S02 FINAL Sources Sought Notice 36C25625Q0943 Lynx Upgrade Expansion Houston.pdf

Sources Sought Notice

SUBJECT* Facility Wide Lynx Duress Notification System Upgrade and Expansion Services, Michael E DeBakey VA Medical Center, Police Services, 2002 Holcombe Boulevard, Houston, TX 77030-4211

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 39531

SOLICITATION NUMBER* 36C25625Q0943

RESPONSE DATE/TIME/ZONE 06-02-2025 1300 EASTERN TIME, NEW YORK,

USA

ARCHIVE 90 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE N/A Seeking Sources Only

PRODUCT SERVICE CODE* L063

NAICS CODE* 561621

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Gulf Coast Veterans Health Care System Network Contracting Office 16 400 Veterans Avenue BLDG 10 Biloxi, MS 39531

POINT OF CONTACT*

C. Robert Oravetz Department of Veterans Affairs Gulf Coast Veterans Health Care System Network Contracting Office 16 400 Veterans Avenue BLDG 10 Biloxi, MS 39531

PLACE OF PERFORMANCE

ADDRESS Department of Veterans Affairs Michael E DeBakey VA Medical Center Police Services 2002 Holcombe Boulevard Houston TX

POSTAL CODE 77030-4211

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov/

URL DESCRIPTION VA

AGENCY CONTACT’S EMAIL ADDRESS christopher.oravetz@va.gov EMAIL DESCRIPTION CO e-mail address

Facility Wide Lynx Duress Notification System Upgrade and Expansion Services Michael E DeBakey VA Medical Center

Police Services, 2002 Holcombe Boulevard Houston, TX 77030-4211

The Michael E DeBakey VA Medical Center (Houston, TX) requires the following: Facility Wide Lynx Duress Notification System Upgrade and Expansion Services. The existing Lynx Duress Notification System must be upgraded and expanded to meet the needs of Police Service. Such an initiative requires an upgrade to the existing hardware and infrastructure at the main facility located at 2002 Holcombe Blvd, Houston, TX 77030, expansion of this hardware at designated locations, and extension of this system to its 13 Community Based Outpatient Clinics (CBOCs) in the surrounding area.

The applicable NAICS code for this procurement is 561621-Security Systems Services (except Locksmiths).

The associated small business size standard is $25 Million.

Instruction to Offerors Guidance:

This sources sought notice is for market research purposes only and is being executed in accordance with FAR Part 10. This sources sought notice is NOT a Request for Quote (RFQ), Request for Offer RFO), Request for Proposal (RFP), or Invitation For Bid (IFB) and no solicitation is being issued at this time. This notice shall not be construed as a commitment by the Government to issue a solicitation or to ultimately award a contract, nor does it restrict the government to a specific acquisition approach which includes a specific set aside for that approach. Any information provided to the Government as a result of this sources sought notice is strictly voluntary. No entitlement to payment for direct and/or indirect costs or charges by the Government will arise as a result of contractor submission of responses or the Government’s use of such information. By responding to this notice, it is agreed that the government has your permission to share your submitted capabilities and other information provided (in your response) with other contracting officers and/or procurement representatives (within the U.S. Government) as they relate to same or similar in scope requirements (for market research purposes only to support other procurements).

This Sources Sought Notice is for planning and informational purposes only. This notice is intended to identify eligible contractors in any socioeconomic category who can support all of the requirements of this acquisition.

An eligible contractor is defined as a contractor who possesses the technical knowledge, skills, abilities, qualifications, capabilities, certifications, intrinsic familiarities, and relevant experience to meet or exceed the government’s requirements as annotated in the Performance Work Statement (PWS) (which the includes the ability to attain specific Lynx system equipment, components, and accessories that are part of and/or incorporated within the overall services execution effort).

Instructions for Submission:

Interested, eligible contractors shall respond by e-mail only to C. Robert Oravetz, Contracting Officer, christopher.oravetz@va.gov. Responses are due no later than Monday, June 2nd, 2025, by 1300 hours (1:00 p.m.) Eastern Time.

Respondents shall include as part of their submission:

a. Indicate if you can meet or exceed the government’s requirements to successfully execute the following:

Facility Wide Lynx Duress Notification System Upgrade and Expansion Services / Michael E DeBakey VA Medical Center, Police Services, 2002 Holcombe Boulevard, Houston, TX 77030-4211 mailto:christopher.oravetz@va.gov

• Eligible contractors must be able to perform all required work, to execute all required services, and must be able to complete all necessary tasks & deliverables as annotated in and/or otherwise encompassed by the Performance Work Statement (PWS) for this acquisition.

