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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 25 million dollars. The Department of Veterans Affairs (VA), is seeking information and to identify any vendor capable of providing Physical Access Control System (PACS) Annual Subscription for Genetec Software Support to include Genetec Security Desk, and Hughes Identification Devices Physical Access (HID PACS), including telephone support, on-site support, emergency support, and preventative maintenance and software upgrades
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 2:00 PM EST, 10-June-2025. All responses under this Sources Sought Notice / Request for Information shall be emailed to Joshua.Gallien@va.gov with RFI #36C10D26Q0113, 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. In addition, 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) #:Â ___________________________________________________
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/?CFID=4566&CFTOKEN=ab97b84e69c54e36-8499F018-B2BC-7203-D072223AADD0D8EE .
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 outline 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 Provide Evidence of being an approved reseller / servicer of Genetec Software Hughes Identification Devices (HID).
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 feedback you may have in response to the Performance Work Statement example: suggestions to make the document clearer, additional information needed, or any other suggestions you may have.
Attachment 2
Veterans Affairs, Providence Regional Office
DRAFT Performance Work Statement (PWS)
Physical Access Control System (PACS) Preventative Maintenance
General Intention: It is the general intention of the Providence Regional Office, Veterans Benefits Administration (VBA) to acquire contractor services for the purpose of maintaining, servicing and general upkeep of the Physical Access Control System (PACS). This fixed firm price requirement is for the Annual Subscription for Genetec Software Support to include Genetec Security Desk, and Hughes Identification Devices Physical Access (HID PACS), including telephone support, on-site support, emergency support, and preventative maintenance and software upgrades.
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 Providence Regional Office).
Place of performance:
Building Address:
380 Westminster Street, Providence, Rhode Island 02903
Normal business hours: 8:00AM to 4:00PM EST
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:
None
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 Point of Contact (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 an approved reseller for Genetec Software Hughes Identification Devices (HID) PACS System on station.
Preventative Maintenance:
The Contractor shall provide services required under this contract within normal business hours which are 8:00 am until 4:00 pm, Eastern Standard Time (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 service contractor will maintain current factory sponsored technical and software support for HID software (pivclass), HID hardware (smartcard readers, server) Genetec PACS system, duress buttons (to include installation of additional equipment), high-definition CCTV system and IDS (intrusion detection system) during the service agreement period.
The first inspection shall take place within 30 days of period of performance start date, each following inspection will take place every three (3) months, unless otherwise approved by the facility POC.
The contractor will 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:
Equipment Inventory List
Item No.
Part Number:
Description:
Quantity:
1
900NHRNEK0001T
HID pivCLASS R10-H Smart Card Reader
2
923NPRNEK0032V
HID pivCLASS RKCL40-P Smart Card Reader
3
6644-1
GRI Resistor Pack
4
SRWX12USNEMA
Tripp Lite 12U Wa;; Mount Rack Enclosure Cabinet
5
SV-100E-1T-I3
Dell PC
6
CBS350-8FP-2G-NA
Cisco Ethernet Switch - 10 Ports - Manageable
7
GSC-5.11
Security Center Version 5.11.
8
GSC-BASE-S
Genetec Security Center (GSC) Base Standard Package.
9
SY-CLOUDLINK-G2
Genetec Cloud link
10
SY-LP4502
Mercury Intelligent Controller, Linux Based, 8In/4Out/2Rd,
11
SY-MR52-S3
Mercury MR52 2-reader interface module Series 3 (8 inputs, 6 relays, PCB only,
12
SY-DV16RD-E8M2-NET
Life Safety Power - Genetec enclosure - 12V & 24VDC | 400W
13
SV-1030E-R3-24T-8-334
treamvault 1030E Series - 1U 3-Bay Appliance 24TB Raw RAID 5
14
ADV-RDR-S-1Y
Annual SSA Subscription
Four (4) times a year (quarterly) - Verify functionality of access control doors, duress/panic buttons and head end equipment.
