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SOURCES SOUGHT SYNOPSIS
The Department of Veterans Affairs is issuing this sources sought synopsis as a means of conducting market research to identify firms having an interest in and the resources to support a requirement for DormaKaba Lock Preventative Maintenance and Repair Services at the Milwaukee VAMC in Milwaukee WI. The result of this market research may contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 561622.
THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred.
Tentative requirements:
The Contractor shall provide all travel, labor, supervision, materials, tools, and equipment necessary to provide maintenance, repair services and technical support for the Dormakaba lock system located at the VA Medical Center (VAMC), 5000 W National Avenue, Milwaukee, WI 53295 in accordance with the Statement of Work (SOW).
If your Company has the potential capacity to perform these contract services, please provide the following information:1) Company name, address, email address, web site address, telephone number, and size and type of ownership for the company; 2) Tailored capability statements addressing the particulars of this effort, vehicle fleet size, and documentation supporting claims of organizational and staff capability. If significant subcontracting or teaming is anticipated in order to deliver technical capability, companies should address the administrative and management structure of such arrangements; and 3) Confirmation your company can meet the Limitations of Subcontracting should they apply (see below)
The government will evaluate market information to ascertain potential market capacity to provide services consistent in scope and scale with those described in this notice and otherwise anticipated.
Based on the responses to this synopsis and other market research, this requirement may be set-aside for small businesses (limitation of subcontracting would apply), small businesses (limitations on subcontracting would apply) or procured through full and open competition.
Limitations on Subcontracting
13 CFR §125.6 will apply to any procurement set-aside for veteran-owned small businesses (SDVOSBs or VOSBs) or small businesses. 13 CFR §125.6 states:
(a) General. In order to be awarded a full or partial small business set-aside contract with a value greater than the simplified acquisition threshold (as defined in the FAR at 48 CFR 2.101) in paragraph (a) introductory text; and an 8(a) contract, an SDVO SBC contract, a HUBZone contract, a WOSB or EDWOSB contract pursuant to part 127 of this chapter, a small business concern must agree that:
(1) In the case of a contract for services (except construction), it will not pay more than 50% of the amount paid by the government to it to firms that are not similarly situated. Any work that a similarly situated subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded.
Before any small or large business can be awarded a federal contract, a contracting officer (CO) must affirmatively determine that the firm is responsible to perform the specific contract it is otherwise in line to receive. If an apparent small business successful offeror is denied a contract award because it lacks certain elements of responsibility, the CO will refer the matter to the Small Business Administration. Once a CO s referral is received by the SBA s area office, the SBA will then inform the small business of the CO s determination and offer it the opportunity to apply to the SBA for a Certificate of Competency by a specific date. Burden of proof is on the small business to demonstrate that it meets specific COC eligibility criteria.
After award, if a CO or other VA officials determine a review of limitations on subcontracting compliance is warranted based upon reasonable information of possible noncompliance, a request for review will be submitted to VA s Subcontracting Compliance Review Program.
Submission Instructions: Interested parties who consider themselves qualified to perform the above-listed services are invited to submit a response to this Sources Sought Notice by 10:00 AM CST on April 23rd, 2026. All responses under this Sources Sought Notice must be emailed to Michelle.klug2@va.gov. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.
KABA DORMA LOCK MAINTENANCE STATEMENT OF WORK
The Contractor shall provide all travel, labor, supervision, materials, tools, and equipment necessary to provide maintenance, repair services and technical support for the Dormakaba lock system located at the VA Medical Center (VAMC), 5000 W National Avenue, Milwaukee, WI 53295 in accordance with the Statement of Work (SOW).
DESCRIPTION OF SERVICES
The Contractor shall provide all travel, labor, supervision, materials, tools, and equipment necessary to provide maintenance, repair services and technical support for the Dormakaba lock system located at the Clement J. Zablocki Medical Center, 5000 W National Avenue, Milwaukee, WI 53295, as defined in the SOW.
SERVICES REQUIRED
The contractor shall provide access to the technical help desk, during normal business hours, and unlimited technical assistance.
Contractor shall perform on-site quarterly maintenance on the entire system (118 RT+ locks) located within 2 buildings on the Medical Center campus. Each quarterly visit shall consist of 8 hours of service and include:
Provide in-person training for designated personnel.
Update date and time, generate audit, diagnostic on locks
Assist in programming staff keycards, reprogramming prior to expiration
Verification and replacement of batteries as needed
Verification and programming of remote access controllers (RAC 5XT s)
Lock installation, replacement, and servicing.
