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. This is a Request for Information only. This is NOT a solicitation for proposals, proposal abstracts, or quotations.
The Department of Veterans Affairs North Texas Veterans Health Care System (VANTHCS) Police Service in Dallas, Texas intends to award a contract for a Mobile Firing Maintenance. The Government is conducting a market survey to help determine the availability and technical capability of qualified service-disabled veteran-owned small businesses, veteran-owned small businesses, small businesses, HUBZone small businesses and/or other large businesses capable of serving the needs identified below. This notice of intent is for open market as well as Federal Supply Schedule items.
The purpose of this notice is to gain knowledge of potential qualified sources and their size classification/ socioeconomic status (service-disabled veteran owned small business, veteran owned small business, women owned small business, HUB Zone, 8(a), small business or large business), relative to NAICS 713990 with a size standard of $9 Million. Responses to this notice will be used by the Government to make appropriate acquisition decisions.
Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible.
STATEMENT OF WORK
1.0 Introduction/Background
North Texas VA Police officers are required to qualify on their assigned weapons on a quarterly basis. Overtime discharge of spent ammunition leads to accumulation of lead and other hazardous materials on range surfaces. Regular maintenance of the mobile firing range is essential to ensure safety and longevity of the equipment. Routine cleaning reduces exposure to hazardous materials such as lead dust, mitigates fire hazards, and ensures compliance with VA safety regulations. Failure to conduct regular maintenance could result in increased health risks, costly repairs, and possible suspension of range operations.
2.0 Objective
Contractor shall deliver all supplies listed in Table 1 to North Texas Veterans Health Care System in accordance with the original manufacturer specifications.
Bullet Trap and Range Cleaning
Contractor shall perform bullet trap cleaning service up to two (2) times per year.
Cleaning services shall include
Removal and disposal of accumulated lead and debris from the bullet trap system.
Replenishment of Ballistic Rubber Media.
Utilization of Lead Abatement wipes and cleaners to clean all interior surfaces of the range.
Contractor shall coordinate scheduling of cleaning visits with Anthony Camell and Maleisha Anderson a minimum of two (2) weeks in advance.
Range Inspections
Contractor shall conduct a comprehensive inspection of the range and container system two (2) times per year.
Inspections shall assess the operational condition of the following:
Safety & Compliance
Check ventilation and air filtration systems for proper operation
Inspection of HVAC filters and document airflow readings
Check for visible lead dust accumulation on surfaces, floors, and ceilings
Range Structure & Equipment
Inspect bullet traps/backstops for wear, damage, or buildup
Check target retrieval systems for proper function
Inspect baffles and range dividers for damage
Check lighting for burned-out or inadequate fixtures
Inspect floors, walls, and ceiling for damage or deterioration
Cleaning & Contamination Assessment
Document areas with heavy gunpowder and/or lead residue buildup
Inspect range floor for brass, debris, and lead accumulation
Check downrange areas for proper containment
General Facility
Inspect electrical panels and wiring for any concerns
Inspect exterior for signs of damage, rust, or deterioration
Review safety signage for damage or needed updates
Table 1
CLIN
Part Number
Item Description
Qty
1
CR-1
Target Retrieval System - Surface Decontamination
1
2
CR-2
Sloped Granulated Berm Bullet Trap- Full Lead Reclamation
1
3
CR-3
Range Maintenance- HEPA Cleaning & Dust Control
1
4
CR-4
Lead Management Plan- Site Specific Development
1
Shipping Address
North Texas Health Care System | Dallas VA Medical Center | Warehouse Building 44 |
4500 South Lancaster Rd | Dallas. TX. 75216
3. 0 Designation of Contracting Officer s Representative (COR)
A COR will be designated to represent the Contracting Officer (CO)in furnishing technical guidance and advice under this contract. The foregoing is not to be construed as authorization to interpret or furnish advice and information to contractor relative to the financial or legal aspects of the contract. Those matters are the responsibility of the CO.
The COR will be responsible for contacting the vendor in a timely manner to prevent patient care interruptions. The COR will report any supply discrepancies (i.e., supply shortages, any damage items received, etc.) to the vendor for immediate replacement.
Only authorized Government employees may schedule deliveries under this agreement. AUTHORIZED INDIVIDUALS will be identified once contract is awarded.
Invoicing
All invoices shall reference the contract number and Purchase Order (PO).
Work Hours
Monday through Friday 8:00 AM - 3:00 PM
Federal Holidays
New Year's Day January 1st
Martin Luther King's Birthday Third Monday in January
Washington s Birthday Third Monday in February
Memorial Day Last Monday in May
Juneteenth June 19th
Independence Day July 4th
Labor Day First Monday in September
Columbus Day Second Monday in October
Veterans Day November 11th
Thanksgiving Day Fourth Thursday in November
Christmas December 25th
Points of Contact
Maleisha Anderson | Maleisha.Anderson@va.gov | (214) 857-2994
Anthony Camell | Anthony.Camell@va.gov
Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding to the acquisition procurement policies and procedures.
4. Acronyms and Definitions
Contracting Officer (CO).
Contracting Officer s Representative (COR)
NARA Records Management Language for Contracts (May 2017)
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.Â
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.Â
In accordance with 36 CFR 1222.32, 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.Â
VA North Texas Health Care System 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 VA North Texas Health Care System or destroyed except for 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, Contractor must report to VA North Texas Health Care System. 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 VA North Texas Health Care System 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 VA North Texas Health Care System 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 VA North Texas Health Care System policy.Â
The Contractor shall not create or maintain any records containing any non-public VA North Texas Health Care System information that are not specifically tied to or authorized by the contract.Â
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.Â
The VA North Texas Health Care System 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 VA North Texas Health Care System 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. Â All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training, Talent Management System (TMS) Item #10176, Privacy and Information Security, Rules of Behavior. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.
