Inactive Total Small Business Set-Aside (FAR 19.5)

The Department of Veterans Affairs, Network Contracting Office 15 intends to release a commercial solicitation for a Security System Maintenance and repair for the St. Louis VA Medical Center which is... The Department of Veterans Affairs, Network Contracting Office 15 intends to release a commercial solicitation for a Security System Maintenance and repair for the St. Louis VA Medical Center which is located at: Department of Veterans Affairs St. Louis VA Medical Center 915 North Grand Blvd. St. Louis, MO 63106 RFQ: 36C25525Q0163 SET ASIDE CATEGORY: Small Business PRODUCT CODES: J063 NAICS CODES: 561621 ISSUE DATE: 02/12/2025 RESPONSE DUE DATE: 02/18/2025 DELIVERY TIME FRAME: Base +4 year FBO: Destination All responsible sources may submit a quotation, which if timely received, shall be considered by this agency. Responses must be concise and be specifically directed to the requirement reference above. It is the offeror s responsibility to monitor SAM.gov for changes or amendments. All solicitation packages will be submitted via email. 1. SF1449 - Solicitation cover page (Signed) 2. Quote 3. Letter of Authorization (If not the manufacturer) Submit the RFQ to James.Hogue@va.gov, phone number (913) 684-0133.

Inactive

THIS REQUEST FOR INFORMATION (RFI)/SOURCES SOUGHT DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in re... THIS REQUEST FOR INFORMATION (RFI)/SOURCES SOUGHT DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI. The submission of pricing, capabilities for planning purposes, and other market information is highly encouraged and allowed under this RFI In Accordance With (IAW) FAR Part 15.201(e). SOURCES SOUGHT DESCRIPTION This is NOT a solicitation announcement. This is a RFI/sources sought only. The purpose of this sources sought/RFI is to gain knowledge of potential qualified sources and their size classification relative to NAICS 561621. Responses to this sources sought will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought, a solicitation announcement may be published. Responses to this sources sought synopsis are not considered adequate responses for a solicitation announcement. The Department of Veterans Affairs (VA), VISN 15 Network Contracting Office, is seeking sources that can provide the following: Contractor shall provide the maintenance of the VA Police security system and repair the security system as required by the Statement of Work (SOW) at the VA Medical Center, St. Louis, Missouri (herein after referred to as VAMC). The VAMC St. Louis has two divisions located as follows: John Cochran Division (JC), 915 North Grand Blvd., St. Louis, MO 63106 and Jefferson Barracks Division (JB), #1 Jefferson Barracks Drive, St. Louis, MO 63125. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the brand name. If you are interested and are capable of providing the sought-out services, please provide the requested information as well as the information indicated below. Response to this notice should include company name, address, point of contact, size of business pursuant to the following questions: Please indicate the size status and representations of your business, such as but not limited to: Service Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small Business (WOSB), Large Business, etc.)? Is your company considered small under the NAICS code identified under this RFI? Are you the manufacturer, distributor, or an equivalent solution to the items being referenced above? If you re a small business and you are an authorized distributor/reseller for the items identified above or an equivalent solution, do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified? Does your company have an FSS contract with GSA, VA NAC, NASA SEWP, or any other federal contract, that can be utilized to procure the requirement listed above? If so, please provide the contract number. Please submit your capabilities that show clear, compelling, and convincing evidence that you can meet the requirement described above. Please provide your UEI number. Responses to this notice shall be submitted via email to James Hogue at James.Hogue@va.gov. Telephone responses shall not be accepted. Responses must be received no later than Wednesday, February 5th at 1700 CST. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this sources sought. Responses to this sources sought notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation. Statement of Work Security System Maintenance I. DESCRIPTION This service contract requires the furnishing of all labor, material, equipment, supervision, management, tools, transportation, and supplies for the complete maintenance and Corrective maintenance services to the Security System at the John Cochran (JC) Division and Jefferson Barracks (JB) Division of the VA Medical Center (VAMC), St. Louis, Missouri. a. Contractor shall furnish all labor for normal, routine and emergency maintenance, 24 hours per day, 365 days a year. b. The contractor is responsible for providing field updates to as-built drawings and associated documentation as tests and maintenance is performed. The as-built drawings will be provided by the VAMC for the entire security alarm system for the equipment listed in Table Nos. 1 