SOURCES SOUGHT NOTICE (Market Research Only)
Department of Veterans Affairs (VA) NCO 15
Marion VA Medical Center (VAMC), Marion, IL
Medical Gas Alarm Cable Services
THIS IS NOT A SOLICITATION.
This Sources Sought Notice is issued solely for market research and planning purposes and does not constitute a solicitation or an obligation on the part of the Government to acquire any products or services. Responses will be treated as information only. The Government will not reimburse any costs associated with responding. Information received may be used by the Department of Veterans Affairs to inform the acquisition approach and performance specifications. Submission of pricing, capabilities, and other market data is permitted in accordance with FAR 15.201(e).
1. PURPOSE
The Department of Veterans Affairs (VA), NCO 15, is conducting market research in accordance with FAR Part 10 to identify capable and interested sources for services to repair and replace deficient medical-gas alarm cabling and integrate identified CO2 alarm(s) with the designated master alarm station at the Marion VAMC. Responses will help the Government finalize the Statement of Work (SOW), determine the acquisition strategy (including small-business considerations), and assess industry capability. The Government may not answer vendor questions at this time.
2. NAICS & BUSINESS INFORMATION
NAICS Code: 238210 Electrical Contractors and Other Wiring Installation Contractors
SBA Size Standard: $19.0 million (revenue).
Socio economic status: Vendors shall indicate SDVOSB/VOSB (VetCert if applicable), WOSB, 8(a), HUBZone, Small/Large, etc.
3. PLACE OF PERFORMANCE
Marion VAMC
2401 West Main Street
Marion, Illinois
4. REQUIREMENT SUMMARY
The VA Heartland Network 15 Contracting Office seeks a qualified contractor to furnish all labor, supervision, tools, equipment, materials, transportation, testing, documentation, and incidentals necessary to restore reliable, accurate, and identifiable alarm signaling for medical gas alarm circuits at the Marion VA Medical Center. Refer to the Statement of Work (SOW) which will follow this notice for additional details.
5. REQUESTED VENDOR INFORMATION
Submit a capability statement (maximum 5 pages) including:
Company Name, Address, and Point of Contact (name, phone, email).
UEI, CAGE, and Tax ID.
Business size under NAICS 238210 and socio economic status (SDVOSB, VOSB, WOSB, 8(a), HUBZone, Small/Large).
Relevant experience performing medical gas alarm repair/installation/integration in occupied healthcare facilities (include references).
Personnel qualifications/certifications (ASSE 6040/6010/6020/6030 as applicable) and any manufacturer training/authorization.
Approach to cable repair/replacement, CO2 alarm integration, testing/commissioning, and measures to protect facility operations.
Applicable contract vehicles (FSS, GSA, IDIQ, BPA) and contract numbers, if available.
6. SUBMISSION INSTRUCTIONS
Responses Due: Thursday, August 20, 2026 by 7:00 AM Central Time (CT)
Submission Method: Email PDF capability statement to: Erika M. Kobulnicky, Contract Specialist Erika.Kobulnicky@va.gov
Subject Line: Sources Sought Response Medical Gas Alarm Cable Repair (Marion VAMC)
7. ADDITIONAL INFORMATION
This notice shall not be construed as a commitment by the Government to issue a solicitation or award a contract, nor does it restrict the Government s acquisition approach. Based on responses, the Government may consider set asides for SDVOSBs, VOSBs, or another small business category; if inadequate small business response is received, alternate set asides or full and open competition may be considered in accordance with Public Law 109 461, Section 8127 (Veterans Benefits Act).
8. IMPORTANT NOTES
This notice is for market research only and does not constitute a solicitation.
The Government may not respond to questions at this time; vendors should submit capability statements based on this notice.
Proprietary information must be clearly marked.
No telephone inquiries will be accepted.
The Statement of Work (SOW) will follow this notice and is subject to change based on market research and internal review.
9. STATEMENT OF WORK (TO FOLLOW)
The SOW may be revised based on market research feedback.
Statement of Work
Medical Gas Alarm Cable Services
1. Purpose
The Department of Veterans Affairs (VA), Marion VA Medical Center (VAMC), requires repair and replacement of deficient medical-gas alarm cabling and integration of identified CO2 alarm(s) with the designated master alarm station. The work is required to restore reliable, accurate, and identifiable alarm signaling for the affected medical-gas alarm circuits.
2. Scope and Required Outcome
The contractor shall furnish all management, labor, supervision, tools, equipment, materials, transportation, testing, documentation, and incidentals necessary to complete the work described in this SOW, except for Government-furnished information expressly identified in Section 6.
