SPECIAL NOTICE
N -- Rekey facility Service/Durham VAMC
- Notice Date
- 8/5/2021 11:30:39 AM
- Notice Type
- Special Notice
- NAICS
- 561622
— Locksmiths
- Contracting Office
- 246-NETWORK CONTRACTING OFFICE 6 (36C246) HAMPTON VA 23667 USA
- ZIP Code
- 23667
- Solicitation Number
- 36C24621Q1038
- Archive Date
- 11/12/2021
- Point of Contact
- Amarlia A VanBuren, Amarlia Van Buren, Phone: 757-728-3144
- E-Mail Address
-
Amarlia.Vanburen@va.gov
(Amarlia.Vanburen@va.gov)
- Awardee
- null
- Description
- Sources Sought Synopsis The Department of Veterans Affairs (VA), Veterans Integrated Service Network (VISN), Network Contracting Office (NCO) 06, is issuing a sources-sought notice as a means of conducting market research to identify parties having the experience, interest and resources to provide Pharmacy Wall to Wall Inventory Service at ten (10) locations tenant to VISN-6 Health Care Network. The results of this market research will help in determining the type of set-aside (if any). The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 561622, Locksmiths with a $22 million small business size standard. Interested parties must be registered in the System for Award Management (SAM). Interested Service Disabled Veteran Owned Small Businesses (SDVOSB) and Veteran Owned Small Businesses (VOSB) must be listed as verified on the Vendor Information Pages (VIP) database located at https://www.vip.vetbiz.va.gov/ in order to receive contract awards under the Veterans First Contracting Program. There is no solicitation at this time. This sources-sought notice is for information and planning purposes only. This inquiry for capability information does not constitute a request for quote. Submission of any information in response to this market survey is purely voluntary. The government assumes no financial responsibility for any costs incurred. Proprietary information and trade secrets, if any, must be clearly marked on all materials. All information received that is marked proprietary will be handled accordingly. Please be advised that all submissions become VA s property and will not be returned. Services to be provided but not limited to: 1CX7X1X2-626 CORMAX COMBINATED CORE Need 12000 EA 1AX1X1X2KS717KS699 OPERATING Need 10000 EA 1CX7X1X1-626 UNCOMBINATED Need 5000 EA 1AX1X1X1KS717KS699 CUT KEY Need 12500 EA AD433-2 KEY COMBINATOR Need 1 EA CD431-2 COMBINATING Need Complete KIT 1 EA KSWN KEYSTONE WEB NEW LICENSE Need 1 EA KSWMP-1 KEYSTONE WEB New System Import Need 1 EA Performance Work Statement The Durham Department of Veterans Affairs Health Care System currently has the need to replace our outdated physical keying and mechanical locking components at the Durham Veterans Affairs Health Care System (VAHCS), 508 Fulton St, Durham, NC 27705 in accordance with the terms and conditions herein. Period of Performance: The expected period of performance is 180 days after NTP DESCRIPTION OF WORK Hours of Operation: Services shall be performed Monday through Friday starting at 7:30am until 4:00pm, excluding Federal holidays, and any other day specifically declared by the President of the United States. Federal holidays are available at the Federal Holiday OPM Site. For working outside the hours as defined in this contract, the vendor shall give 3-day notice to the Contracting Officer Representative so that arrangements can be provided for the employees. This notice is separate from any notices required for utility shutdown described later in this section. All work to be coordinated around an operational medical center as to minimize impact to patient care. The contractor shall furnish all labor, material, equipment, parts, supervision quality control, training., necessary to upgrade lock and key system at the Durham VA Health Care System (DVHCS) intends to improve the physical security of its main campus and other outlying buildings (Community Based Outpatient Clinics or CBOCs/ Hospital Based Outpatient Clinic HBOCs) by conducting an upgrade to its existing mechanical locking and keying system. This shall include the replacement/re-implementation of a Patented Keying system, upgrading deficient door hardware to Architectural Barriers Act Accessibility Standard (ABAAS) compliance in specified locations, and implementing a Key Control software program. STATEMENT OF WORK: Conduct a full inventory of existing locks at Durham Veterans Affairs Health Care System (VAHCS), and eight (8) associated Community Based Outpatient Clinics (CBOCs). The intent of this is to determine final counts for required cores. This shall include all building doors as well as any other locks (including padlocks) with the 7-pin removable core system currently in use. The currently anticipated required number of combinated cores is 12,000 with a total of 10,000 keys anticipated to be cut. Provide additional uncombinated spare cores (5,000) and additional blank keys (2,500). In the event that the required combinated core count is less than 12,000 