through 31 of this document. c. All material used in the course of normal, routine and emergency Corrective maintenance, testing and inspections are included; except see VANDALISM, Paragraph III. All parts shall be of current manufacturer and shall have full versatility/compatibility with presently installed equipment. All replacement parts for access control must be FIPS 201 compliant. STL VA is currently using a 75-bit card for the VA PIV Credential. d. Any material provided outside this contract for adds, moves, changes, act of God, etc., will be provided to the VAMC at the Contractor s preferred customer rate for labor and materials. e. In addition; the contractor is required to provide the below listed administrative duties for the St Louis Medical Center: (1) Create C*CURE reports requested by the various services. Update schedules of reports and report parameters. Update reports as equipment is added or deleted. Approximately 3 hours per month. (2) Add and delete C*CURE Operators as needed. Minimal amount of time (maybe once every three months) (3) Manage active directory to include adding and deleting users and resetting passwords. Minimal amount of time (maybe once every three months) (4) Maintain CISCO Equipment for campus interconnection. (5) Provide preventative maintenance on access control, video and intercom system to reduce downtime of same. Minimum of 16 hours per week. (6) Will be required to maintain a bench stock of spare parts provided by the VA Medical center to be used in emergency situations (7) Will be required to maintain four client PCs and four servers, including keyboards, mice and speakers. (8) As new buildings come online under the JB and JC Major Construction projects the contractor will be responsible for the initial entry of all the security related hardware (to include ISTARs, Card Readers, Receivers, Relays, duress buttons etc.) in the Master Application Server and the Satellite server. In addition; the Contractor will be responsible for adding all the new video surveillance equipment into the March Networks system II. QUALITY CONTROL: All employees of vendor and subcontractors working on site shall comply with VA security management program and obtain permission of the VA police, be identified by project and employer, and restricted from unauthorized access. All contractors who work on site must have a photo ID badge issued by the VA Police. Applicants for an ID badge will be required to provide personal data and undergo a background check. Contractor s service technicians used to meet the requirements of a-e below shall reside within a 1.25-hour radius of the spot located directly between the two locations: a. Contractor shall be capable of providing at least six (6) employees Factory Trained and Certified in the Software House CCure 9000, and no less than three (2) employees who have successfully passed the Software House CCure 9000 Advanced Integrator Certification. b. Contractor must have one (1) or more Software House CCure 9000 Enterprise Architecture certified technicians, competent in the Commissioning, Programming and Maintenance of a CCure 9000 MAS/SAS configuration. c. Contractor shall be capable of providing at least six (6) employees who are factory trained and certified in the March Networks R5 platforms. d. Contractor shall have at least one employee who is factory certified in the Stentofon Alphacom intercom system. e. The contractor shall have at least two employees who are factory certified on the SALTO locking computer software program, and the associated hardware installed. f. The contractor shall insure that they have at least one certified technician available 24/7 365 days a year that lives within a 1.25 hours radius of both the JC and JB Campus . III. GENERAL MAINTENANCE REQUIREMENTS: SYSTEM COMPONENTS: The system includes components of the system, both audio and visual, including but not limited to motion detectors, wiring, circuitry, duress buttons, electronic cameras, monitors, NVR s, switches, alarms, card readers, computers, boards, intercoms, equipment for data transmission and storage and other items described herein at the JC and JB Divisions of the VA Medical Center. All components and accessories of the system will be covered under this service contract. All systems shall be left functional at the close of each workday. a. Network All devices supported as part of this contract reside on the Security Network. This includes but is not limited to fiber optics converters, switches, UPS s, CSU/DSU s and all other devices to make a complete and working, full Gigabit backbone, security network. The network includes the link between campus dedicated to use by the Security Systems. b. Access Control System The Access Control System is a CCure 9000. This includes, but is not limited to: Access Control Panel, Panel Power Supplies, Lock Power Supplies, Card Reader, Request to Exit Devices, Door Position Switches and Electronic Locking Hardware. Electronic locking hardware including maglocks, electric strikes, electrified locksets, Delayed Egress hardware, electric latch retraction, and electric trim devices. The system is used to monitor certain alarms. Devices to monitor these alarms include wireless receivers, transmitters, specialized