SOURCES SOUGHT NOTICE
Digital Mobile Radio (DMR) System Maintenance Services
Department of Veterans Affairs
Network Contracting Office 8 (NCO 08)
Bay Pines VA Healthcare System
THIS IS A SOURCES SOUGHT NOTICE ONLY
This announcement is issued solely for market research and acquisition planning purposes. It is not a solicitation, Request for Quotation (RFQ), or Request for Proposal (RFP). The Government is not requesting offers or pricing proposals at this time.
The Department of Veterans Affairs (VA), Network Contracting Office 8 (NCO 08), is conducting market research in accordance with Federal Acquisition Regulation (FAR) Part 10 to identify potential sources capable of providing full-service maintenance for the existing Ultra High Frequency (UHF) Digital Mobile Radio (DMR) Tier III system supporting the Bay Pines VA Healthcare System.
The Government seeks information from interested businesses of all sizes, including Service-Disabled Veteran-Owned Small Businesses (SDVOSBs), Veteran-Owned Small Businesses (VOSBs), other small businesses, and other-than-small businesses.
Responses will assist the Government in assessing commercial service availability, contractor capabilities, potential competition, and appropriate acquisition strategies.
DESCRIPTION OF REQUIREMENT
The anticipated requirement is for a contractor to provide all personnel, labor, equipment, supervision, repair parts, technical expertise, and services necessary to perform comprehensive maintenance of the existing UHF DMR Tier III system and associated subsystems.
The equipment includes:
Eight (8) Tait repeaters
Five hundred (500) Motorola MOTOTRBO portable radios
Twenty (20) Motorola MOTOTRBO mobile radios
Avtec radio communications system
All associated supporting equipment
The anticipated maintenance services include:
Semiannual scheduled preventive maintenance
Unscheduled maintenance and repairs
Original Equipment Manufacturer (OEM) repair and replacement parts
Equipment testing and calibration
Software licensing and software updates, as needed
Telephone technical support and troubleshooting
Maintenance and repair documentation
Restoration and verification of equipment performance in accordance with manufacturer specifications
TECHNICAL AND PERFORMANCE REQUIREMENTS
The following are anticipated technical and performance requirements for market research purposes:
Telephone response by a qualified field service engineer within two (2) hours of a service request.
On-site response within forty-eight (48) hours.
System uptime of at least 97 percent during normal working hours and working days, excluding scheduled preventive maintenance.
Scheduled maintenance during normal operating hours, generally Monday through Friday, 6:00 a.m. to 4:30 p.m., excluding federal holidays.
Access to necessary OEM software, technical documentation, calibration tools, and repair parts.
Technicians factory-trained by the applicable equipment manufacturers, with documentation available upon request.
Demonstrated ability to obtain required repair parts within twenty-four (24) hours after the initial service call.
Availability of qualified personnel, test equipment, parts inventory, licenses, and technical documentation for potential pre-award inspection.
Performance of all required services without subcontracting.
Interested contractors are encouraged to identify any requirements they cannot meet and describe commercially available alternatives or approaches that could satisfy the Government's operational needs.
PLACES OF PERFORMANCE
Services are anticipated at the following VA facilities:
C.W. Bill Young VA Medical Center
10000 Bay Pines Boulevard
Bay Pines, FL 33744
Lee County VA Healthcare Center
2589 Diplomat Parkway
Cape Coral, FL 33909
ANTICIPATED PERIOD OF PERFORMANCE
The Government anticipates a service commencement date of January 1, 2027.
The anticipated contract structure may include a base period and additional option periods. The final period of performance will be determined during acquisition planning.
CAPABILITY STATEMENT REQUIREMENTS
Interested contractors are requested to provide a capability statement addressing the following:
1. Company Information
Legal business name and physical address
Unique Entity Identifier (UEI)
CAGE code
Business size and socioeconomic status
Applicable NAICS codes
Point of contact, telephone number, and email address
Current SDVOSB or VOSB certification status, if applicable
2. Technical Capability
Describe the company's capability and experience maintaining UHF DMR Tier III radio systems.
Specifically address the ability to maintain, repair, troubleshoot, and support:
Tait repeater systems
Motorola MOTOTRBO portable and mobile radios
Avtec radio communications systems
Associated supporting equipment and software
Identify relevant OEM training, manufacturer authorizations, access to replacement parts, software, technical documentation, and specialized test equipment.
3. Relevant Experience
Provide up to three examples of relevant contracts performed within the past five years involving digital radio system maintenance or comparable communications systems.
For each example, provide:
Contract number, if applicable
Government agency or commercial customer
Brief description of services
Period of performance
Approximate contract value
4. Service Coverage and Response Capability
Describe the company's ability to provide maintenance and technical support at both VA locations.
Address the ability to meet the anticipated two-hour telephone response, forty-eight-hour on-site response, and twenty-four-hour repair-parts availability requirements.
5. Performance Resources
Identify whether the company can perform all required services using its own employees and resources.
If subcontracting or specialized manufacturer support would be necessary, identify the affected services and briefly explain the proposed approach.
6. Available Contracting Vehicles
Identify any existing federal contracting vehicles through which the required services may be available, including applicable GSA Multiple Award Schedule contracts, Special Item Numbers (SINs), or Governmentwide Acquisition Contracts.
SUBMISSION INSTRUCTIONS
Interested parties are requested to submit a capability statement not exceeding five (5) pages, excluding supporting manufacturer certifications or other technical documentation.
Responses should provide sufficient detail for the Government to evaluate the company's capability to perform the anticipated requirement.
Response Deadline: October 28, 2026, at 12:30 PM Eastern Time (EDT)
Submission Email: Lakiesha.anderson@va.gov
Email Subject: Sources Sought Digital Mobile Radio (DMR) System Maintenance Services
Telephone inquiries will not be accepted as responses to this notice.
DISCLAIMER
This Sources Sought Notice is issued solely for informational and market research purposes. It does not constitute a solicitation, commitment to issue a solicitation, or promise to award a contract.
The Government will not reimburse respondents for any costs associated with preparing or submitting capability statements.
Responses received may be used to assist the Government in determining the appropriate acquisition strategy, including the potential for small-business or veteran-owned small-business set-asides.
The Government reserves the right to use information received for acquisition planning purposes. No entitlement to a contract or future solicitation results from responding to this notice.
