SAM #36C10D26Q0192

VA Preventative Maintenance for Physical Access Control System (PACS) at Boston Regional Office

The Department of Veterans Affairs, Veterans Benefits Administration (VBA), is seeking qualified vendors for Preventative Maintenance and support of the Physical Access Control System (PACS) at the Boston Regional Office. - Government Buyer: - Department of Veterans Affairs, Veterans Benefits Administration, Acquisition Directorate - OEMs and Vendors: - Lenel (HID access control) - Anixter (REX devices, back-up power) - Aiphone (intercoms) - Interlogix-ITI Canada (access control) - ADI (video) - Avigilon (video, Middle Atlantic equipment) - Speco (video) - DMP (intrusion systems) - Products/Services Requested: - Preventative maintenance services for PACS equipment - Quarterly inspections, software and firmware updates, database backups, operational testing, cleaning, and adjustment - Emergency inspection services (estimated 12 per year) - Controlled power outage services (2 per year) - Optional major software upgrade task - Equipment inventory includes: - 6 back-up power units (AMER PWR) - 35 REX devices (Anixter) - 4 intercoms (Aiphone) - 41 access control units (Interlogix-ITI Canada) - 1 video unit (ADI) - 7 video units (Avigilon) - 1 Middle Atlantic unit (Avigilon) - 3 video units (Speco) - 35 HID access control units (Lenel) - 73 intrusion units (DMP) - Unique/Notable Requirements: - Contractor must be an approved Lenel reseller and manufacturer-authorized technician throughout the contract term - Quarterly maintenance and inspections - Two scheduled controlled power outages per year - Emergency services with 8-hour response time - Detailed maintenance and deficiency reports, including part numbers and itemized repair quotes - Optional software upgrades within 120 days of contract modification - Period of Performance: - One base year (12 months) with four one-year option periods - Quarterly maintenance, annual controlled outages, and emergency services throughout contract term

Description

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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 Physical Access Control System (PACS) Preventative Maintenance and support agreement. 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 10:00 PM EST, 25-Aug-2025. All responses shall be emailed to Joshua.Gallien@va.gov with RFI, SAM, PACS 36C10D26Q0192 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 1 Sources 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 here. 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 Performance Work Statement (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 respond to the following: Please Provide Evidence of being an approved reseller / servicer of Lenel 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 any feedback you may have in response to the Statement of Work example: suggestions to make the document clearer, additional information needed, or any other suggestions you may have. If this requirement were to move to a solicitation phase would a site visit be needed?

Attachment 2 Department of Veterans Affairs (VA)Veterans Benefits Administration (VBA)DRAFT Statement of Work (SOW)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) Boston Regional Office. PLACE OF PERFORMANCE / HOURS OF OPERATION: JFK Federal Building 15 New Sudbury St Boston, MA 02203 Normal Business Hours are Monday through Friday 8am to 5pm EST 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. Contractor shall contact the facility Point of Contact (POC) at least one hour prior to arrival at the station 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: N/A Definitions: 5.1 Business days: Monday through Friday excluding Federal Holidays 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. CONTRACTOR QUALIFICATIONS: The contractor or subcontractor shall be an approved reseller and manufacturer-authorized technician for Lenel for the duration of the contract term. PREVENTATIVE MAINTENANCE: The Government has the following active software maintenance agreements / software support agreements / licensing subscriptions / firmware entitlement programs during contract transition. The Contractor shall provide services required under this contract within normal business hours 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 three (3) 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: Boston Equipment List Equipment Inventory List Item No. System Type: manufacturer Description: Quantity: 1. Anixter - AMER PWR - Back-Up Power - 6 2. Anixter - REX - 35 3. ScanSource - Aiphone - Intercom - 4 4. ADI - Interlogix-ITI - Canada - Access Control - 41 5. ADI - Video - 1 6. Avigilon - Video 7. Avigilon - Middle Atlantic - 1 8. Wesco - Speco - Video - 3 9. Lenel - HID - Access Control - 35 10. DMP - DMP - Intrusion - 73 The vendor shall conduct a complete inventory during the initial preventative maintenance service to provide and/or validate equipment quantities, locations, serial numbers, firmware versions, software versions, battery age, and warranty status. Inventory shall be provided with the inspection documentation. Four (4) times a year (quarterly): Verify functionality of access control doors, duress/panic buttons, and head end equipment. Perform backup of the system database. Conduct software maintenance and functionality tests, including installation of software & firmware updates/patches to all equipment. Provide manufacturer software technical help desk support and update support as needed at no additional cost to the Government. 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 all equipment. Checking equipment for loose mountings or connections, adjusting electric locks, etc. PREVENTATIVE MAINTENANCE REPORTING: Within five (5) business days of the inspection date, the Contractor shall prepare and submit to the facility POC an electronic report including but not limited to: Name of Employee(s) providing services Date and time of service Operational test results, deficiencies, location, part number, test results, itemized quote for repair, estimated duration of repairs Results of power supply and backup battery tests, deficiencies, location, part number, quote, estimated duration Equipment adjustments, locations, part numbers, adjustments made System database backup: date and time Software maintenance / function check: manufacturer, name, version prior and after update Description of service needed to correct deficiencies and cost estimate CONTROLLED POWER OUTAGES: The Contractor shall perform two (2) scheduled Controlled Power Outages per period of performance, powering down the security system in an orderly fashion and then restoring it. The first outage shall occur within 10 business days of the start date. The second within six (6) months after the initial outage, unless otherwise approved. Report within five (5) business days of each outage, including: Name of Employee(s) Date and time of service Results, deficiencies, and corrective actions needed Additional outages beyond the two included shall be priced accordingly. EMERGENCY INSPECTION SERVICES: The Contractor shall provide emergency inspections, respond within 8 hours of call, and submit a report within 48 hours including details of the service, repairs, costs, and estimated completion time. OPTIONAL TASK UPGRADE: Installation of all Government selected Software version UPGRADES (major version changes) to PACS equipment with available upgrades. Installation shall be completed within 120 calendar days of contract modification. A report shall be submitted within five (5) business days of completion, including software details and upgrade information.

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