Four (4) times a year (quarterly) - Perform back up of the system database.
Four (4) times a year (quarterly) Conduct software maintenance and functionality tests to include 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.
Four (4) times a year (quarterly) - Perform preventive maintenance inspections of the security system.
Maintenance inspection shall include but not limited to:
Operational testing of all PACS equipment.
Service contractor technicians will confirm and document software versions, will manage information from factory and make VBA point of contact aware of any available software or firmware upgrades, will work with factory as needed to recommend and obtain approval from VBA point of contact for any upgrades, will provide onsite service to properly install upgrade and test/certify/document proper operation
will train VBA staff regarding any changes as requested and/or due to software upgrades
Load Testing of all power supplies and back-up 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 five (5) business days of the inspection date, the Contractor shall prepare and submit to the facility POC a written report and shall include but not limited to:
Name of Employee providing services
Date and time of service
Operational test results to include but not limited to access control doors/duress buttons.
All deficiencies shall include type, location, part number, test results and quote for repair.
Results of power supply and back-up battery tests.
All deficiencies shall include type, location, part number, test results and quote for repair.
Equipment Adjustments.
List, locations, part numbers, and adjustments made.
System database back-up.
Date and time of back-up.
Software maintenance / function check.
Software manufacturer s name, software name, software version prior to update, software version after update.
Description of service needed to correct identified deficiencies, and itemized cost estimate (parts and labor) to correct deficiencies.
Controlled Power Outages
The Contractor shall perform as part of Preventative Maintenance two (2) scheduled Controlled Power Outages per period of performance (annually) whereby the security system would be powered down in an orderly fashion in preparation of the event of an extended power outage and then safely restore the security system to full operation.
The first controlled power outage shall take place within 30 days of the period of performance start date. The section inspection will take six (6) months after the initial outage, unless otherwise approved by the facility POC.
Report:
Within five (5) business days of the controlled power outage date, the Contractor shall prepare and submit to the facility POC a written report and shall include but not limited to:
Name of Employee providing services
Date and time of service
Results of power outage, to include deficiencies
Description of service needed to correct identified deficiencies, and itemized cost estimate (parts and labor) to correct deficiencies.
In the event additional Controlled Power Outages per the period of performance are required, and the Contractor shall provide pricing for those additional Controlled Power Outages beyond the included two (2) for each priced period of performance.
Emergency Services
The Contractor shall provide emergency services that includes inspecting and troubleshooting the PACS system equipment as appropriate to determine the cause of the problem(s) and actions needed to restore the system equipment.
Contractor shall respond to Government calls for emergency services throughout the period of performance. The contractor shall be available to respond to service calls 24 hours a day, 7 days a week, 365 days a year.
Emergency services must be initiated, by the contractor, within 8 hours of the Government service call unless otherwise specified by the facility POC.
Contractor shall provide an estimated quantity of 6 emergency services per contract year.
Contractor shall submit a report to the facility POC, within 48 hours of the emergency service, outlining at a minimum:
Date/time
Duration of inspection
Location where services were provided (floor, room, address etc.)
Description of services provided
If repairs or maintenance are required to restore the equipment functionality, the contractor shall provide the facility POC with an itemized quote stating at minimum:
Location of repairs needed
Description of proposed repair(s) or maintenance service(s),
Itemized cost estimate identifying material (to include manufacturer part numbers) and labor costs for performing repair(s) or maintenance
Estimated duration for the repair(s) or maintenance to be completed.
Contractor Employee Responsibility
The Contractor shall be responsible for the actions of those contract and subcontract employees it provides to perform work for the VBA. In the event damage arises from work performed by Contractor employees the Contractor will be responsible for resources necessary to remedy the incident.
Assistance will be required from VBA Support Services personnel to gain access to PACS server located in Support Services Division (SSD) to test/inspect equipment and software. The contractor must be escorted by a member of Support Services staff (SSD) while onsite at the Providence Regional Office.
