Inactive Total Small Business Set-Aside (FAR 19.5)

Description This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Stream... Description This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, 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 FAC 2025-06; October 1, 2025. The most recent Federal Acquisition Circular can be found at Acquisition.gov. This solicitation is set-aside for SBA The associated North American Industrial Classification System (NAICS) code for this procurement is 238210, with a small business size standard of $19 Million. The FSC/PSC is J059. The West Haven VA Medical Center 950 Campbell Ave West Haven, CT 06516 is seeking to repair the Supervisory Control and Data Acquisition (SCADA) system. All interested companies shall provide quotations for the following: Supplies/Services Line Item Description Quantity Unit of Measure Unit Price Total Price 0001 SCADA upgrades - building 19 1 JB STATEMENT OF WORK SCADA UPGRADES VA CONNECTICUT HEALTHCARE SYSTEM (VACHS) VA MEDICAL CENTER WEST HAVEN 950 CAMPBELL AVENUE WEST HAVEN, CT 06516 BACKGROUND The West Haven Campus Building 19 Combined Power and Heating plant currently has failed electrical switching capabilities thar require control system upgrades, replacement of OEM parts, controls, and reprograming to restore critical generator functionality to existing Supervisory Control and Data Acquisition (SCADA) system. JUSTIFICATION VA Connecticut Healthcare System Combined Heat & Power Plant s existing control system manages high-level supervision of the electrical switchgear serving campus generators. The control system has failed and currently has a lack of controls to enable recovery conditions for the existing and freestanding Supervisory Control and Data Acquisition (SCADA) 13kV utility switchgear during planned and unplanned utility and power loss events. Failure to implement control devices may prevent switchgear from performing under normal power operation in the event of planned and/or unplanned power loss and may require extended use of generator backup power and may result in an incomplete transfer to generator power with unplanned power outage conditions. LOCATION OF SERVICES VA Medical Center West Haven 950 Campbell Avenue West Haven, CT 06516 PERIOD OF PERFORMANCE The period of performance for this is upon NTP where work shall be completed within 90 calendar days. This includes all contract closeout activities. QUALIFICATIONS To be eligible for consideration, potential bidders shall have been trained by the Original Equipment Manufacturer (OEM) on the specific model of equipment that he/she is being asked to provide services for. Bidders shall provide upon request, documentation of certification/training on the specific equipment under the terms of this contract. Bidders must provide upon request, documentation of factory certified service/maintenance training on the specific equipment under the terms of this contract. The Contracting Officer (CO) and/or Contracting Officer s Representative (COR) specifically reserve the right to reject any of the Service Provider s personnel and refuse permission to work on the equipment outlined herein, based upon credentials provided. Service provider shall submit documentation of technical training and certifications for personnel performing all work under the terms of this contract for review and acceptance prior to the start of work on site. Experience in programming supervisory Controls and Data Acquisition (SCADA) systems specifically installed at the VA Connecticut Healthcare System West Haven Campus Combined Heat and Power Generator Interface; ability to perform field service connections, perform all integrated SCADA and Automated system upgrades and retrofit to the existing equipment identified. Bidders shall submit documentation and capability to furnish proprietary hardware, parts, equipment, and incidentals required to perform this work and shall maintain sufficient stock of parts needed for repair and maintenance of the equipment or be able to secure parts within twenty-four (24) hours. All parts used shall be new OEM parts only. Reverse engineered and/or refurbished parts shall not be utilized under the terms of this contract without explicit permission, in writing, from the Contracting Officer. Information Technology Security Requirements: The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract. The contractor shall comply with all Federal laws and regulations the VA has developed when VA sensitive information is accessed, used, stored, generated, transmitted, or exchanged by and between VA and a contractor. The information made available to the contractor by VA for the performance of this contract will be used only for the purposes of performance under this contract. A site to site/direct connection is not required. Subcontracting of any ensuing award of this solicitation shall not be allowed without written permission of the Contracting Officer. Service response on calls from unauthorized personnel could result in non-payment. Subcontracting of any ensuing award of this solicitation shall not be allowed without written permission of the Contracting Officer. Service response on calls from unauthorized personnel could result in non-payment. Bidders shall perform a pre-bid walkthrough at 8:30 a.m. on December 12, 2025 at VA Medical Center West Haven located at 950 Campbell Avenue, West Haven, CT 06516. Meet at Building 15 and obtain a temporary day badge and complete a sign-in sheet. SCOPE OF WORK The Service Provider shall furnish all labor, materials, equipment, tools, supervision, and all incidentals to complete the