Z2DA--Upgrade Video Assessment Surveillance System

Solicitation / RFP / RFQ

This solicitation is for the upgrade of the Video Assessment Surveillance System (VASS) at the VA Caribbean Healthcare System (VACHS) in San Juan, Puerto Rico. The project involves providing all labor, materials, tools, and equipment necessary for the upgrade, including enhanced surveillance coverage, improved monitoring software, modern analytics, construction of a new security equipment room (SER), and renovation of the existing security control center (SCC).

• Complete upgrade of the existing camera system to a new VASS.

• Installation of new cameras, data cabinets, and fiber optic backbone.

• Construction of a new SER and renovation of the SCC.

• Provision of a temporary trailer for monitoring during SCC renovation.

• Relocation of Physical Access Control System (PACS), medical gases alarm, and fire alarm panel.

• Testing, commissioning, and training for VA Police personnel.

• Development of a comprehensive maintenance program.

• Use of manufacturer-certified personnel for CCTV system installation and training.

• Compliance with strict infection control measures and VA regulations.

• Contract Type: Firm-Fixed-Price.

• Estimated Project Magnitude: Between $10,000,000 and $20,000,000.

• Period of Performance: 1,095 calendar days (estimated POP Begin: 06-03-2026, POP End: 06-02-2029).

• Proposals are due by 3:00 PM (AST) on April 10, 2026, submitted via email to ana.alvarado@va.gov.

• Proposals must be submitted in two parts: Technical Proposal and Price Proposal.

• Evaluation will be on a tradeoff basis, considering technical factors and price.

• Site visit scheduled for March 17, 2026, at 09:30 AM AST.

• Questions due by March 23, 2026, 3:30 PM AST via email.

• Offer acceptance period: 120 calendar days.

• This acquisition is set aside exclusively for Service-Disabled Veterans-Owned Small Businesses (SDVOSBs).

• Offerors must be registered in SAM and certified in the SBA Small Business Certification site at the time of offer submission and prior to award.

• Joint ventures must meet specific SDVOSB requirements.

• Offerors must perform at least 15% of the contract cost (excluding materials) with their own employees.

• Funds are not presently available; award is subject to appropriation.

• Performance and Payment Bonds are required.

• A Bid Bond (SF24) is required, 20% of the bid price or $3,000,000, whichever is less.

• Specific requirements for Safety and Environmental Record, VETS-4212, and EMR documentation are detailed.

Form / Attachment / Pricing Sheet

This document is a Key Personnel Resume Form. While the exact form is not required, the same information must be provided on separate sheets for specific key personnel. This form is used to gather qualifications for the prime contractor's Project Manager responsible for design and construction, Architect of Record, Project Site Superintendent, SSHO, and Construction Quality Manager (CQM).

• Name and Title
• Assignment on this Project
• Name of Firm
• Years of Experience (with current firm and other firms)
• Education (Degree(s)/Year/Specialization)
• Active Registration (State(s), First Year/Current Year)
• Type of Registration (e.g., P.E., R.A., LEED-AP)
• Specific Experience and Qualifications relevant to the project

Bidders must use this form (or provide equivalent information on separate sheets) to detail the qualifications of their key personnel as required by the solicitation. This information is crucial for demonstrating the team's capability to meet the project's demands.

Form / Attachment / Pricing Sheet

This document is a Past Performance Questionnaire (PPQ) intended for clients to evaluate a contractor's performance on a previous project. It is used by the government to assess a contractor's past performance as part of the evaluation process for future solicitations. Bidders are expected to provide this form to their clients for completion.

• Contractor Information: Fields for firm name, address, contact details, CAGE code, and Unique Entity Identifier.
• Work Performed As: Specifies if the contractor was the prime, subcontractor, joint venture, etc., and the percentage of work performed.
• Contract Information: Details about the contract number, type, title, location, award/completion dates, and original/final prices.
• Project Description: A section for the contractor to describe the project and its relevance to the current opportunity.
• Client Information: Fields for the client's name, title, contact details, and their role in the project.
• Performance Ratings: A comprehensive set of questions covering Quality, Schedule/Timeliness, Customer Satisfaction, Management/Personnel/Labor, Cost/Financial Management, Safety/Security, and General performance. Ratings are on a scale from Exceptional (E) to Unsatisfactory (U), with Not Applicable (N).
• Narrative Remarks: Space for clients to provide detailed comments, strengths, weaknesses, or deficiencies.

