Security System Service Agreement Base Period + 4 Option Years
36C25219Q0432
This is a Sources Sought Synopsis; THERE IS NO SOLICITATION AVAILABLE. Requests for solicitation will not receive a response. Under FAR 52.219-14, Limitations on Subcontracting, at least 50% of the cost of contract performance incurred shall be expended for the prime contractor employees of the concern or other businesses within the same socioeconomic category for service-type procurements.
The Great Lakes Acquisition Center (GLAC) in Milwaukee, WI is conducting market research with the intent of determining the interest, capabilities, and qualifications of potential businesses for panic alarm and intrusion detection system maintenance at Edward Hines Jr. VA Hospital CBOCs in Hines, Illinois. This Sources Sought Synopsis is provided for market research purposes. This market research will be used to determine if a sole source or set-aside for any small business program is appropriate. Proposed project anticipates competitive, firm fixed price contract. Please review this announcement, including all attachments, in their entirety. Request that interested offerors complete and return a Capabilities Statement as described below. Capabilities Statement will be used to identify firms who possess both the capability and experience to provide the required system maintenance at the Hines CBOCs. The Government is in no way obligated to do business with or to enter into any form of contract with any person, firm or other entity that receives or responds to this announcement.
The contractor shall provide all personnel, equipment, tools, labor, vehicles, materials, supervision, transportation and services necessary to effectively, economically, and satisfactorily perform all operations for the panic alarm and intrusion detection system maintenance in accordance with the DRAFT Statement of Work included in this posting. In addition to the information requested in the paragraph below, entitled "Capabilities Statement", responding parties must also indicate their size in relation to the applicable North American Industry Classification System (NAICS). The NAICS Code is 561621 with a Size Standard of $20,500,000.00 in revenue.
CAPABILITIES STATEMENT
Interested parties shall submit a Capabilities Statement, BRIEF and CONCISE, that clearly demonstrates ability to meet the stated requirements. The Capabilities Statement should present evidence that the interested party feels is relevant. All interested firms responding to this Sources Sought Notice are required to provide a capability statement which needs to include:
- Company Name
- Point of Contact Name, Phone Number and Email
- Business Status (i.e., 8(a), HUBZone, Woman-owned, SDVOSB, Large, etc.)
- Dunn & Bradstreet Number
- Commercial and Government Entity (CAGE) Code
- Indication of Current Systems for Awards Management (SAM) Registration (i.e., SAM and Online Representations and Certifications (ORCA) registration, etc.)
- Capabilities statement (i.e., similar government and commercial contracts for security systems maintenance of referenced systems, etc.)
The period of performance shall be for one (1) Base Year of commencing at award through 9/30/2019 and four (4) 12-month option years.
Prior Government contract work is not required for submitting a response under this sources sought synopsis.
Interested Firm's shall respond to this Sources Sought Synopsis no later than 10:00 a.m. Central Time on March 20, 2019. All interested firms must be registered in System for Award Management (SAM) at the time of award to be eligible for award of Government contracts. Email your response to erika.cannaday@va.gov.
POINT OF CONTACT: Erika A. Cannaday, erika.cannaday@va.gov. Submit Capabilities Statements by 10:00 a.m. Central Time on March 20, 2019.
Contracting Office Address:
Great Lakes Acquisition Center (GLAC)
Erika A. Cannaday
115 S 84th Street
Milwaukee, WI 53214
Places of Performance:
Joliet CBOC 1201 Eagle Street, Joliet, IL 60432-2031
Kankakee CBOC 581 William Latham Drive, Suite 301, Bourbonnais, IL 60914-2450
LaSalle CBOC 4461 North Progress Village, Peru, IL 61354-1109
Oak Lawn CBOC 10201 South Cicero Avenue, Oak Lawn, IL 60453-4023
North Aurora CBOC 161 South Lincolnway, Suite 120, North Aurora, IL 60542-1659
Primary Point of Contact:
Erika A. Cannaday
Contract Specialist
erika.cannaday@va.gov
Statement of Work
Edward Hines, Jr. VA Hospital
Community Based Outpatient Clinics Panic Alarm and
Intrusion Detection Systems Maintenance Contract
Mission.
Police Service s mission is the protection and security of the environment of care, as it pertains to the safety and security of the physical infrastructure at the Edward Hines, Jr. VA Hospital and Community Based Outpatient Clinics (CBOCs). Police Service support is for customers that include, but are not limited to, patients, visitors, clinic staff and administrative employees.
Goals.
The goal of this contract is to secure a service agreement to provide regular maintenance for the panic alarm and intrusion detection systems installed at the Hines VA CBOCs that includes all parts, batteries and labor.
Current Conditions.
The panic alarm and intrusion detection systems at the CBOCs do not have a maintenance contract in place for the systems that are installed at the CBOCs. Currently, service is performed on an on-call basis whenever there is a malfunction which results in high service and trip fees.
Justification.
To ensure the panic alarm and intrusion detection systems are functioning properly and are in compliance with the requirements outlined in VA Handbook 0730/4, a maintenance agreement is required to maintain the efficiency of these systems and to reduce the unexpected service cost associated with not having a service agreement in place.
