RFI - Sources Sought.docx

Department of Veterans Affairs Network Contracting Office (NCO) 16 Request For Information (RFI)

DISCLAIMER: THIS IS A SOURCES SOUGHT NOTICE ONLY. THIS SYNOPSIS IS NOT A REQUEST FOR QUOTE, PROPOSAL, OR BID. This notice is not a solicitation as defined by FAR 2.101, therefore it shall not be construed as a commitment by the Government to enter into a contract, nor does it restrict the Government to an acquisition approach. All information contained in this Request for Information (RFI) is preliminary as well as subject to amendment and is in no way binding on the Government. Information submitted in response to this notice is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. The Government is requesting that restrictive or proprietary markings not be used in response to this notice. If a solicitation is released, it will be synopsized in the Federal Contract Opportunities website or GSA. It is the responsibility of the interested parties to monitor these sites for additional information pertaining to this RFI

1. Title: _ POLICE ADMINISTRATION BUILDING 42/46 SECURITY SYSTEM

2. Purpose: The purpose of this RFI is to identify potential sources which will aid in defining the procurement strategy (e.g., set-aside, sole source, unrestricted) for a solicitation the VA intends on issuing shortly for the following:

POLICE ADMINISTRATION BUILDING 42/46 SECURITY SYSTEM

SEE BOTTOM OF DOCUMENT & ANSWER QUESTIONAIRE

The anticipated Small Business Administration (SBA) size standard for the North American Industry Classification System (NAICS) code 561621 ___________ is ___1000_________ (employees or dollars).

3. Responses Requested: The following questions must be answered in response to this RFI.

Answers that are not provided shall be considered non-responsive to the RFI:

a. Where are the requested items/equipment manufactured?

Vendor must attach documentation of this information to be viewed by the government to be considered as part of the Market Research and responsiveness to this Sources Sought notice

b. Are the requested items/equipment manufactured by a Small or Large business? Is the potential vendor in compliance with the Non-Manufacturer Rule (NMR)?

Vendor must attach documentation of this to be viewed by the government to be considered as part of the Market Research and responsiveness to this Sources Sought notice

c. Is the Vendor an authorized distributor with access to Original Equipment Manufacturer (OEM) parts which may be required in performance of this requirement?

The VA does not accept grey market items and therefore the Vendor must attach evidence of this access (Authorized Distributor letter) to be viewed by the government to be considered as part of the Market Research and responsiveness to this Sources Sought notice.

d. Name of potential Contractor that possess the capability to fulfill this requirement. Contractors shall also provide the following:

Point(s) of contact name: _______________________________________________ Address: ___________________________________________________ Telephone number: ___________________________________________ Email address: _______________________________________________

Company's business size: ________________________________________________ Data Universal Numbering System (DUNS) #: _______________________________

e. Is your company considered a small business concern, SB, SDVOSB, VOSB, HUBZone, or 8A concern, with the requisite __________________ NAICS code?

· Please provide proof of qualifications.

f. Is your company available under any Government Wide Agency Contract (GWAC), General Services Administration (GSA) Schedule, Indefinite Delivery Indefinite Quantity (IDIQ), and/or Blanket Purchase Agreement (BPA)?

If so, please identify the contract number for the Government to review as part of this Market Research.

4. Opportunity/Market Pricing: Fayetteville VAMC is seeking information from potential vendors on their ability to provide the required items/equipment. THIS IS A SOURCES SOUGHT REQUEST FOR INFORMATION (RFI) ONLY. Small Business Concerns are encouraged to provide responses to this RFI in order to assist the GVMVAMC in determining potential levels of competition and general market pricing available in the industry. Therefore, vendors are requested to submit estimated market research pricing along with their responses to the above. The estimated pricing will be considered when determining the procurement strategy for the forthcoming solicitation.

5. Instructions and Response Guidelines: Questions regarding this RFI shall be submitted no later than 04:00 pm (CST), Monday October 13, 2025 via email to stephanie.watts@va.gov

RFI responses are due by 04:00pm (CST), Monday October 13, 2025; size is limited to 8.5 x 11 inches, 12-point font, with 1-inch margins in Microsoft Word format via email to stephanie.watts@va.gov The subject line shall read: Fayetteville AR, VAMC. NO SOLICITATION EXISTS AT THIS TIME. There is no page limitation on subparagraphs 3(a) - 3(f).

