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VA Black Hills Health Care System (VA BHHCS) Radio Communications Project P25 VHF Public Safety & UHF Internal Radios 2 This is a PRE-SOLICITATION SOURCES SOUGHT NOTICE only. No proposals are being re... VA Black Hills Health Care System (VA BHHCS) Radio Communications Project P25 VHF Public Safety & UHF Internal Radios 2 This is a PRE-SOLICITATION SOURCES SOUGHT NOTICE only. No proposals are being requested or accepted with this notice. THIS IS NOT A SOLICITATION FOR PROPOSALS OR PRICING AND NO CONTRACT SHALL BE AWARDED FROM THIS NOTICE. This notice shall not be construed as a solicitation or as an obligation on the part of the Department of Veterans Affairs. Responses to this notice will be treated only as information for the Government to consider as part of their market research efforts. The information provided will be used by the Government in developing its acquisition strategy regarding possible set aside for Veteran Owned and other socio-economic categories of small business. Interested parties are responsible for adequately marking proprietary, restricted or competition sensitive information contained in their response. The Government does not intend to pay for the information submitted in response to this notice and parties responding will not be entitled to payment for direct or indirect costs incurred in responding to this notice. The North American Industry Classification System (NAICS) code for this requirement is 334220, Radio and Television Broadcasting and Wireless Communications Equipment Manufacturing, with an SBA Small Business Size Standard of 1,250 employees. 1. Please identify any of your firm s existing contract vehicles (e.g., GSA federal supply schedules) which provide similar services as those described in the Statement of Work (attached). 2. Please provide all social-economic categories of your firm (e.g., SDVOSB, VOSB, WOSB, Large Business, 8a, etc.) as well as your firm s SAM Unique Entity ID number (replaces DUNS number) and Government Contract POC. All questions and responses must be submitted via email, no phone calls will be accepted. Please note BHH Radio Upgrade in the subject line of your response. See attached draft Statement of Work for details of the requirement. Fort Meade, SD Black Hills VAHCS Radio Communications System Update General Conditions and Statement of Work Service line: AD [Title] Introduction Fort Meade, SD VA BHHCS has a requirement to purchase with an authorized vendor to supply and deliver the item(s) identified in Table 1 below. This requirement is in support of a brand name or equal requirement. See FAR Clause 52.211-6 Brand Name or Equal (AUG 1999) for additional information. See attachments for salient characteristics. This requirement is in support of modernizing VA radios communications, changes to the South Dakota State Radio System, privacy requirements, and the activation of VA BHHCS Outpatient Clinic. Item(s) are to be delivered to the location specified in section 2.4.1. Table 1 Package Items Summary Item Number NOMENCLATURE Quantity 1 APX NEXT: ALL-BAND MODEL 4.5 PORTABLE RADIO W/ AES-256 60 2 APX8500 ENHANCED VHF MOBILE (DESK) W/AES-256 ENCRYPTION 3 3 ALL BAND CONSOLETTE RADIO W/AES-256 ENCRYPTION 7 4 APX8500 ENHANCED VHF MOBILE (VEHICLE) W/AES-256 ENCRYPTION 12 5 APX4500 MOBILE DESKTOP W/AES-256 ENCRYPTION 12 6 APX NEXT N30 7/800 PORTABLE RADIOS W/AES-256 120 7 MULTI UNIT CHARGER 4 8 KVL 5000 1 9 ASTRO 25 EXPRESS SITE 2 SERVICES: PROGRAMMING; VEHICLE & REPEATER INSTALLATIONS General Conditions Site Address The address of the Fort Meade VA BHHCS is listed below. Additional information on delivery is located in section 2.4. Fort Meade VA BHHCS 113 Comanche Road Bldg 46 Warehouse Fort Meade, SD 57741 Delivery Schedule Items shall be delivered no earlier than the estimated delivery start date and no later than the delivery end date listed in Table 2 below. Table 2 Anticipated Building Outfitting Schedule Building Name ITEMS-COORDINATION Acronym Est. Delivery Start Date Est. Delivery End Date Bldg 46 Ft Meade VAMC APX NEXT: ALL-BAND MODEL 4.5 