Sources Sought Notice
Sources Sought Notice
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Sources Sought Notice
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This Sources Sought Notice is for informational and planning purposes only and shall not be construed as a solicitation or as an obligation or commitment by the Government. This notice is intended strictly for market research. The purpose of this Sources Sought Notice is to obtain information from qualified sources with special interest relative to the North American Industry Classification Code (NAICS) 238210 Electrical Contractors and Other Wiring Installation Contractors.
The Government will not pay for information received in response to this Sources Sought, nor will the Government compensate any respondent for any cost incurred in developing the information provided. This Sources Sought does not constitute a commitment by the Government. Information provided in response to this market survey will be used for informational purposes only and will not be released. Contractor participation is not a promise of future business with the Government.
Requirement
The VA Great Lakes Health Care System, Veterans Integrated Services Network (VISN) 12, Hines VAMC is seeking contractors capable of performing the work on the Statement of Work (SOW) located below. Note that this is a draft of the SOW and is subject to change.
Item
Qty
Unit
Description
0001
1
JB
Data Drop for AIPhone and Connect and Setup AIPhone
Interested parties must include the following information:
Company name, address, point of contact, SAM.gov UEID and email address.
Size status and representation/s of the company (i.e., Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), HUBZone, Woman Owned Small Business (WOSB), Large Business, etc.). Any SDVOB or VOSB must be certified.
Is the company considered a small business under the NAICS code 238210?
If the company has a current federal contract, are the services being offered available on the contract?
Questions should be sent to Rebecca Picchi at Rebecca.picchi@va.gov.
Responses to this source sought must be received no later than May 15, 2026 at 10:00am.
As a reminder, this is a Sources Sought announcement only. There is no guarantee, expressed or implicit, that the market research for this acquisition will result in a particular set-aside or sole source award, or any other guarantee of award strategy. All information is to be provided on a voluntary basis at no charge to the Government.
Interested vendors are reminded that in accordance with FAR 4.1102(a) Offerors and quoters are required to be registered in SAM at the time an offer or quotation is submitted in order to comply with the annual representations and certifications requirements. Registration is available at www.sam.gov.
Performance Work Statement
Description of Service
The contractor shall provide all labor, material, tools, travel, management, and equipment necessary to perform five (5) new Cat6 data drops and install new AiPhone at the Edward Hines Jr. VA Hospital, Building 200, Emergency Department (ED), 5000 South 5th Avenue, Hines, Illinois 60141.
Background/History/Current Conditions
Hines VA is an active medical campus. The contractor must not interfere with patient care or VA staff unless given permission in writing from the Contracting Officer s Representative (COR) or Contracting Officer (CO). Hines VA ED has outdated communication technology that cannot be supported by Hines Engineering Operation & Maintenance (O&M).
Objective/Scope of Work
Contractor shall:
Pull new Cat6 while removing existing 18/4 (or other sized) communication wire
Install new Government Furnished Equipment
AiPhones and support accessories
Work with Hines Engineering, Hines Police, Hines ED, and AiPhone representative, for installation, start-up, and Hines VA ED staff training
Period of Performance
The duration of onsite work from mobilization to completion is expected not to exceed four (4) days. The entire contract duration includes pre-construction items such as submittal approvals, material lead times, onsite work, and final invoice/close out, shall be thirty (30) days.
Please Note: New data drops and removal of existing communication wire shall be performed at night. (Off-hours: 7:00pm 5am Monday Friday)
Deliverables and Tasks
Contractor shall:
Deliverable 1: Replace two existing video doorbell wall boxes with SBX-IDVF (see Attachment 1, Page 2)
Deliverable 2: Replace five (5) existing communication wires with new Cat6 (see Attachment 1, Page 1)
Estimated 500 linear feet total
Install and plug-in GFE
Please note: Deliverable 1 and 2 require use of HEPA cart or rigid infection control panels for above dropped ceiling work.