the cores which are not required to be combinated shall be added to the 5,000 spare core count to be turned over to the Contracting Officer Representative (COR). If the required combinated core count exceeds 12,000 the additional cores required shall be deducted from the 5,000 spares. Develop a new keying hierarchy chart in close consultation with DVHCS personnel and existing system keying. The contractor shall also develop an acceptable phasing plan for transitioning to the new keying system and shall provide services to manage that plan through completion. The plan shall minimize inconvenience to Medical Center employees and especially minimize interference with Medical Center operations. The phasing plan shall include no more than five different departments converted to the new keying system per phase, with some exceptions allowed for smaller, minimally staffed departments. Adjustments to this phasing limitations may be requested by the contractor for approval by the (COR). Phase 1 shall begin with service only, lessons learned shall be applied to future phases until conversion is complete. Install new cores and issue keys to personnel in coordination with the VA (COR) and the Durham DVHCS locksmith, and in compliance with the approved phasing plan including all required tracking and documentation of cores and keys. Contractor s employees shall produce evidence of a minimum of Special Agreement Check (SAC) level background check (to be verified by the Contracting Officer) and shall be required to have DVHCS escorts for installation of cores in critical areas of the Medical Center (this requirement shall apply to an estimated 17,000 cores). See Paragraph 6.a. for information regarding areas requiring DVHCS escorts. If the contractor wishes to utilize the government system for conducting the background checks as opposed to submitting an equivalent check by private entities, this shall be done in coordination with the Contracting Officer. All cores, keys, and installation equipment for these critical locations shall be held by the DVHCS locksmith, M&O Manager and shall be documented and released to the qualified contractor employees only upon establishment of an available escort on a daily basis. Availability of the escort may be subject to workload but shall be provided within two days of notification of the need by the contractor. The contractor shall be responsible for the cost of the Background Investigation. Install new hardware and new cores in locations designated for hardware replacement to bring the locations into conformance with Architectural Barriers Act (ABA), ABAAS, and Life Safety requirements of National Fire Protection Association (NFPA) 101. This hardware replacement is required in an anticipated eight locations. Eight (8) Associated CBOC s: Raleigh, I CBOC: 3305 Sungate Blvd, Raleigh, NC 27610 Raleigh II CBOC: 3040 Hammond Business Place, STE 105, Raleigh, NC 27603 Raleigh III CBOC: 2600 Atlantic Ave, STE 200, Raleigh, NC 27604 Brier Creek Dialysis Clinic: 8081 Arco Corporate Dr, STE 130, Raleigh, NC 27617 Hillandale Road Clinics I and II: 1824 Hillandale Rd, Durham, NC 27705 Morehead City, N.C. New CBOC: Morehead City, N.C. 2900 Arendell St. Unit 119 Greenville CBOC: 401 Moye Blvd, Greenville, NC 27834 Patented Keying system hardware, locking hardware, and software provided by the contractor for this project shall all be of same manufacturer and compatible with existing key system. This shall ensure continuity for warranty support and maintenance inventory control, offering lowered total cost of ownership. Any software provided shall be compatible with DVHCS Office of Information and Technology (OI&T) requirements and based on operating systems as required by OI&T. This software shall be placed on the VA network. Proposed Patented keying system Shall be compatible with current Best 11-pin, small format, Inter-changeable (sfic) core system currently in use at these facilities. Patented keying system shall be further compatible with existing A2 code system, allowing for use and extension of existing codes. All applicable requirements of VA Handbook 0730/4 titled Security and Law Enforcement shall be required in the new keying system and any other work performed under this contract. Expiration of patent for proposed Patented Keying system shall NOT be earlier than 2036. This is a 15-year patent. CONTRACTOR RESPONSIBILITIES. The contractor shall inventory the current sites, develop a new keying plan, develop a phasing plan for install of the new system, install new system in accordance with approved phasing plan, and track all installed cores and keys issued with regards to implementation of a comprehensive patented keying system at the Durham DVHCS campus and Eight (8) Community-Based Outpatient Clinics (CBOCs) associated with the Durham VAHCS. Work shall include managing replacements as well as actual replacement of the keying system for all the facilities with a 11-pin system compatible