J063--Black Hills Security System Maintenance Sources Sought

Description

{"description":"The Black Hills Health Care System requires security system maintenance and upgrading services in accordance with the draft Statement of Work (SOW) below. \nThis is a sources sought/proof of capability solicitation looking for vendors to perform the services per the SOW for market research purposes. No awards of a contract will be made from this announcement.\nIf you are a vendor that can complete the work described in the SOW with competitive pricing, please send your contact and organization information with a descriptive proof of capability to: joseph.bloomer@va.gov on or before February 17th, 2026. \nOnly emailed responses will be considered.\nAdditionally, please provide answers as appropriate to the following questions in the table below with your response to this sources sought. Failure to respond to the following questions may affect the acquisition strategy. \n1.\nIdentify your organization's socio-economic category.\n2.\nState whether any of the requested services may be ordered against a government contract awarded to your organization (e.g Federal Supply Schedule (FSS), General Services Administration (GSA), etc.).\n3.\nState if subcontracting is contemplated for this requirement and what percentage of the work will be subcontracted and for what tasks.\n \n*If applicable, VAAR 852.219-75 VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction, will apply to the potential solicitation if set-aside for Veteran Owned Small-Businesses or Service Disabled Veteran Owned Small-Businesses.*\n*If applicable, FAR 52.219-14 Limitations on Subcontracting, will apply to the potential solicitation if set-aside for Small-Businesses.*\nSTATEMENT OF WORK\nVA Black Hills Health Care System\nSecurity System Maintenance & Upgrade Services\nINTRODUCTION\nThe VA Black Hills HCS Police Departments at the Fort Meade and Hot Springs campuses have a requirement to procure security system maintenance & upgrade services for the VA Police security system. To ensure optimal performance, the VA requires a service contract for scheduled maintenance, emergency support, software updates, and system optimization and upgrades.\nPROPOSED PERIOD OF PERFORMANCE, BASE +4 OPTION YEARS\nBase Year 07/01/2026 06/30/2027\nOption Year 1 07/01/2027 06/30/2028\nOption Year 2 07/01/2028 06/30/2029\nOption Year 3 07/01/2029 06/30/2030\nOption Year 4 07/01/2030 06/30/2031\n\nSCOPE OF WORK\nService Contract for maintenance and upgrades related to the C-Cure 9000 Physical Access Control System, Milestone Video Management System, Centurion Panic/Duress System and the Morse Watchman Key-watcher System.\nProvide C-Cure 9000, Milestone and OSHA 10 Certified Technicians\nProvide labor for five (5) days per month to perform routine preventative maintenance, general business days only (no-holidays or weekends)\nProvide labor associated with service calls, troubleshooting and repair services\nProvide emergency service requests for after hours, holidays and weekends\nProvide a 4-hour response time for all emergency service requests\nProvide labor associated with equipment repair services and associated replacement costs for equipment deemed faulty\nProvide/renew C-Cure 9000 Software Subscription Agreements\nProvide/renew Milestone Care Plus Software Subscription Agreements\nProvide monthly reports documenting all services provided\nInventory field device related equipment for use with repair services\nIncluded the expenses needed to repair any faulty security equipment\nProvide a log/list of upgraded equipment to allow installation/upgrade verification by the COR. \n\nCONTRACTOR RESPONSIBILITIES\nContractor shall provide labor for repair/replacement services for the associated equipment and associated cabling infrastructure. \nPHYSICAL ACCESS CONTROL SYSTEM:\nAccess control panel components, reader modules, power supplies, batteries, readers, request-to-exit devices, door-position-switches, electric strikes, magnetic locks and cabling thereof. \nVIDEO MANAGEMENT SYSTEM: \nCameras, camera power supplies, surge protectors, servers, storage arrays, PDUs, security client workstations, security monitors, PTZ consoles, components and cabling thereof. \nGENERAL: \nSecurity network switches, supporting rack equipment & peripheral devices for VAMC Hot Springs only. \nPREVENTATIVE MAINTENANCE ASSOCIATED WITH THE FOLLOWING:\nPACS Host Servers, VMS Management Servers, Recording Servers, Storage and/or Client Workstations \nAll servers and workstations will be inspected for sufficient operation by reviewing tasking services, performance metrics, log files & other. \nAll servers and workstations will be power cycled and cleaned semi-annually. \nPACS panel maintenance, inspection, battery replacements \nBatteries are replaced