This form is crucial for bidders as it outlines the specific criteria the government uses to evaluate past performance. Bidders must ensure they provide this questionnaire to their clients well in advance of submission deadlines and encourage thorough and honest feedback. The completed questionnaire, along with the bidder's own narrative, will be submitted to the government as part of their proposal to demonstrate their capability and reliability based on previous work.

Form / Attachment / Pricing Sheet

This document comprises architectural and engineering drawings, schematics, and related information for the "UPGRADE VIDEO ASSESSMENT SURVEILLANCE SYSTEM" (VASS) project, identified as Project #672-19-709, located at the VA Caribbean Healthcare System (VACHS) Campus in San Juan, Puerto Rico. It serves as a comprehensive visual and technical guide for the proposed system upgrades and existing conditions.

• Project Identification: Project Title: UPGRADE VIDEO ASSESSMENT SURVEILLANCE SYSTEM; Project Number: 672-19-709; Location: VA Caribbean Healthcare System, VACHS Campus, San Juan, Puerto Rico.
• Drawing Set Overview: Includes a "COVER SHEET" (G1001) indexing the 100% FOR CONSTRUCTION drawings, functional schematics (EY722-EY725), telecom room photographs, electrical plans (EM101-EM103, EP101-EP103, EP501, EP600-EP601, ET101), lighting schedules (EL101, EL501-EL502), and product data sheets.
• Detailed Floor Plans: Layouts for multiple buildings (1, 2, 10, 19, 20, 26, 30, 40, 60) across various floors, detailing room designations, equipment placement, and systems infrastructure.
• VASS Specifics: Includes VASS legends, notes on camera field of view and ID tags, fiber optic backbone and Category 6A cabling requirements, conduit specifications, and a detailed VASS Matrix listing camera models, locations, cable lengths, and analytical capabilities (e.g., LPR, Facial Analytics).
• Site Information: Project location map and VACHS Campus site map.
• Personnel: Lists key project personnel and their roles.
• Temporary Facilities: Specific drawings for a temporary trailer, including electrical, telecommunications, and fire alarm plans.

This extensive set of drawings and technical details is critical for bidders to fully understand the scope of work, existing site conditions, and the precise technical requirements for the VASS upgrade. Bidders must review these documents to determine the extent of installation, cabling routes, conduit needs, camera placement, and integration with existing systems. The VASS Matrix provides specific component details essential for accurate proposal development and site assessment. The information is vital for assessing the complexity of the installation and material requirements.

Form / Attachment / Pricing Sheet

This document contains the "100% Construction Documents" for the "Upgrade VASS at VACHS Campus" project (Project Number 672-19-709), serving as a comprehensive set of specifications for the construction work. It also details specifications for control, communication, and signal wiring, as well as electronic safety and security systems.

The specifications are organized into multiple divisions, including:

• Division 00 - Special Sections: General requirements, stop drawings, product data, samples, reference standards, construction waste management, and general commissioning.
• Division 26 - Electrical: Requirements for electrical installations.
• Division 27 - Communications: Requirements for communications installations, including UTP cable, optical fiber cable, RS-232/485, and coaxial cables, specifying types, sizes, shielding, flame resistance, and performance.
• Division 28 - Electronic Safety and Security: Requirements for electronic safety and security systems, including:
  • Conductors and cables, conduits, raceways, boxes, and enclosures.
  • Grounding and bonding components and procedures.
  • Fire alarm system components (control units, notification appliances, initiating devices).
  • Video surveillance systems (cameras, lenses, housings, mounts, management systems, recording devices).
  • Electronic Personal Protection System (EPPS).
  • Commissioning and testing procedures for these systems.

