S119--Cable TV Service G.V. (Sonny) Montgomery VA Medical Center

This is a sources sought announcement only and not a request for quotes, bids, or proposals. This request is solely for the purpose of conducting market research to enhance the Department of Veterans Affairs (VA), Network Contracting Office 16 (NCO 16) understanding of the market offered products, services, and capabilities. Your responses to the sources sought will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. The VA, NCO 16 is seeking to identify potential qualified vendors capable of fulfilling the services outlined in the Statement of Work (SOW). This requirement is for the G.V. (Sonny) Montgomery VA Medical Center located 1500 E Woodrow Wilson Drive, Jackson, MS 39216-5116. Item Description Quantity Unit of Measure 0001 Satellite Television Services to Veteran inpatient rooms in accordance with the SOW. Contract Period: Base 12 MO 1001 Satellite Television Services to Veteran inpatient rooms in accordance with the SOW. Contract Period: Option Period 1 12 MO 2001 Satellite Television Services to Veteran inpatient rooms in accordance with the SOW. Contract Period: Option Period 2 12 MO 3001 Satellite Television Services to Veteran inpatient rooms in accordance with the SOW. Contract Period: Option Period 3 12 MO 4001 Satellite Television Services to Veteran inpatient rooms in accordance with the SOW. Contract Period: Option Period 4 12 MO The North American Industry Classification Code (NAICS) is 517410, Satellite Telecommunications with a size standard of $44.0 Million. Prior to issuing a solicitation, and pursuant to the Veterans First Contracting Program, the VA is trying to ascertain if there are any qualified Service Disabled Veteran Owned Small Businesses (SDVOSB) or Veteran Owned Small Businesses (VOSB) with the capability of fulfilling the requirement. Respondents are not limited to SDVOSB/VOSB concerns; the Government seeks to identify all potentially interested sources. All responsible vendors and interested parties please respond to this sources sought announcement if you have the capability of fulfilling this requirement. Responses to this sources sought shall include the following information: 1. Your company name, address, contact person name, phone number, e-mail address(s), UEI number, number of employees, and company website if available. 2. If you are an GSA/FSS contract holder are the referenced Satellite Television Services available on your schedule/contract? Provide your company GSA/FSS contract number and contract expiration date, if applicable. 3. Is your company a contract holder on any other federal contract? Are the referenced Satellite Television Services available on that federal contract? If so, please provide the contract number. 4. Socio-economic status of business such as but not limited to (SDVOSB/VOSB, 8(a), HUB Zone, Women Owned Small Business, Small disadvantaged business, or Small Business HUB Zone business, Large Business, etc.). 5. Is your company considered small under the NAICS code identified in this sources sought announcement? Interested vendors are reminded that in accordance with FAR subpart 4.12, offerors and quoters are required to complete electronic annual representations and certifications in System for Award Management (SAM) accessed via https://www.sam.gov as a part of required registration (see FAR 4.1102 - Policy). All registrants are required to review and update the representations and certifications submitted to SAM as necessary, but at least annually, to ensure they are kept current, accurate, and complete. The representations and certifications are effective until one year from date of submission or update to SAM. This notice shall not be construed as a commitment by the Government to ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. All information submitted in response to this announcement is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. All information submitted in response to this sources sought notice become property of the Government. Interested vendors should submit an email to marcos.madrazo-jones@va.gov. All responses must be received in writing no later than 5:00 PM CST on May 14, 2025. Questions or inquiries will not be answered or acknowledged, and no feedback or evaluations will be provided. No solicitation document is available at this time. This notice is to acquire information only; therefore your response will not be considered for a contract award. Vendors interested in providing an offer will have to respond to a solicitation announcement that shall be published separately. Statement of Work (SOW) OBJECTIVE: The G.V. (Sonny) Montgomery VA Medical Center (GVSMVAMC) located in Jackson, MS requires the following services for the facility: Cable TV Service as required by (and in accordance with) Joint Commission Standards, Occupational Safety and Health Administration (OSHA) Standards, and other regulations/policies that are applicable. GENERAL: This is a non-personal services requirement. The Contractor shall provide all management, supervision, labor, transportation, tools, materials, parts, and other items necessary to perform work, execute services, and to successfully complete all deliverables as contained within this SOW. The Government shall not exercise any supervision and/or control over Contractor personnel (which includes Contractor service providers, Contractor representatives, and subcontractors employed with and/or being utilized by the prime Contractor) during all active performance periods of the contract. All Contractor personnel shall be accountable solely to the Contractor, who in turn is responsible to the Government. BACKGROUND: The GVSMVAMC, has a requirement for providing satellite television services to Veteran inpatient rooms for the facility. These services are vital for the morale of the Veterans while in patient at the facility. SCOPE OF SERVICES: The Contractor shall provide all parts, labor, equipment, and travel to provide cable television service to the facility for a period of one (1) 12-month