J063--Physical Access Control (PACS) Preventative Maintenance

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This is a Sources Sought notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted in response to this Source Sought notice. Respondents will not be notified of the results of the evaluation. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation. The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS 561621, with a size standard 25 million dollars. The Department of Veterans Affairs (VA), is seeking information and to identify any vendor capable of providing Physical Access Control System (PACS) Preventative Maintenance and support agreement. This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirement described below. Vendors are encouraged to provide information relative to their capabilities to fulfill this requirement, in the form of a statement that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy. Submission Instructions: Interested parties who consider themselves qualified or wish to provide information in response to this notice are invited to submit a response to this Sources Sought Notice / Request for Information by 10:00 PM EST, 25-Aug-2025. All responses under this Sources Sought Notice / Request for Information shall be emailed to Joshua.Gallien@va.gov with RFI, SAM, PACS 36C10D26Q0192 in the subject line. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Interested parties should complete the attached Worksheet. Parties may submit additional information related to their capabilities, provided it contains all the requirements contained in the Sources Sought Worksheet. Responses to this Sources Sought shall not exceed 8 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format.

Attachment 1 Sources Sought Worksheet QUALIFICATION INFORMATION: Company / Institute Name: _______________________________________________________ Address: ______________________________________________________________________ Phone Number: ________________________________________________________________ Point of Contact: _______________________________________________________________ E-mail Address: ________________________________________________________________ Unique Entity Identifier (UEI) #: ___________________________________________________ CAGE Code: __________________________________________________________________ SAM Registered: (Y / N) Other available contract vehicles applicable to this sources sought (GSA/FSS/NASA SEWP/ETC): __________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ SOCIO-ECONOMIC STATUS: Verified SDVOSB: (Y / N) Verified VOSB: (Y / N) 8(a): (Y / N) HUBZone: (Y / N) Economically Disadvantaged Women-Owned Small Business: (Y / N) Women-Owned Small Business: (Y / N) Small Business: (Y / N) NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and verified in the SBA Registry https://search.certifications.sba.gov/?CFID=4566&CFTOKEN=ab97b84e69c54e36-8499F018-B2BC-7203-D072223AADD0D8EE . BASED ON THE RESPONSES TO THIS SOURCES SOUGHT / REQUEST FOR INFORMATION NOTICE / MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION. CAPABILITY STATEMENT: Provide a brief capability and interest in providing the services as outline in the DRAFT Performance Work Statement (Attachment 2) with enough information to determine if your company can meet the requirement. The capabilities statement for this Sources Sought is not a Request for Quotation, Request for Proposal, or Invitation for Bid, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company s ability to provide the services to the outlined equipment. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation.
Please respond to the following: Please Provide Evidence of being an approved reseller / servicer of Lenel Systems. Would it be your intent to self-perform services or would you intend on using sub-contractors if an award was made? Please also provide any feedback you may have in response to the Statement of Work example: suggestions to make the document clearer, additional information needed, or any other suggestions you may have. If this requirement were to move to a solicitation phase would a site visit be needed?


