5820--COMMUNICATION EQUIPMENT - Brand name or Equal

Solicitation / RFP / RFQ

This is a Sources Sought Notice (SSN) for potential sources to provide Brand Name or Equal to Motorola radio and equipment for the Department of Veterans Affairs (VA) Northern Arizona Healthcare System. The government is seeking information on qualified sources and their business size classifications relative to NAICS code 541519 (size standard 150 employees, $34 million over five fiscal years).

• Procurement of Motorola radio and equipment, or equal.

• Specific items include: Infrastructure Equipment, Subscribers, System Integration, and Advance Plus Services (with multiple option years).

• No gray market items will be accepted. Vendors must be an OEM authorized dealer, distributor, or reseller, verified by authorization documentation.

• The Place of Performance is VA Northern Arizona Healthcare System, Bob Stump Medical Center, Prescott AZ 86313, USA.

• This is a Sources Sought Notice, not a solicitation. A solicitation, if issued, will be published on SAM.gov or NASA SEWP.

• Interested sources are requested to provide capabilities statements addressing specific questions outlined in the notice.

• The response date is April 27, 2026, 7:00 am Pacific Time.

• The government will consider setting aside the acquisition for Veteran Owned Small Businesses or Small Business concerns if sufficient qualified sources are identified.

• Vendors must indicate their business size status (Small Business, Veteran Owned Small Business, etc.).

• Specific questions are posed regarding company size, capabilities, authorization, subcontracting limitations, Non-Manufacturer Rule, Buy American Act compliance, and existing Federal contracts.

• A draft Statement of Work (SOW) and Salient Characteristics are available and intended to be descriptive, not restrictive.

• Pricing information is encouraged for market research purposes only.

Form / Attachment / Pricing Sheet

This document outlines the "Salient Characteristics" for a VA Police Radio System. It details the essential technical, functional, and performance requirements that any proposed radio system must meet.

• Compliance and Standards: Must adhere to P25 standards, FCC-approved frequencies, and encryption standards.
• Coverage and Reliability: Requires 100% coverage within VA facility grounds and parking areas with a minimum signal strength of -95 dBm.
• Encryption and Security: Mandates AES-256 encryption and Over-the-Air Rekeying (OTAR) capability.
• Hardware Requirements: Specifies rugged, water-resistant, MIL-STD-810 compliant portable radios; vehicle-mounted mobile radios; and dispatch consoles integrated with existing VA security systems.
• Features: Includes emergency alert buttons, GPS tracking, and text messaging/status indicators.
• Scalability: Must support future expansion and integration with regional interoperability networks.
• Maintenance and Support: Requires 24/7 technical support, a minimum 5-year warranty, and on-site training.

This document is critical for bidders as it defines the non-negotiable technical specifications and performance criteria for the radio system. Vendors must ensure their proposed solutions fully meet or exceed these salient characteristics to be considered compliant and competitive for this opportunity.

Statement of Work (SOW) / Performance Work Statement (PWS)

To acquire and install updated two-way communications equipment for the Northern Arizona Veterans Affairs Health Care System (NAVAHCS) Police Department, enhancing their existing system for mission-critical first responders.

The contractor shall provide all labor, supervision, equipment, supplies, materials, and travel necessary to upgrade and expand the NAVAHCS Police Radio Communications System. This includes:

• Dispatch Consoles & Logging: Upgrades for two AXS Dispatch Consoles, one Verint Logging Recorder with an Archiving Interface Server (AIS), one Playback Station, and one TRAK 8835 for time synchronization.
• Networking Equipment: Redundant networking equipment for both the Building 28 dispatch area and the RF Shelter, including Site Routers, LAN Switches, and Backhaul Switches.
• RF Shelter Equipment: Installation of a GTR 8000 Expandable Site Subsystem (ESS) with specific talkgroups (PD 1, PD 2, Facilities 1, Facilities 2, Medical), an antenna system, and four APX Consolettes for interoperability with local agencies (Prescott PD, Prescott Valley PD, Prescott Fire, Prescott County Sheriff).
• In-Vehicle Systems: Equipment to support in-vehicle modems, including an ACM Server Appliance, ACM Clients, and licensing.
• Radios: Provision of MP70 Modems, APX 8500 Mobile Radios with antennas and accessories, APX 8000s Portable Radios, APX Next Portable Radios, chargers, spare batteries, and a KVL for encrypting radios.
• Core System: Installation of ASTRO 2024.1 Core System Release and Astro Connectivity Service.
• Computer-Aided Dispatch (CAD): Implementation of a CAD system to assist dispatchers in prioritizing calls, tracking officers, and dispatching personnel.

Work must be performed in accordance with manufacturer specifications. The contractor shall provide enhanced maintenance support including 24/7/365 technical support, dispatch services, on-site infrastructure repair, advanced replacement, network preventative maintenance, and local radio support.

Performance is at NAVAHCS. Specific period of performance is not detailed in this SOW excerpt, but system implementation includes design, installation, optimization, programming, project management, network IP interface, documentation, and final acceptance testing.

• Personnel: Technicians must be factory-trained and certified by Motorola. All contractor employees require a valid U.S. driver's license and must comply with VA security requirements. Background investigations are required for personnel accessing VA systems.
• Equipment: Only new, Original Equipment Manufacturer (OEM) items are permitted. No used, refurbished, remanufactured, gray market, or counterfeit items.
• Security: Strict adherence to VA information security, confidentiality, and data protection policies is required. Encryption tools must be FIPS 140-2 validated. Personnel require appropriate security clearances for handling COMSEC material.
• Deliverables: Contractor must provide proof of Motorola training and certifications. All deliverables are the exclusive property of the U.S. Government.
• Insurance: Contractor must maintain Workers Compensation and Employee’s Public Liability Insurance.
• Compliance: Adherence to VA Directives, Handbooks, Federal Acquisition Regulation (FAR), and National Archives and Records Administration (NARA) regulations regarding records management and data security is mandatory.