This Amendment to the Previous Combined Synopsis is to include this corrected Statement of Work and to include the Justification.
STATEMENT OF WORK
GENERAL INFORMATION
1. Title of Project: Acquisition of Motorola Solutions MOTOTRBO R5 Portable Two-Way Radios for Emergency Management and Facility Operations
2. Scope of Work: The contractor shall provide all labor, materials, equipment, programming, configuration, delivery, and incidental services necessary to furnish Motorola Solutions MOTOTRBO R5 portable two-way radios and associated accessories for the VA Central Ohio Healthcare System.
The objective of this procurement is to ensure reliable, secure, and interoperable radio communications to support VA Police routine operations, emergency response, and critical incident management within a medical center environment. The radios must integrate with the existing Motorola MOTOTRBO/DMR infrastructure currently deployed at the facility
3. Background: The VA Central Ohio Healthcare System currently operates a Motorola-based MOTOTRBO digital radio system. Existing infrastructure, programming templates, accessories, and management tools are configured specifically for Motorola DMR Tier II operations.
The current requirement is to replace portable radio inventory using the Motorola Solutions MOTOTRBO R5 platform to maintain system continuity, compatibility, and operational readiness. Introducing an alternate manufacturer would require system reconfiguration, retraining, accessory replacement, and potential interoperability risk.
The MOTOTRBO R5 radios provide:
DMR Tier II digital protocol compatibility
VHF and/or UHF capability (136 174 MHz / 400 512 MHz)
High power output (5W VHF / 4W UHF)
Advanced audio features including SINC+ noise suppression and AI-trained noise suppression
Programmable speech loudness up to 106 phons
IP67 dust-tight and waterproof rating
Ruggedization to MIL-STD-810H
Wi-Fi (2.4/5.0 GHz) with WPA3 security
Bluetooth® Core version 5.2
Optional intrinsically safe configuration (UL TIA4950 / CSA C22.2
4. Performance Period: The contractor shall complete the work required under this SOW in 60 calendar days or less from date of award, unless otherwise directed by the Contracting Officer (CO). If the contractor proposes an earlier completion date, and the Government accepts the contractor s proposal, the contractor s proposed completion date shall prevail. The work shall begin within 30 calendar days of award, unless otherwise specified. Work at the Government site shall not take place on Federal holidays or weekends unless directed by the CO.
5. Type of Contract: Firm-Fixed-Price
B. CONTRACT AWARD MEETING
The contractor shall not commence performance on the tasks in this SOW until the CO has conducted a kick off meeting, or has advised the contractor that a kick off meeting is waived.
C. GENERAL REQUIREMENTS
1. The contractor shall provide a detailed delivery schedule including quantities, configuration status, and anticipated delivery dates.
2. All radios shall be new, current production models with full manufacturer warranty coverage.
3. All written deliverables shall be clear and understandable, written in layperson language when appropriate.
4. The contractor shall coordinate with VA Police technical representatives for programming alignment and system configuration.
D. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES
The contractor shall furnish Motorola Solutions MOTOTRBO R5 portable two-way radios in the required frequency band (VHF and/or UHF), configured for VA Police operational use.
Task One: The contractor shall provide a fully configured radios and accessories ready for operational deployment.
Deliverable One: Each radio shall include:
IMPRES Li-Ion battery (minimum 3200 mAh preferred where specified)
Rapid charger
Belt clip
Antenna appropriate for frequency band
Programming and configuration aligned to existing VA system
Manufacturer s 5-year service coverage (hardware repair and software updates)
Task Two: The contractor shall program each radio consistent with VA Police operational requirements, ensuring compatibility with existing MOTOTRBO DMR Tier II system settings.
Deliverable Two:
Programming shall include:
Channel templates
Zone configurations
Emergency button configuration
Basic or enhanced privacy settings
Transmit interrupt (if applicable)
Lone worker feature (if applicable)
The contractor shall not alter existing infrastructure without written authorization from the CO.