This document is critical for potential bidders as it outlines all technical requirements, materials, and standards for the "Upgrade VASS at VACHS Campus" project. Bidders must thoroughly review these specifications to understand the scope of work, prepare accurate proposals, and ensure compliance. It details specific materials, installation methods, quality assurance measures, and performance criteria for all components, directly impacting equipment selection and execution planning. Understanding these detailed specifications is essential for accurately estimating costs and identifying potential challenges.

Form / Attachment / Pricing Sheet

This document, "Solicitation Attachment 03 - Contractor Safety and EMR," requires bidders to submit information regarding their past safety and environmental record, as well as their current Experience Modification Rate (EMR). This information is crucial for the government's initial Determination of Responsibility.

• Safety and Environmental Violations: Bidders must certify they have no more than three (3) serious, or one (1) repeat or willful OSHA violation, or any EPA violation in the past three years. If this cannot be certified, a detailed explanation and information on violations must be provided.
• Experience Modification Rate (EMR): Bidders must submit their current EMR, obtained from their insurance carrier on letterhead. If the EMR is above 1.0, a written explanation from the insurance carrier detailing the reasons and anticipated reduction date is required.
• Self-Insured/Alternative EMR: Specific instructions are provided for self-insured contractors or those unable to provide EMR on standard insurance letterhead, requiring ratings from NCCI or state-run bureaus.
• OSHA 300 Forms: Bidders must complete a form detailing man-hours, cases involving days away from work/restricted activity (DART Rate), and the number of serious, willful, or repeat OSHA violations for the past three years. Copies of OSHA 300 and 300a forms are also required.
• NAICS Code: Bidders must provide their six-digit NAICS code.
• Safety Program Administrator: Identification of who administers the company's Safety and Health Program.

This attachment directly impacts a bidder's eligibility and responsibility determination. Failure to provide accurate and complete information regarding safety violations and EMR may disqualify a bidder. Bidders must gather and submit specific documentation, including insurance carrier statements and OSHA forms, to comply with these requirements. This applies to all subcontracting tiers.

Form / Attachment / Pricing Sheet

This document is a "Specialized Experience Form" designed to collect detailed information about a contractor's past performance on awarded contracts. It is intended to help the government evaluate the relevancy and quality of a bidder's experience in relation to the current procurement.

• Contractor Information: Firm name, address, DUNS, Cage Code, POC details.
• Contract Details: Contract/Task Order Number, Award Date.
• Project Information: Project Title/Name, Location.
• Role and Percentage: Whether work was performed as Prime, Subcontractor, Joint Venture, etc., and the percentage of work performed by the company.
• Prime Contractor Details (if subcontractor): Information about the prime contractor.
• Government Agency Contact: Contracting Officer/Procurement Official/POC details.
• Scope of Work and Relevancy: Detailed description of the project's scope and the offeror's specific roles, explaining how the work performed is relevant to the current solicitation.
• Difficulties and Resolutions: Description of any obstacles encountered and steps taken to resolve them.
• Unforeseen Conditions: Description of unforeseen conditions and their resolutions.
• Performance Period: Contract start date, original and projected completion dates.
• Actual Completion: Actual completion date and reasons for non-completion.
• Completion Percentage: Indicates if the project is 50% or more complete.
• Terminations: Information on any contract terminations and reasons.
• Contract Price: Original and Final Contract Prices, with explanations for differences.

Bidders must complete this form accurately and thoroughly for each relevant project. The information provided will be used to evaluate the bidder's specialized experience. Failure to provide sufficient detail or meet the requirement of four projects may result in a lower rating. The form guides bidders on what specific aspects of their past performance the government will assess.

Form / Attachment / Pricing Sheet

This document is a sample "Letter of Commitment" for key subcontractors. It is intended to be used by a prime contractor to formally commit to using a specific subcontractor for services if awarded a contract under a particular solicitation. It also outlines the process and conditions for any potential substitution of that subcontractor.