PORTABLE RADIO W/ AES-256 FM VAMC 08/01/2023 10/30/2023 Bldg 46 Ft Meade VAMC APX8500 ENHANCED VHF MOBILE (DESK) W/AES-256 ENCRYPTION 08/01/2023 10/30/2023 Bldg 46 Ft Meade VAMC ALL BAND CONSOLETTE RADIO W/AES-256 ENCRYPTION 08/01/2023 10/30/2023 Bldg 46 Ft Meade VAMC APX8500 ENHANCED VHF MOBILE (VEHICLE) W/AES-256 ENCRYPTION 08/01/2023 10/30/2023 Bldg 46 Ft Meade VAMC APX4500 MOBILE DESKTOP W/AES-256 ENCRYPTION 08/01/2023 10/30/2023 Bldg 46 Ft Meade VAMC Bldg 12 Hot Springs VAMC ASTRO 25 EXPRESS SITES 08/01/2023 10/30/2023 Bldg 46 Ft Meade VAMC APX NEXT N30 7/800 PORTABLE RADIOS W/AES-256 08/01/2023 10/30/2023 Bldg 46 Ft Meade VAMC MULTI UNIT CHARGER 08/01/2023 10/30/2023 Schedule and Order Management The above delivery schedule is based upon the current construction schedule, which is subject to change. The vendor shall not increase prices for a change in delivery date for up to 90 days due to construction delays. The awardees actual delivery dates will be confirmed by VA upon award. Post-award the vendor will coordinate delivery prior to beginning any work (see section 2.4). Once the dates have been confirmed, modifications to the schedule are subject to written approval by the VA POC. Schedule changes that are beyond the dates specified in the contract will require approval by the Contracting Officer and a contract modification. Delivery and Receiving Delivery and receipt of the proposed items is anticipated to be directed to the location identified below. Confirmation of delivery location will be provided by the VA POC post-award. Delivery must be coordinated with VA Logistics POC Wesley Walker (Office); 605-720-7452 or Emily Apland (Office) 605-720-7427 prior to any attempts at delivery. Any item that has not been coordinated will be turned away and any additional charges will be the responsibility of the sender/transportation company. Vendor responsible for conducting a site visit to verify logistics and loading dock access/egress. Fort Meade VABHHCS Fort Meade VABHHCS 113 Comanche Road Bldg 46 Warehouse Fort Meade, SD 57741 Delivery shall be freight on board (FOB) Destination. The vendor is required to define the need for a staging area to accommodate item delivery, if needed. Post-award, this information will be confirmed with the vendor. The delivery of items identified in this document shall take place during normal business hours which are defined as: 0800 to 1630 (i.e.: 8:00am to 4:30pm Mountain Standard Time), Monday through Friday, and excluding Federal Holidays. Delivery trucks will not be permitted to remain at the loading dock. Trucks shall be unloaded, moved from the dock, and then brought back to the dock if required to haul out any waste, tools, or excess materials. Labeling of delivered items shall include the awarded contract number and VA purchase order number for identification and reference upon receipt of product. 2.4.7 Delivery and Installation includes: Offloading the equipment from the truck, moving the equipment to the correct delivery location in the space, uncrating or unboxing the equipment and removing all trash, setting up the equipment according to the manufacturers specification and testing the equipment to verify that it is operational. Equipment installation paperwork & warranty information must be handed to the approved government contact onsite. See Sections 2.8, 2.9, & 2.10 below Use of Warehouse-Not applicable direct delivery to the new facility If the vendor requires the use of the Government s activation contractor s warehouse to meet the requirements of this contract the vendor must provide a certificate of insurance prior to the delivery and offloading of the item(s). This insurance certificate must be completed and presented to the activation contractor prior to delivery. The vendor shall communicate through the VA POC any required coordination requirements. 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. Deliverables The vendor shall provide CAD drawings (including shop drawings) and specifications for site prep for their product as required. AutoCAD or Revit drawings are not a requirement of this SOW The vendor shall provide a completed VA Form 6550 with submittal documents for any and all item(s) that may connect to the VA network and medical devices that store sensitive patient information. 