on a 4 5-year rotation or as needed \nCamera maintenance, adjustments, refocusing and cleaning as needed \nCompleted once annually: \nInstall software upgrades as made available by the respective manufacturer: C-Cure 9000, Milestone & Axis. \nInstall firmware upgrades for all pertinent equipment as made available by the respective manufacturers: C-Cure 9000, Milestone & Axis. \n\nADDITIONAL SERVICES: \nInstall Milestone device pack updates and hot fixes as made available by the respective manufacturers; completed as necessary. \nSoftware configurations, adjustments, modifications and/or training needs as requested by the VA (within the allotment 5 PM days per month). \nSystem inspection and routine testing \nSecurity system integrations and routine maintenance thereof\nPERSONNEL\nAll services must be performed by Johnson Controls Factory Trained Technicians.\nTechnicians must be OSHA 10 Certified and have access to proprietary JCI software.\n\nWORK HOURS\nPlanned maintenance shall occur Monday through Friday, 8:00 AM to 4:00 PM, excluding federal holidays.\nEmergency services shall be available with a four (4) hour response time.\n\nCHECK-IN PROCEDURE\nTechnicians must report to the Police Department prior to beginning work.\n\nSITE ADDRESS\nThe address of the VA Black Hills Health Care System is listed below. \nHot Springs VAMC is located at 500 5th Street, Hot Springs, South Dakota 57747\nFort Meade VAMC is located at 113 Comanche Road, Fort Meade, South Dakota 57741 \nCLEAN UP AND DISPOSAL\nThere are no dumpsters available for vendor use.\nThe removal of waste and/or excess material shall be conducted through the loading dock area. Delivery trucks and/or other vendor vehicles will not be permitted to remain at the loading dock. Vehicles will need to be brought back to the dock if required to remove any waste, tools, or excess materials.\nSTANDARD WARRANTY\nThe products shall be covered by vendor s standard warranty terms and provisions. Vendors to provide their standard warranty information. It should be noted however that the warranty coverage shall be no less than 1 YEAR per VA policy.\nThe warranty period set forth therein shall be for one year following the date of installation at the VABHHCS.\nThe vendor shall extend such warranty directly to the customer as if such customer had purchased the Products directly from the vendor.\nThe vendor shall warrant the products against defects in material and workmanship under normal use and service, repair or replace at vendor s cost any defective Product (or issue a credit or refund, as the case may be, based on the purchase price paid therefor); and\nThe vendor shall pay (or refund the amount of) all freight and shipping charges for any defective Products returned under this paragraph.\nUSE OF PREMISES\nIf during the performance of this contract, work will be carried out on VABHHCS premises, the vendor shall perform all work in such a manner that will cause a minimum interference with VABHHCS operations and the operations of other contractors on the premises.\nThe vendor shall communicate through the VA POC any required coordination requirements with the General Construction contractor (GC) prior to and during delivery and installation activities.\nThe project may be an active construction site during delivery and installation. The vendor shall take all necessary precautions to protect the premises and all persons and property therein from damage or injury. The vendor shall assume responsibility for taking precautions for the vendor's (and associated subcontractors ) employees, agents, licensees, and permittees. The vendor shall abide by any safety requirements imposed by the GC (e.g., hard hats, safety vests).\nThe vendors shall abide by all rules and regulations set forth by the CDC & the VABHHCS due to the Coronavirus (COVID-19) and have their own personal protective equipment (PPE) in use for the time they are on the GLA campus grounds.\nTRAINING, SECURITY AND NARA REQUIREMENTS\nContractor Training: ALL Contractors on-site shall complete required training. Each contractor is required to print, review, and sign the attached TMS 20939 document. Contract owner/supervisor must send signed TMS 20939 documents to the contract COR, Kendra Knight, Deputy Chief of Police, 605-720-7010\n6500.6 Appendix C Security and NARA PRIVACY-HIPAA CLAUSE: ALL Contractors on-site shall read and comply with attached 6500.6 Appendix C Security and NARA PRIVACY-HIPAA CLAUSE documents. See attachment A for Security and Attachment B For NARA.