Solicitation 0210 Two Way Radio 36C24W26Q0055.pdf

Combined Synopsis-Solicitation for Commercial Products and Commercial Services

Effective Date: 01/15/2026 Revision: 03

SUBJECT* Two Way Radios-Tulsa Chip-In Pkg 881

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 95652

SOLICITATION NUMBER* 36C24W26Q0055

RESPONSE DATE/TIME/ZONE 03-10-2026 4:00 PM CENTRAL TIME, CHICAGO, USA

ARCHIVE 15 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE SBA

PRODUCT SERVICE CODE* 5810

NAICS CODE* 334220

CONTRACTING OFFICE ADDRESS Regional Procurement Office West (RPOW)

3237 Peacekeeper Way Building 200 Suite 204 McClellan Park CA 95652

POINT OF CONTACT*

Contract Specialist Martin Torres martin.torres@va.gov

Contracting Officer Dewana Raynor dewana.raynor@va.gov

PLACE OF PERFORMANCE

ADDRESS James Mountain Inhofe VA Medical Center 440 S. Houston Ave.

Tulsa OK

POSTAL CODE 74127

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL www.va.gov URL DESCRIPTION Department of Veterans Affairs AGENCY CONTACT’S EMAIL ADDRESS martin.torres@va.gov mailto:martin.torres@va.gov mailto:dewana.raynor@va.gov

Effective Date: 01/15/2026 Revision: 03

DESCRIPTION

Two Way Radios

This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format Revolutionary FAR Overhaul (RFO) in Federal Acquisition Regulation (FAR) subpart 12.202, “Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-06 effective date 10/01/2025.

This solicitation is set-aside for Small Business.

The associated North American Industrial Classification System (NAICS) code for this procurement is 334220 with a small business size standard of 1250.

The FSC/PSC is 5810.

The Regional Procurement Office West (RPOW), 3237 Peacekeeper Way, Building 200 Suite 204, McClellan Park, CA 95652 is seeking to purchase Two Way Radios for the new Tulsa VA medical center.

All interested companies shall provide quotations for the following:

Supplies/Services

Line Item Description Quantity Unit of Measure

Unit Price

Total Price

Radio Backbone Equipment

Backbone equipment includes: base radio, repeater, preselector and other appropriate hardware to operate in the UHF frequency range 400- 480MHz. All provided equipment must be compatible as a cohesive system. The system must be fully operational in all areas of the facility such that engineering personnel can communicate via a radio from anywhere within the facility.

Operational means that a radio can communicate to all other radios on the same channel and there are no areas with dead or weak signal that affects the clarity of the transmission.

1 EACH

https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-12#FAR_12_202 https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-12#FAR_12_202

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The contractor is responsible for providing all repeaters and other equipment to eliminate dead and weak signal zones within the facility at no additional cost to the government.

0002 Two Way Radios

•Frequency 400-480 MHz UHF •Channel spacing 12.5 / 25.01 kH •Channel capacity 64 •Battery life 17 Hours (one potential work shift without recharging) •Operating temperature* -22 °F to 140 °F •Dust and water intrusion IP55 •Salt fog Per MIL-STD 810C/D/E/F/G/H •Humidity Per MIL-STD 810C, D, E, F, G, H •Thermal shock Per MIL-STD 810C, D, E, F, G, H •Electrostatic discharge IEC 61000-4-2 Level 4 •The radio delivers a clear signal.

•Transmit Interrupt •The radio uses the same accessories as other units in that particular brand and does not require unique adapters for regular use or adding accessories.

•Charger for Handheld Radio •120v Nema 5-15 •Battery for Handheld Radio •Antenna for Handheld Radio

40 EACH

0003 Device Programming 1 JOB 0004 Device Installation 1 JOB 0005 Service Agreement

Service Plan (40 devices x 5 years)

5 YEAR

STATEMENT OF WORK (SOW)

Eastern Oklahoma VA Health Care System

Provision and Installation of Two-way Handheld Radios and Supporting Equipment

At the new James Mountain Inhofe VA Medical Center

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PURPOSE / OBJECTIVE: Eastern Oklahoma VA Health Care System (EOVAHCS) requires a contractor to supply and install a turn-key two-way handheld radio solution at the Tulsa VA Medical Center. The contractor will be required to supply and install the equipment in accordance with this statement of work in a cost effective, efficient, and safe manner, while in accordance with the VA Mission.

BACKGROUND: A facility in Tulsa, Oklahoma, is currently being renovated for the purpose of being used as the new Tulsa VA Medical Center (VAMC). The facility will need 40 handheld two-way radios, along with supporting equipment. This radio system will be used by engineering staff for maintenance and repair operations, as well as emergency communication between hospital maintenance and safety personnel. Access to the facility must be coordinated between the awarded contractor and the COR.

