S02 Intent to Sole Source 36C24723Q1067 Fisher House.pdf

***INTENT TO SOLE SOURCE NOTICE-***

Estimated Date of Award: Sep 15, 2023

Synopsis:

The Department of Veterans Affairs, Charleston, GA located at 109 Bee St, Charleston

29401 intends to award a sole source procurement for the SALTO Access Control System for

Codelynx Inc.

The contract will be for a one-time procurement. The manufacturer of the intellectual property in Codelynx Inc and the only authorized distributor for this requirement. The applicable NAICS code for this procurement is 541519 – Other Computer System Design Manufacturing, with a business size standard of $34 million.

Furthermore, the Contracting Officer has determined that no opportunities exist for competition for either Service-Disabled Veteran Owned Small Businesses (SDVOSB) or Veteran Owned

Small Businesses (VOSB). The Contracting Officer has determined Codelynx Inc is the only authorized vendor for this procurement.

Therefore, the Government intends to solicit and negotiate with only one source under the

Authority of FAR 13.106-1 which states that Contracting Officers may solicit from one source if the Contracting Officer determines that the circumstances of the contract action deem only one source reasonably available. This is because market research efforts found that Codelynx Inc is the only vendor authorized to provide SALTO Access Control System for their equipment without voiding warranties associated with the previous procurement.

This notice of intent is not a request for competitive quotes. However, the Government will consider all quotes received no later than 1:00pm EST on Sep 1, 2023. A determination by the

Government not to compete with the proposed contract based upon responses to this notice is solely within the discretion of the Government. Information received will normally be considered solely for the purpose of determining whether to conduct a competitive procurement.

System for Award Management (SAM): Rule requires a firm to be registered in the SAM

Registration Data Base (SAM), prior to award of any contract and agreements. Firms must register on an on-time basis, and annually confirm accuracy and completeness of registration information. To register in SAM, go to: https://www.sam.gov/portal/public/SAM/. If you have any

Benford Brundage, Contracting Officer, benford.brundage@va.gov

STATEMENT OF WORK

1. Contracting Officer’s Representative (COR).

Name: Charity Anderson

Service: Fisher House mailto:benford.brundage@va.gov

Address: 150 Wentworth St Charleston SC 29401

Phone Number: (843) 805-8200

E-Mail Address: Charity.Anderson@va.gov

2. Contract Title

SALTO Access Control System

3. Background

The current Key Card Access System at the Ralph H Johnson Fisher House is malfucfutiong causing Veterans, Family Members and Staff to be frequently locked out of the entrance doors and guests rooms. The current system is considered to be obsolete and repairs or updates are not an option. A new system needs to be installed emergently so that the lock outs do not continue and to prevent further inconvenience to guests and staff.

4. Period of Performance – One Time

5. Place(s) of Performance.

a. Ralph H Johnson Fisher House, 150 Wentworth St. Charleston SC 29401

6. Scope

The vendor shall deliver & install all parts, eqipment, and materials related to project as outlined below.

• Contractor will deliver all parts, equipment, and materials related to project to the Ralph H

Johnson Fisher House and coordinate an installation schedule with the COR or Fisher House

Manager.

• Contractor will provide all labor, personnel, equipment, and materials to facilitate installation parts, equipment, and materials related to project.

• Contractor will be required to provide all programing and system testing of the new system and key card activated entrance doors and provide user training to all end users.

• Contractor will be responsible for any damage to parts, equipment and materials related to project during the delivery or installation and will be responsible to replace any damaged items.

• Contractor will be responsible for any damage done to the Ralph H Johnson Fisher House property or government property during delivery or installation.

• Contractor will haul off and shall be responsible for the disposal of all left over materials related to the project.

• Contractor will be compliant with all COVID-19 applicable requirements related to the Fisher

House common areas.

7. Security Requirements

Information System Officer, Information Protection: The contractor will not have access to VA

Desktop computers they will not have access to online resources belonging to the government.

Privacy Officer: The Contractor will not have access to protected Patient Health Information

(PHI)

Records Manager:

a. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33;

Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

b. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

c. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

d. 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 by the Freedom of

Information Act.

e. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

f. The Government Agency owns the rights to all data/records produced as part of this contract.

g. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

h. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

i. No disposition of documents will be allowed without the prior written consent of the Contracting

Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

j. 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, this contract. The

Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

8. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI).

a. None provided or required.