with the existing SFIC system, upgrading designated locking hardware to ABAAS compliant hardware for nine (9) different properties at different locations, and implementation of Key Control software program. This shall specifically require the contractor to inventory existing cores across the Medical Center campus, CBOC s and HBOC s develop a rekeying phasing plan acceptable to the Medical Center, provide and install new combinated cores and distribute new keys in accordance with the phasing plan, provide additional uncombinated cores and blank keys, provide replacement door hardware where non-compliant hardware exists, and provide/install /train for new Key Control software. Contractor shall provide all spare keying materials directly to the DVHCS locksmith in the presence of the COR and M&O Manger. Contractor shall supply two computers, dual monitors with AU require software and operating system shall be provided to house the new keying software. Software shall be installed on the VA governments network. Contractor shall provide unit cost pricing for all keys, cores, and other hardware to establish a basis for deduction or addition of product in the event quantities differ from those listed herein. Currently we have Falcon Keyways/F1 cores. Provide 12,000 combinated patented cores with the Core mark stamped on face of cores in a manner acceptable to the VA. Final quantity of combinated cores may vary after completion of inventory survey, but quantities shall not exceed 17,000 combinated cores. If the number of required cores is less than 12,000, the contractor shall provide the difference between the required 12,000 and the number actually required as uncombinated extra cores in addition to those noted in Paragraph 3. e. If combinated cores beyond the 12,000 are required, the contractor shall draw from the 5,000 spare cores to complete the requirement. Provide 10,000 cut keys per keying schedule for use with combinated cores. Final quantities may vary after completion of survey/keying meeting after award but are not expected to exceed 12,500. Keys shall be stamped with a core stamp and with an identification number unique to the individual or entity to which the keys are issued. Any keys not required to be cut between the actual number and 12,500 required shall be supplied as blank keys to the Medical Center. Provide 5,000 uncombinated cores and 2,500 blank keys to DVHCS locksmith for future use. Final quantities may vary after completion of survey/keying meeting after award. Total count of cores shall be 17,000 and total count of keys shall be 12,500. DVHCS shall require two (2) new key cutting and core combinating equipment necessary to support the new patented system following installation of the requisite number of cores and hardware by the contractor, but the contractor shall provide up to 17,000 combinated cores and up to 12,500 cut keys. In addition, nine (9) locations shall require new ADA-compliant hardware to bring the locations to compliance with ABAAS and Life Safety Code requirements. The contractor shall identify any and all additional equipment required to support their new proposed system as it shall impact current Locksmith inventory and training requirements. Contractor shall provide each cut key and combinated core as follows: keys shall be labeled (stamped) with the core mark in such a location on the key bow to ensure that a serial number can also be stamped on the same side of the key. For the 10,000 keys to be cut by the contractor, the serial number shall also be stamped by the contractor to indicate identity of the issue recipient. The core label shall be by core mark codes within the keying system to identify each key within the system. The recipient code shall be as defined in the software system for the person of issue. All cores are to be stamped with a core mark code on the face of the cylinder in a font and fashion acceptable to the VA. A detailed list of individuals who the new keys are provided to shall be provided to the COR by the end of each day during the rekeying process. Provide and program Key Control software equal to or better than Stanley Keystone Web Key Control software program. Provide one-time data import of new keying data into new Key Control software provided in the VA-specified operating system on two contractor-provided computers which shall become the property of the VA. The computer shall be VA gold imaged before allowed on our network. Contractor is responsible for ensuring that resultant updated keying data is accurate and fully functional. As noted in Paragraph 1.C, this shall require that all contractor employees working on this project have Background Investigations (minimum SAC level) performed prior to initiating the contract. Provide ABAAS compliant mortise or cylindrical hardware per specifications to replace non-compliant hardware in DVHCS buildings located on the Durham DVHCS campus. This shall also be performed for eight (8) other