SAM #36C79126AP0079

VA Denver Logistics Service AV System Maintenance and Support

The Department of Veterans Affairs (VA) is seeking contractor support for the maintenance and support of its Audio Visual (AV) system at the Denver Logistics Service (DLS) facility in Golden, Colorado. - Government Buyer: - Department of Veterans Affairs (VA), Commodities & Services Acquisition Service, Denver Logistics Service (DLS) - OEMs Highlighted: - Crestron - QSC - Shure - Vendors: Not specified (open to qualified SDVOSB/VOSB contractors) - Products/Services Requested: - Migration of the AV system to the VA OIT network for centralized management - Semiannual preventive maintenance, testing, and inspection of the AV system - Troubleshooting and corrective maintenance (remote or onsite) - Procurement, installation, and testing of repair parts and replacement equipment as needed - Notable Requirements: - Compliance with VA's Rule of Two (set-aside for SDVOSB/VOSB concerns) - Technical capability and price evaluation - Adherence to VA security and quality assurance standards - Place of Performance: - VA DLS Main Warehouse, 555 Corporate Cir., Golden, CO 80401 (AV equipment located in five rooms within the facility) - Contract Structure: - Firm-Fixed-Price (FFP) Indefinite-Delivery/Indefinite-Quantity (IDIQ) contract - Total period of performance up to five years (one base year plus four option years)

Description

Synopses of Proposed Contract Actions No exceptions to the requirement to synopsize proposed contract actions listed at FAR 5.202 applied to this acquisition. Pursuant to the requirements as set forth at FAR 5.101(a)(1), this presolicitation notice is hereby posted on the Government Point of Entry website (e.g., accessed via the Internet at https://www.sam.gov) to disseminate information to industry participants for the Department of Veterans Affairs' (VA's) proposed contract action for the procurement of contractor supported services for the support and maintenance of the Audio Visual System currently installed at the VA's Denver Logistics Services facility located in Golden, Colorado. The Government estimates the Total Contract Value of this procurement to exceed $25,000.00.

DESCRIPTION OF ACQUISITION, PROJECT, PROGRAM, OR SYSTEM The Department of Veterans Affairs (VA), National Acquisition Center's (NAC’s), Denver Logistics Service (DLS); formerly known as the Denver Logistics Center, has a bona fide need for Contractor provided commercial services to maintain the AV systems currently installed at the Denver Logistics Services (DLS) facility. The VA has no in-house AV technical resources to provide the type of services included in this requirement to sustain the normal operations and provide the long-term support the DLS AV system. The DLS requires a fully functional AV system to support the critical operations, training, and enterprise-wide collaboration activities conducted at this facility. Additionally, the DLS AV system’s programming and configuration is currently not compatible with the VA’s OIT network, the DLS facility requires a properly functioning AV system that is enabled for VA centralized system management. This requirement includes Contractor provided support in the migration of the DLS AV system onto the VA OIT network, performance of routine preventive maintenance actions, testing, and inspection to ensure sustained full functionality and operation as designed, and the performance of the full spectrum of system-wide troubleshooting and corrective maintenance actions to ensure the timely restoration of the DLS AV system following system failures or other system operational anomalies to include the procurement of repair parts and replacement equipment as needed. These Contractor supported services are essential to ensure the DLS AV systems remains operational, secure, and fully manageable by VA System Administrators, thereby supporting the critical enterprise-wide mission functions performed at the DLS facility.

Statement of Need Pursuant to the policy requirements as set forth at FAR 11.103(c)(1-2), VAAR Part 811, and VAAM M801.106, the VA’s DLS has a bona fide need for Contractor provided commercial services to maintain the AV systems currently installed at the Denver Logistics Services (DLS) facility. The DLS requires a fully functional AV system to support the critical operations, training, and enterprise-wide collaboration activities conducted at this facility. Additionally, the DLS AV system’s programming and configuration is currently not compatible with the VA’s OIT network, the DLS facility requires a properly functioning AV system that is enabled for VA centralized system management. This requirement includes Contractor provided support in the migration of the DLS AV system onto the VA OIT network, performance of routine preventive maintenance actions, testing, and inspection to ensure sustained full functionality and operation as designed, and the performance of the full spectrum of system-wide troubleshooting and corrective maintenance actions to ensure the timely restoration of the DLS AV system following system failures or other system operational anomalies to include the procurement of repair parts and replacement equipment as needed. These Contractor supported services are essential to ensure the DLS AV systems remains operational, secure, and fully manageable by VA System Administrators, thereby supporting the critical enterprise-wide mission functions performed at the DLS facility.