Please provide the information you deem relevant in order to respond to the specific inquiries of the RFI. Information provided will be used solely by Fayetteville VAMC as “Market Research” and will not be released outside of the Fayetteville AR, VAMC Purchasing and Contract Team.

7. Contact Information:

Stephanie Watts stephanie.watts@va.gov

Your response to this notice is greatly appreciated!

STATEMENT OF WORK

Police Admin Building 42/46 Security System

Veterans’ Healthcare System of the Ozarks

1. SCOPE AND DEFINITION OF SERVICES

The contractor shall provide all labor, tools, equipment and transportation and supervision necessary to complete all work associated with Installing C CURE System, DMP Intrusion System and EXACQ VISION Camera’s in or on buildings 42/46 located on the Fayetteville campus 1100 north college Fayetteville Arkansas, Fayetteville Arkansas. Software/technical/licenses/ support for the above-mentioned system’s is required.

2. OVERVIEW

VHSO Police Department Administration recently moved into buildings 42/46 on the Fayetteville Arkansas Campus. Buildings 42/46 is now required to have c cure 9000 system, DMP Intrusion System and Exacq vision camera system installed and must be operational.

The purpose of this contract is to ensure.

2.1. All equipment shall be maintained to operate in a correct and safe manner as intended and designed by the Original Equipment Manufacturer (OEM).

2.2. All software operates as designed.

2.3. All equipment/items are inspected to ensure safe and correct operation in compliance with applicable local, state and federal regulations.

2.4. Equipment downtime is kept to a minimum by maintaining no less than a 98% in-service rate for all covered equipment.

3. TASKS

3.1 C CURE

A Provide/Install C CURE 9000 I STAR ULTRA SE 8 Reader Panel in network room. Install / provide 110VAC direct connected power to new Access Control Panel B. Provide/ Install five c cure 9000 card readers part # HID921PHRNEKOOO2G for Five entrance doors see attached diagram.

C Provide / install the following, provide Cable and install access control readers for a total of (5) New Access Control Readers as shown on plans D Access control doors will include (1) card reader, (1) Door Position Switch, (1) Rex Motion and (1) connection to electronic door strikes for five doors.

E. Complete all panel and field terminations F Provide hardware reliability updates.

G All system software, Licenses and safety upgrades will be included at no extra cost H. Clearly mark all cables and panels in accordance with the attached Site Drawings.

I. Provide/Install all required Locking Hardware.

3.2 Video Surveillance System (VSS)

A) Provide/Install (5) CAMERAS compatible with EXACQ VISION Camera System.

B) Provide/Install any software/ software updates or camera system licenses required for operation.

C). Camera’s will be connected to Customer’s existing video system

3.3 Intrusion Detection System (IDS)

A) Provide/ installation of (1) 8-zone DMP XR550 intrusion Detection System with 8-zone expander B) Provide 110VAC direct connected power to new Intrusion Detection Panels.

C)IDS will include (5) motions, (5) door position switches, and (2) keypads

D)Complete all panel and field terminations

4.0 ALL Three Systems, C CURE, VIDEO Surveillance and Intrusion Detection System must be complete and operational when installation is completed.

4. PERFORMANCE

4.1 The vendor must be able to access all necessary software in the equipment to perform the contracted functions.

4.2 All personnel completing tasks will have OEM certified training on the equipment that they will service. Vendor will provide training documentation when requested by the Contracting Officer’s Representative (COR).

4.3 If the Government agrees to any service that will result in additional cost, such service shall be pre-approved, in writing by the Contracting Officer. Rates shall be those contract rates in affect at the contract start date.

4.4 If vendor desires to provide service after normal hours at no additional cost to the Government, a request can be made to the COR for an escort. Afterhours work will normally only be approved if a Government escort is available to stay with the vendor during all work.

4.5 The COR will notify the vendor of the required PM completion months based on the VHSO equipment maintenance plan.

4.6 All preventive maintenance (PM) will be accomplished within the scheduled month.

4.7 PM visits should be scheduled no less than three business days before expected arrival to assure equipment availability.