2.7.3 Network Required if Checked X-Manufacturer Certified Installation Required if Checked -BMET Training Required if Checked X-End User Training Required if Checked Assembly and Installation [ is is not] required. The vendor is required to manage and coordinate installation at the VABHHCS with the VA POC. Installation and assembly shall take place during normal business hours which are defined as: 0800 to 1630 (i.e.: 8:00am to 4:30pm Mountain Standard Time), Monday through Friday, and excluding Federal Holidays. The vendor is required to define the need for a staging area to accommodate item assembly and installation, if needed. Post-award, this information will be confirmed with the vendor. The vendor is required to provide tools, labor and materials to complete assembly and installation of the items detailed in this document. The vendor shall protect all finished spaces and surfaces as required from delivery and installation damage. The vendor shall use covering and protection to the extent necessary to prevent damage to finished spaces. Any damage occurred during delivery and installation is the responsibility of the vendor. The vendor will be responsible for paying for and repairing any damage or noted deficiencies to finished spaces and surfaces that occur as a result of the vendor s (or associated sub-contractors) installation. During the entire duration of assembly and installation, the vendor will have a competent representative on-site as the vendor s contact, and to serve as the interface between the vendor and VABHHCS. On-site representative can be the installer. All instructions provided from COR to the representative will be binding as if given to the vendor s main contact. The COR may provide specific instructions, however, only the Contracting Officer may change the terms or conditions of the contract. Training [ is is not required] The vendor shall coordinate through the VA POC to provide a hands-on training session to staff selected by the VA. Training shall be completed within 45 days after final installation of equipment. The vendor will record the training and provide an electronic copy of the training to the VA POC for VA to use to train additional personal at a future date. In addition, the vendor shall provide additional training documents to the VA POC for training additional persons at a future date. If checked in Section 2.7.3 the vendor is to provide training to the onsite and/or regional BioMed Representative working for the VA. All documents related to the installation, maintenance, and warranty information is to be turned over to the BioMed representative(s) once training is completed. Standard Warranty The products shall be covered by vendor s standard warranty terms and provisions. Vendors to provide their standard warranty information in their proposals. 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 (or manufacturer s warranty whichever is longer) following the first operational day after delivery of programmed multiband radios and of activation of the 700/800 system at VABHHCS Fort Meade and Hot Springs, SD campuses. 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). 2.11.4 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: 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, Enter name & contact info here. Attach TMS document here 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. Attach TMS document here Functional/Performance/Specification Brand Name or Equal General Equipment Name: APX Next Portable Radios, APX 8500 Remote Desk, APX All Band Consolette, APX 8500 Mobile Vehicle, and Multi-Unit Chargers; KVL 5000 Sixty (60) All Band APX NEXT Portables Three (3) APX 8500 All Band Mobile desk mount Seven (7) APX All-band Consolette Twelve (12) APX 8500 All Band Mobile vehicle mount Twelve (12) APX 4500 (P25; UHF) ASTRO 25 EXPRESS SITE (2 Sites Fort Meade and Hot Springs VAMC s) One Hundred Twenty (120) APX N30 UHF Four (4) APX