LOCATION: James Mountain Inhofe VA Medical Center, located at 440 S. Houston Ave, Tulsa, Oklahoma 74127.

PERFORMANCE PERIOD/DELIVERY TIMES: The equipment will be delivered, installation completed 120 days after receipt of order (ARO).

Qualifications of Contractor: The Contractor shall furnish all contract oversight, management, Technically Trained Personnel, OEM authorizations to support provision and installation of OEM products, applicable licenses, uniforms, equipment, tools, materials, supplies, storage, insurances, shipping and delivery costs, and transportations necessary to provide the products, and associated installation, for EOVAHCS in accordance with this SOW. Any services associated with this product are considered non-personal services.

The Contractor, its employees, agents, and subcontractors shall not be considered VA employees for any purpose of fulfilling the SOW and shall be considered employees of the Contractor.

For a contract of this size, scope and complexity, the successful Contractor must provide products and perform in a professional manner and quality as recognized by commercial industry standards as good to excellent. Contractor must provide to the COR and CO, and maintain for the life of the contract, written certification from the Original Equipment Manufacturer (OEM) that authorizes the Contractor to provide and install the products and software, as detailed in the Contractor’s quote, and identified in this SOW.

SCOPE: EOVAHCS requires a contractor to provide equipment and installation that meets or exceeds the physical, functional, and performance of the listed salient characteristics in the following sections. The equipment features are essential to the technical requirements to meet the government’s needs.

A site survey will be required before the contract is awarded to determine what will be needed to install a system that will include all parts and accessories needed to provide coverage throughout the entire James Mountain Inhofe Medical Center, approximately 300,000 sq ft.

The contractor must provide a turn-key radio communication solution. The turn-key solution must include 40 handheld radios with antenna, battery, and charging stations. The contractor must provide and install all needed backbone equipment to facilitate communication between the handheld radios.

Backbone equipment includes: base radio, repeater, preselector and other appropriate hardware to operate in the UHF frequency range 400-480MHz. All provided equipment must be compatible as a cohesive system. The system must be fully operational in all areas of the facility such that engineering personnel can communicate via a radio from anywhere within the facility. Operational means that a

Effective Date: 01/15/2026 Revision: 03 radio can communicate to all other radios on the same channel and there are no areas with dead or weak signal that affects the clarity of the transmission. The contractor is responsible for providing all repeaters and other equipment to eliminate dead and weak signal zones within the facility at no additional cost to the government.

The handheld radios must meet these minimum requirements:

Quantity: 40

• Frequency 400-480 MHz UHF

• Channel spacing 12.5 / 25.01 kH

• Channel capacity 64

• Battery life 17 Hours (one potential work shift without recharging)

• Operating temperature* -22 °F to 140 °F

• Dust and water intrusion IP55

• Salt fog Per MIL-STD 810C/D/E/F/G/H

• Humidity Per MIL-STD 810C, D, E, F, G, H

• Thermal shock Per MIL-STD 810C, D, E, F, G, H

• Electrostatic discharge IEC 61000-4-2 Level 4

• The radio delivers a clear signal.

• Transmit Interrupt

• The radio uses the same accessories as other units in that particular brand and does not require unique adapters for regular use or adding accessories.

• Charger for Handheld Radio o 120v Nema 5-15

• Battery for Handheld Radio

• Antenna for Handheld Radio

Service Plan (40 devices x 5 years)

The contractor will provide a minimum of 5-year service agreement for technical support, updates and repair service. This agreement includes a 5-year warranty on all components.

INSTALLATION AND TRAINING: Installation and staff training are to be provided as part of this procurement. Delivery and installation must be coordinated with the local COR. See the Performance section below.

Installation and Programming

The contractor will install the system and equipment in coordination with the COR. The contractor will provide all parts and labor required to completely install and test the system. The contractor will test the system throughout the facility to ensure proper coverage in all areas of the facility. The contractor will program all devices to work together on the appropriate channels (coordinated with the COR).

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The contractor will provide System Documentation to include, but not limited to, troubleshooting guides, technical specs, parts list, manuals, Compact Discs, etc.

The contractor is responsible for disposal of all trash and packaging.

The installation site will likely be considered an active construction site by the VA. The contractor is responsible for ensuring their personnel are equipped with the proper PPE and receive contractor safety orientation from VA safety personnel prior to performing work on site.

QUALITY

Conformance Standards Refer to section on Safety and Compliance in this SOW.

Rework or Remedy Rework or Remedy is defined as performing the Service again until the Purpose of this SOW is achieved in full. This involves less than Satisfactory Service by the Contractor and as noted by the COR. Rework or Remedy occurs at no additional cost to the Government. Payment will be withheld until all services are performed to the Satisfactory level in accordance with this SOW and as documented by the COR.

