Egg Conference Room Audio/Visual Upgrade

Solicitation / RFP / RFQ

• Site Visit: December 15
• Questions Due: December 18
• Proposals Due: December 29 (Note: Please disregard any indication of a December 22 due date in block 20.)

Amendment / Modification

This document is an addendum to FAR 52.212-1 Instructions to Offerors—Commercial Products and Commercial Services (NOV 2021). It incorporates provisions by reference and supersedes the current version of FAR 52.212-1 contained in the FAR for this solicitation.

Key details provided in the addendum include:

• Procurement Authority: FAR Part 12 and Part 13.
• Agency/Requirement: Veterans Integrated Service Network (VISN) 22, Veteran Administration Greater Los Angeles VA Healthcare System (GLAVAHCS) requires Replacement of CAT Emergency Generator Day Tank.
• Submission Instructions: Offerors must complete and return all information designated in the enclosed FAR clause 52.212-1 and the addendum. Failure to do so may preclude further consideration.
• Technical Inquiries: The Government will not accept technical inquiries or questions regarding this requirement.
• Unique Entity ID: Offerors must provide their SAM.gov Unique Entity ID.
• Set-Aside: This requirement is 100% set aside for Service-Disabled Veteran Owned Small Business (SDVOSB). Only SDVOSBs verified on SAM.gov at the time of proposal submission and award will be considered.
• Proposal Submission Deadline: February 8, 2024, at 1:00 pm Eastern Time.
• Quote Submission Method: Quotes must be submitted via email to Daniel Kneizeh at daniel.kneizeh@va.gov by December 29, 2025, at 5:00 pm Pacific Standard Time, unless extended by amendment.

This addendum modifies and clarifies instructions related to proposal submissions, set-asides, and specific requirements for this solicitation.

• The proposal submission deadline is February 8, 2024.
• Quotes must be submitted via email by December 29, 2025.
• The requirement is exclusively for SDVOSBs.

Form / Attachment / Pricing Sheet

This document, "Attachment 3 - VA Notice of Total Set-Aside for Certified Service-Disabled Veteran-Owned Small Businesses," outlines the specific requirements and definitions related to Service-Disabled Veteran-Owned Small Business (SDVOSB) set-aside or sole source contracts within the Department of Veterans Affairs (VA).

• Definition of SDVOSB: Details the criteria a business must meet to be considered an SDVOSB, including ownership by service-disabled Veterans, control of business operations, adherence to Federal small business size standards, and certification by the Small Business Administration (SBA).
• Eligibility for Award: States that only certified SDVOSBs listed in the SBA certification database are eligible for award. Offers from non-certified entities will not be considered.
• Representation: Prospective contractors must represent that they are eligible and certified SDVOSBs.
• Limitations on Subcontracting (LOS): Specifies the percentage of contract work that must be performed by the SDVOSB prime contractor or similarly situated subcontractors. These percentages vary based on contract type (services, supplies, general construction, special trade construction).
• Joint Ventures: Outlines conditions under which a joint venture can be considered eligible as an SDVOSB.
• Precedence: Clarifies that VA regulations take precedence over SBA regulations in case of inconsistencies.
• Misrepresentation: Warns that willful misrepresentation of SDVOSB status can lead to debarment.

This attachment is critical for any bidder intending to participate in an SDVOSB set-aside or sole source opportunity. It defines eligibility, outlines the certification requirements, and details the subcontracting limitations that must be adhered to. Bidders must ensure they meet all criteria and understand the implications for their proposal and contract performance.

Form / Attachment / Pricing Sheet

This document, "VA Notice of Limitations on Subcontracting—Certificate of Compliance for Services and Construction," is a required certification for offerors. It outlines the limitations on subcontracting that must be adhered to if awarded a contract, specifically for services and construction.

