J063--Black Hills Security System Maintenance Sources Sought

The Black Hills Health Care System requires security system maintenance and upgrading services in accordance with the draft Statement of Work (SOW) below.

This is a sources sought/proof of capability solicitation looking for vendors to perform the services per the SOW for market research purposes. No awards of a contract will be made from this announcement.

If you are a vendor that can complete the work described in the SOW with competitive pricing, please send your contact and organization information with a descriptive proof of capability to: joseph.bloomer@va.gov on or before February 17th, 2026.

Only emailed responses will be considered.

Additionally, please provide answers as appropriate to the following questions in the table below with your response to this sources sought. Failure to respond to the following questions may affect the acquisition strategy.

1.

Identify your organization's socio-economic category.

2.

State whether any of the requested services may be ordered against a government contract awarded to your organization (e.g Federal Supply Schedule (FSS), General Services Administration (GSA), etc.).

3.

State if subcontracting is contemplated for this requirement and what percentage of the work will be subcontracted and for what tasks.

Â

*If applicable, VAAR 852.219-75 VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction, will apply to the potential solicitation if set-aside for Veteran Owned Small-Businesses or Service Disabled Veteran Owned Small-Businesses.*

*If applicable, FAR 52.219-14 Limitations on Subcontracting, will apply to the potential solicitation if set-aside for Small-Businesses.*

STATEMENT OF WORK

VA Black Hills Health Care System

Security System Maintenance & Upgrade Services

INTRODUCTION

The VA Black Hills HCS Police Departments at the Fort Meade and Hot Springs campuses have a requirement to procure security system maintenance & upgrade services for the VA Police security system. To ensure optimal performance, the VA requires a service contract for scheduled maintenance, emergency support, software updates, and system optimization and upgrades.

PROPOSED PERIOD OF PERFORMANCE, BASE +4 OPTION YEARS

Base Year 07/01/2026 06/30/2027

Option Year 1 07/01/2027 06/30/2028

Option Year 2 07/01/2028 06/30/2029

Option Year 3 07/01/2029 06/30/2030

Option Year 4 07/01/2030 06/30/2031

SCOPE OF WORK

Service Contract for maintenance and upgrades related to the C-Cure 9000 Physical Access Control System, Milestone Video Management System, Centurion Panic/Duress System and the Morse Watchman Key-watcher System.

Provide C-Cure 9000, Milestone and OSHA 10 Certified Technicians

Provide labor for five (5) days per month to perform routine preventative maintenance, general business days only (no-holidays or weekends)

Provide labor associated with service calls, troubleshooting and repair services

Provide emergency service requests for after hours, holidays and weekends

Provide a 4-hour response time for all emergency service requests

Provide labor associated with equipment repair services and associated replacement costs for equipment deemed faulty

Provide/renew C-Cure 9000 Software Subscription Agreements

Provide/renew Milestone Care Plus Software Subscription Agreements

Provide monthly reports documenting all services provided

Inventory field device related equipment for use with repair services

Included the expenses needed to repair any faulty security equipment

Provide a log/list of upgraded equipment to allow installation/upgrade verification by the COR.

CONTRACTOR RESPONSIBILITIES

Contractor shall provide labor for repair/replacement services for the associated equipment and associated cabling infrastructure.

PHYSICAL ACCESS CONTROL SYSTEM:

Access control panel components, reader modules, power supplies, batteries, readers, request-to-exit devices, door-position-switches, electric strikes, magnetic locks and cabling thereof.

VIDEO MANAGEMENT SYSTEM:

Cameras, camera power supplies, surge protectors, servers, storage arrays, PDUs, security client workstations, security monitors, PTZ consoles, components and cabling thereof.

GENERAL:

Security network switches, supporting rack equipment & peripheral devices for VAMC Hot Springs only.

PREVENTATIVE MAINTENANCE ASSOCIATED WITH THE FOLLOWING:

PACS Host Servers, VMS Management Servers, Recording Servers, Storage and/or Client Workstations

All servers and workstations will be inspected for sufficient operation by reviewing tasking services, performance metrics, log files & other.

All servers and workstations will be power cycled and cleaned semi-annually.

