SAM #36C10D26Q0148

Preventative Maintenance and Support for Lenel PACS OnGuard Security Systems and Associated Equipment

The Department of Veterans Affairs, Veterans Benefits Administration (VBA) Winston-Salem Regional Office is seeking qualified vendors for bi-annual preventative maintenance and support services for its Lenel PACS OnGuard security systems and associated equipment. - Government Buyer: - Department of Veterans Affairs, Veterans Benefits Administration, Acquisition Directorate, Winston-Salem Regional Office - OEMs Highlighted: - Lenel (PACS OnGuard systems) - HID (smart card readers, controllers) - Life Safety Power (Genetec enclosures) - Dell (OptiPlex 3080 tower) - Intellinet (Ethernet switches) - Products/Equipment Requested: - Lenel PIV Smart Keypad Reader (Part #921PHRTEK0032W, Qty: 10) - HID PIV Smart Card Reader (Part #SE R40, Qty: 41) - Life Safety Power Genetec Enclosure (Part #SY-DV16RD-E8M2-NET, Qty: 3) - Dual Card Reader Interface (Part #SY-MR52-S3, Qty: 3) - HID Intelligent Controller (Part #LP4502, Qty: 3) - Smart Gateway (Part #CLOUDLINK G2, Qty: 3) - Dell OptiPlex 3080 Tower (Part #OptiPlex 3080, Qty: 1) - Intellinet 5-Port Ethernet Switch (Part #Intellinet, Qty: 2) - 12V Battery (Part #ML7.2, Qty: 6) - Services Requested: - Bi-annual preventative maintenance, inspections, and updates for Lenel PACS OnGuard systems and all associated equipment - Emergency services (estimated 6 calls per year) - Controlled power outages (2 per year) - Optional software version upgrades and patch installations - Reporting, compliance with government security protocols, and manufacturer technical help desk support - Notable Requirements: - Vendors must be certified and approved resellers for Lenel PACS OnGuard systems and HID smart card readers - 24/7 emergency response capability - All work must comply with government-furnished equipment and security requirements - Detailed reporting and itemized cost estimates for repairs and upgrades

Description

This is a Sources Sought notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted in response to this Source Sought notice. Respondents will not be notified of the results of the evaluation. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation. The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS 561621, with a size standard of 25 million dollars. The Department of Veterans Affairs (VA) is seeking information to identify any vendor capable of providing all personnel, equipment, tools, material, supervision, and quality control necessary to perform preventative maintenance, inspections, and updates/upgrades to the Physical Access Control System (PACS) equipment at the Department of Veterans Affairs, (Veterans Benefits Administration Winston-Salem Regional Office). This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirement described below. Vendors are encouraged to provide information relative to their capabilities to fulfill this requirement, in the form of a statement that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer's review of the market base, for acquisition planning, size determination, and procurement strategy. Submission Instructions: Interested parties who consider themselves qualified or wish to provide information in response to this notice are invited to submit a response to this Sources Sought Notice / Request for Information by 4:00 PM EST, 27-July-2026. All responses shall be emailed to jacalyn.hainey@va.gov with RFI #36C10D26Q0148, PACS in the subject line. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Interested parties should complete the attached Worksheet. Parties may submit additional information related to their capabilities, provided it contains all the requirements contained in the Sources Sought Worksheet. Responses to this Sources Sought shall not exceed 8 pages. All submissions should be provided electronically in a Microsoft Word or Adobe PDF format.

Attachment 1Sources Sought Worksheet QUALIFICATION INFORMATION: Company / Institute Name: ____________________________________________________ Address: ________________________________________________________________ Phone Number: __________________________________________________________ Point of Contact: _________________________________________________________ E-mail Address: __________________________________________________________ Unique Entity Identifier (UEI) #: _______________________________________________ CAGE Code: ____________________________________________________________ SAM Registered: (Y / N) Other available contract vehicles applicable to this sources sought (GSA/FSS/NASA SEWP/ETC): _______________________________________________________________ SOCIO-ECONOMIC STATUS: Verified SDVOSB: (Y / N) Verified VOSB: (Y / N) 8(a): (Y / N) HUBZone: (Y / N) Economically Disadvantaged Women-Owned Small Business: (Y / N) Women-Owned Small Business: (Y / N) Small Business: (Y / N) NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and verified in the SBA Registry https://search.certifications.sba.gov. BASED ON THE RESPONSES TO THIS SOURCES SOUGHT / REQUEST FOR INFORMATION NOTICE / MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION. CAPABILITY STATEMENT: Provide a brief capability and interest in providing the services as outlined in the DRAFT Statement of Work (Attachment 2) with enough information to determine if your company can meet the requirement. The capabilities statement for this Sources Sought is not a Request for Quotation, Request for Proposal, or Invitation for Bid, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company's ability to provide the services to the outlined equipment. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation. Please Provide Evidence of being an approved reseller / servicer of Lenel Physical Access Control System (PACS) OnGuard security systems. Would it be your intent to self-perform services or would you intend on using sub-contractors if an award was made? Please also provide us with feedback you may have in response to the Statement of Work for example: suggestions to make the document clearer, additional information needed, or any other suggestions you may have.