INSPECTION: Will be performed a representative from VA Engineering. Each resultant inspection shall be documented and provided to the COR within 7 days of installation along with any inspection documentation or checklists required by the manufacturer. Any changes in inspection requirements during the period of installation will be communicated to the Contractor immediately.

Inspection and Acceptance of Products and Services: The Government reserves the right to inspect and test services in accordance with this SOW and the Contract. The only individual authorized to officially accept services is the COR. While inspection of services may be delegated by the COR and a shared responsibility with departmental management staff, the COR is ultimately the only authorized individual to approve and accept services on behalf of the VA.

WARRANTY OF EQUIPMENT: Government requirement for standard manufacturer industry warranty term. Warranty to begin when the system is tested and accepted.

DELIVERY:

Delivery and receipt of the proposed items are anticipated to be directed to the location identified below. Confirmation of delivery location will be provided by the VA COR post-award.

Delivery must be coordinated with VA COR before any delivery attempts. Any item that has not been coordinated will be turned away and any additional charges will be the responsibility of the sender/transportation company.

Contractor`s responsibility will include uncrating or unboxing the equipment, removing all trash, and setting up the equipment according to the manufacturer`s specifications, followed by testing

Effective Date: 01/15/2026 Revision: 03 the equipment to verify that it is operational. Equipment installation paperwork & warranty information must be handed to the approved government contact onsite.

VA STANDARD BUSINESS HOURS AND FEDERAL HOLIDAYS

• Hours: Normal duty hours are 8:00 a.m. through 4:00 p.m. for the VA and 7:00 a.m. through 5:00 p.m. for the construction site, Monday through Friday, not including federal holidays. Whenever contact with a facility is required outside of normal duty hours, the Contractor shall coordinate these times with the designated COR.

• In accordance with 5 U.S.C. 6103, Executive Order 11582, and Public Law 94-97, the following national holidays are observed and for the purpose of this contract are defined as “Legal Federal official holidays.”

New Year’s Day January 1st

Martin Luther King’s Birthday Third Monday in January

President’s Day Last Monday in February

Memorial Day Last Monday in May

Juneteenth June 19th

Independence Day July 4th

Labor Day First Monday in September

Columbus Day Second Monday in October

Veteran’s Day November 11th

Thanksgiving Day Fourth Thursday in November

Christmas Day December 25th

In addition to the days designated as holidays, the Government observes the following days:

• Any other day designated by Federal Statute

• Any other day designated by Executive Order

• Any other day designated by the President of the United States to be a Federal holiday

• Noncontract Charges: The contractor shall not perform any service that will result in additional charges without prior approval from the Contracting Officer.

• Payment: Payment will be made upon receipt of a properly prepared invoice, which references the period for which payment is due, the contract number, and/or assigned purchase order number. The invoice must include the correct payment address.

• Waste Removal: The contractor is responsible for removing and properly disposing of all waste related to the services provided on-site at all VA facilities.

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SAFETY AND COMPLIANCE

The Contractor must perform services and ensure equipment functions in accordance with:

a) local, state, and federal Occupational Safety and Health guidelines and legislation, to include Occupational Safety and Health Administration (OSHA), the American National Standards Institute (ANSI) safety guidelines.

b) local, state, and federal Fire and Safety legislation and guidelines, to include VA Health Care System directives and legislation on Fire and Safety, as well as the latest published edition of NFPA-99 (Health Care Facilities Code)

REGULATORY REQUIRMENTS:

a. Occupational Safety and Health Administration (OSHA)

Medical Center Policies Each VA Medical Center has policies that are updated from time to time. The COR can provide more detailed information to the contractor of these upon commencement of the contract and throughout the term of the contract, as needed, especially policies regarding, parking, possession of weapons, cell phone use and photography as well as smoking on VA property.

Violations of such policies may result in individual fines or citation answerable in the United States (Federal) District Court.

Contractor Point of Contact (POC) The Contractor shall specify an individual who shall serve as a single point of contact for all contract issues (POC). Contractor must provide the COR and Contracting Office with the POC contact details, to include business phone number or cell phone number and email, as a minimum:

a) Within 5 business days of contract award,

b) Within 5 business days after renewal or extension of services in accordance with, and if permitted by applicable FAR clause, and

c) Within 5 business days prior to a change in the POC by the Contractor.

The POC must be easily accessible by phone and return COR calls within 48 hours of a voice message left by the COR.

Contracting Officer’s Representative (COR) Upon contract commencement, the Contracting Officer will notify the Contractor in writing as to the COR assigned to this contract, and upon reassignment of a new COR, as applicable.

Contractor shall only respond to requests for changes, new products or service, from the COR or the CO. If any product or services is requested from any source, other than the COR or the CO, the Contractor is to advise the individual of this requirement and refuse to respond. Any billing resulting from unauthorized service will not be paid by the government.