PACS panel maintenance, inspection, battery replacements

Batteries are replaced on a 4 5-year rotation or as needed

Camera maintenance, adjustments, refocusing and cleaning as needed

Completed once annually:

Install software upgrades as made available by the respective manufacturer: C-Cure 9000, Milestone & Axis.

Install firmware upgrades for all pertinent equipment as made available by the respective manufacturers: C-Cure 9000, Milestone & Axis.

ADDITIONAL SERVICES:

Install Milestone device pack updates and hot fixes as made available by the respective manufacturers; completed as necessary.

Software configurations, adjustments, modifications and/or training needs as requested by the VA (within the allotment 5 PM days per month).

System inspection and routine testing

Security system integrations and routine maintenance thereof

PERSONNEL

All services must be performed by Johnson Controls Factory Trained Technicians.

Technicians must be OSHA 10 Certified and have access to proprietary JCI software.

WORK HOURS

Planned maintenance shall occur Monday through Friday, 8:00 AM to 4:00 PM, excluding federal holidays.

Emergency services shall be available with a four (4) hour response time.

CHECK-IN PROCEDURE

Technicians must report to the Police Department prior to beginning work.

SITE ADDRESS

The address of the VA Black Hills Health Care System is listed below.

Hot Springs VAMC is located at 500 5th Street, Hot Springs, South Dakota 57747

Fort Meade VAMC is located at 113 Comanche Road, Fort Meade, South Dakota 57741

CLEAN UP AND DISPOSAL

There are no dumpsters available for vendor use.

The removal of waste and/or excess material shall be conducted through the loading dock area. Delivery trucks and/or other vendor vehicles will not be permitted to remain at the loading dock. Vehicles will need to be brought back to the dock if required to remove any waste, tools, or excess materials.

STANDARD WARRANTY

The products shall be covered by vendor s standard warranty terms and provisions. Vendors to provide their standard warranty information. It should be noted however that the warranty coverage shall be no less than 1 YEAR per VA policy.

The warranty period set forth therein shall be for one year following the date of installation at the VABHHCS.

The vendor shall extend such warranty directly to the customer as if such customer had purchased the Products directly from the vendor.

The vendor shall warrant the products against defects in material and workmanship under normal use and service, repair or replace at vendor s cost any defective Product (or issue a credit or refund, as the case may be, based on the purchase price paid therefor); and

The vendor shall pay (or refund the amount of) all freight and shipping charges for any defective Products returned under this paragraph.

USE OF PREMISES

If during the performance of this contract, work will be carried out on VABHHCS premises, the vendor shall perform all work in such a manner that will cause a minimum interference with VABHHCS operations and the operations of other contractors on the premises.

The vendor shall communicate through the VA POC any required coordination requirements with the General Construction contractor (GC) prior to and during delivery and installation activities.

The project may be an active construction site during delivery and installation. The vendor shall take all necessary precautions to protect the premises and all persons and property therein from damage or injury. The vendor shall assume responsibility for taking precautions for the vendor's (and associated subcontractors ) employees, agents, licensees, and permittees. The vendor shall abide by any safety requirements imposed by the GC (e.g., hard hats, safety vests).

The vendors shall abide by all rules and regulations set forth by the CDC & the VABHHCS due to the Coronavirus (COVID-19) and have their own personal protective equipment (PPE) in use for the time they are on the GLA campus grounds.

TRAINING, SECURITY AND NARA REQUIREMENTS

Contractor Training: ALL Contractors on-site shall complete required training. Each contractor is required to print, review, and sign the attached TMS 20939 document. Contract owner/supervisor must send signed TMS 20939 documents to the contract COR, Kendra Knight, Deputy Chief of Police, 605-720-7010

6500.6 Appendix C Security and NARA PRIVACY-HIPAA CLAUSE: ALL Contractors on-site shall read and comply with attached 6500.6 Appendix C Security and NARA PRIVACY-HIPAA CLAUSE documents. See attachment A for Security and Attachment B For NARA.

Any contractor that is required to be on site must take TMS Training 20939 and those certificates must be sent to the COR prior to any work starting.

See Attachment C.