SAM #36C25926Q0632

Lease and Integration of Mobile Camera Trailer Units for Cheyenne VA Health Care System

This opportunity involves the lease and integration of mobile camera trailer units for the Cheyenne VA Health Care System, managed by the Department of Veterans Affairs, Network Contracting Office 19. - Government Buyer: - Department of Veterans Affairs - Network Contracting Office 19 - Cheyenne VA Health Care System - Products/Services Requested: - Lease of 2 mobile camera trailer units per year (base year plus four option years) - Trailers must be fully assembled and equipped for surveillance - Features include pan-tilt-zoom (PTZ) cameras, solar panels, battery systems, built-in storage, high-definition cameras, night vision, motion detection sensors, and license plate recognition systems - Setup and installation fees (one-time, at contract start) - Annual monitoring services for surveillance trailers - Includes remote access, real-time alerts, and integration with Axon body cameras and reporting tools - Annual enterprise surveillance software - Includes cloud storage, analytics, and reporting tools - Unique/Notable Requirements: - All equipment must be new and sourced from the Original Equipment Manufacturer (OEM); gray market items are prohibited - Offerors must be OEMs or authorized dealers, distributors, or resellers, and must provide documentation to ensure OEM warranty and service - Set aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB) under NAICS 561621 - No specific OEMs or vendors are named in the solicitation - Contract is firm-fixed price with a base year and four option years