work for the services described in this document. Scheduled maintenance and repairs shall be completed Monday through Friday and during regular business hours of 8:00 a.m. and 4:40 p.m. No work shall be performed on Government Holidays unless an emergency status has been indicated by the VA Contracting Officer. Description of Services: Service provider shall schedule and coordinate all work with the VA COR, Utilities Supervisor, and Chief, Maintenance & Operations. All LOTO request and procedures shall be in compliance with the VA Connecticut Healthcare System Medical Center Policy 138-075. Coordinate all placement and removal of Lock Out Tag Out devices for any energy source with the VA COR/ Maintenance & Operations. Coordinate transfer of campus electrical loads to total generator power with the Utilities Systems Supervisor and Electric Shop Supervisor. Adjust Protective Relay Settings to appropriate Utility Return Time and to prevent conflict of operation within the control system (Protective Relays and Programmable Logic Controller). Implement Open Transition Retransfer as the default operation for Utility Power Return. Furnish Hardwire Device Control Capability for the following functions: Generator 1 and Generator 2 Co-Gen Enable/Disable Mode Selector Static Switch. Utility Return Mode RTUA in Auto/Manual Mode Selector Static Switch Utility Return Mode RTUB in Auto/Manual Mode Selector Static Switch Manual Return Operation for Utility 1 (L1) Momentary Switch Manual Return Operation for Utility 2 (L2) Momentary Switch Preferred Utility Selection Selector Static Switch Furnish and replace Advanced Control System PC Furnish and replace ThinView 19 HMI display Develop custom printed labels for each LED and Pushbutton on all SEL Protective Relay Furnish Critical System Relay Fault Events Alarm for status monitoring. Service provider shall clean up all debris and properly dispose of any parts, equipment, etc. Furnish a waste manifest within 30 days of the completion of all work. Service Provider shall perform all start up, inspection, and testing of installed components. Facilities Management Service shall be present for witness testing of all components. SPECIAL INSTRUCTIONS Service Provider Check-in: All employees of the service provider shall comply with VA Security Management Program and obtain permission of the VA Police and restricted from unauthorized access. Upon arrival, the Service Provider shall sign-in at Building 15 and receive a temporary identification badge prior to performing services at VA Connecticut Healthcare System. The Service Provider shall wear visible identification always displaying the name and company ID while on site. All site visits shall be coordinated with the VA COR. Documentation: At the conclusion of each repair and scheduled maintenance visit, the Service Provider shall provide a written service report indicating the date of service, the model, serial number, and location of equipment serviced, the name of the representative, and the services performed, and parts replaced and labor hours. The reports shall be delivered within five business days. Per VA Directive 1805, smoking vaping, and smokeless tobacco are prohibited on the grounds of VA facilities, including in vehicles. This Directive applies to all Service providers and their employees. No photography of VA premises is allowed without written permission of the contracting officer. Patients and staff are not to be photographed at any time. VA reserves the right to close down or shut down the facilities and order Service provider employees off the premises in the event of a national emergency. The Service provider may return to the site only with the written approval of the VA Contracting Officer. Parking for Service provider and its employees shall be in designated areas only. Service provider to coordinate with COR. The Service provider shall confine all operations (including storage of materials) on government premises to areas authorized or approved by the VA Contracting Officer. The Service provider shall hold and save the government, its officers, and agents, free and harmless from liability of any nature occasioned by the Service provider s performance. Working space and space available for storing materials shall be as determined by the COR. Workers are subject to the rules of the Medical Center applicable to their conduct. Execute work in such a manner as to reduce impacts with work being done by others. Billing: Billing: Provide COR with a report or statement of work completed and include statements with request for payment. Statement should include service completed and the date each service item was completed. Labor charges shall be billed hourly, and any unused labor totals will be credited back to the VA Medical Center on the next billing cycle, upon receipt of the service report. TERMS AND CONDITIONS User Responsibility: The Service Provider shall not be held responsible under the terms of this contract for repairs to equipment necessitated by user abuse and/or misuse of equipment. NARA Records Management Requirements The following standard items relate to records generated in executing this contract: Citations to pertinent laws, codes and regulations such as 44 U.S.C. Chapter 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. 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. 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. 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. The Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. 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. The Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. The 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.]