RFI-VA Police Radio-Joplin and Ozark CBOCs.pdf

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 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: VA Police Radio Systems for Joplin CBOC and Ozark CBOC’s.

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:

Line# Qty# Description Install the Police Radio Systems for Joplin CBOC and Ozark CBOC’s

OZARK ARKANSAS CBOC 3015 SOUTH CONNECTICUTE AVENUE

1 1 TB7360H5B

00000A000 P25 Anlg 400-470M 40W AC

2 150 LCF12-50J 1/2" Foam cable

3 2 NM-LCF12-D

N-MALE CONNECTOR LCF12`

4 1 WSGB-2X10 Ground Bar

-IS

5 1 IS-B50LN-C polyphaser LIGHTENING PROTECTION 2

6 1 opp-rdoip outpost plus

7 1 Opp Tait Kenwood interface cable includes license key

8 1 NETWORK AT&T cell network connection w/router monthly data charge to existing data account

Request For Information (RFI) Joplin VA Clinic 3015 S Connecticut Ave, Joplin, MO 64804-3035 1 1 TB7360H5B 1 P25 Anlg 400-470M 40W AC 00000A000

1 1 219-01561- US POWER CORD OO

3 1 TBAS050 SFE KEY- P25 CONV

4 1 TBAS071 SFE Key - IP Networking Satellite

5 1 DPF 70/6-5/7-N( 5 Procom 406-470 MHz 6-cavity Duplex Filter

6 150 LCF12-50J 1/2" Foam cable

7 2 NM-LCF12-D017 N-MALE CONNECTOR LCF12 01

8 1 IS-B50LN-C 8 polyphaser LIGHTENING PROTECTION 2

9 1 WSGB-2X10 - 2X10 GROUND BAR IS

10 1 NETWORK AT&T cell network connection w/router monthly data charge is added to current existing account

The anticipated Small Business Administration (SBA) size standard for the North American Industry Classification System (NAICS) code 334220 is 1,250 Employees.

STATEMENT OF WORK

CBOC POLICE RADIO EQUIPMENT

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 Police Communications radio equipment at two different Community Based Outpatient Clinics (CBOC’S) locations. The two CBOC locations is Ozark Arkansas and Joplin Missouri. The equipment must be interconnected to Fayetteville AR V.A Police Dispatch at 100 North College Ave .Fayetteville Arkansas

2. OVERVIEW

VHSO is adding VA Police radio communications equipment to two Community Based Outpatient Clinics (CBOC’S) . One CBOC is in Ozark Arkansas and the second

Request For Information (RFI) location is in Joplin Missouri. The equipment being installed is One (1) TB7360H5B 1 P25 Anlg 400-470M 40W AC radio equipment at each location.

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 equipment covered.

2.5. Minimum one-year onsite warranty must be provided for each location.

3. TASKS

3.1 . Provide/install the Kenwood Police Radio Communication Equipment at following locations:

A) OZARK ARKANSAS CBOC 3015 SOUTH CONNECTICUTE AVENUE

• 1 TB7360H5B

00000A000 P25 Anlg 400-470M 40W AC

• 150 LCF12-50J 1/2" Foam cable

• 2 NM-LCF12-D

N-MALE CONNECTOR LCF12`

• 1 WSGB-2X10 Ground Bar

-IS

• 1 IS-B50LN-C polyphaser LIGHTENING PROTECTION 2

• 1 opp-rdoip outpost plus

• 1 Opp Tait Kenwood interface cable includes license key

• 1 NETWORK AT&T cell network connection w/router monthly data charge to existing data account

Request For Information (RFI)

B)Joplin VA Clinic 3015 S Connecticut Ave, Joplin, MO 64804-3035

9 1 TB7360H5B 1 P25 Anlg 400-470M 40W AC 00000A000

10 219-01561- US POWER CORD OO

11 1 TBAS050 SFE KEY- P25 CONV

12 1 TBAS071 SFE Key - IP Networking Satellite

13 1 DPF 70/6-5/7-N( 5 Procom 406-470 MHz 6-cavity Duplex Filter

14 150 LCF12-50J 1/2" Foam cable

15 2 NM-LCF12-D017 N-MALE CONNECTOR LCF12 01

16 1 IS-B50LN-C 8 polyphaser LIGHTENING PROTECTION 2

17 WSGB-2X10 - 2X10 GROUND BAR IS

18 NETWORK AT&T cell network connection w/router monthly data charge is added to current existing account

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. The 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 effect 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

Request For Information (RFI) 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.