\nAny contractor that is required to be on site must take TMS Training 20939 and those certificates must be sent to the COR prior to any work starting. \nSee Attachment C. \n\n\n"} Solicitation Number: 36C26326Q0113 Type: Sources Sought Base Type: Sources Sought NAICS: 561621 Classification Code: J063 Response Deadline: 2026-02-17T17:00:00-06:00 Office Address: Saint Paul, MN Place of Performance: Fort Meade, South Dakota, 57741 POC: Joey Bloomer, joseph.bloomer@va.gov, 515-699-5880 {"description":"The Black Hills Health Care System requires security system maintenance and upgrading services in accordance with the draft Statement of Work (SOW) below. \nThis is a sources sought/proof of capability solicitation looking for vendors to perform the services per the SOW for market research purposes. No awards of a contract will be made from this announcement.\nIf you are a vendor that can complete the work described in the SOW with competitive pricing, please send your contact and organization information with a descriptive proof of capability to: joseph.bloomer@va.gov on or before February 17th, 2026. \nOnly emailed responses will be considered.\nAdditionally, please provide answers as appropriate to the following questions in the table below with your response to this sources sought. Failure to respond to the following questions may affect the acquisition strategy. \n1.\nIdentify your organization's socio-economic category.\n2.\nState whether any of the requested services may be ordered against a government contract awarded to your organization (e.g Federal Supply Schedule (FSS), General Services Administration (GSA), etc.).\n3.\nState if subcontracting is contemplated for this requirement and what percentage of the work will be subcontracted and for what tasks.\n \n*If applicable, VAAR 852.219-75 VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction, will apply to the potential solicitation if set-aside for Veteran Owned Small-Businesses or Service Disabled Veteran Owned Small-Businesses.*\n*If applicable, FAR 52.219-14 Limitations on Subcontracting, will apply to the potential solicitation if set-aside for Small-Businesses.*\nSTATEMENT OF WORK\nVA Black Hills Health Care System\nSecurity System Maintenance & Upgrade Services\nINTRODUCTION\nThe VA Black Hills HCS Police Departments at the Fort Meade and Hot Springs campuses have a requirement to procure security system maintenance & upgrade services for the VA Police security system. To ensure optimal performance, the VA requires a service contract for scheduled maintenance, emergency support, software updates, and system optimization and upgrades.\nPROPOSED PERIOD OF PERFORMANCE, BASE +4 OPTION YEARS\nBase Year 07/01/2026 06/30/2027\nOption Year 1 07/01/2027 06/30/2028\nOption Year 2 07/01/2028 06/30/2029\nOption Year 3 07/01/2029 06/30/2030\nOption Year 4 07/01/2030 06/30/2031\n\nSCOPE OF WORK\nService Contract for maintenance and upgrades related to the C-Cure 9000 Physical Access Control System, Milestone Video Management System, Centurion Panic/Duress System and the Morse Watchman Key-watcher System.\nProvide C-Cure 9000, Milestone and OSHA 10 Certified Technicians\nProvide labor for five (5) days per month to perform routine preventative maintenance, general business days only (no-holidays or weekends)\nProvide labor associated with service calls, troubleshooting and repair services\nProvide emergency service requests for after hours, holidays and weekends\nProvide a 4-hour response time for all emergency service requests\nProvide labor associated with equipment repair services and associated replacement costs for equipment deemed faulty\nProvide/renew C-Cure 9000 Software Subscription Agreements\nProvide/renew Milestone Care Plus Software Subscription Agreements\nProvide monthly reports documenting all services provided\nInventory field device related equipment for use with repair services\nIncluded the expenses needed to repair any faulty security equipment\nProvide a log/list of upgraded equipment to allow installation/upgrade verification by the COR. \n\nCONTRACTOR RESPONSIBILITIES\nContractor shall provide labor for repair/replacement services for the associated equipment and associated cabling infrastructure. \nPHYSICAL ACCESS CONTROL SYSTEM:\nAccess control panel components, reader modules, power supplies, batteries, readers, request-to-exit devices, door-position-switches, electric strikes, magnetic locks and cabling thereof. \nVIDEO MANAGEMENT SYSTEM: \nCameras, camera power supplies, surge protectors, servers, storage arrays, PDUs, security client workstations, security monitors, PTZ consoles, components and cabling thereof. \nGENERAL: \nSecurity network switches, supporting rack equipment & peripheral devices for VAMC Hot Springs only. \nPREVENTATIVE MAINTENANCE ASSOCIATED WITH THE FOLLOWING:\nPACS Host Servers, VMS Management Servers, Recording Servers, Storage and/or Client Workstations \nAll servers and workstations will be inspected for sufficient operation by reviewing tasking services, performance metrics, log files & other. \nAll servers and workstations will be power