• Services Contracts: Contractors must not pay more than 50% of the contract amount to firms that are not certified Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) or Veteran-Owned Small Businesses (VOSBs).
• General Construction Contracts: Contractors must not pay more than 85% of the contract amount to firms that are not certified SDVOSBs or VOSBs.
• Special Trade Construction Contractors: Contractors must not pay more than 75% of the contract amount to firms that are not certified SDVOSBs or VOSBs.
• Certification: Offerors must complete, sign, and return this certification with their bid, quotation, or proposal.
• Consequences of Non-Compliance: False certifications can lead to criminal, civil, or administrative penalties, including suspension, debarment, fines, and prosecution. The VA may also require documentation to demonstrate compliance.

This is a mandatory certification. Offerors must complete and submit this form as part of their proposal. Failure to provide this certification will result in the offer being deemed ineligible for award. Bidders must understand and agree to comply with the specified subcontracting limitations for the type of contract being solicited.

Statement of Work (SOW)

To upgrade the Audio/Visual (AV) System in the Egg Conference Room at the Long Beach Veterans Affairs Healthcare System (LBVAHCS) to improve user ability, mobility, and audience interaction during meetings and events.

• Provide all labor, parts, materials, equipment, installation, and supervision for the AV system upgrade.

• Replace the existing gooseneck podium microphones with new 24-inch gooseneck microphones.

• Add four new wireless handheld microphones.

• Provide and install two catch-box foam wireless microphones for audience interaction.

• Install two wireless lapel microphones for presenters.

• Integrate all new components with the existing AV VTC system.

• The solution must be comparable to the current system and not replace existing projectors, monitors, or other video equipment.

• All repair work to be completed at the LBVAHCS facility.

• All upgrades must integrate with the existing AV VTC system.

• All equipment must be tested to ensure full functionality.

• Basic user instruction must be provided.

• Ensure safety during the upgrade process to prevent injury to patients, staff, and visitors.

• Contractor is responsible for repairing any damages incurred during the work.

• Period of Performance: One-year upon contract award.

• Place of Performance: Long Beach Veterans Affairs Healthcare System, 5901 East Seventh Street, Long Beach, CA 90822-5201.

• Work hours: Monday-Friday, 6:00 AM to 6:00 PM PST, excluding Federal Holidays and weekends. Work shall not impact patient care services.

• Contractor personnel must check in daily with the Program Point of Contact.

• Work outside of scheduled hours requires approval.

• No overtime charges are authorized.

• Contractor shall secure a contractor badge before work commences and wear VA-provided identification badges at all times.

• Contractor personnel shall not have access to VA patient records, data, or computer systems.

• Contractor personnel must park only in designated areas.

• Smoking is permitted only in designated areas, at least 25 feet from building entrances.

• Contractor shall not accept instructions from anyone other than the Contracting Officer or Program Point of Contact.

• Any changes to the contract must be authorized by the Contracting Officer.

• Program Point of Contact: To be determined upon contract award.

Solicitation / RFP / RFQ

This solicitation is for a one-year, firm-fixed-priced contract for Egg Conference Room Upgrade Services at the Long Beach VA Healthcare System. The upgrade aims to improve user ability, mobility, and audience interaction within the conference room.

• Upgrade the current conference room Audio/Visual System.

• Replace existing gooseneck podium microphones with new 24-inch microphones.

• Upgrade the handheld microphone system with four new wireless handheld microphones.

• Provide and install two catch-box foam wireless microphones for audience interaction.

• Install two wireless lapel microphones.

• Integrate all new components with the existing AV VTC system.

• Test all equipment and provide basic user instruction.

• Repair any damages incurred during the scope of work to the current AV VTC system.

• Contract Type: Firm-fixed-priced

• Period of Performance: One year upon contract award.

• Site Visit: December 15, 2025, at 10:00 AM PST at the Long Beach VA Healthcare System. Confirmation of attendance is required.

• Inquiries Due: December 18, 2025, by 5:00 PM PST.