Next Multi-Unit Chargers One (1) KVL 5000 Key loader Service: Programming for all radios; installation of radios in PD/FD vehicles and repeater installation Optional APX Next Training at the Customer Site for up to 12 seats User Manuals for all items digital format; online downloadable APX Next All-band or Equivalent APX NEXT radios provide VA Black Hills with a new ownership experience that allows radio configurations to be set up in a cloud hosted Radio Central programming tool, even before the radios have physically arrived. On first power up, the APX NEXT radios will automatically connect over Wi-Fi or LTE to the Radio Central cloud database and download the preset code plug configuration. All ASTRO Digital APX NEXT models include the following standard features: ALL-BAND CAPABILITY (UHF, VHF, 7/800) CORE BUNDLE SUBMERSIBLE (DELTA T) SMARTZONE OPERATION SMARTPROGRAMMING ASTRO DIGITAL CAI OPERATION VIQI VC RADIO OPERATION ENHANCED DATA MULTICAST VOTING SCAN TDMA OPERATION WIFI CAPABILITY SECURITY BUNDLE P25 LINK LAYER AUTHENTICATION ASTRO 25 OTAR W/ MULTIKEY DVL-XL ENCRYPTION AND ADP AES FIPS 140-2 LEVEL 3/DES-XL/DES-OFB ENCRYPTION ADAPTIVE AUDIO ENGINE ADP PRIVACY - SINGLE KEY (Q667) RADIO PACKET DATA (Q947) SOFTWARE KEY (QA01749) ENHANCED ZONE BANK (QA01768) WIRELESS BLUETOOTH® 5.0 (LE) (QA00583) LTE (FIRSTNET CERTIFIED) MOTOROLA HOSTED RADIO CENTRAL W/ CPS APX NEXT DMS BUNDLE PROMO APX NEXT APPLICATION BUNDLE PROMO SMART LOCATE MAPPING TRIAL PROMO FRONT DISPLAY: 3.6 TFT TRANSFLECTIVE, 24-BIT FULL COLOR USER INTERFACE: CAPACITIVE TOUCH, IMMUNE TO FALSE ACTUATION FROM WATER, SNOW, DIRT OR GREASE TOP COLOR DISPLAY: 1 LINE OF ICONS, 2 LINES OF TEXT, 14 CHARACTERS PER LINE 16 POSITION MODE ROTARY SELECT SWITCH PROGRAMMABLE SIDE BUTTONS DUAL DIGITAL WIDEBAND AUDIO MICROPHONES IP68 (2 M, 2 HR.) APX 8500 All-band Mobile Desk Mount The APX 8500 provides all band desk mount capability in emergency operations centers or any location desired. These radios facilitate communication with community mutual aid partners while enroute to/from and on incidents as well as on campus. They will support future internal communications upgrades to different bands. ALL-BAND CAPABILITY (VHF, UHF, 700/800) VHF ANT WIDEBAND 136-174 MHZ. AES FIPS 140-3 LEVEL 3/DES-XL/DES-OFB ENCRYP APX AND ADP APX O3 HANDHELD CH. SMARTZONE OPERATION APX8500 3 YEAR ESSENTIAL SVC APX CONTROL HEAD SOFTWARE ASTRO DIGITAL CAI OP APX MULTIKEY OPERATION P25 TRUNKING SOFTWARE APX BASE STATION OP APX CNTRL STATION PWR SUPPLY CONTROL STATION DESK GCAI MIC. APX E5 CONTROL HEAD DASH MOUNT E5 APXM APX All-band CONSOLETTE The APX Consolette provides a low-cost, mid-power wireless dispatch solution as an ideal complement to a modern dispatch center. The APX Consolette can also be used as an emergency backup station when infrastructure is offline, or for wireless access to different system types for increased interoperability between agencies. The APX Consolette s P25 operation ensures that communications are clear and continuous. Compatibility with legacy systems allows coordination across multiple users, agencies, and systems. The robust metal housing provides durability and allows for easy servicing. The integrated front panel numeric keypad allows fast access to radio controls. AES FIPS 140-3 Level 3/DES-XL/DES-OFB ENCRYP APX AND ADP, MULTIKEY AC Line Cord US SMARTZONE FULL FP W/E5/KEYPAD/CLOCK/VU ASTRO 25 OTAR W/ MULTIKEY P25 TRUNKING SOFTWARE APX 5Y ESSENTIAL SERVICE APX 8500 All-band Mobile Remote Vehicle Mount The APX 8500 provides all band capability in fire and police vehicles. These radios facilitate communication with community mutual aid partners while enroute to/from and on incidents as well as on campus. They will support future internal communications upgrades to different bands. ALL-BAND CAPABILITY (UHF, VHF, 7/800) VHF ANT WIDEBAND 136-174 MHZ. AES FIPS 140-3 LEVEL 3/DES-XL/DES-OFB ENCRYP APX AND ADP APX O3 HANDHELD CH. SMARTZONE OPERATION APX8500 3 YEAR ESSENTIAL SVC AUXILIARY SPKR 7.5 WATT APX. APX CONTROL HEAD SOFTWARE ASTRO DIGITAL CAI OP APX MULTIKEY OPERATION P25 TRUNKING SOFTWARE APX REMOTE