Contractual History This is a follow-on procurement effort from VA contract number 36S79122P0014, which procured and installed the AV equipment, provided the programming and configured the systems to be maintained and serviced in this new requirement. A contract is not currently in place to fulfill this service requirement. Past procurement cycles for this requirement have been fulfilled through the utilization of Golden, Colorado local Vendor supported services, purchased on a transactional basis, utilizing tactical sourcing or spot-buying on an as-needed basis characterized by rapid, isolated, or short-term procurement decisions with a Government Purchase Card (GPC). The scope of this service requirement now exceeds the GPC utilization monetary threshold, and a new procurement vehicle is required to fulfill the long-term needs of this requirement.

Commerciality Determination The types of services included in this requirement are readily available services offered in the commercial marketplace, widely sold for applications other than the Government’s needs. All the various types of services in this requirement fit the definition of commercial services as set forth at FAR 2.101.

North American Industry Classification System Code (NAICS Code) The applicable NAICS Code is 334310 - Audio and Video Equipment Manufacturing. The business size standard for NAICS 334310, as defined by the Small Business Administration (SBA), is up to 750 employees. This size standard is based on the average number of full-time or part-time employees over the last 24 months.

Product Service Code (PSC) The applicable PSC is 5836 - Video Recording and Reproducing Equipment, which ensures consistent classification for federal contracting involving video capture and playback gear linked to communications systems.

Procurement Method In accordance with FAR Part 10 and VAAR Part 810, the ongoing Market Research efforts will identify if this procurement is suitable for a small business set-aside. The determination will follow policies, procedures, and requirements set forth at VAAR 819.7005 - Veterans First contracting order of priority: SDVOSB, VOSB, 8(a)/HUBZone, then other small-business set-asides, with deference to WOSB priorities per FAR 19.203. In accordance with VA’s Rule of Two, all requirements shall be set aside if: Two or more verified SDVOSBs/VOSBs can perform, and The Contracting Officer (CO) concludes the contract award can be made at a fair and reasonable price. The purpose of VA’s Rule of Two is to prioritize veteran-owned small businesses in VA contracting, while maintaining competition and ensuring price reasonableness. Pursuant to FAR 19.502-2(a) and FAR 19.203(b), the Government estimates the acquisition value to be above the micro-purchase threshold ($15,000) but at or below the simplified acquisition threshold ($350,000). Therefore, this procurement shall be set aside in full or in part for small business concerns.

Competition Strategy Based on Market Research, the Contracting Officer expects that two or more SDVOSB concerns will submit offers and that award can be made at a fair market price. The requirement will likely be set aside specifically for veteran-owned small businesses (VOSBs) or SDVOSBs under VA’s “Rule of Two.” The policy at VAAR 806.2 - Full and Open Competition After Exclusion of Sources, will be utilized. The procurement will be limited to eligible small business concerns, with competition occurring among all eligible firms after excluding ineligible sources. This process is considered full and open within the scope of the prioritization framework.

Contract Type The required contract type is Firm-Fixed-Price (FFP) per FAR 12.207(a). No exception under FAR 12.207(b) applies. FFP is suitable where effort and risk are predictable, and it places cost control responsibility on the Contractor. An Indefinite-Delivery / Indefinite-Quantity (IDIQ) contract will be awarded, with FFP purchase orders. FAR Subpart 16.5 authorizes IDIQ use when quantities and timing are uncertain, with FAR 16.504 prescribing the contract structure.

Solicitation Method Per FAR 6.203(a) and FAR 19.1405(b), the acquisition will be limited to SDVOSB concerns. A combined synopsis and solicitation will be used to solicit proposals via email to SDVOSB concerns identified during Market Research. The solicitation will be issued as a Letter RFP in a combined format, delivered by email.