• Placeholder for the date of the letter.
• Recipient: Department of Veterans Affairs, VA Caribbean Healthcare System.
• Subject: Letter of Commitment for a specific Solicitation Number and Project Title.
• Commitment statement from Prime Contractor X to use Subcontractor Y.
• Agreement by Subcontractor Y to perform specified services.
• Placeholder for description of the work to be performed by the subcontractor.
• Acknowledgment that the prime contractor may be credited with the subcontractor's experience and past performance.
• Conditions regarding the substitution of Subcontractor Y, requiring prior written approval from the Contracting Officer.
• Statement that the letter of commitment is null and void if the prime contractor is not awarded the contract.
• Signature blocks for both the Prime Contractor and Subcontractor.

This document serves as a template for prime contractors to demonstrate their intent to utilize specific subcontractors. Bidders responding to a solicitation may be required to submit such a letter as part of their proposal to show their subcontracting plan and the qualifications of their proposed subcontractors.

Form / Attachment / Pricing Sheet

This document is the "Subcontractor Information and Consent Form" required for the solicitation. Its purpose is to obtain consent from subcontractors and/or teaming partners for the release of their past performance information to the prime contractor during the source selection process. The government requires this consent to disclose performance data to private parties (prime contractors).

• Consent Statement: A section for the subcontractor/teaming partner to acknowledge their planned participation and consent to the release of past performance information.
• Company Information: Fields for the subcontractor's name, address, telephone number, email, and Unique Entity Identifier.
• Signature Block: For an authorized representative to sign and date, legally binding the company.
• Reference List: A mandatory section requiring a minimum of three references for each major subcontractor or teaming partner. These references should be from previous contracts where the subcontractor acted as a Prime or worked for another Prime contractor. References from the proposing prime contractor are not acceptable. Written references are encouraged.

Prime contractors are instructed to have their major subcontractors and teaming partners complete this form. The completed forms are to be submitted by the offering contractor as part of the past performance volume of their proposal. Failure to submit a completed form for each major subcontractor or teaming partner may impact their consideration. Bidders should ensure their proposed subcontractors understand and can provide the required reference information.

Solicitation / RFP / RFQ

This is a pre-solicitation notice for an "Upgrade Video Assessment Surveillance System" at the VA Caribbean Healthcare System (VACHS) in San Juan, PR. The Department of Veterans Affairs (VA) requires upgrades to improve physical security, enhance the security control center (SCC) and police operations. The project involves replacing existing cameras with a new Video Assessment Surveillance System (VASS) that will provide expanded surveillance coverage, improved monitoring software, and modern analytics tools including license plate readers, facial recognition, and visual/audible alarm notifications integrated with the SCC. All cameras will have battery backup.

• Upgrade existing cameras with a new Video Assessment Surveillance System (VASS).

• Implement enhanced surveillance coverage, monitoring software, and modern analytics.

• Incorporate license plate readers, facial recognition cameras, and visual/audible alarm notifications.

• Ensure all site cameras include battery backup.

• Complete work within 1,095 calendar days from receipt of Notice to Proceed (NTP).

• The solicitation number is 36C24826R0064.

• The work is to be performed at the VA Caribbean Healthcare System (VACHS), 10 Casia Street, San Juan, PR 00921.

• The estimated completion date for the work is within 1,095 calendar days from NTP.

• The response date is March 4, 2026, at 3:00 PM San Juan, Puerto Rico time.

• The solicitation is expected to be issued on or about January 30, 2026.

• All information will be posted on SAM.gov.

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

• Offerors must be registered in the System for Award Management (SAM.gov).

• Offerors must be certified as an active SBA SDVOSB in the SBA Veteran Certification site (https://search.certifications.sba.gov/).

• Joint ventures may be eligible if they meet specific SBA SDVOSB program requirements.

• Product Service Code (PSC): Z2DA

• NAICS Code: 236220

• Contracting Office ZIP Code: 00921-3201

• Contact: Ana G. Alvarado, Contracting Officer, ana.alvarado@va.gov, 939-321-0814.