• Offers Due: December 22, 2025, by 5:00 PM PST, submitted via email to daniel.kneizeh@va.gov.

• Evaluation Factors: Price, Past Experience, Technical Capability, Testing, Training, and Support Plan, Equipment Quality and Ergonomic Design, and Technical and past performance (combined).

• This is a 100% Total Set-Aside Solicitation for Service-Disabled Veteran Owned Small Businesses (SDVOSB).

• Offerors must be certified SDVOSBs listed in the SBA certification database.

• Work hours are 6:00 AM to 6:00 PM, Monday-Friday, Pacific Standard Time (PST), excluding Federal Holidays. Overtime is not authorized.

• Contractor personnel require VA-provided identification badges.

• Place of Performance: Long Beach Veterans Affairs Healthcare System, Long Beach, CA 90822-5201.

Form / Attachment / Pricing Sheet

This document is an addendum to FAR Clause 52.212-2, "Evaluation—Commercial Products and Commercial Services." It details the specific factors and approach the Government will use to evaluate quotations received for this solicitation.

• Basis for Award: The Government will issue a purchase order to the responsible quoter whose quotation is most advantageous, considering price and other factors.
• Evaluation Factors:
  • Price and Special Standards
  • Past Experience
  • Price
  • Special Standards (Testing, Training, Support Plans, Quality of Equipment, Ergonomic Designs)
  • Technical Capability
  • Options (including FAR 52.217-8, Option to Extend Services)

This document is critical for bidders as it outlines the criteria by which their quotations will be judged. Understanding these evaluation factors will help vendors tailor their proposals to best meet the Government's needs and increase their chances of award. Bidders should pay close attention to how past experience, technical capability, and special standards will be assessed, in addition to price. The document also clarifies how options will be evaluated and priced.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial products and services to upgrade the Audio/Visual System in the Egg Conference Room Area, Building 164, at the Long Beach Veterans Affairs Healthcare System (LBVAHCS). The upgrade aims to improve user ability, mobility, and audience interaction during meetings and events. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. The solicitation is issued as an RFQ.

• Upgrade the existing conference room Audio/Visual System.

• Integrate all upgrades with the existing AV VTC system.

• Replace existing podium gooseneck microphones with new 24-inch gooseneck microphones.

• Upgrade the handheld microphone system with four (4) new wireless handheld microphones.

• Provide and install two catch-box foam wireless microphones for audience interaction.

• Install two wireless lapel microphones for presenters.

• Test all equipment to ensure full functionality and provide basic user instruction.

• Ensure safety and exclude the possibility of injury to patients, staff, and visitors during the upgrade process.

• Repair any damages incurred during the performance of the scope of work.

• Contract type: One-year base period.

• Estimated value: $34.0 Million (based on NAICS code small business size standard).

• Quotes are due by December 29, 2025, 17:00 PM PST.

• Quotes must be sent to daniel.kneizeh@va.gov with the subject line "RESPONSE TO RFQ 36C26226Q0189".

• Award will be based on a comparative evaluation of quotes considering Cost, Technical Capability, Testing, Training, and Support Plan, Equipment Quality and Ergonomic Design, and Past Experience.

• The award will be made to the quote most advantageous to the Government and best meets the requirement described in the Statement of Work.

• Site Visit scheduled for December 15, 2025, at 10:00 AM PST.

• Questions are due by December 18, 2025, by 17:00 PST.

• This solicitation is open to Service-Disabled Veteran-Owned Small Businesses (SDVOSB) only.

• NAICS Code: 541519 (Other Computer Related Services)

• Product/Service Code (PSC): U099 (Education/Training - Other)

• Attachments include: FAR 52.212-1 ADDENDUM Instructions to Offerors, FAR 52.212-2 Evaluation, VAAR 852.219-73 Notice of Total Set-Aside for Certified SDVOSB, VAAR 852.219-75 SDVOSB Certification, and Statement of Work.