The completed work shall provide the following outcomes:
Correct and reliable alarm communication between the identified originating locations and the designated master alarm station.
Correct alarm identification, alarm activation, normal condition, and restoration indication for every affected circuit.
Cable routing, termination, labeling, testing, and documentation that are compatible with the existing medical-gas alarm system, applicable codes and standards, manufacturer instructions, and VA facility requirements.
A safe, operational, tested, documented, and VA-accepted system no later than 45 calendar days after the notice to proceed (NTP).
3. Locations of Work
Work will occur at the Marion VAMC, 2401 West Main Street, Marion, Illinois, including the following known locations:
Building 2, electrical room G115, outside the Kitchen.
Building 42, mechanical room A109.
Building 2, Room 245.
Building 42, Emergency Department Medical Service Area (ED MSA) office/master alarm-panel location.
Before starting work, the contractor shall conduct a site survey with the VA-designated representative to verify access, cable pathways, alarm-panel locations, cable endpoints, circuit identification, and existing conditions. The contractor shall promptly notify the COR in writing of site conditions that conflict with this SOW or prevent compliant performance.
4. Technical Requirements
4.1 Existing cable repair/replacement
The contractor shall:
Identify the affected existing medical-gas alarm cable connections and correct compromised, spliced, extended, improperly routed, mixed-up, or otherwise deficient connections within the defined work area.
Furnish and install one 16-pair cable assembly, or other cable configuration approved in writing by the COR after field verification, between electrical room G115 in Building 2 and mechanical room A109 in Building 42.
Verify the cable type, conductor size, shielding, listing, pathway, and terminations required for compatibility with the existing alarm equipment before procuring material. Materials shall be new and compatible with the existing system and manufacturer requirements.
Route cable in an approved pathway and protect it from physical damage. The contractor shall not use unapproved pathways or penetrate fire/smoke barriers without VA approval and required firestopping.
Terminate, identify, and label cables at both endpoints. Labels shall correspond to the approved cable schedule and affected alarm point(s).
4.2 CO2 master alarm connection
The contractor shall:
Furnish and install cable between Building 2, Room 245, and the designated master panel in the Building 42 ED MSA office.
Verify the precise endpoint, signal type, alarm-panel compatibility, and required cable characteristics during the pre-work survey.
Terminate, identify, and label the cable at both endpoints.
Connect and commission the identified CO2 alarm(s) so that the required alarm condition, normal condition, and restoration indication are accurately displayed at the designated master panel.
4.3 Work plan and outages
At least 10 calendar days after NTP, and before beginning field work, the contractor shall submit a work plan to the COR for review. The plan shall include the proposed schedule, site access requirements, cable routes, affected equipment/circuits, anticipated shutdowns or alarm impairments, protective measures, testing sequence, and contingency/restoration procedures.
The contractor shall not begin work that may impair an alarm circuit, medical-gas alarm indication, or related facility operation until the VA-designated representative has approved the work window and required coordination. The contractor shall immediately notify the COR and VA-designated representative of an unintended alarm impairment, malfunction, or unsafe condition and shall take prompt action to restore the affected system.
5. Standards, Safety, and Contractor Qualifications
5.1 Applicable Requirements
The contractor shall comply with all applicable Federal, state, local, VA, facility, manufacturer, and code requirements, including the edition of NFPA 99 adopted or otherwise specified by the VA facility for this project.
The contractor shall comply with all VA facility requirements for medical-gas alarm impairments, permit-to-work procedures, infection-control measures, life-safety, firestopping, access, safety, and emergency restoration.
5.2 Contractor Experience
The contractor shall demonstrate a minimum of three years of successful experience performing medical-gas alarm repair, installation, troubleshooting, testing, or commissioning in occupied healthcare facilities.
Before beginning work, the contractor shall submit three references for completed projects of similar scope and complexity. Each reference shall include:
Facility name and location.
Description of the medical-gas alarm work performed.
Contract or project completion date.
Customer point of contact, telephone number, and email address.
Identification of whether the work included alarm cabling, alarm-panel integration, troubleshooting, testing, commissioning, or system restoration.
5.3 Personnel Qualifications
The contractor shall provide qualified personnel with demonstrated experience in medical-gas alarm systems, low-voltage control wiring, cable termination, alarm-panel troubleshooting, functional testing, and commissioning.
Before beginning field work, the contractor shall submit the following for the project manager and each technician assigned to perform work:
Resume or work history showing relevant medical-gas alarm and healthcare-facility experience.
Applicable state or local electrical license, if required by the jurisdiction for the work being performed.
Current training certificates, professional credentials, and medical-gas qualifications applicable to the assigned work.