door locations. DEFINITIONS COR: Contracting Officers Representative SFIC: Small Format Interchangeable Core VA: Veterans Administration DVHCS: Durham VA Health Care System CBOC s: Community Based Outpatient Clinics HBOC s: Hospital Based Outpatient Clinic M&O Manager: Maintenance and Operations Manager ABAAS: Architectural Barriers Act Accessibility Standard SAC: Special Agreement Check Minimal Work Activities Conduct Contractor Responsibility meeting and key system design meeting with VA. To be conducted NLT 14 days after award. Conduct full site survey of existing cores at the DVHCS, Durham and eight (8) CBOC/ HBOCs sites with counts of core designation and counts. Also, conduct key requirements analysis utilizing VA records and other appropriate sources with regards to issued keys. Complete survey within 45 days, including providing documents detailing results of survey. Develop a new keying chart for implementation utilizing the existing keying system as a foundation. Develop a Phasing Plan for transition to the new keying system which transitions no more than Five (5) different departments during a particular timeframe. Implement, conduct the necessary work, and manage the Phased transitioning to the new keying system based upon the approved Phasing Plan developed in the prior step. Provide/install Key Control software program on the VA network. Conduct training on software as necessary and document names, dates, times and outline of training. Delivery of all new patented key system key cutting and core combinating equipment. Provide and install new cylindrical and mortise hardware and new cores in the locations designated for hardware replacement. This shall include door locations for cylindrical replacement and door locations for mortise replacement. Delivery of spare cores, keys and any other locking hardware or devices called for but not installed. PERFORMANCE MONITORING The Contractor shall quality check each core with the applicable cut keys. All keys shall also be verified by the Contractor as functional prior to turning over to the keyholder or COR. A detailed list of individuals who the new keys are provided to shall be provided to the COR by the end of each day during the rekeying process. SECURITY REQUIREMENTS Contractor may be in the immediate vicinity of VA personal information, patient records, research documents, pharmaceuticals, and consumer goods during the performance of this project and shall also be directly responsible (subject to escort requirements noted in Paragraph 2.c. for keys which may access these areas. For areas deemed sensitive or critical, an escort shall be designated to escort the contract employee for core replacement and any required access in those areas. Areas requiring DVHCS escort are as documented in VA Handbook 0730, Appendix B (see Table included as Attachment 1 to this Statement of Work) and which contain security requirements C or K designated as X Applicable Requirements. All contractor activity within these noted areas shall require escorts. These escorts shall be made available for these areas within 5 days of the contractor s request for work in these areas. All activity shall be coordinated directly with DVHCS COR and/or locksmith prior to commencement of any on-site work. All contractor personnel working on this Project shall have VA-approved Background Investigations (minimum SAC level) prior to initiating any contract work. The C&A requirements do not apply, and a Security Accreditation Package is not required for this procurement. PERIOD OF PERFORMANCE. Anticipated time of performance from issuance of the Notice to Proceed is 180 days non-inclusive of the Background Investigation (minimum SAC level) requirement timeframe. The contractor employee Background Investigations shall be completed, and results returned to the Contracting Officer within 90 days of the Notice to Proceed. The Contractor shall cover all costs of the Background Investigation requirement within the contract. PATENTED KEYING SYSTEM Each barrel of patented core shall be independently capped. All cores shall be equal to or better than Schlage Everest® 29: Patented Key Control Through 2029 and shall be keyed into a new factory registered patented Grand Master Key System. Master Key hierarchy shall be developed by the contractor in coordination with the DVHCS Locksmith, M&O Manager and the COR. Stamp permanent keys and cores with the applicable key mark for identification. These visual key control marks or codes shall not include the actual key cuts. Initially issued keys shall also be stamped with a serial number identifying the person/entity to whom the key is issued. A detailed list of individuals who the new keys are provided to shall be provided to the COR by the end of each day during the rekeying process. Contractor shall have a documented Patented Keying process for ordering current and future patented keying materials. This shall include a verification process to ensure