MOUNT O3 APXM APX 4500 The APX 4500 in desk top configuration supports analog and P25 digital trunking capabilities in a single band radio. Encryption ensures privacy through AES-256 protocols. Bright, color display on the O2 control head provides 7 lines of easy to read text. ANALOG MDC-1200 AND DIGITAL APCO P25 CONVENTIONAL SYSTEM CONFIGURATIONS Clear or digital encrypted Trunked Operation UHFR1/UHFR2 512 CHANNELS AES FIPS 140-3 LEVEL 3/ 256-bit AES and ADP 3 YEAR ESSENTIAL SVC APX CONTROL HEAD SOFTWARE ASTRO DIGITAL CAI OP APX MULTIKEY OPERATION P25 TRUNKING SOFTWARE APX BASE STATION OP APX CNTRL STATION PWR SUPPLY CONTROL STATION DESK GCAI MIC. APX O2 CONTROL HEAD 7.5 W SPEAKER TDMA CAPABILITY ASTRO EXPRESS G-Series Site Equipment (2-Sites) The G-Series serves as a fixed station/repeater for ASTRO P25 trunking and conventional radio communication. Flexible design allows support for multiple configurations including: P25 FDMA, P25 TDMA, P25 data, analog conventional, P25 digital conventional. The basic conventional configuration is the standalone Site Repeater/Base Radio Site. This type of site contains base station(s), repeater(s), and/or consolette(s), and operates over the distance that the transmitter/receiver covers. When a mobile or portable radio is within range of the site repeater/base radio or consolette, they are able to communicate to the dispatcher and/or other mobile/portable users. The conventional G-Series Base Radio supports digital IP, digital V.24, analog 4 wire, and mixed mode 4 wire/V.24 hybrid circuit wireline link interfaces. The conventional G-Series Base Radio supports 16 sets of programmable channel configurations. Each channel configuration can be configured for base station, repeater, simplex, or receive only operation. UHFR1/UHFR2 P25 TRUNKING AND ANALOG TDMA APX UHF N30 MODEL 2 PORTABLE RADIO The APX N30 provides single band (UHF) communications in a rugged sleek platform. Voice command capability to change talk groups by talking or pushing buttons. Can operate in a trunked or conventional digital radio system. IP68 rating provides protection against submersion in hostile working environments. UHF STUBBY ANT CPS ENABLEMENT Digital Conventional: 9600 Baud APCO P25 phase 1 FDMA and phase 2 TDMA Digital Conventional: APCO 25 Analog Conventional: 3600 Baud SmartNet®, SmartZone®, Omnilink® Analog Conventional: MDC 1200 ASTRO® 25 Integrated Voice and Data MULTIKEY SINGLE UNIT CHARGER BELT CLIP/HOLSTER AES 256 ENCRYPTION AND ADP FIPS 140-2 LEVEL 3; DES-OFB; ADP APX N50/30 DMS ESSENTIAL APX NEXT PROVISIONING WITH CPS 1 YEAR OR MANUFACTURERS WARRANTY WHICH EVER IS LONGER MULTI UNIT CHARGER (NNTN9115) Advanced IMPRES 2 charging algorithms, includes 6 USB charging ports, selection switch disables calibration mode. Display shows the following diagnostics: day 1 available capacity, current available capacity, rated capacity, part number, serial number, use cycles. IMPRESS 2 SIX BATTERY SIMULTANEOUS CHARGING INDIVIVUAL DISPLAY & DIAGNOSTICS LONG TERM STORAGE MODE 120VAC AC CORD KEY VARIABLE LOADER (KVL) 5000 The Key Variable Loader 5000 or KVL 5000 is Motorola Solutions next generation encryption key loader with backward and forward compatibility with existing KVL 3000/3000+ and 4000 key loaders and key loading cables. The KVL 5000 allows users to generate, transport, and load encryption keys, securely and efficiently, into secure communication products. Packaged in an easy-to-use one-handed design, the KVL 5000 has an intuitive user interface that integrates with Motorola Solution s Key Management Facility (KMF) by provisioning radios to use Over the Air Rekeying (OTAR). Designed to meet the requirements of two-way radio programmers, the KVL 5000 delivers a quick start and snappy response for easy and efficient key loading - without interrupting the rest of their workflow. The KVL 5000 provides users with the highest level of secure programming and information protection. KVL 5000 standard features include: FIPS 140-2 LEVEL 2 KEY LOADER AUTOMATIC KEY LOAD AES INCLUDED STORE AND FORWARD INCLUDED HARDENED OUT OF THE BOX KEY LOAD ON LOW RADIO BATTERY