contacts and motion detectors. The contractor will be required to keep the CCure 9000 system properly licensed and under a Software Support Agreement with the factory, maintaining at least the current level of licensure. A copy of the license details is available upon request. The system includes a configuration of one MAS and two SAS s both with BIDI Interface. This will require license renewal on an annual basis. c. CCTV System: Coverage of the March Network CCTV system shall be part of this agreement. This includes the Network Video Recorders (NVRs), encoders, wireless transmission equipment, Ethernet Transmission and Extenders, switches, camera power supplies, and camera. Cameras consist of indoor, and outdoor, fixed and PTZ, as well as analog and IP. d. Intercom There are four different intercom systems in use that will be covered under this maintenance agreement. A Bogen intercom system covering seven doors at JC, six Aiphone door intercom systems (total for both campuses), a Stentofon all IP intercom system with six intercom stations, and six Emergency Phone intercom stations. e. Security Servers and Workstations Multiple PCs and Servers make up the Security System. These include three high availability Enterprise Servers built and tuned specifically for operation with CCure 9000. These servers include RAID redundancy, dual power supplies and all required Windows Server and SQL licensing. Two High End Workstations are used for the Dispatch function and are each capable of driving up to eight high resolution large format monitors. Two badging workstations with associated cameras and PVC card printers are also a part of the system. As a part of the servers and workstations, LCD/LED/Plasma monitors are in use. Of particular note are the eight large format monitors; five at JC and four at JB. The contractor will be responsible for providing their own Service Workstations as desired; however, at a minimum, at least one Service Workstation shall be provided for the JB campus (this workstation to remain the property of the Contractor). g. Stand Alone Locking System A Salto hotel style Access Control System is used in the Fisher House bldg.#59 and the Domiciliary bldg.#3 at the JB campus. Salto readers are battery operated and requires to be monitored and batteries need to be replaced approximately at the 2/3 of the rated duty cycle. Full support of the system must be included. i. AS-BUILTS (RECORD) DRAWINGS: After contract award, the contractor will be provided with the VAMC as-built drawings for the entire security alarm system for the equipment listed in Table Nos. 1 through 28. Engineering Service will provide the initial computer disk of as-built drawings for the contractor to maintain and update. These drawings are not completely accurate. The contractor is responsible for providing field updates to the drawings as tests and maintenance is performed. Up to date as-builts shall be submitted every four (4) months on AutoCAD Version 12 to the Contracting Officer Representative (COR). ii. MAINTENANCE MANUALS: Maintenance manuals shall be provided and include original manufacturer s catalog cuts on all equipment installed, internal wiring diagrams showing points of connection, terminal points wiring color code and tag notation, as well as instructions for troubleshooting the system in the event of a malfunction. In addition to the operating and maintenance manuals, a complete materials list of systems, including the address and phone numbers of the local supplier of each item shall be provided. The maintenance manuals shall be submitted to the COR every four (4) months along with the as-builts. iii. VANDALISM: Vandalism is defined as renewals or corrective maintenance necessitated by reasons of negligence of misuse of the equipment by persons other than the contractor, his representatives and employees, or by reason of any other cause beyond the control of the contractor, except normal wear and tear. Claims for additional compensation for repair of vandalism will be considered upon presentation of satisfactory evidence that vandalism has occurred. During normal working hours, the contractor shall contact the COR or his designee and have them verify the damage prior to repair of vandalism. During off-duty hours, the contractor shall contact Police Service to verify that the damage will be noted on the service ticket as repair of vandalism. All parts replaced due to vandalism shall be returned to the Government. If the contractor is called to make Corrective maintenance identified as vandalism and so noted, billing will be for time spent at the VAMC only. Travel time and expenses will be charged. iv. ACTS OF GOD. Corrective maintenance necessitated by reason of acts of God will be processed in the same manner as for vandalism. v. MALFUNCTIONS: All malfunctions located during inspection/maintenance and repair shall be reported to the COR. The report shall include a narrative of malfunction and the recommended method of correction. The Government requires problems to be corrected within twenty-four (24) hours of being identified in addition to the required documentation. vi. REPORT OF SERVICES 1. During normal working hours, 8:00 to 4:30 p.m., Monday through Friday, the contractor shall report to VA Police Operations Center at the JC Division and the Officer s work area Bldg. #1 JB Division to sign in and out. Contractor shall then notify the COR, Police Service as to the repair being made or maintenance performed. Contractor shall also notify them before leaving, and advise the COR on the status of system. 