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

4.13 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

Request For Information (RFI)

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

6.2 The 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 be 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

Request For Information (RFI) 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

Request For Information (RFI) 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

Request For Information (RFI) 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.

DESCRIPTION: This "Sources Sought Synopsis" shall be used to determine the availability of potential sources having the skills and capabilities necessary to perform/provide the VA Police Radio Systems. All interested vendors are invited to provide information to contribute to this market survey/sources sought synopsis including, commercial market information. This is not a solicitation announcement. This is a Sources Sought Synopsis only. Provide only the requested information below.

The purpose of this synopsis is to gain knowledge of potential qualified sources and their size classification, Service Disabled/Veteran Owned Small Business.

(SDVOSB/VOSB), HUBZone, 8(a), small, small disadvantage, woman owned small business, or large business) relative to NAICS code 334220- Radio and Television Broadcasting and Wireless Communications Equipment Manufacturing. Responses to this synopsis will be used by the Government to make appropriate acquisition decisions.

After reviewing the responses to this source sought synopsis, a solicitation announcement may be published on Contract Opportunities website. Responses to this sources sought synopsis are not considered adequate responses to the solicitation announcement. All interested offerors must respond to the solicitation announcement in addition to responding to this sources sought announcement.

Please demonstrate the contractor's ability to perform services of this nature as the course of its daily business operations. Services shall be performed in accordance with industry standards and practices by qualified personnel.

Responses must be emailed to Latonya.Mack@va.gov no later than 11:00 AM CST, October 16, 2025. Your response should include both the STATEMENT OF

CABABILITY, BUSINESS SIZE, SOCIOECONOMIC STATUS AND GSA CONTRACT

information as explained below. Please place "Attention: VA Police Radio System Ozark VA Medical Center ", in the subject line of your email. This notice is to assist the VA in determining sources only. A solicitation is not currently available; therefore, DO NOT

Request For Information (RFI) REQUEST A COPY OF A SOLICITATION THAT DOES NOT EXISTS. If a solicitation is issued it will be announced later, and all interested parties shall respond to that solicitation announcement separately from the responses to this announcement.

REQUESTED INFORMATION: (1) STATEMENT OF CABABILITY:

(1) Submit a brief [five (5) pages or less] capability statement explaining your capability to perform commercial and industrial machinery repair and maintenance services.

Include the number of qualified personnel need to accomplish this service.

Include experience in performing these services for the VA, other Government (Federal or State) agency, or for a private medical facility. Please specify your maximum capacity and your availability to start.

Please state the distance of your facility from the Department of Veteran Affairs, Instructions and Response Guidelines: Questions regarding this RFI shall be submitted no later than 3:00pm (CST), Monday, October 11, 2025, via email to latonya.mack@va.gov

RFI responses are due by 11:00am (CST) Thursday, October 16, 2025, size is limited to 8.5 x 11 inches, 12-point font, with 1-inch margins in Microsoft Word format via email to latonya.mack@va.gov. The subject line shall read: NO SOLICITATION EXISTS AT THIS TIME. There is no page limitation on subparagraphs 3(a) - 3(f).

VAMC as “Market Research” and will not be released outside of the Network Contracting Office (NCO) 16.

Contact Information:

LaTonya G Mack LaTonya.Mack@va.gov

Your response to this notice is greatly appreciated!

mailto:latonya.mack@va.gov