4.8 The COR must be contacted in the following situations:

4.8.1 To schedule any work.

4.8.2 After arriving on site but before any work is started.

4.8.3 To provide an approximate timeframe for the work.

4.8.4 As soon as it is known that the work will take longer than expected.

4.8.5 At completion of work prior to leaving the facility.

4.8.6 To report any incomplete aspects of the work or issues that could not be corrected during the visit.

4.8.7 To provide a written plan for corrective action for any work that cannot be completed within 24 hours. Plan must be provided to and approved by the COR.

4.9 A service ticket will be provided to the COR for each visit, for each separate equipment item, for which service is performed. The service ticket can be a hard copy or electronically transmitted to the COR. Service tickets/documentation will be provided within 5 days of the actual work being completed.

4.10 All test equipment used for this contract will have current calibration dates verifiable with documents traceable back to the US Bureau of Standards. Vendor will produce documents upon request.

4.11 Proper Lockout-tag out procedures will be used when appropriate.

4.12 All OEM recommended safety aspects of the equipment being serviced will be adhered to.

4.13

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All work will be completed in accordance with Original Equipment Manufacturers (OEM) specifications and recommended procedures.

4.14 All adjustments will be completed using OEM software as intended by the equipment design.

5. PERFORMANCE LOCATION

5.1. Veterans Health Care System of the Ozarks: 1100 N. College Avenue, Fayetteville, AR 72703.

5.2 Work may be performed remotely (remote connection) if possible with prior permission from the COR. All necessary security and privacy issues shall be addressed and complied with by the vendor before any remote connection or service is performed. Remote service access is extremely limited due to the heightened security requirements on our information networks. Vendor requests might not be approved.

5.2. Equipment may only be removed from the facilities for service with prior permission from the COR. Proper accountability documentation must be completed prior to removal.

5.3. VA will supply a useable workspace for portable equipment service.

6. SECURITY REQUIREMENTS

6.1 Vendors shall obtain an access badge from the VA Police Department while performing work on-site.

6.2 Vendor shall contact the COR whenever work is being performed in any VA facility to determine if an escort is needed. Biomed will arrange for an escort if needed.

6.3 Information System Security:

6.3.1. The contractor shall ensure adequate LAN/Internet, data, information, and system security in accordance with VA standard operating procedures and standard contract language, conditions laws, and regulations.

6.3.2. The contractor’s firewall and web server shall meet or exceed the government minimum requirements for security.

6.3.3. All government data shall be protected behind an approved firewall.

6.3.4. Any security violations or attempted violations shall be reported to the COR as soon as possible.

6.3.5. The contractor shall follow all applicable VA policies and procedures governing information security, especially those that pertain to certification accreditation.

6.3.1. Security Training: All contractor employees who require access to the Department of Veterans Affairs' computer systems are required to complete the VA's on-line Security Awareness Training Course and the Privacy Awareness Training Course annually. Contractors must provide signed certifications of completion to the COR during each year of the contract. This requirement is in addition to any other training that may be required of the contractor and subcontractor(s).

7. CONFIDENTIALITY AND NONDISCLOSURE

7.1 Sensitive Information access, whether it be electronic files and/or hard copy files, is authorized based upon the contractor’s roles, responsibilities, and need-to-know. Respecting the privacy of sensitive personal information is an obligation that must adhered to.

7.2 The preliminary and final deliverables and all associated working papers, application source code, and other material deemed relevant by the VA which have been generated by the contractor in the performance of this task order are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order.

7.3 The CO will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order presented to the contractor shall be submitted to the CO for response.

7.4 Press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.

RECORDS MANAGEMENT OBLIGATIONS

A. Applicability This clause applies to all 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.

B. Definitions “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.

The term Federal record:

1. includes Veterans Health Care System of the Ozarks records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their VHSO contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

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. VHSO 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 VHSO 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 VHSO. 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 VHSO 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 VHSO 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 VHSO policy.

8. The Contractor shall not create or maintain any records containing any non-public VHSO 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 VHSO 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 VHSO 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 VHSO-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.] D. Flow down of requirements to subcontractors

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

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

7.5