A summary/overview of your knowledge, skills, abilities, qualifications, capabilities, certifications, intrinsic familiarities, relevant experience, relevant past contracts and/or past projects (as it directly relates to this requirement) must be included in your response to this notice. Merely stating that you are an eligible contractor who is interested in this requirement (without providing any supporting details and/or documentation) will not be considered as an adequate response/submission to this notice.

Interested, eligible contractors must self-certify that they can meet all of the government’s requirements that have been stipulated herein.

Special Requirements

• Brand Name, Exact Offerings are required for this acquisition. Only Lynx (brand) equipment, components, and accessories are to be used for services execution for the upgrade and expansion effort (to the existing Lynx system).

• Knowledge about and/or familiarity with the existing system (Reference Section II, Item C on page 2 of PWS which states the following) “Integration with Legacy physical security systems: The Contractor will be required to integrate with MEDVAMC’s legacy Open Option DNA Fusion Physical Access Control System and its legacy Avigilon CCTV security camera system. This will also for doors to be remoted locked and for cameras to turn to the specified location, in the event a panic alarm is placed”

• Technicians and/or other personnel who will executing/supporting this upgrade & expansion effort must possess the following: Lynx Integrator Certification from the manufacturer that is current.

b. A future solicitation for this requirement will be “all or nothing” meaning that the Contractor will have to perform all work, execute all services, and complete all tasks & deliverables that have been requested.

c. A future solicitation for this requirement will mirror this Sources Sought Notice and will likely contain the same Performance Work Statement (PWS) document that is included in this notice (to include the associated drawings, schematics, and blueprints that are provided as attachments to this notice).

REQUIREMENT QUESTIONS:

If/when this requirement is solicited there will only be a limited time window to address contractor solicitation questions. It is recommended that interested, eligible contractors (who are examining this notice and who have questions) submit these questions along with their response to this notice. The submission of questions by contractors is encouraged as it will allow the government to do the following: 1). Further define and/or clarify this procurement if there is ambiguity and/or 2). Provide additional information to contractor if needed or if lacking.

Please refer to the Performance Work Statement (PWS) in the pages to follow. Accompanying this notice are miscellaneous schematics/drawings/blueprints detailing the areas where upgrade and expansion is to occur.

Performance Work Statement (PWS) (Facility Wide) Lynx Duress Notification System Upgrade

Michael E. DeBakey VA Medical Center 2002 Holcombe Boulevard Houston, TX 77030-4211

I. GENERAL REQUIREMENT

The Michael E. DeBakey VA Medical Center requires the existing Lynx Duress Notification System to be upgraded and expanded to meet the needs of Police Service. This requires an upgrade to the existing hardware and infrastructure at the main facility at 2002 Holcombe Blvd, Houston, TX 77030, expansion of this hardware at designated locations, and extension of this system to its 13 Community Based Outpatient Clinics (CBOCs) in the surrounding area.

II. DESCRIPTION OF WORK

The Contractor shall provide all labor, calibration, materials, parts, repairs, equipment, tools, onsite/remote monitoring, professional services, technical support, transportation, software, personnel, and travel as to complete this installation and deployment. The Contractor shall adhere to all Original Equipment Manufacturer (OEM) requirements and have all required access to the OEM software. Completion of the project will be determined when all components of the system are deployed and fully functional.

A. Existing Panic alarm system

The Lynx Duress Notification System is currently installed and functional at the main MEDVAMC hospital, and it’s CBOCs, via a local server and the Lynx Messenger Pro software clients on all OIT user PCs. This enables the F9/F11 function on employee’s keyboards to send a duress notification/panic alarm to Police in the event of a safety incident requiring dispatch. The system also maintains a record to update locations of each computer periodically through user updated prompts during login. The scope of this upgrade includes updating these licenses (7000) and upgrading/replacing the current server to the latest version and hardware specs.

There is also a collection of legacy physical, single, panic alarm buttons installed throughout the facility.

Some were decommissioned in prior years, and some are still currently functional. The scope of this upgrade includes replacing all of these with new, single panic alarm buttons, expanding the single panic alarm button installations in designated areas, and connecting these to the Lynx server. The areas requiring physical alarm buttons are nurse’s stations, waiting rooms/reception desks, mental health group rooms, patient advocate offices, lobbies, travel office, compensation and pension office, canteen, patriot store, and other patient-facing administrative areas.