Documentation of manufacturer training, manufacturer authorization, or equivalent demonstrated competence for the existing medical-gas alarm equipment to be serviced.
Technicians performing maintenance, troubleshooting, testing, repair, or commissioning of medical-gas alarm equipment shall possess ASSE 6040 Medical Gas Systems Maintenance Personnel certification, or alternate written qualifications accepted by the VA medical-gas Responsible Facility Authority (RFA) before field work begins.
If the scope includes installation or modification of medical-gas-system components beyond alarm cabling and panel connections, including piping, outlets, valves, sensors connected to the pipeline system, or source equipment, personnel performing that installation work shall meet ASSE 6010 Medical Gas Systems Installer requirements.
If the VA RFA determines that inspection or independent verification is required, inspection and/or verification shall be performed by qualified ASSE 6020 Medical Gas Systems Inspector and/or ASSE 6030 Medical Gas Systems Verifier personnel, as applicable. The verifier shall be independent of the contractor performing the installation or repair work.
5.4 Medical-Gas Coordination
Before beginning any work that may affect alarm function, medical-gas alarm indications, or facility operations, the contractor shall coordinate with the COR and the VA-designated Engineering Service and medical-gas RFA representative.
The contractor shall submit a written work plan for VA review before beginning field work. At a minimum, the work plan shall identify:
Affected alarm panels, circuits, alarm points, and cable routes.
Proposed work sequence and work schedule.
Planned alarm impairments, shutdowns, or temporary monitoring measures.
Measures to protect patient safety and maintain facility operations.
Testing and restoration procedures.
Emergency contacts and contingency actions for an unplanned alarm-system malfunction or impairment.
The contractor shall not impair, disconnect, alter, or place out of service an alarm circuit without prior coordination and approval through the VA facility s applicable impairment and permit-to-work process.
5.5 Safety and Protection of Government Property
The contractor shall secure tools and equipment at all times. Tools and equipment shall be removed from open areas or placed in an approved secured location during breaks, at the end of each workday, and whenever not in active use.
The contractor shall remove debris from the facility at the end of each workday and upon completion of the work. The contractor shall protect Government property and repair, at no additional cost to the Government and subject to VA approval, damage caused by the contractor or its employees.
Smoking is prohibited on VAMC property.
6. Government-Furnished Information and Coordination
The Government will provide reasonable access to the work locations and available existing system information, including available drawings, panel information, and known circuit information. The Government will identify the COR and the appropriate Engineering/medical-gas representative for coordination.
The contractor shall not rely on incomplete or unavailable drawings as a basis to omit necessary site verification. The contractor shall document field-verified conditions and proposed deviations from the approved plan for COR review before implementing a deviation.
7. Submittals and Deliverables
The contractor shall provide the following to the COR:
Deliverable
Due date
Personnel qualifications/certifications, as applicable
Before beginning field work
Site-survey findings, cable schedule, and proposed routing
Before installation
Work plan, schedule, and outage/impairment plan
Within 10 calendar days after NTP and before field work
Product data for proposed cable, terminations, and related materials
Before installation
Daily status report while an alarm circuit is impaired, if applicable
By the end of each affected workday
Signed functional test report for every affected circuit/alarm point
At completion of testing
Marked-up as-built drawing and final cable schedule identifying routes, endpoints, terminations, labels, and approved deviations
Before final acceptance
Warranty information and closeout package
Before final acceptance
8. Testing, Inspection, and Acceptance
The contractor shall coordinate all testing with the COR and VA-designated Engineering/medical-gas representative. The contractor shall provide all test equipment and personnel required for contractor testing.
For each affected circuit and alarm point, the contractor shall test and document, at a minimum:
Continuity and correct point-to-point termination.
Correct alarm activation and identification at the designated master alarm station.
Normal-condition indication after testing.
Correct restoration indication following simulated alarm activation.
Proper labeling and correlation of field labels, panel labels, cable schedule, and as-built documentation.
The work is acceptable only when all of the following are complete:
Each affected alarm point operates correctly and communicates the correct status and identification to the designated master panel.
All cable routing, terminations, labels, and protective measures comply with the approved work plan, applicable requirements, and manufacturer instructions.
Required test records and closeout deliverables have been submitted and are complete.
VA has completed final inspection and provided written acceptance through the COR or other authorized VA official.
The contractor shall correct deficiencies identified during testing or inspection at no additional cost to the Government and retest the corrected work.
9. Period and Place of Performance
The period of performance is 45 calendar days after NTP. The place of performance is the Marion VAMC, 2401 West Main Street, Marion, Illinois, at the locations identified in Section 3 and any approved associated access pathways within the facility.