base and four (4) 12-month option periods. The option periods will be exercised at the Government s discretion. Services needed under this effort will be executed per below: All headend distribution equipment is property of the facility and is in place. Contractor shall verify functionality of existing equipment and will be responsible for all equipment for duration of contract. Contractor to provide television signal to facility thru a service provider i.e. Dish Network, Cox Cable, etc. Contractor will verify compatibility of television signal thru existing distribution equipment. Contractor will provide delivery to 175 +/- in-patient rooms via FTX coax. Contractor shall provide a Channel Lineup suggested list. Contractor shall be responsible for troubleshooting all equipment failures and shall notify the VA Authorized Government Representative (AGR) for any disruption of cable service, which may exceed 48-hours from the original service call. Contractor must notify and provide verbal or detailed written service report to the VA AGR for any disruption of service, which exceeds 48-hours from the original service call receipt. Contractor is responsible for associated costs. Any defective equipment, cabling found outside the buildings or installed by contractor shall be repaired or replaced by the Contractor. Any defective cabling found within the buildings shall be repaired or replaced by the Government. If field technicians are unable to repair faulty equipment outside the buildings, and the Contractor is non-responsive within 72-hours from original service call, the Government reserves the right to contract for repair service with another provider. Any repair service fees charged by an outside provider will be passed along to the contractor and shall be deducted from their monthly invoice (outside charges shall be deducted appropriately within the timeframe service was disrupted). Customer service support is to be available via telephone 24 hours a day, 7 days a week, 365 days a year. Any new equipment provided for the in-patient rooms should have at least a 2-year manufacturer s warranty. PLACE AND PERIOD OF PERFORMANCE: Work will be performed, services will be executed, and deliverables will be completed at GVSMVAMC located at 1500 E Woodrow Wilson Drive, Jackson, MS 39216. The tentative contract period of performance is provided below. The projected start and end date may shift based on the actual execution of award. Base Period: October 1, 2025 September 30, 2026 Option Period 1: October 1, 2026 September 30, 2027 Option Period 2: October 1, 2027 September 30, 2028 Option Period 3: October 1, 2028 September 30, 2029 Option Period 4: October 1, 2029 September 30, 2030 WORK HOURS AND SCHEDULE: All work, execution of services, and completion of deliverables must be accomplished during normal business hours, 8:00 a.m. through 4:30 p.m. Monday through Friday, Federal Holidays excluded. Prior to work being performed proper coordination shall be initiated between the Contractor and the Government to ensure that services/work can be executed when scheduled. Any work, services, and/or other tasks performed during other than normal business hours must be approved in advance by the AGR, Contracting Officer (CO), and/or other authorized facility designee/representative before such work begins. The Federal Holidays that are currently being observed by the facility are listed in the table below. New Year s Day January 1 Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Juneteenth Independence Day June 19th Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 Other Federal Holidays (that could occur) Any other day specifically declared to be a national holiday (per Federal Statute, Executive Order, or by the President s Proclamation). An alternative schedule (different from the schedule described above) may be utilized if there is mutual agreement between the government and the contractor regarding this alternative schedule if implemented. PERSONNEL PERFORMING WORK/SERVICES - REQUIRED CORE COMPETENCIES : No unqualified individual shall be allowed to perform work, execute services, and to complete deliverables at any time under the contract. Personnel performing work, executing services, and completing deliverables during the active performance periods of the contract shall possess the knowledge, skills, and abilities required to successfully complete all requirements as contained within this SOW. CONTRACTOR POINT OF CONTACT (POC): The Contractor shall designate a POC (to be contacted by the Government when needed) regarding performance of work, execution of services, and completion of deliverables as contained within this SOW. The Contractor shall notify the AGR in writing of the name, phone number, and email address of the Contractor designated POC. The designated POC must have sufficient knowledge to be able to respond to technical questions by the Government. RECORDS MANAGEMENT: 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. 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. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created while 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. The GVSMVAMC 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 Department of Veterans Affairs (VA) 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 (HCA). 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 the VA. The agency must report promptly to NARA in accordance with 36 CFR 1230. The Contractor shall immediately notify the appropriate CO 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. 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 HCA. Contractor personnel shall sign VA Form 10-0708 Employee Clearance from Indebtedness before resigning or termination from Contractor working for GVSMVAMC and Facility Records Officer must sign form. A copy of completed signed VA Form 10-0708 (Contractor personnel and Facility Records Officer signatures) shall be place in each competency folder. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to the VA 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 CO 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 CO'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 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 GVSMVAMC policy. The Contractor shall not create or maintain any records containing any non-public GVSMVAMC information that are not specifically tied to or authorized by the contract. 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. The GVSMVAMC 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 GVSMVAMC 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. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VA provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. Talent Management System (TMS) course VA 4192704: Records Management for Everyone . Flow-down of requirements to subcontractors: The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this contract, and require written subcontractor acknowledgment of same. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor. OTHER REQUIREMENTS: Identification and Badges: Any individual performing work under this contract shall wear a badge or other identification while on site that is clearly always displayed. While on site, any person performing work directly or indirectly must be able to specify their authorized purpose for their presence at the facility if such information is requested by VA facility personnel. Parking: It is the responsibility of the Contractor to park in the appropriate designated parking areas, to avoid ticketing or towing. Information on parking is available from the facility if requested by the Contractor. Contract Administration: The CO is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the CO on all matters pertaining to contract administration. Only the CO is authorized to make commitments or issue changes that will affect price, quantity, or quality of performance of this contract. In the event the Contractor makes any such change at the direction of any person other than the CO, this change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof. All changes to the contract will be issued via a modification in writing from the CO to the Contractor. VA authorized personnel who may contact contractor for repair service (Note: names will be provided but are subject to change) Authorized Government Representative (AGR) Electrical Shop Supervisor Contracting Specialist (CS) Contacting Officer (CO) Reports: All reports required will be digital in nature and must be submitted to the COR within 14 days of completion of services. At minimum, reports will have equipment that services were performed on, date and time, services performed, and any deficiencies. Warranty: Contractor shall provide a one (1) year warranty on all equipment/services, completed by the contractor, for all performance periods. Warranty letter due at the completion of the project. Conformance Standards: Conformance Standards: Services shall be performed, and equipment shall function in conformance with all VA safety standards, manufacturer s/industry standards, the latest published edition of NFPA-99, FDA, OSHA, JC, and other applicable national standards. Smoking Policy: Smoking is not permitted within or around the VA except in designated areas. IT Security Requirements: The Certification and Accreditation (C&A) requirements do not apply, and that a Security Accreditation Package is not required. Invoicing and Payment: Contractor is authorized prompt payment in accordance with applicable regulation following the successful performance of work, execution of services, and completion of required deliverables. Contractor invoices shall be submitted IAW VAAR Clause 852.232-72 Electronic Submission of Payment Requests. Invoices submitted for payment must be detailed to the extent necessary to reflect the work done and the services performed during the time periods when completed so an accurate assessment can be made by the facility for certification of these invoices for payment. Advance payments are not authorized, and Contractor is not authorized payment for future work not performed and/or for work that has not been successfully completed. Final Invoicing Instructions: It is your firm s responsibility to submit a completed and signed Final Invoice Memo (see attached template) in accordance with the terms and conditions of this contract. The Final Invoice Memo must be signed and attached to your firm s submission of the final invoice for final payment or within seven (7) calendar days after the period of performance or contract expiration. If the CO or designated representative does not receive a signed copy of the Final Invoice Memo with your firm s final invoice for final payment and/or if the Government does not hear from your firm via e-mail after seven (7) calendar days, after the period of performance or contract expiration, the Government will accept that there is adequate evidence that all supplies and services have been delivered and accepted, all invoices have been paid, and that there are no outstanding invoices or issues concerning this contract; thus, the Government will continue with a unilateral de-obligation of any remaining funds and issue the signed modification to all parties. Further, failure to submit a signed Final Invoice Memo could result in a negative CPARS entry as a lack of business-like concern for the interest of the customer which in this case is the VAMC. Notwithstanding the claim period stated in FAR 52.233-1, Disputes, and pursuant to FAR 33.206, Initiation of a Claim, the Contractor agrees to submit any claim related to this contract within 12 months after accrual. Authorized Government Representative (AGR): The AGR will be responsible for technical monitoring of the Contractor's performance and deliveries. The AGR and the Contractor's representative shall work together to ensure that all contractual requirements are being met. The AGR will interpret specifications or technical portions of the work. The AGR for this contract is: Willard Rushing (601) 364-1512 willard.rushing@va.gov (End of Statement of Work)