N063--Service Contract Emergency Code Calling System

Description

{"description":"\n\n\n\n\n\nThis is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this source must be in writing. The purpose of this source sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) DUNS number (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below.\n \nThe Department of Veteran Affairs, San Diego VA Health Care System Requires a Life Safety Radio frequency System Design and Installation\n\nImportant information: The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this source sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service-Disabled Veteran Owned Small Business set aside. However, if response by Service-Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 423690 Other Electronic Parts and Equipment Merchant Wholesalers:\n\nNotice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) at www.sam.gov and complete Online Representations and Certifications Application (ORCA). Additionally, all Service-Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the SBA-Dynamic Small Business Search (DSBS) Registry located at https://dsbs.sba.gov. All interested Offerors should submit information by e-mail to garrett.lyles@va.gov All information submissions to be marked Attn: Garrett Lyles, Contracting Officer and should be received no later than 1:00 pm MST on April 17, 2026. \n\n\nD.1 STATEMENT OF WORK \nCONTRACT TITLE:\n Life Safety Radio frequency System Design and Installation\nThe VA San Diego has a requirement for the designing, planning, installing, and testing a fully standalone radio frequency broadcast system for hospital emergency code calling. \nThe Vendor shall provide all labor, supervision, materials, parts, hardware, equipment, testing supplies and transportation required to design, install, and test a standalone radio frequency broadcast system for the main San Diego VA campus. \n\nSCHEDULE OF SERVICES: The intent of the Government is to award a Firm-Fixed Price contract for designing, planning, installing, and testing a fully standalone radio frequency broadcast system at the San Diego VA Main Campus Facilities\n\nLOCATION: (664) VA San Diego Healthcare System\n 3350 La Jolla Village Drive\n San Diego, CA 92161\n\nITEM #\nDESCRIPTION\nLOCATION\n1\nProviding design/planning workshops, implantation, install, configuration, facility acceptance testing, user acceptance testing, end user training, maintenance support and technical support for a fully functional standalone radio frequency broadcast system for hospital emergency code calling\nSan Diego VA Main Campus: Buildings 1, 2, 9,11, 13, 14, 16, 18, 22, 23, 24, 25, 27, 29, 30, new SCI/CLC building, and all patient parking \n2\nSupply all equipment, hardware, and materials for a fully functional standalone radio frequency broadcast system for hospital emergency code calling\nSan Diego VA Main Campus: Buildings 1, 2, 9,11, 13, 14, 16, 18, 22, 23, 24, 25, 27, 29, 30, 40 and new SCI/CLC building, and all patient parking \n\nDESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK: \nThe intent of this contract is to ensure that ALL Federal guidelines including but limited to FCC Part 15, National Codes (NRTL [UL] 1069; NTIA (Red Book), NFPA 72, 75, 99, 101 & the NEC); plus, Hospital Commissioning Guide The Commission. And the Telecommunications Infrastructure Plant requirements per VA General Council s Directive VAOPGCADV 20-96, 08-1996 are met to ensure a safe, reliable, and fully functional Emergency Code Calling radio-frequency broadcasting system. \n\nThe goal of this project to design, implement, install, and certify a life safety telecommunication system throughout the entirety of the main San Diego VA campus located at 3350 La Jolla Village Drive San Diego, CA. This system needs to be self-sufficient and have Emergency Life Safety Branch power as well as normal power with built in UPS system redundancy in case of an emergency for a minimum of 30 minutes, i.e. facility power outage, network outages, environmental disaster(s), etc. The devices deployed on this system are used for Code Blue (Medical Emergency), Rapid Response Team Respiratory (RRT), and Code Green (Mental Health Emergency) notifications. The vendor must provide a fully independent solution that does not utilize the VA local area network (LAN), VA wide area network (WAN), phone system, or services provided by any commercial landline or cellular service provider such as AT&T, Cox, Verizon, etc. The vendor must be able to properly examine our campus current infrastructure and provide a detailed plan for designing and implementing a system that will cover the entirety of the campus and function on a radio frequency of 413 MHz. \n\nThis project will include but not be limited to the following milestones:\nPart 1: Preparation of detailed design schematics and engineering review documents of system implementation throughout the campus.\nPart 2: A laid out plan for system and hardware implementation in all buildings including buildings that contain asbestos.\nPart 3: Concurrent system testing during installation to determine and eliminate any critical dead zones for the radiofrequency telecommunication system.\nPart 4: Radio frequency system transmitting and receiving device install, testing and user training.\nPart 5: System acceptance testing with end users.\n\nNOTE: See below for more details of each milestone listed above\n\nSYSTEM DESIGN REQUIREMENTS:\nThe Emergency Life safety radio frequency system design must meet at a minimum the following requirements:\nDesign shall consist of a thorough review of facility drawings, field investigations to determine actual conditions, and interviews with appropriate engineering and using service personnel (VA Design Team).