6350--Overhead Speaker Mass Notification System

Active

Contract Opportunity

Description
This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format Revolutionary FAR Overhaul (RFO) in Federal Acquisition Regulation (FAR) subpart 12.202, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2025-06.
This solicitation is set-aside for SDVOSBs.

The associated North American Industrial Classification System (NAICS) code for this procurement is 334210, with a small business size standard of 1250 Employees.
The FSC/PSC is 6350.

The Great Lakes Acquisition Center on behalf of the Edward Hines, Jr. VA Hospital is seeking to purchase an emergency mass notification system.

All interested companies shall provide quotations for the following:

Supplies/Services

Line Item
Description
Quantity
Unit of Measure
Unit Price
Total Price
0001
Base Year pricing include additional details based on approach. Inclusive of all
1
YR
1001
Option Year 1 Support
1
YR
2001
Option Year 2 Support
1
YR
3001
Option Year 3 Support
1
YR
4001
Option Year 4 Support
1
YR


The contract period of period of performance is one base year and up to four (4) additional option years. The contract start date shall be established following award.

Statement of Objectives

The Edward Hines, Jr. VA Hospital requires an updated emergency mass notification system. This system will need to be compliant with all relevant federal, state, and local policies and regulations.

Salient Characteristics:
Can integrate with Cisco phones (audio and visual)
Integrate with desktop and laptop computers (audio and visual)
Integrate with cell phones
Integrate with current Emergency Alerting and Accountability System (EASS)
Can integrate with Vocera
Has an Enterprise Risk Assessment
Alternative approaches that do not include all the above characteristics shall identify what is missing.
ADDITIONAL PERFORMANCE REQUIREMENTS

The vendor shall not store, collect, process, or transmit any VA sensitive data.

The vendor shall provide remote implementation, configuration assistance, and technical support.

All system configuration data, activation logs, and preset configurations are VA-owned on a VA-hosted server, with no contractor access to VA data at rest. Contractor personnel may remotely access the VA-hosted server only if the VA grants access for implementation assistance. Contractor personnel shall not connect contractor laptops to VA networks.

Remote access is performed through VA-approved secure methods only if granted by Hines VA.

No VA sensitive data is accessed.
Access is limited to system configuration.

Work may occur without remote access if VA prefers.

The system does not process VA sensitive information. It only handles:
Activation triggers
Desktop alert broadcast execution
Cisco phone alerting signals
Fire panel (dry contact) activations

All data is non-sensitive. Operational alert data is stored on a VA-hosted server.

KEY PERSONNEL AND TEMPORARY EMERGENCY SUBSTITUTIONS

The contractor shall assign the following key personnel:
NAME
TITLE
CONTACT INFORMATION

During the first ninety (90) days of performance, the Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. The Contractor shall notify the Contracting Officer, in writing, within 15 calendar days after the occurrence of any of these events and provide the information required by paragraph (c) below. After the initial 90-day period of the contract, the Contractor shall submit the information required by paragraph (c) to the Contracting Officer at least 15 days prior to making any permanent substitutions.

The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the Contracting Officer. Proposed substitutes shall have comparable qualifications to those of the people being replaced. The Contracting Officer will notify the Contractor within 15 calendar days after receipt of required information of the decision on the proposed substitutes. The contract should be modified to reflect any approved changes of key personnel.

For temporary substitutions where the key person will not be reporting to work for three (3) consecutive workdays or more, the Contractor will provide a qualified replacement for the key person. This substitute shall have comparable qualifications to the key person. Any period exceeding two weeks will require the procedure as stated above.

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE

GENERAL Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.
Place of Performance/Place of Delivery
Address:
Edward Hines, Jr. VA Hospital
5000 South 5th Ave
Hines, IL, 60141
Country:
UNITED STATES

The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/browse/index/far.

The following solicitation provisions and clause apply to this acquisition:
Provisions
FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services (SEP 2023) (DEVIATION OCT 2025)
FAR 52.252-1 Solicitation Provisions Incorporated by Reference (FEB1998)
https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-52#FAR_52_252_1 (FAR)
http://www.va.gov/oal/library/vaar/index.asp (VAAR)
FAR 52.203-11 Certification and Disclosure Regarding Payments to Influence Certain Federal Transactions (SEP 2023)
FAR 52.203-18 Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements or Statements-Rerepresentation (JAN 2017)
FAR 52.204-7 System for Award Management Registration (NOV 2024)(DEVIATION NOV 2025)
FAR 52.217-5 Evaluation of Options (JUL 1990) (DEVIATION NOV 2025)
FAR 52.225-2 Buy American Certificate (OCT 2022)
VAAR 852.215-72 Notice of Intent to Re-solicit (OCT 2019)
VAAR 852.233-70 Protest Content/ Alternative Dispute Resolution (SEP 2018)
VAAR 852.233-71 Alternate Protest Procedure (SEP 2018)