Deliverable 3: Attend start-up meeting and ensure communications between devices installed
Meeting will be arranged and scheduled by contractor and attended by
Hines Engineering
Hines ED
AiPhone representative
Government Furnished Equipment
(2) Wall box
(2) Video Doorbell
(2) Video Master Station
(1) Multi-purpose Adapter
(1) Switch
Requirements
Where a conflict exists between the Performance Work Statement (PWS) requirements and the requirements of other associated contract documents, the PWS requirements shall prevail. This PWS presumes the contractor will NOT need access to the Hines LAN or any VA sensitive information to execute the contract. The awarded contractor will adhere to all codes, standards, guidelines, & design requirements found in the VA s Technical Information Library (TIL), State of Illinois, and Cook County, including but not limited to the following:
Pre-quote site visit:
A site walk is encouraged. The intent of this walkthrough is to give the contractor access to the project site so that an accurate evaluation of the project requirements and site assessment can be made.
Infection Control Barrier (ICB): To protect the patients and VA staff, any work performed onsite must follow the Infection Control Risk Assessment (ICRA) and the Preconstruction Risk Assessment (PCRA) when applicable. See attachments for details on these requirements.
The Contractor shall provide and install a rigid infection control panel system manufactured by Edge Guard out of Bement, Illinois or an approved equal. http://www.edge-guard.com/home.html. Salient details of the infection control barrier are:
Temporary construction partitions shall be smoke-tight and built of noncombustible materials that will not contribute to the development or spread of fire.
Barriers shall not obstruct access to emergency services and for fire, police, and other emergency forces.
The barrier must be water resistant; capable of being cleaned and sanitized.
Fire-resistant plastic sheeting may be used to supplement the rigid infection control panel system. COR approval is required.
The contractor shall submit an RFI requesting approval during the bid period.
RFI submittals:
The contractor shall submit any RFI s resulting from the site walk within five (5) working days to the CO.
Unless otherwise stated the contractor shall allow ten (10) working days to respond to any RFI.
Project pay applications:
All submitted project pay applications require certified payroll & waste report documents to be current with each pay submission.
Approval of all invoices will require documents to be current.
Work outside of normal business hours or weekends is required for this project:
Required for Deliverables 1 & 2.
Certifications:
The contractor shall provide OSHA certifications for all personnel performing any work disciplines.
These certifications shall be supplied to the COR and retained as a permanent record of the project folder.
OSHA certification:
The contractor shall have an OSHA certified site superintendent on site whenever any work is being performed.
A copy of the OSHA certification shall be supplied to the COR prior to the start of any work and retained as part of the project folder.
Post-Award meeting:
This meeting shall be coordinated by the government with the awardee.
The goal of this meeting is to clarify any coordinating instructions and questions the Contractor may have regarding the contract documents in advance of commencing construction activities, delivery of project submittals, submission of the project schedule, the coordination of project tasks, etc.
Reports and Documentation
Schedule. The contractor is responsible for submitting a schedule of sufficient detail for review by the COR and approval by the Contracting Officer.
The schedule shall be submitted within (10) days of the Contract Notice to Proceed and must be approved prior to any onsite work beginning.
Constraints
Photographs may be taken of the work performed at the jobsite subject to review. However, photographs containing patients and/or staff are a violation of the Patient Privacy and hospital policy. Both violations are subject to penalties and dismissal. Permission from the EHVAH Public Affairs Officer (PAO) is required and should be coordinated with the project COR.
VHA Directive 1085 implements a smoke-free policy for patients, visitors, contractors, volunteers, and vendors at VA health care facilities.
Maximizing Use of American-Made Goods, Products, and Materials
The Buy American Act required the United States government to prefer U.S.-made products in its purchases.
It is the policy of the United States to buy American and to maximize, consistent with law, the use of goods, products, and materials produced in the United States.
Material purchases should adhere to this policy to the greatest extent possible.