E. EVALUATED OPTIONAL TASKS AND ASSOCIATED DELIVERABLES [If applicable]
Optional Task One: N/A
Optional Deliverable One: N/A
SCHEDULE FOR DELIVERABLES
1. The contractor shall complete the Delivery within 90 Days from the date of award
2. Unless otherwise specified, the number of draft copies and the number of final copies shall be the same.
3. If for any reason any deliverable cannot be delivered within the scheduled time frame, the contractor is required to explain why in writing to the CO, including a firm commitment of when the work shall be completed. This notice to the CO shall cite the reasons for the delay, and the impact on the overall project. The CO will then review the facts and issue a response, in accordance with applicable regulations.
G. CHANGES TO STATEMENT OF WORK
Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.
H. REPORTING REQUIREMENTS
1. The contractor shall provide status updates upon request and notify the VA Project Manager of shipment tracking information at time of dispatch.
I. TRAVEL [If applicable]
No travel is anticipated.
J. GOVERNMENT RESPONSIBILITIES [If applicable]
The Government shall:
Provide programming templates
Provide system configuration parameters
Provide site access if required
Identify Project Manager / Technical Point of Contact
K. CONTRACTOR EXPERIENCE REQUIREMENTS (Standard mandatory language for all task orders)
The government will determine on a SR basis what positions are considered key personnel. The contractor shall identify, by name, the key management and technical personnel who will work under this task order at the time the work is being negotiated.
If a key person becomes unavailable to complete the SR, the proposed Substitutions of key personnel shall be made only as approved directed by the Contracting Officer and the COTR. The government will not dictate specific experience and education requirements of the employees initially proposed to perform the work stated herein. The contractor shall submit a resume of qualifications for the COTR and all other direct employees proposed for the project. All Contractor employees will be approved by the COTR prior to bringing on duty. If, at any time from date of award to the end of the contract, non-key personnel Contractor personnel are no longer available, HES/HIS reserves the right to review the qualifications of the proposed replacement personnel and to reject individuals who do not meet the qualifications set forth in the TLO. Team personnel proposed by the contractor should possess some of the following knowledge and/or skills:
The contractor must notify VHA in advance and we will approve or reject proposed contractor key personnel for the performance of this contract. The contractor shall submit a resume of qualifications to the COTR for key personnel and all other direct employees proposed for the project. All Contractor employees will be approved by the COTR prior to bringing on duty. If, at any time from date of award to the end of the contract, Contractor personnel are no longer available, the VHA will approve the qualifications of proposed replacement personnel and will reject individuals who do not meet qualifications set forth herein. The contractor must inform the VHA COTR, and Project Manager/Task Manager when personnel are removed from the contract for any reason. The Contractor shall remove any employee from the performance of this contract within five (5) workdays of receiving notice from the Contracting Officer that the employee's performance is unsatisfactory. All Contractor employees are subject to immediate removal from performance of this contract when they are involved in a violation of the law, VA security, confidentiality requirements and/or other disciplinary reasons.
The contractor must inform the VHA COTR, and Project Manager/Task Manager when personnel are removed from the contract for any reason.
If a key person becomes unavailable to complete the SR, proposed Substitutions of key personnel shall be made only if approved by the COTR and Project Manager.
The contractor shall submit a resume of qualifications to the COTR for all direct employees proposed for the project. All Contractor employees will be approved by the COTR prior to bringing on duty.
L. CONFIDENTIALITY AND NONDISCLOSURE
It is agreed that:
1. The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this task order, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order.
2. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order, presented to the contractor, shall be submitted to the CO for response.
3. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.
CONTRACTOR PERSONNEL SECURITY REQUIREMENTS
All contractor employees who require access to the Department of Veterans Affairs computer systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to subcontractor personnel requiring the same access.
Position Sensitivity The position sensitivity has been designated as Low Risk
Background Investigation The level of background investigation commensurate with the required level of access is __N/A__________
(Insert Background Investigation, Minimum Background Investigation or National Agency Check with Written Inquiries).
Contractor Responsibilities
The contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain a U.S. citizenship, and are able to read, write, speak and understand the English language.