that authorized personnel are listed as Registered Key Custodian before order is processed. The Durham VA Health Care system currently has Falcon Keyways/F1 cylinders. KEY CONTROL SOFTWARE Key Control software shall provide salient characteristics equal to or greater than Stanley Keystone Web software, including the following: Provide password restricted logins, allowing for multiple users to access program at same time. Provide all required administrative support for management of the rekeying effort and transition of the Medical Center to the new keying system and program. Provide graphic display capable of showing buildings with doors, cores and locks in the building. List keys that have been issued, along with their key holders; list keys due back by date, records issuance of keys/key rings/cores and locks Lists all cores and their locations, buildings and doors Capability to cross-reference key holders and search records by cores, doors and buildings Key inventory program shall provide periodic, regular and automatic backup (to DVD or equivalent data storage medium) of all key data and maintain timestamp of last system back-up. Contractor shall provide 2 computers, monitors, software etc. that have approved operations systems to be installed on the VA network. Contractor shall ensure all key inventory data is current and complete in the Key Control software program prior to training and implementation of this system Contractor shall provide factory direct Technical Support line for Key Control software program and all applicable software licenses required MECHANICAL LOCKSETS SPECIFICATIONS Cylindrical locksets shall be extra heavy-duty cylindrical type with 2 3/4-inch backset, with a 9/16 inch throw latch bolt. Cylindrical locksets shall conform to ANSI A156.2, Series 4000, Grade 1, and be UL listed for use on 3 Hr A Label swinging door. Mortise lock case shall conform to ANSI A156.13, Series 1000, Grade 1 Operational and Grade 2 Security. Latch bolt shall be solid stainless steel, ¾ throw & reversible without opening case. Deadbolt is stainless steel, 1 throw. Locksets shall meet or exceed ANSI A117.1 Permanent core face shall be the same finish as the lockset finish Finish shall match existing finishing where hardware is to be replaced. See General Specs attached 01-00-00, 01-35-26, 01-45-00. Attachment 1 GENERAL: All contract field personnel engaged in work on this project shall be trained in accordance with current regulations and enrolled in a medical monitoring program. Training shall include 40-hour OSHA and annual update training in compliance with regulations. Key personnel shall be identified in the proposal and shall be considered key personnel essential for the successful completion of the work performed under the contract. The contractor agrees that such personnel shall not be removed, diverted or replaced from the work without prior written approval of the Contracting Officer. The contractor shall submit written notice of proposed personnel changes to the Contracting Officer for approval at least thirty (30) business days in advance. The contractor s employees shall not enter the work site without appropriate identification. They may also be subject to inspection of their personal effects when entering or leaving the project site. Execute work to interfere as little as possible with normal functioning of the hospital including operations of utility services, fire protection systems and any existing equipment, and with work being performed by others. Use of equipment and tools that transmit vibrations and noises through the building structure, are not permitted in buildings that are occupied jointly by patients or medical personnel, and Contractor s personnel, except as permitted by COR where required by limited working space. No utility service such as water, gas, steam sewers or electricity, or fire protection systems, communications systems and means of egress may be interrupted without prior approval of COR. Electrical work shall be accomplished with all affected circuits or equipment de energized. When an electrical outage cannot be accomplished, work on any energized circuits or equipment shall not commence without the Medical Center Director s prior knowledge and written approval. The vendor shall submit a request to interrupt any such services to COR, in writing, 4 weeks in advance of proposed interruption. Request shall state reason, date, exact time of, and approximate duration of such interruption. Durham VA HCS reserves the right to have work cease or shut down any work in progress and order the vendors employees off the premises in the event of a national emergency. The Durham VA HCS also reserves the right to have work cease when required by operational necessity or a safety situation. The COR shall immediately notify the CO upon any such action. Site and Building Access: Maintain free and unobstructed access to Durham VA HCS emergency services and for fire, police