10. Payment
Payment terms and contract line item structure will be established in the solicitation and resulting contract. Final payment is contingent on completion and Government acceptance of all required work and deliverables.
11. Contract Administration
The COR may monitor performance and inspect deliverables but may not authorize changes to contract scope, price, period of performance, or other contract terms. Only the Contracting Officer may make such changes in writing.
All contract administration functions will be retained by the Department of Veterans Affairs.
The Contracting Officer will be the only person authorized to approve changes or modify any of
the requirements under this contract. The Contractor shall communicate with the Contracting
Officer on all matters pertaining to contract administration. Only the Contracting Officer will be
authorized to make commitments or issue changes that affect price, quantity, or quality of
performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered unauthorized and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof.
12. Contracting Officer s Representative
Pursuant to VAAR Provision 852.270-1, Representatives of Contracting Officer, the
designated representative for this contract will be determined at award.
13. Acronyms and Definitions
CDR: Contract Discrepancy Report. Report issued by the Government to the contractor to
document a supply or service found to be unacceptable during contract performance.
CLIN: Contract Line-Item Number. Unit of work (or service) to be performed (or delivered) by the contractor as a pay item.
CO: Contracting Officer. A person with the authority to enter into, administer, and/or terminate
contracts and make related determinations and findings.
COR: Contracting Officer s Representative. An individual, including a Contracting Officer s
Representative (COR), designated and authorized in writing by the contracting officer to perform
specific technical or administrative functions.
QA: Quality Assurance. Actions taken by the government to assure contracted services meet PWS requirements.
14. Personnel
Non-Personal Services
This is a non-personal services contract. Personnel rendering services under this contract are not subject either by the contract s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the government and its employees. The Government shall not exercise any supervision or control over the contract service s performing services herein. Such contract service s shall be accountable solely to the Contractor who, in turn, is responsible to the Government. Contractor Compliance with the Immigration and Nationality Act of 1952 The Contractor shall comply with any and all legal provisions contained in the Immigration and Nationality Act of 1952, As Amended; its related laws and regulations that are enforced by Homeland Security, Immigration and Customs Enforcement and the U.S Department of Labor as these may relate to non-immigrant foreign nationals working under contract or subcontract for the Contractor while providing services to Department of Veterans Affairs patient referrals.
15. Hours of Operations
Business hours for the VAMC follow:
a. Administrative hours: Monday through Friday, 8:00 a.m. - 4:30 p.m.
b. National Holidays: The 11 holidays observed by the Federal Government are:
New Year s Day;
Martin Luther King s Birthday;
Presidents Day;
Memorial Day;
Juneteenth Independence Day
Independence Day;
Labor Day;
Columbus Day;
Veterans Day;
Thanksgiving;
Christmas; and any other day specifically declared by the President of the United States to be a national holiday.
c. Off-Duty hours: Friday through Monday, 4:30 p.m. - 8:00 a.m.; Monday through Thursday, 4:30 pm 8:00 am.
16. Quality Control
CONTRACT PERFORMANCE MONITORING. The COR may perform surveillance of
services by any of the methods listed below:
a. Observing actual performance;
b. Inspecting the services to determine whether or not the performance meets the performance standards; and
c. Review of any other appropriate records.
(1) When unacceptable performance occurs, the COR shall inform the Contractor and the Contracting Officer. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR file.
When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR) and present it to the contractor program manager. The Contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the Contractor is required to prepare a corrective action plan to document how the Contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the Contractor has to present this corrective action plan to the COR. The Government shall review the Contractor corrective action plan to determine acceptability. Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the Contracting Officer.
(2) Pursuant to VAAR Provision 852.270-1, Representatives of Contracting Officer
representative(s); The Government shall periodically evaluate the Contractor performance by appointing a Contracting Officers Representative (COR) to monitor performance to ensure services are received. The Government representative(s) shall evaluate the Contractor performance through inspections of observations, inspection of services or any other form of documentation and all complaints from VA personnel. The Government may inspect as each task is completed or increase the number of quality assurance inspections if deemed appropriate because of repeated failures or because of repeated customer complaints. Likewise, the Government may decrease the number of quality assurance inspections if performance dictates. The Government Contracting Officer shall make final determination of the validity of customer complaint(s).
(3) If any of the services do not conform to contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. When the defects in services cannot be corrected by re-performance, the Government may require the Contractor to take necessary action to ensure that future performance conforms to contract requirements at no additional cost to the Government.
17. Contract Security
The C&A requirements do not apply and a Security Accreditation Package is not required.
