SAM #36C25226Q0392

Dormakaba Lock System Maintenance and Repair Services for Milwaukee VA Medical Center

The Department of Veterans Affairs is seeking qualified firms to provide preventative maintenance and repair services for Dormakaba lock systems at the Milwaukee VA Medical Center. - Government Buyer: - Department of Veterans Affairs - Great Lakes Acquisition Center (GLAC) - Contracting office locations: North Chicago, IL and Milwaukee, WI - OEM Highlight: - Dormakaba is the specified Original Equipment Manufacturer (OEM) for the lock systems - Contractor must be Dormakaba certified - Products/Services Requested: - Preventative maintenance and repair services for Dormakaba lock systems - 118 Dormakaba locks (RT+ model) - RAC 5XT remote access controllers - Quarterly on-site maintenance visits (8 hours each) - Technical help desk support during business hours - Software updates, lock servicing, battery verification/replacement, programming, and training - Emergency response within 4 hours - Unique/Notable Requirements: - Contractor must provide all labor, supervision, materials, tools, and equipment - Strict compliance with VA and federal safety/security standards - Adherence to reporting, badging, and documentation requirements - Set-aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSBC) - Place of Performance: - Clement J. Zablocki VA Medical Center, Milwaukee, WI - Great Lakes Acquisition Center contracting offices in North Chicago, IL and Milwaukee, WI