\nVendor will design placement of all equipment to include repeaters, antennae, paging terminals, transmitters, and distribution points in all campus buildings to ensure optimal coverage.\nNOTE: San Diego VA is only authorized two (2) Radio Frequencies at 413MHZ. system design must comply with set frequency.\nNOTE: All system comments must be power and hardwired using Emergency Life safety Power Sources. \nVendor must identify potential dead zones and present findings to appropriate VA personnel for review and solution for addressing system dead zone.\nBelow is a list of critical areas this system must transmit to:\nSan Diego VA Main Campus: Buildings, including all floors, stairwells, and elevators, 1, 2, 9,11, 13, 14, 16, 18, 22, 23, 24, 25, 27, 29, 30, 40, new SCI/CLC building, and all patient parking.\nVendor must provide a system topology diagram that includes all infrastructure/hardware, locations of where hardware will be placed, cabling used, and any other critical components of the system design.\nThe vendor must validate and verify that their proposed solution meets the following federal and compliance guidelines.\nFCC Part 15 \nNational Codes (NRTL [UL] 1069; NTIA (Red Book)\nNFPA 72, 75, 99, 101 & the NEC \nHospital Commissioning Guide The Commission. \nThe Telecommunications Infrastructure Plant requirements per VA General Council s Directive VAOPGCADV 20-96, 08-1996\nVendor must develop the implementation timeline and roadmap including realistic setbacks.\nVendor and VA Personnel must develop the Acceptance Testing Procedures (ATP) jointly.\nVendor must have final system design reviewed, accepted, and signed off on prior to moving forward with the rest of the project.\n\nSYSTEM HARDWARE, EQUIPMENT AND SUPPLIES \nThe Emergency Life safety radio frequency system must be provided by the vendor including but not limited to:\nMain Radio Terminal(s) and associated approved software.\nBackup Radio Terminal(s) and associated approved software.\nEncoder(s)\nMain Transmitter(s)\nBackup Transmitter(s)\nMain antenna(i) for receiving and transmitting signals. \nBackup antenna(i) for receiving and transmitting signals.\nAll conduit, cabling and supplies needed to install and connect components throughout campus must be provided by the vendor.\nHEPA carts for interstitial access into asbestos areas must be provided by the vendor.\nRadio Frequency Transmitting devices that comply with the following:\nMust not be connected to the VA LAN or WAN networks.\nCapable of operating on a radio frequency of at least 413 MHz\nOption to have Voice to Text for dispatchers.\nConfiguration abilities to include sending notification to multiple predefined groups of responders.\nRadio Frequency Receiving devices that comply with the following:\nLegible alphanumeric text with appropriate size font.\nAbility to vibrate and/or produce a sound when message is received.\nBack light.\nClip on holster.\nOnly have one-way communication capabilities.\nDimensions no larger than standard mobile radio.\nAbility to have message recall and storage capacity of 20-100 messages.\nReplaceable batteries as main mode of charging, lithium backup battery & memory retention during battery replacement.\nAt least 30 devices will be provided.\nAllow for a limit of 50- 65 characters. \nVendor must provide end users with multiple solutions for both Radio frequency transmitting and receiving devices to ensure proper functionality for overall life safety radio frequency broadcasting system.\nVendor must supply and install additional life safety power for system.\nThe Vendor shall furnish replacement parts meeting or exceeding the original equipment manufacturer specifications.\nReplaced parts are to be disposed of by the Vendor after obtaining approval from the COR.\nThe Vendor is required to have a sufficient supply in stock or be able to obtain all parts required for work under this contract. The Vendor shall have complete service documentation, including necessary manuals and schematics.\nUnserviceable parts will be replaced by the Vendor on an exchange basis within eight (8) working hours, labor to install replacement part are included.\n\n\n\nSYSTEM IMPLEMTATION AND INSTALLATION:\nVendor must present asbestos certifications for all personnel involved with system physical install.\nVendor must comply to all site rules and procedures regarding asbestos safety.\nAll horizontal and vertical connections must be contained within a designated conduit separate from all existing cable runs and labeled for tracking purposes.\nVendor must comply to original design plans. If any modifications are needed, COR must review and approve prior to moving forward.\nVendor must regularly provide progress updates and status meetings with COR and appropriate VA staff to make sure all milestones and timeline deadlines are addressed. \nVendor must connect all system hardware to hardwired Life safety power sources.\nVendor must configure all devices per end user requirements.\n\nSYSTEM ACCEPTANCE TESTING:\nUpon completion of installation of this life safety system per building, Vendor must conduct multiple tests with all components of the system to ensure all end user requirements are met. Vendor must also test backup hardware to ensure redundancy for the system. Vendor must get VA sign off on completed acceptance testing procedures.