Objectives.
The objectives of this maintenance agreement are to:
1) Provide preventive maintenance and repair service, with semiannual on-site inspections of the panic alarm and intrusion detection systems (IDS) that are installed at the Joliet, Kankakee, LaSalle, Oak Lawn and North Aurora CBOCs.
2) Perform testing, troubleshooting, modifications, install components as necessary, update all documentation to reflect all related repairs and component changes.
3) Provide training on newly installed system components to specified groups where required.
Acronyms and Definitions.
The following is a listing of acronyms and/or definitions to terms used in this document.
CBOC Community Based Outpatient Clinic
CO Contracting Officer
COR Contracting Officers Representative as delegated by the CO
EHVAH Edward Hines Veterans Affairs Hospital
LAN Local Area Network
OIT Office of Information & Technology
RFI Request for Information
SOW Scope of Work
SQL Structured Query Language
VA Department of Veteran Affairs
VSS Video Surveillance System
Requirements.
This SOW presumes the contractor will not need to connect to the Hines LAN to execute the maintenance and repairs. The Contractor will adhere to all VA and manufacturer regulations, codes, standards, guidelines and design requirements.
Work outside of normal business hours or weekends:
All service and preventive maintenance work performed after hours or on weekends requires coordination with the COR.
Contractor will require access to the VA network to complete this installation. Contractor will also require network access for support and maintenance.
Qualifications of Offerers.
The contractor shall be a firm regularly engaged in the repair, maintenance and servicing of security network equipment and software. Their expertise and experience shall be of such extent so as to provide them knowledge of conditions and the scope of repairs, maintenance, and servicing of security network equipment and software generally found in a commercial or industrial setting. They shall possess all the manpower, equipment, tools, and ready sources of parts as necessary to promptly, skillfully, and expertly carry out the conditions of this contract.
Offerors shall be able to show evidence of their ability, reliability, and experience by furnishing:
A list of personnel who will perform under the contract, showing the length and type of experience of personnel who will service these facilities and proof of certification (if required).
List of other concerns and/or Government agencies for which comparable service were rendered by the Offeror.
Contractor shall provide proof of employees certifications
Contractor will provide proof that they have performed this work for the last 5 years
Contractor will provide three references in which they have performed similar work.
Offeror s personnel shall be certified by appropriate federal and state regulatory agencies to meet federal and local certification requirements as applicable. All licenses, permits and certifications shall be kept current throughout the period of performance of the contract. The Contractor shall provide the Government copies of such certificates, if requested.
The ability to meet the foregoing experience requirements and the adequacy of the information submitted will be considered by the Contracting Officer in determining the best value to the Government
Insurance.
Worker Compensation and Employer s Liability. Contractors are required to comply with applicable Federal and State Worker Compensation and occupational disease statutes.
General Liability. Contractors are required to have Bodily Injury Liability Insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence.
Property Damage Liability. Contractors are required to have Property Damage Liability insurance coverage of at least $500,000.
Unauthorized Use of Government Equipment.
The Contractor shall not allow his/her employees, including Subcontractors employees, to use any government equipment.
The Contractor shall be responsible to provide all necessary equipment, tools, parts, and materials to perform the work. The Government shall not be obligated to provide any equipment, tools, parts, and materials to assist the Contractor in performing the work.
Identification Parking, Smoking, and VA Regulations.
The Contractor's Employees shall wear visible identification (PIV Badges) at all times while on the premises of the Edward Hines Jr. VA Medical Facility (Hines VAMC) or CBOCs.
It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Station. The Hines VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.
Smoking is prohibited inside any buildings at the Hines VAMC and CBOCs.
Possession of weapons is prohibited.
Enclosed containers, including tool kits, shall be subject to search.
Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.
Compliance and General Safety Regulations.
All Contractors and Subcontractors performing services for the Government shall comply with all Hines VAMC Safety Policies and Regulations, Occupational Safety and Health Administration (OSHA), State, County and Municipal Safety and Occupational Health Standards and any other applicable rules and regulations.
This shall include but not be limited to taking all the necessary precautions to protect the patients, visitors and/or staff at each location. Contractor shall be held responsible for any injuries and/or damage, which may be caused as a result of the Contractor s failure to adhere to these requirements.
Contractors and Subcontractors shall be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site area under this task order.
All ladders, scaffolding, tools, equipment, personal protective equipment, etc. shall be OSHA approved for the work to be performed. Contractor shall use caution signs as required by OSHA Regulations. Caution signs shall be on-site on commencement of Task order.
Protection of Government Property.
During work execution, the Contractor shall take special care to protect Government property. Damage resulting from Contractor operations shall be repaired by the Contractor, including painting, refinishing, or replacement (if necessary), at no additional cost to the Government.
Damage.
Extreme caution shall be exercised to prevent damage to the building and its contents. Any damage must be reported to the COR immediately for appropriate action. Any damage caused by the Contractor will be repaired and or replaced to the satisfaction of the VA at the Contractor s expense.
Scope of Work.