cycled and cleaned semi-annually. \nPACS panel maintenance, inspection, battery replacements \nBatteries are replaced on a 4 5-year rotation or as needed \nCamera maintenance, adjustments, refocusing and cleaning as needed \nCompleted once annually: \nInstall software upgrades as made available by the respective manufacturer: C-Cure 9000, Milestone & Axis. \nInstall firmware upgrades for all pertinent equipment as made available by the respective manufacturers: C-Cure 9000, Milestone & Axis. \n\nADDITIONAL SERVICES: \nInstall Milestone device pack updates and hot fixes as made available by the respective manufacturers; completed as necessary. \nSoftware configurations, adjustments, modifications and/or training needs as requested by the VA (within the allotment 5 PM days per month). \nSystem inspection and routine testing \nSecurity system integrations and routine maintenance thereof\nPERSONNEL\nAll services must be performed by Johnson Controls Factory Trained Technicians.\nTechnicians must be OSHA 10 Certified and have access to proprietary JCI software.\n\nWORK HOURS\nPlanned maintenance shall occur Monday through Friday, 8:00 AM to 4:00 PM, excluding federal holidays.\nEmergency services shall be available with a four (4) hour response time.\n\nCHECK-IN PROCEDURE\nTechnicians must report to the Police Department prior to beginning work.\n\nSITE ADDRESS\nThe address of the VA Black Hills Health Care System is listed below. \nHot Springs VAMC is located at 500 5th Street, Hot Springs, South Dakota 57747\nFort Meade VAMC is located at 113 Comanche Road, Fort Meade, South Dakota 57741 \nCLEAN UP AND DISPOSAL\nThere are no dumpsters available for vendor use.\nThe removal of waste and/or excess material shall be conducted through the loading dock area. Delivery trucks and/or other vendor vehicles will not be permitted to remain at the loading dock. Vehicles will need to be brought back to the dock if required to remove any waste, tools, or excess materials.\nSTANDARD WARRANTY\nThe products shall be covered by vendor s standard warranty terms and provisions. Vendors to provide their standard warranty information. It should be noted however that the warranty coverage shall be no less than 1 YEAR per VA policy.\nThe warranty period set forth therein shall be for one year following the date of installation at the VABHHCS.\nThe vendor shall extend such warranty directly to the customer as if such customer had purchased the Products directly from the vendor.\nThe vendor shall warrant the products against defects in material and workmanship under normal use and service, repair or replace at vendor s cost any defective Product (or issue a credit or refund, as the case may be, based on the purchase price paid therefor); and\nThe vendor shall pay (or refund the amount of) all freight and shipping charges for any defective Products returned under this paragraph.\nUSE OF PREMISES\nIf during the performance of this contract, work will be carried out on VABHHCS premises, the vendor shall perform all work in such a manner that will cause a minimum interference with VABHHCS operations and the operations of other contractors on the premises.\nThe vendor shall communicate through the VA POC any required coordination requirements with the General Construction contractor (GC) prior to and during delivery and installation activities.\nThe project may be an active construction site during delivery and installation. The vendor shall take all necessary precautions to protect the premises and all persons and property therein from damage or injury. The vendor shall assume responsibility for taking precautions for the vendor's (and associated subcontractors ) employees, agents, licensees, and permittees. The vendor shall abide by any safety requirements imposed by the GC (e.g., hard hats, safety vests).\nThe vendors shall abide by all rules and regulations set forth by the CDC & the VABHHCS due to the Coronavirus (COVID-19) and have their own personal protective equipment (PPE) in use for the time they are on the GLA campus grounds.\nTRAINING, SECURITY AND NARA REQUIREMENTS\nContractor Training: ALL Contractors on-site shall complete required training. Each contractor is required to print, review, and sign the attached TMS 20939 document. Contract owner/supervisor must send signed TMS 20939 documents to the contract COR, Kendra Knight, Deputy Chief of Police, 605-720-7010\n6500.6 Appendix C Security and NARA PRIVACY-HIPAA CLAUSE: ALL Contractors on-site shall read and comply with attached 6500.6 Appendix C Security and NARA PRIVACY-HIPAA CLAUSE documents. See attachment A for Security and Attachment B For NARA.\nAny contractor that is required to be on site must take TMS Training 20939 and those certificates must be sent to the COR prior to any work starting. \nSee Attachment C. \n\n\n"}