The contractor shall submit or have their employees submit the required forms (SF 86 or SF 85P, SF 85P-S, FD 258, Contractor Fingerprint Chart, VA Form 0710, Authority for Release of Information Form, and Optional Forms 306 and 612) to the VA Office of Security and Law Enforcement within 30 days of receipt.
The contractor, when notified of an unfavorable determination by the Government, shall withdraw the affected employee from working under the contract.
Failure to comply with contractor personnel security requirements may result in termination of the contract for default.
4. Government Responsibilities
The VA Office of Security and Law Enforcement will provide the necessary forms to the contractor, or to the contractor s employees, after receiving a list of names and addresses.
Upon receipt, the VA Office of Security and Law Enforcement will review completed forms for accuracy, and forward the forms to the office of Personnel Management (OPM) to conduct background investigations.
The VA Office of Security and Law Enforcement will notify the CO, and contractor, of adjudication results received from OMB.
DEPARTMENT OF VETERANS AFFAIRS
Justification for Single Source Awards IAW FAR 13.106-1
For
Over Micro-Purchase Threshold but Not Exceeding the Simplified Acquisition Threshold
Acquisition Plan Action ID: 36C250-26-AP-2706
Contracting Activity: Department of Veterans Affairs, VISN 10, NCO 10, 2780 Airport Dr, Columbus, OH 43219 for the Chalmers P. Wylie VA Ambulatory Care Center, 420 N. James Road, Columbus OH, 43219 using 2237# 757-26-2-096-0207 for this purchase.
Brief Description of Supplies/ Services required and the intended use/Estimated Amount: The requirement is for Motorola Solutions MOTOTRBO R5 portable two way radios (VHF and/or UHF as required), with associated batteries/chargers and mission accessories to support VA Police/security operations. These radios are intended for routine and emergency communications in a hospital environment where clear audio, ruggedness, and secure wireless management are essential for officer, staff, and Veteran safety.
Unique characteristics that limit availability to only one source, with the reason no other supplies or services can be used: This acquisition is being limited to the Motorola Solutions MOTOTRBO R5 platform because it uniquely satisfies the facility s mission and safety requirements while maintaining continuity with existing MOTOTRBO/DMR operations and accessory/management workflows. The R5 provides loud, intelligible audio in high noise environments with advanced noise suppression features (including SINC+ and AI trained noise suppression) and programmable speech loudness up to 106 phons. It also supports dual band Wi Fi with WPA3 security and Bluetooth® Core version 5.2 for approved audio/data accessories, is rated IP67 dust tight and waterproof, and is rugged to MIL STD 810H. An intrinsically safe option (UL TIA4950 / CSA C22.2) is available for use in designated hazardous locations when properly equipped.
No other commercially available handheld radio was identified that provides this specific combination of: MOTOTRBO/DMR Tier II compatibility, secure Wi Fi/WPA3 and Bluetooth 5.2, the documented level of audio intelligibility enhancements, and the required ruggedization and safety certifications in a single platform. Substituting another manufacturer/model would introduce interoperability risk, require re programming/re training, and likely require replacement of accessories and management tooling creating unnecessary cost and operational risk during transition.
Description of market research conducted and results or statement why it was not conducted: Market research was conducted to identify portable radios capable of meeting VA Police operational requirements for secure, reliable communications in a medical center environment. Sources reviewed included manufacturer specifications and available commercial offerings for comparable DMR capable handheld radios. The review determined that the Motorola Solutions MOTOTRBO R5 best meets the technical and operational requirements (advanced noise suppression and high loudness output, dual band Wi Fi with WPA3, Bluetooth 5.2, IP67 protection, MIL STD 810H ruggedization, and optional intrinsic safety). Alternative radios did not meet one or more requirements or would require unacceptable changes to existing programming, accessories, and support processes. Therefore, soliciting from a single source is necessary to ensure continuity of operations and to avoid increased cost and risk associated with introducing a non standard radio platform.
Contracting Officer's Certification: Purchase is approved in accordance with FAR 13.106-1(b). I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief.
____________________________ 05/05/2026
Gina P. Crank Date
Contracting Officer