2. During off-duty hours, 4:30 p.m. through 8:00 a.m., Monday through Friday, holidays and weekends, the contractor shall report to the VA Police Operations Center at JC Division and VA Police Officer s work area, Bldg. #1 at JB Division to sign in and out. Contractor shall then notify Police Service (on-duty supervisor) as to the repair being made or maintenance performed. Contractor shall also notify Police Service (on-duty supervisor) before leaving, and advise supervisor on the status of system. 3. Failure of the contractor to report before and after performing a repair or maintenance work shall be cause for the VA to withhold monthly payments. IV. MAINTENANCE/CORRECTIVE MAINTENANCE: a. MAINTENANCE SERVICES: Maintenance is to be provided to all equipment and components listed herein: 1. The contractor shall make thorough technical inspections of equipment and perform necessary maintenance in accordance with manufacturer s recommendations and commercial practices governing maintenance for this type of equipment. 2. All equipment including all components and accessories shall be cleaned, inspected, adjusted, calibrated, and tested prior to the inspection scheduled for sixty (60) days from date of contract award. 3. After the initial servicing sixty (60) days from contract award, all equipment will be cleaned, inspected, calibrated and tested once every twelve (12) months, with the exception of the Pan Tilt Zoom cameras which will be cleaned, inspected, calibrated and tested once every six (6) months. Prior to the commencement of work, the contractor shall submit to the COR, a preventive maintenance schedule for all devices along with procedures. b. INSPECTION: 1. VA Medical Center representatives (Police Service) and a representative of the contractor will jointly inspect the security system and all components to verify that all systems have been properly maintained and are functioning in the manner for which they are intended. This inspection will take place in the first month of performance of this contract and the anniversary month in subsequent years. The contractor shall demonstrate at this time that all components of the system are functioning properly and state the type of preventive maintenance that has been performed on the equipment. 2. Within ten (10) calendar days after inspection conclusion, the contractor shall submit a written report (original and one copy) to the COR citing the components inspected, working condition and preventive maintenance performed to date. The report will be completed in accordance with the provisions of Paragraph IV, Subparagraph d., Reporting. 3. When a problem has been identified as caused by lack of training or system knowledge of the VAMC staff, contractor shall furnish appropriate information in writing or verbally to educate user or users as to appropriate procedures to follow to prevent reoccurrence. Training for user error and technical advice that is provided by phone, correspondence or personal instructions are considered part of this service contract. 4. Reprogramming of software due to memory loss, software, and firmware updates are considered part of this contract. 5. Time spent by service contractor in travel and diagnostic time for assessing cause of system failure or problem is considered part of this service contract. Once it is determined that the problem is outside the contract, time and material spent to repair or replace components of system are considered additional billable items. A quick and accurate diagnosis is in everyone s best interest. Proper authorization will be required. No work can proceed until a purchase order (P.O.) number is issued. 6. If door, hardware, or other component that is not part of security system needs adjustment or replacement, contractor shall have to state corrective action needed to the COR. The necessary security system Corrective maintenance shall be accomplished after medical center personnel have completed their repair work (diagnostic time is part of the contract). 7. Assistance at the head end equipment will be provided by the VA Police Supervisor while preventive maintenance is being provided by the contractor. Assistance of the VA Police Supervisor must be prearranged and coordinated by the contractor. c. RESPONSE TO CALLS FOR REPAIR SERVICE 1. Emergency Corrective maintenance: A repair person shall be on the premises and provide corrective maintenance /trouble shooting initiated within two (2) hours after receipt of an emergency call. 2. The alarms for the following facilities/areas have been assigned a security classification of critical/highly sensitive. Trouble alarms in either of these categories require a two (2) hour response time as specified in C.1. JC DIVISION (a) Methadone Dispensing Area Bell Street Clinic (b) Agent Cashier area Room B102F Bldg. 1 (c) Canteen safe area Room C303 Bldg. 1 (d) Bldg. 3, IRM area 1st Floor Bldg. 3 (e) Inpatient Pharmacy Room B405 