Contractor to use Attachment A - Preventative Maintenance Checklist with recommendations while performing preventative maintenance work. (see below)
Preventative Maintenance Checklist
Item No.
Maintenance Task
Description
Frequency
Completed (Yes/No)
Comments
1
System Date & Time Update
Ensure system date and time are correct
Quarterly
2
Generate Audit Logs
Review and generate audit logs for activity
Quarterly
3
Diagnostic Checks
Run diagnostics on all locks and components
Quarterly
4
Battery Verification & Replacement
Check batteries in locks and controllers; replace as needed
Quarterly
5
Lock Inspection & Servicing
Inspect locks for wear/damage; lubricate
Quarterly
6
Hardware Cleaning & Calibration
Clean lock hardware; calibrate controllers and access points
Quarterly
7
Software Version Check & Upgrade
Verify community software is up-to-date; upgrade if necessary
Quarterly
8
Reprogramming of Keycards & Access Points
Reprogram staff keycards; verify access points
Quarterly
9
Remote Access Controller (RAC 5XT) Check
Verify and reprogram RAC devices as needed
Quarterly
10
Security Protocol Verification
Confirm all security settings and protocols are correctly implemented
Quarterly
11
Backup Configuration Data
Backup system configurations and logs
Quarterly
12
Network & Data Security Check
Ensure data synchronization and security measures
Quarterly
13
Hardware & Software Documentation Update
Update maintenance records and documentation
Quarterly
Technician shall be onsite one (1) 8-hour day each quarter for on-site service visits.
Service visit dates shall be scheduled on the dates that are mutually agreeable for the contractor and the COR and shall be at a minimum four (4) weeks in advance of the date of scheduling.
VA Staff member shall accompany contractor staff during on-site visit.
VA shall supply batteries for battery replacement.
Contractor shall subcontract to certified installer/service providers.
Contractor shall provide access to Dormakaba Support Website on-line training library
Contractor shall provide Software version upgrade as needed to maintain community software
Contractor shall ensure that all community software is kept up-to-date with the latest versions and security patches. This includes:
.
Routine maintenance of the locks, ensuring that all components are functioning optimally. This includes cleaning, calibration, and updating access points (RAC 5XT's) quarterly.
Programming of access-points and keycards to ensure proper implementation of security protocols. Reprogramming should be performed proactively before expiration dates.
Ensuring community software laptops are able to operate off-network. This includes configuring them in such a manner that allows them to function independently and synchronizes data securely when reconnected to the network.
The contractor shall have an emergency response plan that ensures on-site or remote support within 4 hours of incident report.
Contract does not include high voltage wiring, line voltage is 120
Contractor shall provide maintenance of all RAC 5XT s (Remote Access Control) readers, control boxes, and related hardware to include freight
GENERAL INFORMATION
Contractor Responsibilities
During the term of this contract, the Contractor shall provide remote support at the Customers request and shall provide prompt software support services to the Customer by telephone. The Contractor shall provide telephone support to Customers between the hours of 7:00 am and 3:30 pm Central Standard Time Monday through Friday, excluding holidays recognized by the VA.
The prime contractor or any sub-contractors performing this contract shall be able to show an active certification from Dormakaba locks to perform service on equipment. There are 118 locks located within 2 buildings on the Medical Center campus. Specific location of locks shall be given upon contract award.
Additional Charges
There shall be no additional charge for time spent at the site (during or after the normal hours of coverage) awaiting the arrival of additional FSE and/or delivery of parts.
Reported Required Services Beyond the Contract Scope
The Contractor shall immediately, but no later than twenty-four (24) consecutive hours after discovery, notify the CO and POC (in writing) of the existence or the development of any defects in, or repairs required, to the scheduled equipment, which the Contractor considers he/she is not responsible for under the terms of the contract. The Contractor shall furnish the CO and POC with a written estimate of the cost to make any necessary repairs.
REPORTS
A written Employee/Vendor Service Report (ESR) shall be provided to the COR upon completion of each visit. The report shall include a detailed description of the process used including a complete list of acceptable cleaning agents. The report shall also include, but not limited to, manufacturer of products used, UL classification, and a copy of any Safety Data Sheets previously submitted as required by the specifications and OSHA. In addition, each ESR shall, at a minimum, document the information listed below legibly and in complete detail. A written report is required upon completion of all work performed under this agreement. Failure to provide written reports could result in delay in payments. Reports shall be submitted in original copy. No carbon copies shall be accepted. Report can be in format decided on by contractor but shall include all elements listed below.