The Scope of Work for this maintenance and service agreement includes providing all labor, parts and programming.
The Contractor shall contact the COR prior to commencing with any service related work and report those findings to the Contracting Officers Representative (COR) as delegated by the Contracting Officer (CO) for review and approval. Any deviation from this scope of work requires the express authorization of the COR.
The contractor is required to perform preventive maintenance and repair services, with onsite, semi-annual inspections of the intrusion detection and panic alarm systems, associated hardware, interfaces and all their subcomponents for the sole purpose of providing proper, safe, and reliable operations of the panic alarm and intrusion detection systems installed at the Hines VA CBOCs.
The services consist generally of furnishing all labor, materials, appliances, tools, equipment, services, and supervision required to perform all testing, troubleshooting, programming, modifications, and updating all documentation to reflect all related maintenance and repair services.
The contractor is required to test system batteries and replace with new batteries if the capacitance is below 80% of the fully charged value, as determined at the time of battery installation. The contractor is also required to maintain on-going inspection, test and battery replacement schedule log files in Microsoft Excel format and provide to the COR semi-annually for each CBOC. Additional equipment and components, referenced throughout this Scope of Work and its attachments, are all part of the maintenance and repair services under this contract.
The contractor, at the inception of this agreement, will mark all panic alarm transmitters and intrusion detection system components with the installation dates in the form of a machine-produced label attached to the outside of the components. The contractor must be familiar with and proficient at performing the maintenance and repairs as recommended by the equipment manufacturer(s). All work must conform to the manufactures design standards and guidelines.
The contractor, upon receipt of a service request from the Hines VA Police, by email or telephone, will respond to such service request within 30 minutes, create a service request ticket and dispatch a service technician to the affected CBOC the next business day, or as soon as possible, not to exceed two business days, to remedy the problem.
All work must be coordinated with the COR to avoid unnecessary interruption of operations.
Limitations.
Work hours for EHVAH Police Service staff are from 8:00 am until 4:30 pm, Monday through Friday.
Photographs may be taken of the work performed at the jobsite. 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.
All contractors visiting the jobsite will need to receive a temporary PIV badge. The procedure to follow is:
Contractors must FIRST get their fingerprints done by Human Resources located in Building 17.
It takes between 3-5 days at least for fingerprints clear.
Once fingerprints have cleared the person requesting a badge can be sponsored.
The contractor must then complete a Request for a PIV card form and then turn in to the Police Services.
The contractor can then be sponsored upon verification the fingerprints have been cleared.
Once the contractor has been sponsored by the COR, they can contact the PIV office at (708) 202-5170 to arrange for the issuance of a PIV badge.
Deliverables.
The Contractor shall provide the following services:
Repair and preventive maintenance services includes parts and labor for IDS control panels, keypads, door sensors, glass break detectors, motion detectors, and panic devices as installed at sites listed above.
Maintenance and Repair Agreement Terms.
The term of this software service agreement will be one (1) base year from the effective date through 9/30/2019, with (4) one-year renewal options.
All parts and labor are included.
Shipping and handling costs are included.
Performance Monitoring.
The Government will periodically evaluate the Contractor s performance by appointing a representative(s) to monitor such performance and ensure services are received. The Government representative will evaluate the Contractor s performance through intermittent on-site inspections of the Contractor's performance.
Other Pertinent Information or Special Considerations.
All Contractor personnel shall be certified by appropriate federal and state regulatory agencies to meet federal and local certification requirements as applicable. All licenses, permits and welding certifications shall be kept current throughout the period of performance of the contract. The Contractor shall provide the Government copies of such certificates.
Per VA Information Security Program policy VA Directive and Handbook 6500 and 6500.6, Appendix A, contractor storage, generation, transmission or exchanging of VA sensitive information during this construction project is not acceptable.
All work shall be scheduled to meet requirements of EHVAH. Contractor is responsible for repairing any damages to existing utilities incurred while performing service or preventive maintenance.
Utilities within the area and identified on existing drawings are not to be interpreted as the exact location, or as the only existing site conditions. Contractor shall verify all existing conditions and proceed with caution around any anticipated obstructions.
Any damage that may be caused by the Contractor or his work crews or subcontractors to any existing structure, grounds and utilities shall be repaired or replaced to their original condition.
Should a conflict exist between VA requirements and VA adopted nationally recognized codes and standards, the conflict shall be brought to the attention of the Contracting Officer. The resolution of the conflict shall be made by the authority having jurisdiction for VA to ensure system-wide consistency. All work conducted under this scope of work shall comply with the Department of Veterans Affairs Master Specifications and all applicable state and federal regulations and codes.
Point of Contact at the Edward Hines, Jr. VA Hospital.
Captain Lee A. Reed, Jr.
Contracting Officer Representative
Police Service
Edward Hines Jr. VA Hospital
5000 S. Fifth Avenue
Building 1, Room F108
Hines, IL 60141
Lee.Reed@va.gov
Phone: 708-202-3852
FAX: 708-202-4814
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Erika Cannaday
Contract Specialist
erika.cannaday@va.gov