Attachment 2 Department of Veterans Affairs (VA) Veterans Benefits Administration (VBA) DRAFT Statement of Work (SOW) Physical Access Control System (PACS) Preventative Maintenance SCOPE:
The Contractor shall provide all personnel, equipment, tools, material, supervision, and quality control necessary to perform preventative maintenance, inspections and updates/upgrades to the Physical Access Control System (PACS) equipment at the Department of Veterans Affairs, (Veterans Benefits Administration Boston Regional Office
PLACE OF PERFORMANCE / HOURS OF OPERATION:
JFK Federal Building 15 New Sudbury St Boston, MA 02203
Normal Business Hours are Monday through Friday 8am to 5pm EST
Work at the site will not take place on Federal Holidays or weekends.
If a Federal Holiday falls on a day scheduled for services, the services will resume the next official workday between the scheduled hours.
Contractor shall contact the facility Point of Contract (POC) at least one hour prior to arrival at the station by calling the POC s direct extension.
PERIOD OF PERFORMANCE: The period of performance shall be one (1) base year (12 months) with four (4) potential (1) option years to be exercised at the discretion of the Contracting Officer.
Government Furnished Equipment: N/A
Definitions: 5.1 Business days Monday through Friday excluding Federal Holidays
POST AWARD MEETINGS / PROGRESS MEETINGS: The contractor shall attend (virtually) any post award meetings convened by the Contracting Officer (CO), Contract Specialist (CS) or facility POC. Meetings shall discuss contract performance, lessons learned, issues identified or any other topic deemed necessary by the Government.
CONTRACTOR QUALIFICATIONS: The contractor or subcontractor shall be an approved reseller and manufacturer-authorized technician for Lenel for the duration of the contract term.
PREVENTATIVE MAINTENANCE: The Government has the following active software maintenance agreements / software support agreements / licensing subscriptions / firmware entitlement programs during contract transition.
The Contractor shall provide services required under this contract within normal business hours except on recognized federal holidays or when the Government facility is closed due to local/national emergencies, administrative closures, or similar Government directed facility closings. The first inspection shall take place within 30 business days of the period of performance start date, each following inspection will take place every three (3) months, unless otherwise approved by the facility POC.
Provide preventative maintenance on a day mutually agreed on by the Government and the contractor for the devices indicated on the Equipment Inventory List.
Equipment List: Boston Equipment List Equipment Inventory List  Item No.   System Type:  manufacturer  Description:  Quantity:  1  Anixter  AMER PWR  Back-Up Power  6  2  Anixter  Anixter  REX  35  3  ScanSource  Aiphone  Intercom  4  4  ADI  Interlogix-ITI  Canada  Access Control  41  5  ADI    Video  1  6  Avigilon  Avigilon  Video  7  7  Avigilon  Avigilon  Middle  Atlantic  1  8  Wesco  Speco  Video  3  9  Lenel  HID  Access Control  35  10  DMP  DMP  Intrusion  73 
The vendor shall conduct a complete inventory during the initial preventative maintenance service to provide and or validate equipment quantities, locations, serial numbers, firmware versions. Software versions, battery age and warranty status. Inventory shall be provided with the inspection documentation.
Four (4) times a year (quarterly) - Verify functionality of access control doors, duress/panic buttons and head end equipment.
Four (4) times a year (quarterly) - Perform back up of the system database.
Four (4) times a year (quarterly) Conduct software maintenance and functionality tests to include installation of software & firmware updates / patches to all equipment.
Provide manufacturer software technical help desk support and update support as needed at no additional cost to the Government.
Four (4) times a year (quarterly) - Perform preventive maintenance inspections of the security system.
Maintenance inspection shall include but not limited to: Operational testing of all PACS equipment. Load Testing of all power supplies and back-up batteries in all systems, Cleaning and adjusting of all equipment Checking equipment for loose mountings or connections, adjusting electric locks, etc.
PREVENTATIVE MAINTENANCE REPORTING: Within five (5) business days of the inspection date, the Contractor shall prepare and submit to the facility POC an electronic report and shall include but not limited to:
Name of Employee/s providing services
Date and time of service
Operational test results to include but not limited to access control doors/panic buttons. All deficiencies shall include type, location, part number, test results, itemized quote for repair and estimated duration of recommended repairs.
Results of power supply and back-up battery tests. All deficiencies shall include type, location, part number, test results itemized quote for repair and estimated duration of recommended repairs.
Equipment Adjustments. List, locations, part numbers, and adjustments made.
System database back-up. Date and time of back-up.
Software maintenance / function check. Software manufacturer s name, software name, software version prior to update, software version after update.
Description of service needed to correct identified deficiencies, and itemized cost estimate (parts and labor) to correct deficiencies.
CONTROLLED POWER OUTAGES:
The Contractor shall perform as part of Preventative Maintenance two (2) scheduled Controlled Power Outages per period of performance whereby the security system would be powered down in an orderly fashion in preparation of the event of an extended power outage and then safely restore the security system to full operation.
The first controlled power outage shall take place within 10 business days of the period of performance start date. The second inspection will take place within six (6) months after the initial outage, unless otherwise approved by the facility POC.
Report: Within five (5) business days of the controlled power outage date, the Contractor shall prepare and submit to the facility POC an electronic report and shall include but not limited to:
Name of Employee/s providing services Date and time of service Results of power outage, to include deficiencies Description of service needed to correct identified deficiencies, and itemized cost estimate (parts and labor) to correct deficiencies.
In the event additional Controlled Power Outages per the period of performance are required, and the Contractor shall provide pricing for those additional Controlled Power Outages beyond the included two (2) for each priced period of performance.
EMERGENCY INSPECTION SERVICES: The Contractor shall provide emergency services inspections that includes inspecting and troubleshooting the PACS system equipment as appropriate to determine the cause of the problem(s) and actions needed to restore the system equipment.
Contractor shall respond to Government calls for emergency services throughout the period of performance. The contractor shall be available to respond to service calls 24 hours a day, 7 days a week, 365 days a year.
Emergency services must be initiated, by the contractor, within 8 hours of the Government service call unless otherwise specified by the facility POC.
Contractor shall provide an estimated quantity of twelve (12) emergency services per contract year.
Contractor shall submit a report to the facility POC, within 48 hours of the emergency service, outlining at a minimum:
Date/time of service call and inspection Duration of inspection Location where services were provided (floor, room, address etc.) Description of services provided If repairs or maintenance are required to restore the equipment functionality, the contractor shall provide the facility POC with an itemized quote stating at minimum:
Location of repairs needed Description of proposed repair(s) or maintenance service(s), Itemized cost estimate identifying material (to include manufacturer part numbers) and labor costs for performing repair(s) or maintenance Estimated duration for the repair(s) or maintenance to be completed.
OPTIONAL TASK UPGRADE:
Optional Task Upgrade (Major Version Changes): Installation of all Government selected Software version UPGRADES (major version changes) to any PACS equipment outlined in the Equipment List that has version upgrades available from the software manufacturer. Version upgrades shall include all patches and updates provided to the Government Provided means downloaded, installed & configured, by the contractor, onto applicable PACS computer/equipment. The Government reserves the right to unilaterally exercise the applicable line-item to exercise this optional upgrade task.
Upon exercising the optional Upgrade task line-item the contractor shall complete the installation within 120 calendar days of contract modification.
Within five (5) business days of the completed upgrade, the Contractor shall prepare and submit to the facility POC an electronic report including but not limited to:
Software manufacture s name Software name Software version prior to the upgrade and software version after the upgrade Date and time of upgrade Technician/s preforming the upgrade.