Name of Contractor
Name of Field Service Engineer/Technician who performed services
Contractor service ESR number/log number
Date, time (starting and ending), equipment downtime, and hours on-site for service
call
VA Purchase Order number and Contract Number.
Provide the current / installed Electronic Control Unit (ECU) Model Number and Version Number ID number, The Lock Manufacturer s Name, the building number (Building 50, or Building 123) the floor, the building, the door, the Dormakaba Serial Number.
Itemized description of services performed including location of access panels and documenting of discrepancies, system impairments, and recommendations
Signature of the Field Service Engineer (FSE) performing the services and the VA employee who witnessed the services described.
HOURS OF OPERATION
Normal hours of coverage are Monday through Friday from 7:00 AM to 3:30 PM, including federal holidays as listed below. Service/repairs may be performed outside of normal working hours.
Federal Holidays observed by the VAMC that are considered normal hours of coverage for this contract:
New Year s Day
Martin Luther King, Jr.
Memorial Day
Washington s Birthday
Independence Day
Juneteenth Day
Columbus Day
Labor Day
Thanksgiving Day
Veterans Day
Christmas Day
When one of the above designated Federal Holidays falls on a Sunday, the following Monday shall be observed as a Federal Holiday. When a Federal Holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday by United States Government agencies. If different times shall be needed, this shall be discussed and mutually agreed upon with the Zablocki VAMC Point of Contact (POC) and shall still be considered normal business hours. No work by the Contractor on Federal Holidays and no work on the weekend when the Federal Holiday is on the respective Monday or Friday shall be done.
CONFORMANCE STANDARDS
All services shall be performed, and software shall function in accordance with all VA Safety and Security standards, manufacturer s standards, NFPA-99, OSHA, NEC, and other applicable state, local, national, and industry standards.
Contractor shall be approved /certified to work on the Dorma Kaba lock system.
PROTECTION OF GOVERNMENT PROPERTY
During work execution, the Contractor shall take special care to protect Government property including furniture, walls, baseboards, and other surfaces. Accidental splashes shall be removed immediately. Damage resulting from the Contractor operations shall be repaired by the Contractor, including painting, refinishing, or replacement, if necessary, at no additional cost to the Government. The Contractor shall be responsible to meet OSHA/Safety requirements in the performance of the work. This shall include, but not limited to, taking all the necessary precautions to protect the patients, visitors, and/or staff at each location. The Contractor shall be held responsible for any injuries and /or damage, which may be caused as a result of the Contractors failure to adhere to these requirements.
DAMAGE
Extreme caution shall be exercised to prevent damage to the building and its contents. Any damage shall be reported to the Contracting Officer s Representative (COR) immediately for appropriate action. Any damage caused by the contractor shall be repaired and/or replaced to the satisfaction of the VA at the Contractor s expense.
UNAUTHORIZED USE OF GOVERNMENT EQUIPMENT
The Contractor shall not allow his/her employees, including Subcontractors employees, to open desk drawers, cabinets, or to use office equipment, including the use of non-pay telephones for any purpose other than a local emergency call.
The Contractor shall be responsible to provide all necessary equipment, tools, parts, and materials to perform the work. The Government shall not be obligated to provide any equipment, tools, parts, and materials to assist the Contractor in performing the work.
SECURITY REQUIREMENTS
The Contractor s employees shall wear visible identification and company uniforms, approved by the POC, at all times while on the premises of the VAMC. Contractor s photo ID badge is required for all Contractor personnel. VA ID badges shall be provided by Police Service in accordance with the current policies and procedures established by them. Upon contract award, POC shall coordinate security paperwork with contractor; badging shall be completed on the first site visit within the first workday to be completed during 7.5 hours of service time. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section or the POC. The VAMC shall not invalidate or make reimbursement for any parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the VAMC. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to a search. Violations of VA regulations may result in citations answerable in the United States (Federal) District court, not a local district, state, or municipal court.
FACILITY CHECK-IN REQUIREMENTS
The Contractor shall be required to report to the Facilities Management Office or the Graphics Center, Building 113 to log in for services performed under this contract. This check-in is mandatory. Upon completion of each service visit, the Contractor shall complete a written report as noted in paragraph 4.0. The Field Service Engineer (FSE) shall also be required to log out with the above or as specified by the COR. ALL reports shall be submitted to the COR for an Acceptance Signature. If the COR is unavailable, a signed, authorized copy of the report shall be sent to the Contractor after the work can be reviewed, if requested or noted on the report.
