency communication framework and must preserve operational continuity without requiring system redesign, replacement, or reprogramming of existing assets.

3. Salient Characteristics To ensure continuity of operations and full compatibility with installed VA communication systems, the MNS must meet the following minimum essential performance requirements. These characteristics are mandatory to ensure interoperability with the existing VA alerting backend, VoIP environment, radio infrastructure, and operator workflows.

The required system must include components with the following capabilities:

1. High-power outdoor speaker arrays capable of delivering intelligible emergency audio over large outdoor areas with minimum 300W and 600W output options to match existing system coverage patterns.

2. A centralized communication control unit capable of integrating with the VA’s current notification backend and supporting activation of all speaker arrays, radios, and IP-connected endpoints.

3. DC backup battery systems in both standard and high-capacity versions to ensure uninterrupted emergency operation during VA-required outage durations.

4. Seismic-rated roof-mount hardware compatible with existing VA-approved building structures and installation standards.

5. IP-based communication interfaces supporting digital radio and VA-standard network communication protocols.

6. Radio interfaces fully compatible with existing UHF/VHF Motorola analog systems currently deployed on VA campuses.

7. UHF antenna solution compatible with the MNS radio subsystem and able to interface with existing VA radio frequencies.

8. Coaxial cabling and connectors required to ensure proper signal transmission within the VA’s existing RF and MNS architecture.

9. Licensing required for radio frequency operation in accordance with FCC rules and operational mandates for VA facilities.

10. Operator console with live-voice paging capability that integrates with the existing VA activation workflow without requiring changes to operator procedures.

11. Implementation services including system programming, integration with the VA network and VoIP environment, commissioning, testing, and validation.

12. Start-up, acceptance testing, and quality control verification performed in accordance with VA standards and existing system performance baselines.

13. Travel, lodging, and per-diem required to complete installation, commissioning, and training.

14. Installation services adequate for HP speaker array configurations ranging from 300W to 2400W to align with the VA’s established deployment model.

15. Licensing and support services providing updates, troubleshooting, and operational continuity.

16. Preventive maintenance program consistent with the VA’s existing maintenance interval and component replacement standards.

17. Spare parts kit ensuring rapid replacement of mission-critical components to maintain uptime requirements.

18. Integration services compatible with Cisco-based VoIP infrastructure currently in use at VA facilities.

19. Desktop alerting licensing suitable for mass workstation-based notification within the VA’s domain environment.

These characteristics represent the minimum essential requirements needed to maintain compatibility with existing VA infrastructure and operational protocols. Substitution of equipment lacking these capabilities would cause unacceptable degradation, incompatibility, or operational risk.

4. Deliverables The Contractor shall provide:

• All hardware, software, and components meeting the salient characteristics

• Mounts, cabling, radios, antennas, power systems, and supporting materials

• Installation, programming, commissioning, and system validation

• Documentation including cut sheets, as-builts, configuration files, and test reports

• User and administrator training

• Warranty and support documentation

5. Project Schedule

• Kickoff within 10 business days of award

• Installation completed within approximately 4–6 weeks based on site access

• System validation, acceptance testing, and Government approval to follow installation

6. Roles and Responsibilities Contractor shall:

• Provide all labor, materials, and expertise needed for installation and commissioning

• Ensure compatibility with existing VA systems and communication infrastructure

• Provide documentation, training, warranty, and support services

Government shall:

• Provide access, escorts, approvals, and utility/network availability

• Assist with coordination of system interfaces and site requirements

7. Warranty and Support All equipment shall include manufacturer warranties. The Contractor shall furnish support services in alignment with the awarded maintenance and licensing agreements, including technical support, software updates, and preventive maintenance.

8. Assumptions and Exclusions

• Structural modifications, electrical upgrades, trenching, and conduit installation are excluded unless otherwise specified

• Government ensures utilities and network availability before installation

• Additional requirements discovered during site survey and outside the scope of this SOW will be addressed via contract modification

10. Records Management: Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

1. “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

a) The term Federal record:

(1) Includes U.S. Department of Veterans Affairs (VA) records.

(2) does not include personal materials.

(3) applies to records created, received, or maintained by Contractors pursuant to their VA contract.

(4) may include deliverables and documentation associated with deliverables.

2. 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.

3. 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.

4. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created while 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.

5. VA 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 VA 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 VA. The agency must report promptly to NARA in accordance with 36 CFR 1230.

6. 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. 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 VA 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.

Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

7. 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

[Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

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

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

10. 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.

11. The VA 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 VA 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.

12. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this contract, and require written subcontractor acknowledgment of same.

13. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

m. Any data destruction done on behalf of VA by a contractor shall be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management, VA Handbook 6300.1, Records Management Procedures, and applicable VA Records Control Schedules.

n. The contractor shall provide its plan for destruction of all VA data in its possession according to VA Directive 6500 and NIST 800-88, Guidelines for Media Sanitization prior to termination or completion of this contract. If directed by the COR/CO, the contractor shall return all Federal Records to VA for disposition.

o. Any media, such as paper, magnetic tape, magnetic disks, solid state devices or optical discs that is used to store, process, or access VA information that cannot be destroyed shall be returned to VA.The contractor shall hold the appropriate material until otherwise directed by the Contracting Officer’s Representative (COR) or CO. Items shall be returned securely via VA-approved methods. VA sensitive information must be transmitted utilizing VA-approved encryption tools which are validated under FIPS 140-2 (or its successor) and NIST 800-52. If mailed, the contractor shall send via a trackable method (USPS, UPS, FedEx, etc.) and immediately provide the COR/CO with the tracking information. Self-certification by the contractor that the data destruction requirements above have been met shall be sent to the COR/CO within 30 business days of termination of the contract.

p. All electronic storage media (hard drives, optical disks, CDs, back-up tapes, etc.) used to store, process or access VA information will not be returned to the contractor at the end of lease, loan, or trade-in. Exceptions to this paragraph will only be granted with the written approval of the VA CO.

3. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS. This section applies when any person requires access to information made available to the contractor by VA for the performance or administration of this contract or information developed by the contractor in performance or administration of the contract.

a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees and subcontractors only to the extent necessary to perform the services specified in the solicitation or contract. This includes indirect entities, both affiliate of contractor/subcontractor and agent of contractor/subcontractor.

b. Contractors and subcontractors shall sign the VA Information Security Rule of Behavior (ROB) before access is provided to VA information and information systems (see Section 4, Training, below). The ROB contains the minimum user compliance requirements and does not supersede any policies of VA facilities or other agency components which provide higher levels of protection to VA’s information or information systems. Users who require privileged access shall complete the VA elevated privilege access request processes before privileged access is granted.

c. All contractors and subcontractors working with VA information are subject to the same security investigative and clearance 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 of Human Resources and Administration/Operations, Security and Preparedness (HRA/OSP) is responsible for these policies and procedures. Contract personnel who require access to classified information or information systems shall have an appropriate security clearance. Verification of a Security Clearance shall be processed through the Special Security Officer located in HRA/OSP.

Contractors shall conform to all requirements stated in the National Industrial Security Program Operating Manual (NISPOM).

d. All contractors and subcontractors shall comply with conditions specified in VAAR 852.204- 71(d); Contractor operations required to be in United States. All contractors and subcontractors working with VA information must be permanently located within a jurisdiction subject to the law of the United States or its Territories to the maximum extent feasible. If services are proposed to be performed abroad the contractor must state where all non-U.S. services are provided. The contractor shall deliver to VA a detailed plan specifically addressing communications, personnel control, data protection and potential legal issues. The plan shall be approved by the COR/CO in writing prior to access being granted.

e. The contractor shall notify the COR/CO in writing immediately (no later than 24 hours) after personnel separation or occurrence of other causes. Causes may include the following: (1) Contractor/subcontractor personnel no longer has a need for access to VA information or VA information systems.

(2) Contractor/subcontractor personnel are terminated, suspended, or otherwise has their work on a VA project discontinued for any reason.

(3) Contractor believes their own personnel or subcontractor personnel may pose a threat to their company’s working environment or to any company-owned property. This includes contractor-owned assets, buildings, confidential data, customers, employees, networks, systems, trade secrets and/or VA data.

(4) Any previously undisclosed changes to contractor/subcontractor background history are brought to light, including but not limited to changes to background investigation or employee record.

(5) Contractor/subcontractor personnel have their authorization to work in the United States revoked.

(6) Agreement by which contractor provides products and services to VA has either been fulfilled or terminated, such that VA can cut off electronic and/or physical access for contractor personnel.

f. In such cases of contract fulfillment, termination, or other causes; the contractor shall take the necessary measures to immediately revoke access to VA network, property, information, and information systems (logical and physical) by contractor/subcontractor personnel. These measures include (but are not limited to): removing and then securing Personal Identity Verification (PIV) badges and PIV – Interoperable (PIV-I) access badges, VA-issued photo badges, credentials for VA facilities and devices, VA-issued laptops, and authentication tokens.

Contractors shall notify the appropriate VA COR/CO immediately to initiate access removal.

g. Contractors/subcontractors who no longer require VA accesses will return VA-issued property to VA. This property includes (but is not limited to): documents, electronic equipment, keys, and parking passes. PIV and PIV-I access badges shall be returned to the nearest VA PIV Badge Issuance Office. Once they have had access to VA information, information systems, networks and VA property in their possessions removed, contractors shall notify the appropriate VA

COR/CO.

11. Site Visit:

The Vendor is required to conduct a site visit prior to task to be completed, all site visits must be pre-coordinated and prescheduled with the contracting officer. Unannounced site visits will not be honored. The federal Government will not incur any costs associated with site visits.

Coordination. The Emergency Management & Engineering | Bio-Medical | Electronic Shop will service as the focal point and point of contact (POC) for this contract. Personnel can be reached at the Local VAMC Emergency Manager who is the POC for this Evolution. This work will be accomplished during normal duty hours, Monday-Friday 07:00AM-3:30PM. Contact must be made with the Contracting Officer (COR) prior to accomplishing any work. Work which needs to be completed after hours must be pre-coordinate with the Contracting Officer. The Federal

Government will not provide any tools, parts, materials and equipment. This is a turn-key project with the vendor providing all necessary tools, parts, materials, and equipment.

All work will be accomplished in accordance with the applicable Lifer Safety and OSHA codes and regulations. Additionally, the Department of Veterans Affairs guidelines and policies will be adhered to.