and other emergency response forces in accordance with NFPA 241. Means of Egress: Do not block exit paths in occupied buildings, including paths from exits to roads. Minimize disruptions and coordinate with COR. Buildings will be occupied during performance of work. Contractor shall take all measures and provide all material necessary for protecting existing equipment and property in affected areas against dust and debris, so that equipment and affected areas to be used in the Durham VAHCS operations shall not be hindered. Coordinate alteration work in areas occupied by Department of Veterans Affairs so that Durham VAHCS operations shall continue during the installation period. The contractor shall maintain neat and orderly work areas and shall clean area of debris and rubbish daily and dispose of waste materials offsite per hospital policies. The contractor shall provide a dumpster if it is determined to be necessary and shall work with the COR in advance for a spot-on site to establish the dumpster. All work shall be performed in full accordance with applicable local and Federal regulations. All materials and installation shall conform to the recommendations of National Fire Protection Association (NFPA), plumbing and mechanical codes. No departures from specification requirements shall be permitted without written approval. The Supplier shall use good safety practices while working. All hardware should be installed in such a manner to minimize damage and maximize patient and employee safety. New work shall be installed and connected to existing work safely and professionally. Disturbed or damaged work shall be replaced or repaired to its prior conditions. All items furnished shall be free from defects that would adversely affect the performance, maintainability and appearance of individual components and overall assembly. Where the Government determines that the vendor has installed equipment not conveniently accessible for operation and maintenance, equipment shall be removed, and reinstalled or remedial action performed as directed at no additional cost to the Government. Hot Work: Perform and safeguard hot work operations in accordance with NFPA 241 and NFPA 51B. Obtain daily permits from facility Safety Manager at least 24-hours in advance. Contractor personnel and sub-contractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA personnel regarding information and information system security. The contractor shall be issued temporary construction badges each day work is performed and shall be returned at the end of each workday. All contractors shall wear badges so that the badges are easily viewed always while on-site. Contractor shall notify the COR immediately of any lost badges. Contractor and all their employees shall report to the safety office to receive safety training prior to working on site. Contractors shall be issued a short-term parking pass. Contractor shall provide a valid driver s license, license plate number and signed copy of their contract. OSHA 10-hour training is required for all workers on site and the OSHA 30-hour training is required for Trade Competent Persons (CPs) and shall provide documentation to the COR prior to performing any work at the VA facility. End of Statement of Work If your organization can perform these services, provide the following information to be considered: 1) Organization name, address, email address, website address, telephone number, size/type of ownership for your organization, DUNS number, socio-economic categories and GSA Contract number if applicable. 2) A brief capability and interest in providing services to VISNs listed in the description above with enough information to determine if your company can meet the requirement (Max 2 pages). The capabilities statement for this Sources Sought is not expected to be 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 outlined. Capabilities statement not providing enough information will not be used. 3) Indicate if significant subcontracting or teaming is anticipated to meet technical capability. 4) State whether you already operate in this area, plan to subcontract, or intend on purchasing new equipment to meet the governments need. 5) State how you plan on meeting the requirements found at Veterans Affairs Acquisition Regulation (VAAR) Clause 852.219-74 Limitations on Subcontracting-Monitoring and Compliance, if this action were to be set-aside under a small business socio-economic category for which you qualify. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Vendor participation in this response or any informational session is not a promise of future business with the VA. The Government is not obligated, nor shall it pay for any information received from potential sources as a result of this sources-sought notice. All interested parties must submit information directly to amarlia.vanburen@va.gov Capable Statements due 8/10/2021 12PM
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