J035--Emergency Call Station Repair Service

The Department of Veterans Affairs, Networking Contracting Office (NCO 01) located in Brockton, MA intends to enter into a sole source procurement, pursuant to the authority of FAR 6.302-1, with Williams Building Company, for the following requirement: Statement of Work (SOW) Emergency Call Station Replacement Boston Healthcare System, Brockton Division BACKGROUND: This project provides for the repair, replacement, and integration of emergency call stations (E-Calls) and associated camera systems across the Brockton VA campus. The existing E-Call infrastructure is partially non-operational and requires equipment replacement, system programming, and integration with existing communication and security systems to restore full functionality. The Contractor shall provide all labor, transport and materials necessary to: Replace and restore emergency call stations Install and integrate camera systems Configure communications and monitoring systems Ensure all systems are fully operational and tested SCOPE OF WORK: Emergency Call Station Replacement Remove and replace 34 existing emergency call station phones with new 80111 LS1000 double button phones Install new equipment at existing call station pedestals Replace media converters at each E-Call location and IT closet Communications & System Program E-Call systems at Building 25 Police Station Configure communication pathways and test functionality Camera Installation Install 34 existing cameras on E-Call pedestals Provide fiber terminations using existing connections Provide programming and licensing for exacqVision Fiber & Infrastructure Utilize existing fiber infrastructure Excludes: Fiber replacement earthwork, conduit repair, bonding Testing & Commissioning Test all systems for functionality and connectivity Notes / Clarifications: Work will be performed during normal business hours unless otherwise directed. The Contractor shall comply with all applicable OSHA and VA safety requirements. Work shall not proceed in conditions that pose a safety risk to personnel until such conditions are corrected. The customer shall perform asbestos or hazardous material abatement removal RECORDS MANAGEMENT OBLIGATIONS A.  Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.   B.  Definitions Federal record as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.   The term Federal record: includes VHA records.  does not include personal materials. applies to records created, received, or maintained by Contractors pursuant to their VHA contract. may include deliverables and documentation associated with deliverables. C.  Requirements Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.  In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.  In accordance with 36 CFR 1222.32, the Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.  VHA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VHA or destroyed except in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, the Contractor must report to VHA. The agency must report promptly to NARA in accordance with 36 CFR 1230. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records, and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records, and/or equipment is no longer required, it shall be returned to VHA control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material, and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VHA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VHA policy.  The Contractor shall not create or maintain any records containing any non-public VHA information that is not specifically tied to or authorized by the contract.  The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.  The VHA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VHA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. Training.  All Contractor employees assigned to this contract who create, work with or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.  ** VHA training for contractors is available in Talent Management System (TMS): Records Management for Records Officers and Liaisons, Item #3873736 D.  Flow down of requirements to subcontractors The Contractor shall incorporate the substance of this clause, its terms, and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.  Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor. SECUIRTY REQUIREMENT    All contractor personnel shall obtain a short-term identification badge issued by the COR or government designated representative.  Such badge shall be worn by the individual and prominently always displayed while on VA Property.  No employee of the contractor shall enter the project site without a valid identification badge issued by the VA.  In order to obtain a short-term identification badge, contractor personnel shall present to the COR a valid (non-expired) photo identification issued by a US federal, state or local government agency. The Contractor shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in standard acquisition guidelines. Per the VA handbook 6500.6, no VA sensitive information will be transferred, shared, or stored with said vendor. As such, no additional mechanisms will be needed to ensure the protection of information. The NAICS code for this requirement is 811310. Williams Building Company is uniquely qualified to perform this work due to their role as the original installer and current system integrator of the Boston Healthcare System emergency call infrastructure supporting both Brockton and West Roxbury campuses. Specifically - Williams Building Company: Installed the original Brockton emergency call stations under Project 523A5-13-309 Installed associated campus fiber-connected pedestal infrastructure Configured dispatch system integration at Building 25 Police Operations Currently performing emergency call installation and programming under Project 523A4-13-210 at West Roxbury Maintains working familiarity with VA Police dispatch configuration architecture supporting the Boston Healthcare System campuses Maintains integration familiarity with the deployed exacqVision monitoring platform Possesses detailed knowledge of existing pedestal infrastructure routing and campus communications topology The required repair effort involves modification and restoration of previously installed emergency communications infrastructure, not installation of a new standalone system. Award to another contractor would require: Reverse engineering pedestal wiring and communications pathways Validation of existing fiber routing and termination conditions Redevelopment of dispatch integration configuration Duplication of commissioning and testing efforts Re-verification of cybersecurity compatibility with existing system architecture Accordingly: Williams Building Company, Inc. is the only firm capable of providing the required services without the Veteran s Health Administration experiencing substantial duplication of cost that could not be expected to be recovered through competition and unacceptable delays in fulfilling its requirements. This notice of intent is not a solicitation nor is it a request for proposal. However, interested parties that believe they can satisfy the requirement must clearly identify their capability to do so in writing by April 14, 2026 at 9 am EST time. Responses should be sent to Issa Shawki at issa.shawki@va.gov. Information submitted in response to this notice will be used solely to determine whether competitive procedures could be used for this acquisition. A determination not to open this requirement to competition based upon responses to this notice is solely within the discretion of the Government.