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Authority of the COR The Contracting Officer is the only person authorized to approve changes in any of the requirements of this contract. In the event the Contractor affects any changes at the direction of any person other than the Contracting Officer, the changes will be considered to have been made without authority and no adjustment will be made in the contract price or schedule to cover any increase in costs incurred as a result thereof. The Contracting Officer shall be the only individual authorized to accept nonconforming work, waive any requirement of the contract, and/or modify any term or condition of the contract. The Contracting Officer is the only individual who can legally obligate Government funds. No costs chargeable to the proposed contract can be incurred before receipt of a fully executed contract or specific authorization from the Contracting Officer. Any invoicing or charges resulting from unauthorized service will not be paid by the government.

LIABILITIES AND INSURANCES

Protection from Damage Contractor shall provide all labor, materials, and equipment necessary for protection of VAMC personnel, furnishings, equipment, and buildings from damage, and shall replace or repair any damage due to work performed under this contract equal to its original construction and finish.

Liability Insurance Contractor must provide the COR and the CO with written confirmation that Contractor has adequate insurance protection against negligent work and other forms of liability.

Delivery shall be provided no later than 120 days after receipt of order (ARO).

Delivery Terms: Destination FOB

Place of Performance/Place of Delivery

Address: James Mountain Inhofe VA 440 S. Houston Ave Tulsa, OK

Medical Center

Postal Code: 74127 Country: UNITED STATES

The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/browse/index/far.

The following solicitation provisions and clause apply to this acquisition:

1. FAR 52.212-1, “Instructions to Offerors–Commercial Products and Commercial Services”

ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS – COMMERCIAL.

a) Contractor’s Administration Data

1) Company Name

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2) Contact Person

3) Title

4) Address

5) City/State/Zip

6) Phone

7) Fax

8) E-Mail

9) Tax ID No

10) Unique Entity Identifier (UEI)

b) Complete 52.225-2 Buy American Certificate

c) Provide a complete quote per line items (v) and (vi) listed above.

d) Acknowledge any and all amendments to solicitations.

e) Complete and return provision 52.212-3 with quote.

f) Provide illustration(s) of the product.

g) Quote on Company’s letterhead.

h) Submit Sustainability Certification.

Site visits are welcomed:

Date: February 19,2026

Location:

James Mountain Inhofe VA medical center 440 S. Houston Ave Tulsa, OK 74127

POC:

Josiah Morris 918-384-0101

All quotes shall be sent to:

Martin Torres martin.torres@va.gov

Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of RFO FAR 12.

2. FAR 52.212-2 Evaluation-Commercial Products and Commercial Services: In accordance with RFO FAR 12.201-1 and FAR 12.201-2 when appropriate, the contracting officer may (1) Insert the mailto:martin.torres@va.gov https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-12

Effective Date: 01/15/2026 Revision: 03 provision at 52.212-2, Evaluation-Commercial Products and Commercial Services, in solicitations for commercial products or commercial services.

(a) The Government will award a contract resulting from this solicitation to the offer responsible, whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors should be used to evaluate offers:

The Government will evaluate quotes using Comparative evaluation which is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government.

3. Offerors must complete annual representations and certifications electronically via the System for

Award Management (SAM) website located at https://sam.gov/.

4. FAR 52.212-4, “Contract Terms and Conditions–Commercial Products and Commercial Services”

NOV 2023)

a) 52.204-13 SYSTEM FOR AWARD MANAGEMENT MAINTENANCE

b) 52.204-18 COMMERCIAL AND GOVERNMENT ENTITY CODE

MAINTENANCE

c) 852.203-70 COMMERCIAL ADVERTISING

d) 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-

OWNED SMALL BUSINESS EVALUATION FACTORS (DEVIATION)

e) 852.215-71 EVALUATION FACTOR COMMITMENTS

f) 852.246-71 REJECTED GOODS

To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

Quoters shall list exception(s) and rationale for the exception(s), if any.

https://www.acquisition.gov/far/part-52#FAR_52_212_2 https://sam.gov/

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Submission of your questions shall be received not later than February 25, 2026, at 4:00 PM CST to the following:

Martin Torres- martin.torres@va.gov

Dewana Raynor- dewana.raynor@va.gov

Submission of your quotes shall be received not later than March 10, 2026, at 4:00 PM CST to the following:

Martin Torres- martin.torres@va.gov

Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below.

Point of Contact

Contract Specialist – Martin Torres- martin.torres@va.gov

Contracting Officer – Dewana Raynor- dewana.raynor@va.gov mailto:martin.torres@va.gov mailto:dewana.raynor@va.gov mailto:martin.torres@va.gov mailto:martin.torres@va.gov mailto:dewana.raynor@va.gov