. 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. 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 this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. APPENDIX A INFECTION PREVENTION MEASURES A. Implement the requirements of VA Medical Center s Infection Control Risk Assessment (ICRA) team. ICRA Group may monitor dust, in the vicinity of the construction work, and require the Service Provider to take corrective action immediately if the safe levels are exceeded. B. Establish and maintain a dust control program as part of the contractor s infection preventive measures in accordance with the guidelines provided by ICRA Group as specified here. Prior to start of work, prepare a plan detailing project-specific dust protection measures, including periodic status reports, and submit to Project Manager and Facility ICRA team for review for compliance with contract requirements in accordance with Section 01340, SAMPLES AND SHOP DRAWINGS. 1. All personnel involved in the construction or renovation activity shall be educated and trained in infection prevention measures established by the medical center. C. Medical Center Infection Control personnel shall monitor for airborne disease (e.g. aspergillosis) as appropriate during construction. A baseline of conditions may be established by the medical center prior to the start of work and periodically during the construction stage to determine impact of construction activities on indoor air quality. In addition: 1. The Project Manager and VAMC Infection Control personnel shall review pressure differential monitoring documentation to verify that pressure differentials in the construction zone and in the patient-care rooms are appropriate for their settings. The requirement for negative air pressure in the construction zone shall depend on the location and type of activity. Upon notification, the contractor shall implement corrective measures to restore proper pressure differentials as needed. 2. In case of any problem, the medical center, along with assistance from the contractor, shall conduct an environmental assessment to find and eliminate the source. D. In general, following preventive measures shall be adopted during construction to keep down dust and prevent mold. 1. Dampen debris to keep down dust and provide temporary construction partitions in existing structures where directed by Resident Engineer. Blank off ducts and diffusers to prevent circulation of dust into occupied areas during construction. 2. Analyze each site during design to determine the effects of blocking HVAC ducts and their impact on existing air handling systems that must remain operational before initiating a dust control program. The method of capping ducts shall be dust tight and withstand airflow. 3. Construct anteroom to maintain negative airflow from clean area through anteroom and into work area where required. 4. High risk patient care areas may require additional measures like air locks, special signage, smoke and negative pressure alarms. 5. Identify these areas clearly on the drawings and work with Medical Center personnel to achieve desired level of isolation suited to the scope of risk involved. 6. Do not perform dust- producing tasks within occupied areas without the approval of the Project Manager. For construction in any areas that will remain jointly occupied by the medical Center and Contractor s workers, the Contractor shall: a. Provide dust proof fire-rated temporary drywall construction barriers to completely separate construction from the operational areas of the hospital in order to contain dirt debris and dust. Barriers shall be sealed and made presentable on hospital occupied side. Install a self-closing rated door in a metal frame, commensurate with the partition, to allow worker access. Maintain negative air at all times. A fire retardant polystyrene, 6-mil thick or greater plastic barrier meeting local fire codes may be used where dust control is the only hazard, and an agreement is reached with the Resident Engineer and Medical Center. b. HEPA filtration is required where the exhaust dust may reenter the breathing zone. Contractor shall verify that construction exhaust to exterior is not reintroduced to the medical center through intake vents, or building openings. Install HEPA (High Efficiency Particulate Accumulator) filter vacuum system rated at 95% capture of 0.3 microns including pollen, mold spores and dust particles. Insure continuous negative air pressures occurring within the work area. HEPA filters should have ASHRAE 85 or other pre-filter to extend the useful life of the HEPA. Provide both primary and secondary filtrations units. Exhaust hoses shall be heavy duty, flexible steel reinforced and exhausted so that dust is not reintroduced to the medical center. c. Adhesive Walk-off/Carpet Walk-off Mats, minimum 24 x 36 , shall be used at all Interior transitions from the construction area to occupied medical center area. These mats shall be changed as often as required to maintain clean work areas directly outside construction area at all times. d. Vacuum and wet mop all transition areas from construction to the occupied medical center at the end of each workday. Vacuum shall utilize HEPA filtration. Maintain surrounding area frequently. Remove debris as they are created. Transport these outside the construction area in containers with tightly fitting lids. e. The contractor shall not haul debris through patient-care areas without prior approval of the Resident Engineer and the Medical Center. When, approved, debris shall be hauled in