Clauses

FAR 52.212-4 Contract Terms and Conditions-Commercial Products and Commercial Services (NOV 2023)(DEVIATION OCT 2025)
FAR 52.252-2 Clauses Incorporated by Reference (FEB 1998)
https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-52#FAR_52_252_2 (FAR) and
http://www.va.gov/oal/library/vaar/index.asp (VAAR)
FAR 52.203-6 ALT I. Restrictions on Subcontractor Sales to the Government (NOV 2021)
FAR 52.203-17 Contractor Employee Whistleblower Rights (NOV 2023)
FAR 52.203-19 Prohibition on Requiring Certain Internal Confidentiality Agreements (JAN 2017)
FAR 52.204-13 System for Award Management-Maintenance (OCT 2018)(DEVIATION NOV 2025)
FAR 52.209-6 Protecting the Government s Interest When Subcontracting With Contractors Debarred, Suspended, Proposed for Debarment, or Voluntarily Excluded (JAN 2025)(DEVIATION NOV 2025)
FAR 52.209-10 Prohibition on Contracting with Inverted Domestic Corporations (NOV 2015)(DEVIATION NOV 2025)
FAR 52.217-9 Option to Extend the Term of the Contract (MAR 2000)
Exercise within 5 days
Preliminary notification within 10 days
FAR 52.219-1 Small Business Program Representations (FEB 2024)(DEVIATION NOV 2025)
FAR 52.219-8 Utilization of Small Business Concerns (JAN 2025)(DEVIATION NOV 2025)
FAR 52.219-14 Limitations on Subcontracting (OCT 2022)(DEVIATION NOV 2025)
Compliance required at the contract level
FAR 52.219-33 Nonmanufacturer Rule (SEP 2021)(DEVIATION NOV 2025)
FAR 52.222-19 Child Labor-Cooperation with Authorities and Remedies (JAN 2025)(DEVIATION NOV 2025)
FAR 52.222-35 Equal Opportunity for Veterans (JUN 2020)(DEVIATION NOV 2025)
FAR 52.222-36 Equal Opportunity for Workers with Disabilities (JUN 2020)(DEVIATION NOV 2025)
FAR 52.222-37 Employment Reports on Veterans (JUN 2020)(DEVIATION NOV 2025)
FAR 52.222-40 Notification of Employee Rights Under the National Labor Relations Act (DEC 2010)(DEVIATION NOV 2025)
FAR 52.222-50 Combating Trafficking in Persons (NOV 2021)(DEVIATION NOV 2025)
FAR 52.223-23 Sustainable Products (MAY 2024)(DEVIATION NOV 2025)
FAR 52.225-1 Buy American-Supplies (OCT 2022)(DEVIATION NOV 2025)
FAR 52.226-8 Encouraging Contractors to Ban Text Messaging While Driving (MAY 2024)
FAR 52.232-33 Payment by Electronic Funds Transfer-System for Award Management (OCT 2018)
FAR 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (MAR 2023)
FAR 52.233-3 Protest after Award (AUG 1996)(DEVIATION NOV 2025)
FAR 52.233-4 Applicable Law for Breach of Contract Claim (OCT 2024)(DEVIATON NOV 2025)
FAR 52.240-91 Security Prohibitions and Exclusions (DEVIATION NOV 2025)
FAR 52.244-6 Subcontracts for Commercial Products and Commercial Servies (JAN 2025)(DEVIATION OCT 2025)
VAAR 852.201-70 Contracting Officer s Representative (DEC 2022)
VAAR 852.203-70 Commercial Advertising (MAY 2018)
VAAR 852.219-73 VA Notice to Total Set-Aside for Certified Service-Disabled Veteran-Owned Small Business (JAN 2023)(DEVIATION)
Compliance required by the end of the base term and then by the end of each subsequent option period
VAAR 852.219-76 VA Notice of Limitations on Subcontracting Certificate of Compliance for Supplies and Products (JAN 2023)(DEVIATION)
See attachment
VAAR 852.232-72 Electronic Submission of Payment Requests (NOV 2018)
VAAR 852.237-75 Key Personnel (OCT 2019)
VAAR 852.242-71 Administrative Contracting Officer (OCT 2020)
VAAR 852.246-71 Rejected Goods (OCT 2018)
All quoters shall submit the following:

(1)Â The solicitation number;
(2)Â The name, address, telephone number of the Offeror;
(3)Â The Offeror s Unique Entity Identifier (UEI) and, if applicable, Electronic Funds Transfer (EFT) indicator;
(4)Â Information necessary to evaluate the factors contained in the provision at 52.212-2 or as described in the solicitation;
(5)Â Responses to provisions that require Offeror completion of information, representations, and certifications (other than those collected via the System for Award Management (SAM));
(6)Â Performance Work Statement addressing how the contractor will achieve the outcomes from Statement of Objectives and accompanying performance standards;
(7) A list of products and what will be provided to meet the requirements; and
(8) Key personnel information.
All quotes shall be sent to the contract specialist at brandon.harris@va.gov.

Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of RFO FAR 12. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government. Options will be evaluated at the time of award.
FAR 52.212-2 Evaluation-Commercial Products and Commercial Services:

The following are the decision factors:

Technical: The quotation will be evaluated to the extent to which the quoted products and service approach meet or exceed the needs of the facility. Timeliness and any other relevant considerations may be included.
Past performance: The past performance evaluation will assess the relative risks associated with a quoter s likelihood of success in fulfilling the solicitation s requirements as indicated by the quoter s record of past performance. The past performance evaluation may be based on the contracting officer s knowledge of and previous experience with the supply or service being acquired; customer surveys; past performance questionnaires; Contractor Performance Assessment Reporting System evaluations; or any other reasonable basis.
The Government will evaluate price by adding the total of all line-item prices, including all options. Pricing must include all costs for each period of performance. The total evaluated price will be that sum.
Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://sam.gov/.

Vendors are advised that VA reorganization may necessitate adding additional locations to this contract in the future. Any such additions will be completed by bilateral modification.

To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:
"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."
OR
"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"
Quoters shall list exception(s) and rationale for the exception(s), if any.

Submission of all questions shall be received not later than 10:00 AM Central Time, 3/11/2026 at brandon.harris@va.gov.

Submission of your quote shall be received not later than 10:00 AM Central Time, 3/13/2026 at brandon.harris@va.gov.

Late submissions shall be treated in accordance with the solicitation provision at RFO FAR 52.212-1(c).

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below.
Point of Contact
Brandon Harris
brandon.harris@va.gov
EMAIL ONLY

Attachments/Links