6350--Overhead Speaker Mass Notification System

Questions & Answers / Clarifications

This document provides clarifications and answers to vendor questions regarding the Overhead Speaker Mass Notification System solicitation (36C25226Q0317).

• System Integration: The VA prefers to integrate the new mass notification system with the existing fire alarm (FA) speaker infrastructure rather than using a standalone system. This approach is fiscally viable and compliant with NFPA 72 for non-fire emergency signaling.
• Contractor Responsibility: The contractor is not responsible for repairing pre-existing fire alarm deficiencies or network issues, provided their installation does not negatively impact existing functionality.
• Server Location: A Virtual Machine (VM) server is anticipated. The IP-AVA interface device must be mounted near the fire alarm control panel (FACP) in Building 1, F220, requiring a Cat6 connection to an IDF closet network switch.
• System Operation: The VA has opted for a single interface point at the main fire alarm panel for cost management. This results in an "All-Call" system operation, broadcasting alerts to all buildings simultaneously over the fire alarm system. Individual building zoning was excluded due to additional hardware requirements.

The response deadline has been extended to Monday, March 16th, 2026, at 5 PM Local Time. The clarifications confirm the technical approach for system integration and operation, which bidders should consider in their proposals.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial products and services for an Overhead Speaker Mass Notification System for the Edward Hines, Jr. VA Hospital. The Great Lakes Acquisition Center is issuing this RFQ.

• An emergency mass notification system compliant with federal, state, and local policies.

• System must integrate with Cisco phones (audio/visual), desktop/laptop computers (audio/visual), cell phones, the current Emergency Alerting and Accountability System (EASS), and Vocera.

• Must have an Enterprise Risk Assessment.

• Alternative approaches must identify missing characteristics.

• Vendor shall not store, collect, process, or transmit any VA sensitive data. All system configuration data, activation logs, and preset configurations are VA-owned on a VA-hosted server.

• Remote implementation, configuration assistance, and technical support are required.

• Key personnel must be assigned.

• Contract period: One base year and up to four (4) option years.

• Contract start date to be established following award.

• Submission Deadline: March 13, 2026, 10:00 AM Central Time.

• Questions Deadline: March 11, 2026, 10:00 AM Central Time.

• Submission Method: Email to brandon.harris@va.gov.

• Evaluation Factors: Technical, Past Performance, and Price.

• Award will be based on a comparative evaluation of quotes, selecting the most favorable to the Government.

• Offerors must include a statement accepting or excepting to the terms and conditions.

• This solicitation is set-aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSBs).

• NAICS Code: 334210 (Small business size standard: 1250 Employees).

• FSC/PSC: 6350.

• The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2025-06.

• Offerors must complete annual representations and certifications electronically via SAM.gov.

• Vendors are advised that VA reorganization may necessitate adding additional locations to this contract in the future.

• See attached document: 852.219-76 VA Notice of Limitations on Subcontracting - Supplies Certificate.

Form / Attachment / Pricing Sheet

This document is the VA Notice of Limitations on Subcontracting—Certificate of Compliance for Supplies and Products. It requires offerors to certify their compliance with subcontracting limitations as stipulated in the solicitation and resultant contract, specifically for contracts involving supplies or products. It also includes representations and certifications regarding the offeror's status as a manufacturer or nonmanufacturer.

• Subcontracting Limitations: Offerors must select the appropriate box to certify compliance with the 50% subcontracting limitation for non-certified SDVOSBs/VOSBs, or the nonmanufacturer rule for supplies from a non-manufacturer.
• Manufacturer/Nonmanufacturer Representation: Offerors must certify whether they are the manufacturer or producer of the end item, or if they qualify as a nonmanufacturer (including employee count, primary business, and ownership/possession of items).
• Small Business Manufacturer Certification: For single or multiple item acquisitions, offerors may need to certify that they will supply end items from U.S. small business manufacturers, or that at least 50% of the contract value is composed of such items, unless a waiver is granted.
• Acknowledgement of Penalties: Offerors acknowledge that false certifications are subject to penalties under Title 18, United States Code, Section 1001.
• Cooperation and Documentation: Offerors agree to provide documentation to VA to demonstrate compliance upon request.
• Certification Completion: The formal certification must be completed, signed, and returned with the offeror's bid, quotation, or proposal. Failure to do so will render the offer ineligible for award.

This form is mandatory for all offerors. Bidders must carefully review and accurately complete the certification to ensure their offer is considered eligible for award. It requires a clear understanding of subcontracting limitations and the offeror's status as a manufacturer or nonmanufacturer. Failure to submit this completed form will result in disqualification.