Attachment 2Veterans Affairs, Winston-Salem Regional OfficeDRAFT Statement of Work Physical Access Control System (PACS) Preventative Maintenance SCOPE: The Contractor shall provide all personnel, equipment, tools, material, supervision, and quality control necessary to perform preventative maintenance, inspections, and updates/upgrades to the Physical Access Control System (PACS) equipment at the Department of Veterans Affairs, (Veterans Benefits Administration Winston-Salem Regional Office). PLACE OF PERFORMANCE / HOURS OF OPERATION: Department of Veterans Affairs Regional Office251 North Main StreetWinston-Salem, NC 27155 Normal Business Hours are 7:00 AM EST to 4:00 PM EST. All work will be performed during normal operation hours: Work at the site will not take place on Federal Holidays or weekends. If a Federal Holiday falls on a day scheduled for services, the services will resume the next official workday between the scheduled hours. Vendor shall contact the facility Point of Contact (POC) at least one hour prior to arrival by calling the POC's direct extension. PERIOD OF PERFORMANCE: The period of performance shall be one (1) base year (12 months) with four (4) potential (1) option years to be exercised at the discretion of the Contracting Officer. Government Furnished Equipment: Lenel Physical Access Control System (PACS) OnGuard security systems POST AWARD MEETINGS / PROGRESS MEETINGS: The contractor shall attend (virtually) any post award meetings convened by the Contracting Officer (CO), Contract Specialist (CS), or facility POC. Meetings shall discuss contract performance, lessons learned, issues identified, or any other topic deemed necessary by the Government. Contractors' attendance at these meetings shall be at no additional cost to the Government. CONTRACTOR QUALIFICATIONS: The contractor or subcontractor shall be a certified and approved reseller for Lenel Physical Access Control System (PACS) OnGuard security systems and HID smart card readers for the duration of the contract term. PREVENTATIVE MAINTENANCE: The Contractor shall provide services required under this contract within normal business hours which are 7:00 AM EST to 4:00 PM EST, Monday through Friday, except on recognized federal holidays or when the Government facility is closed due to local/national emergencies, administrative closures, or similar Government directed facility closings. The first inspection shall take place within 30 business days of the period of performance start date, each following inspection will take place every six (6) months, unless otherwise approved by the facility POC. Provide preventative maintenance on a day mutually agreed on by the Government and the contractor for the devices indicated on the Equipment Inventory List. Equipment List: Item No.Part NumberDescriptionQuantity 1921PHRTEK0032WPIV Smart Keypad Reader10 2SE R40HID PIV Smart Card Reader41 3SY-DV16RD-E8M2-NETLife Safety Power Genetec Enclosure3 4SY-MR52-S3Dual Card Reader Interface3 5LP4502HID intelligent controller3 6CLOUDLINK G2Smart Gateway3 7OptiPlex 3080Dell Tower1 8Intellinet5-Port Ethernet Switch2 9ML7.212V Battery6 Twice (2) times a year - Verify functionality of access control doors, duress/panic buttons, and head end equipment. Twice (2) times a year - Perform backup of the system database. Twice (2) times a year - Conduct software maintenance and functionality tests, including installation of software updates/patches to all equipment. Provide manufacturer software technical help desk support and update support as needed at no additional cost to the Government. Twice (2) times a year - Perform preventive maintenance inspections of the security system. Maintenance inspection shall include but not be limited to: Operational testing of all PACS equipment. Load testing of all power supplies and backup batteries in all systems. Cleaning and adjusting of all equipment. Checking equipment for loose mountings or connections, adjusting electric locks, etc. PREVENTATIVE MAINTENANCE REPORTING: Within ten (10) business days of the inspection date, the Contractor shall prepare and submit to the facility POC a written report including but not limited to: Name of Employee providing services Date and time of service Operational test results, including access control doors/panic buttons All deficiencies with type, location, part number, test results, and quote for repair Results of power supply and backup battery tests, including deficiencies and repair quotes Equipment adjustments, including locations, part numbers, and adjustments made System database backup, with date and time Software maintenance/function check, including software manufacturer, name, version before and after update Description of service needed to correct deficiencies and itemized cost estimate CONTROLLED POWER OUTAGES: The Contractor shall perform two (2) scheduled Controlled Power Outages per period of performance, whereby the security system would be powered down in an orderly fashion in preparation for an extended power outage and then safely restored to full operation. The first outage shall occur within 60 business days of the start date. The second within six (6) months after the initial outage, unless otherwise approved by the facility POC. Report: Within five (5) business days of the outage, the Contractor shall submit a written report including the name of the employee, date/time, results, deficiencies, and repair estimates. Additional outages beyond the two included shall be priced accordingly. EMERGENCY SERVICES: The Contractor shall provide 24/7 emergency services for inspecting and troubleshooting the PACS system. Response time shall be within 8 hours of the service call. The Contractor shall respond to approximately six (6) emergency calls per contract year and submit a report within 48 hours of each call, including details of the service, repairs, costs, and duration. INVOICE / BILLING: Invoices shall be sent promptly for payment, including all relevant details such as business name, invoice number, date, contract and order numbers, itemized services, and costs. Payment will be made in arrears after services are rendered. POINT OF CONTACT: Contracting Officer: jacalyn.hainey@va.gov VBA Regional Office contacts: David Gray: David.gray5@va.gov Brian Hawks: brian.hawks@va.gov SYSTEM FOR AWARD MANAGEMENT (SAM): Vendors must register and maintain active registrations in SAM and VETBIZ prior to submitting quotes and during the contract period. Registration must be completed before award. OPTIONAL TASK UPGRADE: Installation of all Government-selected Software version upgrades for PACS equipment, including patches and updates. The contractor shall complete installation within 120 days of notification and provide a detailed report including software details, version changes, date/time, technician, and passwords. The report shall be submitted via email within fourteen (14) business days of completion. SERVICE VISIT/CALLS SIGN-IN: Service visits shall be coordinated with the COR, and the contractor shall sign in/out during visits, with an escort provided to ensure security requirements are upheld. All visits shall be documented. Contractor Employee Responsibility: The contractor is responsible for actions of their employees and subcontractors. Access to the PACS server located in Support Services Division (SSD) requires escort by Support Services staff at the Winston-Salem Regional Office.

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