Bldg. 1 (f) Pharmacy Cache 2nd Floor Bldg. 1 (g) Emergency Room Doors ER Bldg. 1 (h) More than 3 ISTAR Failures Bldg. #1 (Patient Care Areas) (i) C*CURE Computer Failure Room C106 Bldg. 1 JB DIVISION (a) Pharmacy Outpatient Room 1C22 Bldg. 55 (b) Pharmacy Cache Room 1C35 Bldg. 55 (c) Agent Cashier Room 1B105 Bldg. 55 (e) Canteen Retail Office Section Room G010 Bldg. 24 (f) Pharmacy Bldg. 55 (g) Mental Health Sally Port Doors Wards N1, N3 West Bldg. 51 (h) C*CURE Computer Failure Room 1E08 Bldg. 1 (i) Failure of the MAS or SAS Room 1E11A Bldg.1 3. Non-emergency (routine) Corrective maintenance: All other areas not classified as critical/highly sensitive when reported, shall be considered non-emergency (routine) corrective maintenance. A repair person shall be on the premises and initiate repair/trouble shooting within one (1) working day after receipt of a routine maintenance call. In no instance should any component remain in a fault/non-operational status exceeding two (2) working days. 4. Failure of the contractor to respond to the requirements of emergency call back period within two (2) hours and to non-emergency corrective maintenance within one (1) working day, may be cause for termination of this contract for cause when two (2) occasions of non-compliance occur. 5. If this contract is terminated because of contractor s failure to provide services in accordance with contract requirements, payment will be made for the contractor s services that have been provided through the termination date. No payment will be made for any scheduled maintenance services that have not been provided by the contractor prior to termination of this contract. d. REPORTING 1. At the completion of each test, repair and maintenance service, the contractor shall provide a verbal report to the COR or his designee on duty of any devices or systems that were found not to operate properly before leaving the medical center. This includes location, problems that the malfunctioning device may cause, and date when Corrective maintenance will be completed. 2. Written Reports: On completion of each inspection and maintenance service, the contractor shall furnish a written report, within ten (10) calendar days of completion of the maintenance or inspection. Report shall be legible and provide, as a minimum, the following information: DATE OF SERVICE LOCATION OF SERVICE EXACT COMPONENT TYPE OF SERVICE SERVICE PERFORMED (T-TEST, C-CLEAN, A-ADJUST, CAL-CALIBRATE, L-LUBRICATE). FINAL CONDITION OF DEVICE (WP-WORKING PROPERLY, MAL-MALFUNCTIONING, ETC.) INSPECTOR OR INSPECTORS INITIALS 3. Failure of the contractor to report before and after performing a repair or maintenance work shall be cause for the VA to withhold monthly payments. 4. Statement of power related problems by the contractor shall be substantiated by documentation utilizing the appropriate power recording equipment. The contractor must also present information from the manufacturer that the recorded conditions would cause problems with the equipment before it is determined that corrective maintenance is not covered by the contract. e. ACCEPTANCE BY CONTRACTOR: Contractor shall accept the existing security system, all accessories and components, listed herein, in its present condition and shall maintain such system in strict conformance with the specification requirements. The following list of components is intended as a guide to the equipment covered under this contract. Note that these quantities may be in error by as much as + or 10%. The specific location of each device is listed in Table Nos.1 through 28 of this document. V. EMERGENCY CALLS: Contractor shall be required to have an answering service to relay and dispatch emergency calls. No separate phone numbers or beeper numbers other than the main company number will be accepted for service requirements. VI. QUALITY AND PERFORMANCE STANDARDS: All performance under this contract must be of high standards and must conform to good trade practices. All service under this contract shall be rendered promptly and efficiently upon receipt of an official order. All work to be performed under this contract is subject to inspection by the VA to insure compliance with all terms and conditions of this contract. VII. LIST OF TABLES: See section D attachments. Table No. Description 1 John Cochran Building #1 2 John Cochran Building #2, 2A, 2B 3 John Cochran Building #3 4 John Cochran Building #4 5 John Cochran Building #6 6 John Cochran Building #7 7 John Cochran Building #5T 8 John Cochran Building #1T 9 Jefferson Barracks Building #1 10 Jefferson Barracks Building #24 11 Jefferson Barracks Building #23 12 Jefferson Barracks Building #51 13 Jefferson Barracks Building #52 14 Jefferson Barracks Building #53 15 Jefferson Barracks Building #18 16 Jefferson Barracks Building #3 17 Jefferson Barracks Building #3T 18 Jefferson Barracks Building #56 19 Jefferson Barracks Building #25 20 Jefferson Barracks Building #75 21 Jefferson Barracks Building #55 22 Jefferson Barracks Building #54 23 Jefferson Barracks Building #57 24 Jefferson Barracks Building #58 25 Jefferson Barracks Building #60T 26 Jefferson Barracks Building #60 27 Jefferson Barracks Building #55 28 Jefferson Barracks Fisher House #59 29 Jefferson Barracks Building #2