\n\n\n\nVENDOR PROVIDED SERVICES AND TRAINING:\nThe maintenance support shall include critical hardware and software upgrades within one business day of release, non-critical hardware and software upgrades within one month of release. In addition, the Vendor shall ensure system documentation is current, provide on-site visits to ensure the proper operation of the components, training, and system performance. The Vendor shall also provide technical support for emergency troubleshooting as required, and extra pager programmers, tools (ex. tools for antennae repair/troubleshooting) and other components, as required, to keep these paging systems operating properly. The Vendor shall provide 24/7 telephone technical support, immediate replacement of defective on-site Vendor hardware and software components, and replacement, within four hours of defective VA facility hardware and software components. The Vendor shall provide Onsite or Virtual Training of key personnel at VA San Diego. The Contractor shall warranty that all provided material and equipment will be free from defects, workmanship and will remain so for a period of one year from date of final acceptance of the System by the VA. A one-year service contract to provide initial programming, training, and technical support must be included. \n\nSERVICE CALLS: Service also includes all necessary intervening service calls required to repair a system component or device. Intervening services will be rendered as directed by the COR. \n\nTEST EQUIPMENT: The VA shall not furnish parts and/or test equipment for the performance of this contract. It is the responsibility of the Vendor to bring the appropriate equipment and/or supplies necessary to complete the work as required within.\n\nREMOVAL OF EQUIPMENT: Government property shall not be removed from the station without a signed property pass. This property pass may be obtained after the removal is authorized by the Contracting Officer or COR. If sensitive data is stored on the device, the Facility Information Security Officer must be involved and should approve the process of removing equipment from the government site. Equipment shall not be removed by the Vendor from the government site for minor repairs. The Vendor assumes full responsibility for the equipment while it is off-site or in transit.\n\n\n\nBADGES AND PARKING:\nAll Vendor personnel are required to wear I.D. badges during the entire time he/she is on Government property. I.D. badges must have an identification picture and shall state the name of the individual and the company he/she represents.\nIt is the responsibility of the Vendor s personnel to park in the appropriate designated parking areas. Parking information is available from VASDHS Police Service. VASDHS will not validate or make reimbursement for parking violations of the Vendor s personnel under any circumstance.\n\nREPORTING: (During Normal Working Hours); For any repairs or service that will be performed during the normal working hours of 8:00 a.m. through 5:00 p.m., Monday- Friday the Vendor shall check-in with the Police Service and with the COR before proceeding to the job site. Vendor shall also check-out with the COR and Police Service before leaving the job site.\n\nREPORTING: (During Other than Normal Working Hours). On-site services shall be performed during normal working hours (8:00AM 5:00PM, Monday Friday) only. A separate, pre-authorized Purchase Order will be required for on-site services performed during other than normal working hours. \n\nAUTHORIZED SERVICES: Only those services specified herein are authorized under this contract. Before performing any service or repairs of a non-contract nature, the COR or Contracting Officer must be advised of the reasons for this additional work. If appropriate, the Contracting Officer or his/her designee may authorize the additional services or repairs under a separate purchase authorization. The Vendor is cautioned that only the Contracting Officer may authorize additional services or repairs and that reimbursement will not be made unless this prior authorization is obtained.\n\nGOVERNMENT HOLIDAYS:\nThe Vendor is not required to provide service on the following National holidays, nor shall the Vendor be paid for these holidays.\nThe following are national holidays observed by the Federal Government:\nNew Year s Day \n 1 January\nMartin Luther King s Birthday \nThird Monday in January\nPresident s Day\nThird Monday in February\nMemorial Day \nLast Monday in May\nJuneteenth\n19 June\nIndependence Day\n4 July\nLabor Day\nFirst Monday in September\nColumbus Day\nSecond Monday in October\nVeterans Day \n11 November\nThanksgiving Day\n4th Thursday in November\nChristmas Day\n25 December\n\nIf a holiday falls on Sunday, the following Monday shall be observed as the National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by U.S. Government agencies. Also included would be any day specifically declared by the President of the United States.\nINVOICE AND PAYMENT: \nContractor shall submit monthly invoices in the arrears electronically via the Tungsten-Network System at the end of each month, for payment in that billing period. Contractor shall submit original invoice electronically to: \n  \n\nDepartment of Veterans Affairs\nFinancial Services Center\nhttp://www.tungsten-network.com\n(Toll-free telephone number: (877) 489-6135)\n \nPayment shall be made monthly in the arrears upon receipt of properly prepared invoice. \nThe invoice MUST be itemized to include the following information. Any information listed below that is not provided on an invoice, will render that invoice incomplete and the invoice will be returned for immediate correction. \n \na. Dates of service \nb. Description of services. \nc. Invoice number, date. \nd. Contract number. \ne. Obligation number \n \nFailure to comply with the above shall delay payment to the Contractor.\n\nD.2 WAGE DETERMINATION\nhttps://sam.gov/wage-determination/2015-5635/29 \n\n"}