Evaluation Process The Government may award the contract to the responsible Offeror whose conforming proposal is most advantageous, considering price and technical factors. The Government reserves the right not to award or to not make an award. Evaluation factors include: Technical Capability; and Price. Technical Capability will be rated as significantly less important than price. All offers will be evaluated by total price, including all CLINs and options. The lowest evaluated price will be considered for technical evaluation. If the lowest priced offer is not technically acceptable, the next lowest will be evaluated, continuing until a technically acceptable, lowest evaluated price offer is identified. The offer with the lowest evaluated price will be reviewed for technical acceptability, demonstrating understanding of the technical features and capability to meet the PWS. Documentation must be sufficient, concise, and thorough. Ratings are:    1. Acceptable: Meets minimum technical requirements.    2. Unacceptable: Does not meet minimum technical requirements.

Source Selection Process Following FAR 15.101-2, Lowest Price Technically Acceptable (LPTA) procedures will be used. Award will go to the lowest priced, acceptable offer. All offers will be evaluated on price first, then technical acceptability. The Total Evaluated Price will be the sum of all CLINs and options. The Government will assess whether the price is fair and reasonable. The LPTA process is suitable when the best value results from selecting the lowest evaluated price among technically acceptable offers.

Trade-Offs No trade-offs between cost, performance, and schedule are permitted in proposal evaluation, per FAR 15.101-2. The lowest price, technically acceptable approach is appropriate for commercial services when the best value is achieved by selecting the lowest evaluated price among acceptable proposals.

Exchanges and Discussions with Offerors The Government may engage in discussions if necessary, but anticipates selecting the best-suited Offeror based on initial proposals without discussions. Offerors are encouraged to submit their best price initially. The Government reserves the right to communicate only with the top-ranked Offeror to finalize issues, including technical, past performance, and price. If issues cannot be resolved, the Government may consider the next best Offeror.

Responsive Proposals A responsive proposal conforms in all material respects to the solicitation requirements. Non-responsive proposals will be rejected without further consideration, regardless of price or technical merit.

Proposal Content Requirements Proposals must follow the instructions in FAR Provision 52.212-1. Incomplete proposals will be considered nonresponsive and rejected. Required items include: Technical Capability Statement; Attachment 0002 - Price Matrix; Attachment 0003 - Offeror Reps and Certs; Attachment 0004 - VAAR Clause 852.219-75, VA Notice of Limitations on Subcontracting Certificate.

Scope of Work The Contractor shall perform the following actions: Assist VA System Administrators in migrating the AV system onto the VA OIT network, using manufacturer-standard platforms such as Crestron, QSC, and Shure. Perform semiannual preventive maintenance, including testing and inspections. Troubleshoot and perform corrective maintenance remotely or on-site as needed to restore full functionality, within established response times. Procure repair parts and replacement equipment, install, and test them to restore system operation. Submit price quotes before incurring expenses. Coordinate service delivery scheduling with VA POCs. Produce and submit reports, including: AV System Migration Plan Report; Semiannual Testing, Inspection, and Preventive Maintenance Report; Routine/Emergency Issues Response Report; Repair Parts / Replacement Equipment Installation and Testing Report; Quarterly Invoice Report.

Minimum Technical Requirements The CLIN naming conventions are as follows: the first digit indicates the period of performance (base year = 0, option year one = 1, etc.), and the last three digits specify the item description. The Contractor shall perform actions including:

Contract Line Item Number (CLIN) X001: Assistance with AV system migration onto the VA OIT network, developed using manufacturer-standard platforms. This task is only for the Base Year, with a report due within 30 days of award.

Contract Line Item Number (CLIN) X002: Semiannual AV system testing and inspections, with reports due within 5 days of service completion, performed every 180 days.

Contract Line Item Number (CLIN) X003: Remote or on-site troubleshooting and corrective maintenance, with reports due within 24 hours of service.

Contract Line Item Number (CLIN) X004: Procurement, installation, and testing of repair parts and replacement equipment, with reports due within 72 hours of service.

The scheduling of services shall be coordinated with VA System Administrators, and all reports shall be submitted electronically to the designated Government POCs, with detailed documentation of actions taken and materials procured.

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