VA Contact Person(s): POC: Arch Shop Supervisor Alternate POC: Arch Shop Work Leader
Telephone Number & Extension: 414-384-2000 ext 41058 414-384-2000 ext. 41404
Contractor Provide telephone number(s) to call for your service:
Provide name(s) of authorized contact person(s)
REPORT OF SERVICES AND DEFECTIVE EQUIPMENT
Upon completion of inspection, any defects of other equipment needing repair or replacement shall be submitted to the Contracting Officer Representative (COR) prior to any work being performed outside of the general requirements.
WARRANTY
1-Year warranty from ship date on parts, labor and travel with Contractor start-up. A written warranty shall be provided to the COR clearly stating what is covered and for what period, on all work performed as well as any other manufacturer warranty provided on the parts delivered.
IDENTIFICATION, PARKING AND VA REGULATIONS
The Contractor's FSEs shall always wear visible identification while on the premises of the VAMC. It is the responsibility of the contractor to obtain and pay for parking. The VAMC does not provide parking. The VAMC shall not invalidate or make reimbursement for parking violations or charges for the Contractor under any conditions. Effective January 1, 2019, smoking is prohibited on the Milwaukee VA Campus. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.
RECORD RETENTION AND STORAGE
Federal Records related to this policy, regardless of medium, shall be created, maintained, and disposed of in accordance with the VHA Records Control Schedule (RCS) 10-1, General Records Schedule (GRS) or another NARA-approved records schedule, if applicable. Federal Records shall be stored per the National Archives & Records Administration (NARA) Facility Standards for Records Storage, as described in 36 Code of Federal Regulations (CFR) 1234.
BADGES
All contractors working at Milwaukee VAMC shall be fingerprinted prior to being allowed to work on campus. The contractor shall submit required paperwork to get all non-badged employees fingerprinted and badged. Contractor ID badges can be obtained from PIV office typically 3-5 days after approved SAC form is received and fingerprints clear. ID badges are required for contractor employees working at VAMC Milwaukee.
Contractor
Furnish SAC form to each employee and subcontractor employee, regardless of how long they will be on site and even if already badged and have them fill out the form. Blank SAC form is included as appendix to this specification.
When form is legibly completed by hand, scan each form with file name as above then dash then employee name (e.g., 08 SAC FORM John Doe).
Regarding SSN: last four only.
Email form to VA project manager (a.k.a., COR)
VA and Requestor
VA COR signs form, then emails Fingerprinting Office (fingerprinting) and PIV Office (badging) of pending visit from person named, forwarding form as email attachment.
Contractor/Requestor visits Fingerprinting/PIV Office, building 70, E-wing south, ground floor.
VA Fingerprinting Office will check to ensure proper form was received.
VA Processing
Fingerprinting begins background check process.
Assuming background check allows, then within 3 to 10 business days, VA should send to Contractor/Requestor notice that they may now obtain their Physical Access Control (PAC) badge.
VA PIV Office staff take photo and issue PAC badge.
Badge Usage
Wear badge, readily visible, above waist level, not on head or hard hat, when on grounds doing work.
Lanyards and clips are not included but may be purchased at Canteen Store.
Superintendent shall inspect personnel badge (should be visible).
Badges allow keyless entry into restricted areas. Names, dates, and times of access are recorded by VA Police.
Badges will be valid for 90 days. The COR will notify PIV office to extend badge access for another 90 days if appropriate.
Badge wearer, not anyone else, must get badge issues taken care of. For example, it is not allowed to hand over badge to superintendent to walk them down to FM or PIV for entering code on back of badge, into SAM box system. Violations may result in suspension or revocation of construction access.
DEFINITIONS / ACRONYMS
Acceptance Signature VA employee who is authorized to sign-off on the ESR, which indicates that the PM has been concluded or is still pending completion, or that the Emergency Repair has been accomplished or is still in a pending status.
Authorization Signature the COR s signature; indicates that the COR accepts work status as stated on the ESR.
CO Contracting Officer
ESR Employee/Vendor Service Report
ECU Electronic Control Unit
COR Contracting Officer s Representative
FSE Field Service Engineer - A person who is authorized by the Contractor to perform services on the VAMC premises.
NARA - National Archives & Records Administration
POC Point of Contact
VAMC Department of Veterans Affairs Medical Center