Description

Request for Quote (RFQ) #: 36C25926Q0632 CCTV Mobile Camera Trailers Lease for Cheyenne VAMC This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. The Government reserves the right to make no award from this solicitation. The deadline for all questions is 4:00pm ET, (July 24th, 2026). All questions must be submitted in writing no later than the question cut-off date marked above. All questions will be answered officially through an amendment to the solicitation. Quotes are to be provided to Jennifer.sanders11@va.gov & Jessica.Lottman@va.gov no later than 4:00pm ET, (July 31st, 2026). Quotes shall not be hand carried. Faxed quotes shall not be accepted. Emailed quotes are the only method of submission (4MB email limit). The Government reserves the right to make award solely on initial Quotes received. Offerors bear the burden of ensuring that all portions of the offer (and any authorized amendments) reach the designated office before the deadline specified in the solicitation. This RFQ shall be completed in its entirety, and signed and dated; failure to do so shall not be considered for award. This is a Request for Quote (RFQ) and the solicitation number is 36C25926Q0632. The government anticipates awarding a firm-fixed price contract resulting from this solicitation. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2025-06 effective Oct 01, 2025. The North American Industrial Classification System (NAICS) code for this procurement is 561621 - Security Systems Services (except Locksmiths) with a small business size standard of ($25 million). This solicitation is 100% set-aside for (SDVOSB s). List of Line Items ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 Mobile Camera Trailer Units 2.00 EA _______________ ____________ 0002 Setup Fee (one-time) upon initial set up. 1.00 EA ____________ ____________ 0003 Installation Fee (one time upon initial install). 1.00 EA ____________ ____________ 0004 Monitoring Service 1.00 YR ____________ ____________ 0005 Enterprise Software 1.00 YR ____________ _______________ <!-- Additional line items omitted for brevity --> Description of Requirement Providing mobile camera trailers into VA hospital security aims to enhance surveillance and monitoring capabilities by providing continuous, real-time coverage of critical areas, thus improving incident management and response times. The visible presence of these trailers acts as a deterrent to criminal activities while ensuring the safety of patients, staff, and visitors through quick deployment and advanced security features. Additionally, this technology aids in regulatory compliance, optimizes resource use, and builds community confidence by demonstrating a commitment to a secure and safe environment, thereby supporting overall operational efficiency, stakeholder trust and safety. II. Scope of Work The purpose of this requirement is to lease and integrate two mobile trailers into the security VA hospital security operations seeking to significantly enhance surveillance and monitoring capabilities by delivering continuous, real-time coverage of critical areas. Period of Performance will be base year plus 4 option years. This integration is designed to improve incident management and expedite response times. The conspicuous presence of these trailers acts as a strong deterrent to criminal activities while ensuring the safety of patients, staff, and visitors through rapid deployment and cutting-edge security features. Moreover, this technology facilitates regulatory compliance, maximizes resource utilization, and fosters community confidence by underscoring a steadfast commitment to maintaining a secure and safe environment, thereby bolstering overall operational efficiency and garnering stakeholder trust. III. Requirements This requirement must provide the rental of two mobile camera trailers, which are able to be used for surveillance, security, and monitoring in various extreme weather environments and associated services. 2 Mobile Camera Trailer Units: The trailers will be fully assembled with mounted cameras. Solar panels and battery systems for power. Built-in storage for data recording. Pan-tilt-zoom (PTZ) cameras for comprehensive coverage. Surveillance Equipment: High-definition cameras Night vision capabilities Motion detection sensors License plate recognition (LPR) System. Software and monitoring services: Remote access to live video feeds via web or mobile applications Cloud storage for video footage Real-time alerts and notification Analytics and Axon reporting tools. Connectivity and Infrastructure: Cellular or satellite communication modules for remote locations Ethernet and Wi-Fi capable and integrate with current Axon body cameras and Axon reporting software. IV. Timeline/Milestone The projected timeline for integrating mobile camera trailers at VA hospitals will be completed within two months once awarded. In the first two weeks, we will define the project scope, objectives, assign roles, and develop an initial project plan, followed by conducting site assessments. By Week 4, we will finalize equipment specifications, place procurement orders, and prepare sites for installation. In Weeks 5 and 6, we will verify equipment delivery, install the trailers, and integrate them with existing security systems. Weeks 7 and 8 will be dedicated to comprehensive testing and validation, conducting training sessions for security personnel, and completing the operational handover. The project will conclude with the compilation of final reports and stakeholder acceptance, ensuring the mobile camera trailers are fully operational within this two-month timeframe. V. Acceptance Criteria Project Charter and Stakeholder Analysis are documented and approved by all relevant stakeholders. Initial Project Plan, including timeline, budget, and resources, are reviewed and signed off by the project manager and security specialist. Acceptance Criteria: A comprehensive Site Assessment Report is completed, detailing the optimal locations for camera trailer deployment. Recommended deployment locations are approved by the Chief of Police and Physical Security Specialist. Equipment Procurement and Scheduling Procurement Plan is finalized, and all necessary equipment specifications are detailed. Purchase orders are placed, and delivery schedules are confirmed, with a documented Inventory List upon receipt of equipment. Delivery and Pre-Installation Preparation All ordered equipment is delivered, inspected, and verified as per the Inventory List. Pre-installation site preparations are completed, including any necessary infrastructure adjustments, and are signed off by the Installation Team Lead. Installation and Integration Mobile camera trailers are installed at designated locations, with physical installation verified against installation guidelines. The trailers are successfully integrated with the existing security systems and network infrastructure, ensuring compatibility and functionality. Integration and Configuration Documentation is completed and approved by the IT Manager. Testing and Validation A comprehensive Testing Plan is executed, covering functionality, connectivity, video feed quality, and system reliability. All identified issues during testing are resolved, and a Test Results Report confirming system performance is approved by the Project Manager and IT Manager. System Validation Sign-off is completed, confirming that the camera trailers meet all technical requirements and operational standards. Training and Operational Handover Training sessions are conducted for all relevant security personnel, with training materials provided. Post-training assessments confirm that security personnel are proficient in the operation and maintenance of the new equipment. A Support and Maintenance Plan is provided, outlining ongoing technical support protocols. Full Operational Handover is completed, with sign-off from the Security Director confirming readiness for operational use. Project Closeout Final Project Completion Report is submitted, detailing all phases of the project and overall outcomes. Lessons Learned Document is created to capture key insights and improvements for future projects. Final Acceptance Statement is obtained from key stakeholders, including the Project Manager, Security Director, and Compliance Officer, confirming that all project deliverables have been met to their satisfaction. Delivery and acceptance is to be F.O.B Destination (FAR 52.247-34) at the Veterans Affairs Medical Center, located at: Cheyenne VAMC 2360 E. Pershing Blvd. Cheyenne, WY 82001-5356 Additional Contract Terms 52.212-1, Instructions to Offerors--Commercial Items applies to this acquisition ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL Gray market items are Original Equipment Manufacturers (OEM) goods sold through unauthorized channels in direct competition with authorized distributors. This procurement is for new OEM medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e., replacement parts) for VA Medical Centers. No remanufacturers or gray market items will be acceptable. Offeror shall be an OEM, authorized dealer, authorized distributor or authorized reseller for the proposed medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e., replacement parts), verified by an authorization letter or other documents from the OEM, such that the OEM's warranty and service are provided and maintained by the OEM. All software licensing, warranty and service associated with the medical supplies, medical equipment and/or services contracts for maintenance of medical equipment shall be in accordance with the OEM terms and conditions. The delivery of gray market items to the VA in the fulfillment of an order/award constitutes a breach of contract. Accordingly, the VA reserves the right to enforce any of its contractual remedies. This includes termination of the contract or, solely at the VA's election, allowing the Vendor to replace, at no cost to the Government, any remanufactured or gray market item(s) delivered to a VA medical facility upon discovery of such items. Offerors providing an

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