enclosed dust proof containers or wrapped in plastic and sealed with duct tape. No sharp objects should be allowed to cut through the plastic. Wipe down the exterior of the containers with a damp rag to remove dust. All equipment, tools, material, etc. transported through occupied areas shall be made free from dust and moisture by vacuuming and wipe down. f. Using a HEPA vacuum, clean inside the barrier and vacuum ceiling tile prior to replacement. Any ceiling access panels opened for investigation beyond sealed areas shall be sealed immediately when unattended. g. There shall be no standing water during construction. This includes water in equipment drip pans and open containers within the construction areas. All accidental spills must be cleaned up and dried within 12 hours. Remove and dispose of porous materials that remain damp for more than 72 hours. h. At completion, remove construction barriers and ceiling protection carefully, outside of normal work hours. Vacuum and clean all surfaces free of dust after the removal. E. Final Cleanup: 1. Upon completion of project, or as work progresses, remove all construction debris from above ceiling, vertical shafts and utility chases that have been part of the construction. 2. Perform HEPA vacuum cleaning of all surfaces in the construction area. This includes walls, ceilings, cabinets, furniture (built-in or free standing), partitions, flooring, etc. 1. All new air ducts shall be cleaned prior to final inspection. SPEC WRITER NOTE: On small projects developed at Medical Center, Engineering Officer may tag items to be removed and stored, instead of noting such items on drawings or in specifications. END OF APPENDIX APPENDIX B VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE FOR INCLUSION INTO CONTRACTS, AS APPROPRIATE 1. GENERAL Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. 2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order. b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures. c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S> defense industry contractor personnel safeguard the classified information in their possession while performing work on contracts, programs, bid, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Secretary Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness. d. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor. e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination. 3. VA INFORMATION CUSTODIAL LANGUAGE a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor s rights to use data as described in Rights in Data General, FAR 52.227-14(d) (1). b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA s information is returned to the VA or destroyed in accordance with VA s sanitization requirements. VA reserves the right to conduct onsite inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements. c. Prior to terminator or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1 Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract. d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract. e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed. f. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12. g. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship. h. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated. i. The contractor/subcontractor s firewall and Web services security controls, if applicable, shall meet or exceed VA s minimum requirements. VA Configuration Guidelines are available upon request. j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA s prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response. k. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response. l. For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COR. 4. INFORMATION SYSTEM DESIGN AND DEVELOPMENT a. Information systems that are designed or developed for on behalf of VA at non-VA facilities shall comply with all VA directives developed in accordance with FISMA, HIPAA, NIST, and related VA security and privacy control requirements for Federal information systems. This includes standards for the protection of electronic PHI, outlined in 45 C.F.R. Part 164, Subpart C, information and system security categorization level designation in accordance with FIPS 199 and FIPS 200 with implementation of all baseline security controls commensurate with the FIPS 199 system security categorization (reference Appendix D of VA Handbook 6500, VA Information Security Program). During the development cycle a Privacy Impact Assessment (PIA) must be completed, provided to the COR, and approved by the VA Privacy Service in accordance with Directive 6507, VA Privacy Impact Assessment. b. The contractor/subcontractor shall certify to the COR that applications are fully functional and operate correctly as intended on systems using the VA Federal Desktop Core Configuration (FDCC), and the common security configuration guidelines provided by NIST or the VA. This includes Internet Explorer 7 configured to operate on Windows XP and Vista (in Protected Mode on Vista) and future versions, as required. c. The standard installation, operation, maintenance, updating, and patching of software shall not alter the configuration settings from the VA approved and FDCC configuration. Information technology staff must also use the Windows Installer Service for installation to the default program files directory and silently install and uninstall. d. Applications designed for normal end users shall run in the standard user context without elevated system administration privileges. e. The security controls must be designed, developed, approved by VA, and implemented ...