The contractor badging process is a required security procedure of all VA stations. It is the responsibility of the general or prime contractors to notify their subcontractors of this requirement. All contracted workers visiting the jobsite will need to receive a contractor s PIV badge. This is to be done before any construction or demolition work is started on the project. Failure to obtain and display the proper badge could result in the worker being removed from the station by Hines Police.
The procedure to follow is:
The Contractor shall have 10 days from award to begin on-boarding team members with the necessary badging.
The Contractor shall fill out Contractor Badging Form See Attachment 2.Â
Two (2) forms are personal identification are needed. Valid (unexpired) forms of ID include:
Current Driver s License. A Real ID is required.
An original social security card (not laminated). Substitutes may include:Â
Current Passport
Original birth certificate (not a copy)
Additional forms of identification can be found on Page 2 of the Contractor Badging Form See Attachment 2.
The Contractor shall coordinate with COR and bring the completed Contractor Badging Form to the official on Hines Campus  Â
Once the form is approved by the official, contractors shall take a copy of the form to Human Resources for fingerprinting. The hours for fingerprinting are 8:00 AM to 3:00 PM. The other copy will stay with Hines Engineering.
Upon a favorable fingerprint adjudication, the contractor will schedule an appointment with HR to receive a Flash badge. The link to schedule this appointment will be provided upon notification of successful fingerprint adjudication.
The badge expires in 182 calendar days or less. It is the responsibility of the badge holder to schedule and renew their badge if they expect to be on the jobsite more than 182 calendar days from the date of issuance.
At the completion of the project, all prime and subcontractor badges need to be returned to the station. It is the responsibility of the general or prime contractors to see that all badges are returned to the COR once work on the project is complete.
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Tasks and Responsibilities
A pre-construction (kick-off) meeting between the stakeholders and key GC team members will be conducted to review project objectives, scope, deliverables, communication, site access, baseline schedule, and responsibilities. After this meeting the awarded GC firm shall provide their services according to the approved project baseline schedule.
Preconstruction Period: The Contractor shall provide the following:
Construction Security Plan: Defines both physical and administrative security.
Construction Work Breakdown Schedule: The WBS including start/end dates, duration, and sequencing, preferably in MS Project or Primavera format (include floats).
Construction Baseline Schedule: Contractor to provide after Kick-off meeting integrating Government comments. To include Critical Path, start/end dates, duration, floats, and sequencing, preferably in MS Project or Primavera
Schedule of Values: A detailed breakdown for payments, by materials and labor for each company and subcontractor.
The Schedule of Value is a representative breakdown of the Contractors firm, fixed price. Each portion of the Schedule of Values represents the amount the government paid to the contractor for that portion of the work.
Because it is a firm fixed priced contract, so too is the Schedule of Values. It is not fluid and does not change after submission and approval. The Schedule of Values can only be changed through a modification from the CO.
Existing Conditions Survey: Before any work is started, the Contractor shall conduct a thorough survey with the COR of the buildings or areas of buildings in which alterations occur and areas which are anticipated routes of access.
Infection Control Plan (ICP): Narrative description of the dust control and debris disposal process including disposal destination and methodology.
Document Submissions. All documents included as Attachments to this SOW that are required to be filled out and signed or jointly signed by the Contractor.
Certificates, Licenses, and Training Documents.
Obtain PIV badges.
RFI s: Other than those resulting directly from demolition or construction.
Construction Period: Along with coordinating the construction of the project, the Contractor shall provide the following during construction services:
Submit RFI s during construction as necessary.
Construction Close-out Period:
The Contractor shall provide the following:
Inspection and Approval by the COR and/or the CO.
Final Approval and Beneficial Occupancy when applicable.
Warranties documents and O&M Manuals.
Staff training when applicable.
Contractor Release of Claims.
The COR shall review the Contractor s close-out submissions for thoroughness and conformance with the contract document requirements. The COR shall also review field-marked as-built drawings for conformance with final installations.
Final Deliverables
Close-out manuals, installation diagrams, and warranty certificates.
