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 RADIO COMMUNICATION EQUIPMENT _________________

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:

The anticipated Small Business Administration (SBA) size standard for the North American Industry Classification System (NAICS) code 334220 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: Veterans Health Care System of the Ozarks (Fayetteville VA Medical Center) (VHCSO)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 VHCSO 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 02:00 pm (CST), June 22, 2026 via email to stephanie.watts@va.gov

RFI responses are due by 02:00pm (CST), Monday June 22, 2026; 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: VHCSO. 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 GVSM VAMC as “Market Research” and will not be released outside of the VHCSO Purchasing and Contract Team.

7. Contact Information:

Stephanie Watts stephanie.watts@va.gov

Your response to this notice is greatly appreciated!

Statement of Work (SOW): Police Radio Equipment Procurement and Delivery Project Overview This Statement of Work (SOW) outlines the procurement and delivery of police radio communication equipment for the VA Hospital of the Ozarks Police Service. The equipment supports operational communications and enhances mission-critical response capabilities. Would prefer Brand name or equal.

Customer Information Customer: VA Hospital of the Ozarks Point of Contact: Christi Kraker Delivery Location: 1100 N College Ave, Fayetteville, AR 72703 Required Delivery Timeframe: 60 Days ARO (After Receipt of Order) Scope of Work The vendor shall provide all equipment listed in the approved quote, ensure all items are new and TAA-compliant where applicable, and deliver all equipment to the designated location within the required timeframe.

Equipment to Be Supplied 56 VP8000 Radios with accessories 20 KSC-52AK Single-Bay Rapid Chargers 56 KMC-70M Speaker Microphones 6 Rapid rate six-unit charger for batteries for Kenwood 1000 series.

36 Style A pocket inserts for use with the KSC-526 6 bay Chargers or to convert the pocket style of a KSC-52 single unit charger.

25 High-capacity LI- ION Battery, 3900 MAH , NOT rated for Hazardous Location/IS. Requires the KSC-52 single-bay charger or KSC-526 multi-bay charger with the KSC-52PAW A-pocket.

Total Contract Amount: $277013.00 (no tax, no shipping) Salient Characteristics of VP8000 Radios Frequency Bands UHF (380 – 520 MHz) 7/800 MHz Physical / Hardware Requirements Standard Keypad (M2) Black Housing Immersion Rated Wideband Antenna L11 – 3900 mAh Battery (TAA Compliant) No Speaker Mic Analog & Digital Modes Analog FM Analog Conventional P25 CAI AMBE+2 Vocoder P25 Conventional P25 Phase 1 Trunking P25 Phase 2 TDMA P25 Link Layer Authentication Encryption / Security Multi-Key DES-OFB Multi-Key AES ARC4 (ADP Compatible) Factory Activation of Radio Option Licenses Audio Performance TrueVoice Noise Cancellation Conventional Voting Scan Channels & Bandwidth Minimum 1024 Channels 25 kHz Disabled (Narrowband Compliant) Connectivity Bluetooth Bluetooth Low Energy Wi-Fi Delivery Requirements All items shall be delivered FOB Destination to the address listed above. Delivery must occur within 60 days ARO. Shipping is prepay and add unless otherwise documented.

Warranty & Support Hardware is covered by a limited one-year warranty including parts and labor on a depot basis. Vendor disclaims all other warranties and is not liable for loss of profits, business interruption, or consequential damages.

Additional Terms Prices subject to change based on total purchase. Restocking fee: minimum 15% with original packaging; 30% if canceling an issued PO. Taxes to be added by customer. Training and consulting services billed at published rates.

Acceptance Issuance of a purchase order referencing this SOW indicates acceptance of the terms and conditions herein. Contractor will complete and submit the technical information needed to successfully conclude with NTIA SPS Equipment Certification of the radios prior to delivery to the government”.

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.

0. “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.

0. The term Federal record:

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

0. does not include personal materials.

0. applies to records created, received, or maintained by Contractors pursuant to their VA contract.

0. may include deliverables and documentation associated with deliverables.

0. 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.

0. 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.

0. 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.

0. 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.

0. 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).

0. 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.

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

0. 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.

0. 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.

0. 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.

0. 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.

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