Description

Page 1 SOURCES SOUGHT SYNOPSIS The Department of Veterans Affairs is issuing this sources sought synopsis as a means of conducting market research to identify firms having an interest in and the resources to support a requirement for DormaKaba Lock Preventative Maintenance and Repair Services at the Milwaukee VAMC in Milwaukee, WI. The result of this market research may contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 561622. THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred. Tentative requirements: The Contractor shall provide all travel, labor, supervision, materials, tools, and equipment necessary to provide maintenance, repair services, and technical support for the Dormakaba lock system located at the VA Medical Center (VAMC), 5000 W National Avenue, Milwaukee, WI 53295, in accordance with the Statement of Work (SOW). If your Company has the potential capacity to perform these contract services, please provide the following information: Company name, address, email address, website, telephone number, and size and type of ownership. Tailored capability statements addressing the particulars of this effort, vehicle fleet size, and documentation supporting claims of organizational and staff capability. If significant subcontracting or teaming is anticipated, companies should address the administrative and management structure of such arrangements. Confirmation your company can meet the Limitations of Subcontracting (see below). The government will evaluate market information to ascertain potential market capacity to provide services consistent in scope and scale with those described in this notice and otherwise anticipated. Based on responses to this synopsis and other market research, this requirement may be set-aside for small businesses (limitations on subcontracting would apply), or procured through full and open competition. Limitations on Subcontracting 13 CFR §125.6 will apply to any procurement set-aside for veteran-owned small businesses (SDVOSBs or VOSBs) or small businesses. 13 CFR §125.6 states: (a) General. To be awarded a full or partial small business set-aside contract with a value greater than the simplified acquisition threshold, a small business concern must agree that: (1) In the case of a contract for services (except construction), it will not pay more than 50% of the amount paid by the government to it to firms that are not similarly situated. Any work that a similarly situated subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded. Before any small or large business can be awarded a federal contract, a contracting officer (CO) must affirmatively determine that the firm is responsible to perform the specific contract. If an apparent small business successful offeror is denied a contract award because it lacks certain elements of responsibility, the CO will refer the matter to the Small Business Administration. The SBA will then inform the small business of the CO's determination and offer it the opportunity to apply for a Certificate of Competency (COC) by a specific date. The burden of proof is on the small business to demonstrate that it meets COC eligibility criteria. After award, if a CO or other VA officials determine a review of limitations on subcontracting is warranted, a request for review will be submitted to VA's Subcontracting Compliance Review Program. Submission Instructions: Interested parties who consider themselves qualified to perform the above-listed services are invited to submit a response to this Sources Sought Notice by 10:00 AM CST on April 23rd, 2026. All responses must be emailed to Michelle.klug2@va.gov. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided regarding submissions. KABA DORMA LOCK MAINTENANCE STATEMENT OF WORK The Contractor shall provide all travel, labor, supervision, materials, tools, and equipment necessary to provide maintenance, repair services, and technical support for the Dormakaba lock system located at the VA Medical Center (VAMC), 5000 W National Avenue, Milwaukee, WI 53295, in accordance with the Statement of Work (SOW). DESCRIPTION OF SERVICES The Contractor shall provide all travel, labor, supervision, materials, tools, and equipment necessary to provide maintenance, repair services, and technical support for the Dormakaba lock system located at the Clement J. Zablocki Medical Center, 5000 W National Avenue, Milwaukee, WI 53295, as defined in the SOW. SERVICES REQUIRED The contractor shall provide access to the technical help desk during normal business hours, and unlimited technical assistance. Contractor shall perform on-site quarterly maintenance on the entire system (118 RT+ locks) located within 2 buildings on the Medical Center campus. Each quarterly visit shall consist of 8 hours of service and include: Provide in-person training for designated personnel. Update date and time, generate audit, diagnostic on locks. Assist in programming staff keycards, reprogramming prior to expiration. Verification and replacement of batteries as needed. Verification and programming of remote access controllers (RAC 5XT s). Lock installation, replacement, and servicing. Use Attachment A - Preventative Maintenance Checklist with recommendations during work. Preventative Maintenance Checklist Item No. Maintenance Task Description Frequency Completed (Yes/No) Comments 1 System Date & Time Update Ensure system date and time are correct Quarterly 2 Generate Audit Logs Review and generate audit logs for activity Quarterly 3 Diagnostic Checks Run diagnostics on all locks and components Quarterly 4 Battery Verification & Replacement Check batteries in locks and controllers; replace as needed Quarterly 5 Lock Inspection & Servicing Inspect locks for wear/damage; lubricate Quarterly 6 Hardware Cleaning & Calibration Clean lock hardware; calibrate controllers and access points Quarterly 7 Software Version Check & Upgrade Verify community software is up-to-date; upgrade if necessary Quarterly 8 Reprogramming of Keycards & Access Points Reprogram staff keycards; verify access points Quarterly 9 Remote Access Controller (RAC 5XT) Check Verify and reprogram RAC devices as needed Quarterly 10 Security Protocol Verification Confirm all security settings and protocols are correctly implemented Quarterly 11 Backup Configuration Data Backup system configurations and logs Quarterly 12 Network & Data Security Check Ensure data synchronization and security measures Quarterly 13 Hardware & Software Documentation Update Update maintenance records and documentation Quarterly Technician shall be onsite one (1) 8-hour day each quarter for service visits. Service visit dates shall be scheduled mutually at least four (4) weeks in advance. VA staff shall accompany contractor staff during visits. VA shall supply batteries. Contractor shall subcontract to certified providers. Contractor shall provide access to Dormakaba Support Website and software upgrades as needed. Routine maintenance includes cleaning, calibration, updating access points, and reprogramming keycards proactively. The contractor shall have an emergency support plan ensuring support within 4 hours of incident report. The contract excludes high voltage wiring (line voltage is 120V). GENERAL INFORMATION Contractor Responsibilities During the contract, the Contractor shall provide remote support upon request and telephone support between 7:00 am and 3:30 pm CST, Monday through Friday, excluding holidays. Contractors must show active certification from Dormakaba. There are 118 locks across 2 buildings; specific locations will be provided upon award. Additional Charges No extra charges for site time during or after normal hours awaiting additional personnel or parts. Services Beyond Scope Any defects or repairs beyond scope must be reported within 24 hours with a cost estimate provided. REPORTS A written Employee/Vendor Service Report (ESR) shall be submitted after each visit, detailing services, products used, safety data sheets, and discrepancies. Reports must include: Contractor and technician names Date, time, equipment downtime, hours on-site VA Purchase and Contract Numbers Equipment details (model, serial number, location) Service description and signatures HOURS OF OPERATION Normal hours are Monday to Friday, 7:00 AM to 3:30 PM, including federal holidays. Work outside these hours requires mutual agreement. Federal holidays include New Year’s Day, Martin Luther King Jr., Memorial Day, Washington’s Birthday, Independence Day, Juneteenth, Columbus Day, Labor Day, Thanksgiving, Veterans Day, and Christmas Day. When holidays fall on weekends, observance shifts accordingly. CONFORMANCE STANDARDS Services shall comply with VA safety and security standards, manufacturer standards, NFPA-99, OSHA, NEC, and other applicable standards. Contractor must be certified to work on DormaKaba systems. PROTECTION OF GOVERNMENT PROPERTY Contractor shall protect government property, repair damages at no cost, and meet OSHA/Safety requirements, including safety for patients, visitors, and staff. Responsibility for injuries or damages lies with the contractor. DAMAGE Damage to property must be reported immediately. Damages caused by the contractor shall be repaired or replaced at their expense. UNAUTHORIZED USE OF GOVERNMENT EQUIPMENT Employees shall not use office equipment or open drawers/cabinets without authorization. The contractor shall provide all necessary tools and materials. SECURITY REQUIREMENTS Contractor personnel must wear visible ID badges, approved uniforms, and follow security procedures, including badge issuance and parking regulations. Possession of weapons is prohibited. All containers are subject to search. FACILITY CHECK-IN REQUIREMENTS Contractors must report to the Facilities Management Office or Graphics Center, Building 113, to log in. Upon completion, they must log out and submit reports to the COR. Reports should include detailed service information and signatures. HOURS OF OPERATION Standard hours are Monday to Friday, 7:00 AM to 3:30 PM, with work outside these hours by mutual agreement. Federal holidays are observed as specified. CONFORMANCE STANDARDS All services shall meet VA, manufacturer, NFPA-99, OSHA, NEC, and other standards. Certification to work on DormaKaba systems is required. PROTECTION OF GOVERNMENT PROPERTY Protect property during work; repair damages at no cost. Follow OSHA/Safety requirements. DAMAGE Report damages immediately; repair or replace at contractor’s expense. UNAUTHORIZED USE OF GOVERNMENT EQUIPMENT No unauthorized use of office equipment or property. SECURITY REQUIREMENTS Wear visible ID badges, approved uniforms, and follow security protocols. No weapons allowed. Containers are subject to search. FACILITY CHECK-IN REQUIREMENTS Report to designated office; submit detailed reports after service. WARRANTY One-year warranty on parts, labor, and travel from start-up. A written warranty shall be provided, detailing coverage and period. IDENTIFICATION, PARKING, AND VA REGULATIONS Always wear visible ID badges. Parking is the contractor’s responsibility. Smoking and weapons are prohibited. Badges are valid for 90 days, with extensions possible. RECORD RETENTION AND STORAGE Records shall be maintained per VA and NARA standards. BADGES All employees must be fingerprinted and badged before working on campus. Badges are obtained after background checks and processing. Badges must be worn visibly and used for access control. Violations may result in suspension or revocation of access. DEFINITIONS / ACRONYMS Acceptance Signature: VA employee signing off on ESR. Authorization Signature: COR’s signature. CO: Contracting Officer ESR: Employee/Vendor Service Report ECU: Electronic Control Unit COR: Contracting Officer’s Representative FSE: Field Service Engineer NARA: National Archives & Records Administration POC: Point of Contact VAMC: Department of Veterans Affairs Medical Center

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