B. Areas of Expansion

In addition to the Lynx messenger pro function and physical alarm buttons, MEDVAMC also requires wireless panic alarm buttons in the Inpatient Mental Health (6th floor) and Emergency Department (1st floor) clinics. This includes installation, configuration of wireless receivers and repeaters, and wireless panic alarm buttons on lanyards at each of these areas. Wireless Panic Buttons will also be installed under desks and configured on floors 1-5 in strategic locations, as well as wireless recessed wall-mounted buttons and Locking/Latching HUB buttons.

Physical hardwired PoE panic alarm buttons are also needed to be connected to the network, installed and configured at MEDVAMC’s 13 CBOCs: Beaumont CBOC, Conroe CBOC, CRRC CBOC, Domicillary CBOC, Galveston CBOC, Humble CBOC, Katy CBOC, Lake Jackson CBOC, Lufkin CBOC, Richmond CBOC, Sugar Land CBOC, Texas City CBOC, and Tomball CBOC. These will be needed at the nurse’s station and waiting room/reception desks of these locations.

PoE++ LED Signs need to be mounted on the walls, connected to the network, and configured as well as the HDMI override appliances need to be configured and connected to the network, and HDMI monitors throughout the facilities.

C. Integration with Legacy physical security systems

The Contractor will be required to integrate with MEDVAMC’s legacy Open Option DNA Fusion Physical Access Control System and its legacy Avigilon CCTV security camera system. This will also for doors to be remoted locked and for cameras to turn to the specified location, in the event a panic alarm is placed.

In addition to the notification of Police Service’s dispatch during a duress notification, it is also required to have a secondary notification in the form of a visible alarm on the user’s PC, a separate monitor, or an audible alarm at the location of the incident.

III. DESIGN/LINE ITEMS

With this requirement structured as a Performance Work Statement, the Contractor is responsible for the design and implementation play to ensure a fully functional system. Project milestones and the project plan will be discussed before onsite work begins and established to meet the period of performance.

Preliminary designs and surveys have resulted in the following list of line items that are expected to be required to complete this scope, however, may differ based on plan’s presented during the bid process. Once awarded, any changes to the contract award will be made with correspondence between the Contractor, Contracting Officer, and Contracting Officer’s Representative:

VA Houston Expansion Qty Lynx P/N Lynx Description

SIP Interface Server Software Options

1 780-LYNX-IP-INT SFTWR,LYNX,SIP PHONE INTERFACE

Popup logged off Server Software Options

780-LYNX-

MSGPRO SFTWR,LYNX,MESSENGERPRO,100 CLIENTS LICENSES

LynxNet Inputs Network Duress Devices- CBOCs - requires install and configuration

950-LYNX-N-P2-

M ASYM,LYNX,NETWORK,POE,PANIC BUTTON

LynxNet Input Wireless Input Devices 1-5 floors - requires install and configuration

5 950-LYNX-WLS-3 ASYM,LYNX,WIRELESS REC,POE

950-WLR-

INDOOR ASYM,LYNX,WLR,REPEATER,INDOOR

950-WLT-PANIC-

A ASYM,LYNX,WLT,PANIC,SINGLE

950-WLT-IDPNC-

4 ASYM,LYNX,WLT,PANIC,INDOOR,HUB,LOCKING

950-WLT-IDPNC-

5 ASYM,LYNX,WLT,PANIC,INDOOR,SMALL,W COVER

LynxNet Input Wireless Input Devices 6th Floor - requires install and configuration

1 950-LYNX-WLS-3 ASYM,LYNX,WIRELESS REC,POE

950-WLR-

INDOOR ASYM,LYNX,WLR,REPEATER,INDOOR

950-WLT-PANIC-

A ASYM,LYNX,WLT,PANIC,SINGLE

LynxNet Output LED Signs - requires install and configuration

950-LYNX-SIGN-

2 ASYM,LYNX,SIGN,LED,2X16,POE++

LynxNet Output HDMI to Customer supplied Monitor - rrequires install and configuration

100 950-LYNX-NM-2 ASYM,LYNX,NETWORK,MESSENGER2,POE

Other Miscellaneous Accessories / Components Quantity Description

500 Cat6 Cabling 1 Conduit/junction boxes/J-hooks 1 Misc hangers and straps 1 Misc cabling and connectors 1 Lynx Integration with legacy Open Option DNA Fusion Physical Access Control System 1 Lynx Integration with legacy Avigilon CCTV systm

Supplemental, Associated Equipment Services – Description

Increment (Month or Year)

Duration (Approximate)

Project Management Labor Month 8 Programming Labor Month 3 Engineering/Design Labor Month 1 Field Technician and Installation Labor Month 8

IV. CONFORMANCE STANDARDS

A. Contractor shall ensure that the equipment functions in conformance with the OEM specifications used when the equipment was procured by the VAMC, and any upgrades/updates, as well as following most current published standards/ specifications/regulations:

B. Manufacturer’s specifications, Association for the Advancement of Medical Instrumentation (AAMI), Joint Commission for the Accreditation of Healthcare Organizations (JCAHO), National Fire Protection Agency 99 (NFPA-99), Center for Device and Radiological Health (CDRH), Original Equipment Manufacturer (OEM), American Hospital Association (AHA), Institute of Electrical And Electronic Engineers (IEEE), Underwriters Laboratories (UL) ,Occupational Safety and Health Administration (OSHA), College of American Pathologists (CAP), VAMC standard operating procedures, and any other Federal, State, and Local regulations pertaining to the equipment listed for this contract.

C Contract service shall ensure that the equipment functions in conformance with the latest published edition of NFPA-99, UL, OSHA, VA, and CDRH.

V. CERTIFICATIONS:

Technicians and/or other personnel who will executing/supporting this upgrade & expansion effort must possess the following: Lynx Integrator Certification from the manufacturer that is current.

VI. HOURS OF COVERAGE

Normal hours of coverage are Monday through Friday from 8:00 a.m. CST to 6:00 p.m. CST, excluding holidays. The Federal Holidays that are currently being observed by the facility are listed in the table below.

New Year’s Day January 1

Martin Luther King‘s Birthday Third Monday in January

President’s Day Third Monday in February

Memorial Day Last Monday in May

Juneteenth Independence Day June 19th

Independence Day July 4

Labor Day First Monday in September

Columbus Day Second Monday in October

Veterans Day November 11

Thanksgiving Day Fourth Thursday in November

Christmas Day December 25

Other Federal Holidays (that could occur)

Any other day specifically declared to be a national holiday (per Federal Statute, Executive Order, or by the President’s Proclamation).

VII. CONTRACT DISCREPANCY REPORT (CDR)AND DAMAGES

A. Contractor shall be liable to the Government for losses of production due to significant equipment downtime.

B. A Contract Discrepancy Report (CDR) will be issued for performance below the Acceptable Quality Levels (AQL). The Contractor will have five workdays to provide a response that includes an improvement strategy for addressing the issues. If performance does not comply with the SOW, the CO will be notified and performance documented.

C. Contractor shall be liable to the Government for any damage done to Government property caused by themselves or their employees.

VIII. PAYMENT

Invoices shall be paid in arrears on either a monthly or quarterly basis. Invoices, SHALL INCLUDE, at a minimum, the following information: Contract No., Purchase Order No., Item(s) covered (to include serial #'s) by the PMI and covered period of service. Each invoice shall be provided in triplicate.

IX. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT

A. Each respondent must have an established business, with an office and full-time staff. The staff includes a "fully qualified" FSE and a "fully qualified" FSE who will serve as the backup.

B. "Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized training program, for the equipment and is OEM Certified. For field experience, the FSE(s) has a minimum of two years of experience (except for equipment newly on the market) with respect to scheduled and unscheduled preventive and remedial maintenance, on Siemens equipment.

C. The FSEs shall be authorized by the OEM to perform the maintenance services. All work shall be performed by "Fully Qualified", OEM Certified competent FSEs. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for each make and model the Contractor services at the VAMC prior to award. The COR may authenticate the training requirements, request locations, training certificates or credentials, and technician location from the Contractor at any time for any personnel who are servicing or installing any equipment. The CO and/or COR specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC equipment if evidence is not provided when requested.

D. If subcontractor(s) are used, they must be approved by the COR; the Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval.

X. MOBILE MEDIA SCANNING

The Contractor will identify if removable media (i.e. USB or DVD/CD Device) is required to perform his/her duties. Personally owned USB thumb drive utilization is prohibited. Non-VA support personnel must furnish their own FIPS140-2 certified USB thumb drives, and only with the permission of a designated VA supervisor.

All USB drives must be scanned with an antivirus program running current virus definitions by the local VA staff, prior to connection to any VA device. COR or designee will ensure the removable media is scanned with anti-virus software running current virus definitions prior to connection to any medical device system. The computer system for scanning removable media is located in the Biomedical Engineering shop, Building 100, Room BA200.

XI. PRIVACY/SECURITY:

The Contractor will need to access VA systems to perform software upgrades, preventative maintenance, and maintenance repairs.

The Contractor will have electronic connectivity to the devices and will have access to patient databases or receive screenshots with PHI present.

Any electronic or magnetic data storage devices such as hard drives, etc. shall be turned into the ISSO.

Electronic or magnetic data storage devices are not to be removed from VA property.