SAM #36C24126Q0408

Emergency Call Station Repair and Integration at Boston VA Brockton Division

This opportunity is for emergency call station repair and integration services at the Boston Healthcare System, Brockton Division. - The Department of Veterans Affairs (VA), Network Contracting Office 01, seeks a contractor for: - Replacing 34 emergency call station phones with 80111 LS1000 double button phones - Installing and integrating 34 existing cameras on E-Call pedestals - Replacing media converters at each E-Call location and IT closet - Programming and configuring E-Call systems at Building 25 Police Station - Providing fiber terminations and programming/licensing for exacqVision monitoring - Testing and commissioning all systems - Contractor must use existing fiber infrastructure - Compliance with VA and OSHA safety, security, and records management requirements is mandatory - Work is performed at the Brockton VA campus, with programming at Building 25 Police Station - Williams Building Company is cited as the original installer and system integrator - Main OEMs/products: 80111 LS1000 phones, exacqVision platform - Place of performance: Boston Healthcare System, Brockton Division (Brockton, MA) - Contracting office: ONE VA CENTER, Togus, ME

Description

Department of Veterans Affairs, Networking Contracting Office (NCO 01) Located in Brockton, MA, intends to enter into a sole source procurement, pursuant to the authority of FAR 6.302-1, with Williams Building Company, for the following requirement: Statement of Work (SOW) Emergency Call Station Replacement Boston Healthcare System, Brockton Division BACKGROUND: This project provides for the repair, replacement, and integration of emergency call stations (E-Calls) and associated camera systems across the Brockton VA campus. The existing E-Call infrastructure is partially non-operational and requires equipment replacement, system programming, and integration with existing communication and security systems to restore full functionality. The Contractor shall provide all labor, transport, and materials necessary to: Replace and restore emergency call stations Install and integrate camera systems Configure communications and monitoring systems Ensure all systems are fully operational and tested SCOPE OF WORK: Emergency Call Station Replacement Remove and replace 34 existing emergency call station phones with new 80111 LS1000 double button phones Install new equipment at existing call station pedestals Replace media converters at each E-Call location and IT closet Communications & System Program E-Call systems at Building 25 Police Station Configure communication pathways and test functionality Camera Installation Install 34 existing cameras on E-Call pedestals Provide fiber terminations using existing connections Provide programming and licensing for exacqVision Fiber & Infrastructure Utilize existing fiber infrastructure Excludes: Fiber replacement earthwork, conduit repair, bonding Testing & Commissioning Test all systems for functionality and connectivity Notes / Clarifications: Work will be performed during normal business hours unless otherwise directed. The Contractor shall comply with all applicable OSHA and VA safety requirements. Work shall not proceed in conditions that pose a safety risk to personnel until such conditions are corrected. The customer shall perform asbestos or hazardous material abatement removal. RECORDS MANAGEMENT OBLIGATIONS A. Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists. B. Definitions Federal record as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them. The term Federal record includes VHA records, does not include personal materials, and applies to records created, received, or maintained by Contractors pursuant to their VHA contract. It may include deliverables and documentation associated with deliverables. C. Requirements Contractor shall comply with all applicable records management laws and regulations, as well as NARA records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and policies related to the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the FOIA (5 U.S.C. 552), and the Privacy Act of 1974 (5 U.S.C. 552a). They must be managed and scheduled for disposition only as permitted by statute or regulation. Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of, the Government, managed in accordance with Federal law. Electronic records and metadata must be accompanied by sufficient technical documentation. VHA and its contractors are responsible for preventing unauthorized destruction of records. Records may not be removed from VHA custody or destroyed except in accordance with agency schedules and with written approval. Willful destruction is subject to fines and penalties under 18 U.S.C. 2701. In case of unlawful or accidental removal, defacement, or destruction, the Contractor must report to VHA and NARA as appropriate. The Contractor shall immediately notify the Contracting Officer of any disclosures of information, data, or records. Safeguards must be established to ensure security and confidentiality. Material shall not be removed from Government facilities without permission. When no longer required, items shall be returned or held until directed otherwise. Destruction of records is prohibited unless in accordance with specified procedures. The Contractor must obtain approval before engaging subcontractors requiring disclosure of information. All personnel must follow guidance for protecting sensitive and proprietary information. Use of Government IT equipment is limited to contract purposes. Records containing non-public VHA information must not be created or maintained unless authorized. The VHA owns all data and records produced under this contract. All deliverables are property of the U.S. Government with unlimited rights. Contractor rights must be specified per FAR clauses. All contractor employees must complete VHA records management training. D. Flow down of requirements to subcontractors The Contractor shall include this clause in all subcontracts and require acknowledgment. Violations by subcontractors are attributable to the Contractor. SECURITY REQUIREMENT All contractor personnel shall obtain a short-term ID badge issued by the COR or designated representative, to be worn at all times on VA Property. Valid photo ID is required to obtain the badge. The Contractor shall adhere to Federal laws, VA directives, and standards regarding information security. No VA sensitive information will be transferred, shared, or stored with the vendor. No additional mechanisms are needed for information protection. NAICS Code The NAICS code for this requirement is 811310. Justification for Sole Source Williams Building Company is uniquely qualified due to their role as the original installer and current system integrator of the Boston Healthcare System emergency call infrastructure supporting both Brockton and West Roxbury campuses. Installed the original Brockton emergency call stations under Project 523A5-13-309 Installed associated campus fiber-connected pedestal infrastructure Configured dispatch system integration at Building 25 Police Operations Currently performing emergency call installation and programming at West Roxbury Maintains familiarity with VA Police dispatch configuration and exacqVision platform Possesses detailed knowledge of existing infrastructure and campus communications The required repair involves modification and restoration of existing infrastructure, not new installation. Award to another contractor would require: Reverse engineering wiring and pathways Validating fiber routing and termination Redeveloping dispatch configuration Duplicating testing efforts Re-verifying cybersecurity compatibility Therefore, Williams Building Company, Inc. is the only firm capable of providing the required services without substantial duplication of cost or delays. This notice is not a solicitation or request for proposals. Interested parties must identify their capability in writing by April 14, 2026, at 9 am EST, to issa.shawki@va.gov. Responses will be used solely to determine if competitive procedures can be used. The decision to open the requirement to competition is at the Government's discretion.

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