CHEYENNE VA MEDICAL CENTER LIVE UNIT CAMERA SYSTEM  Disclaimer: This Request for Information (RFI) is issued solely for market research information and planning purposes and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. Responses to this notice are NOT offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI. Information Requested from Industry: In response to the Sources Sought, interested Contractors shall submit the following information and any Capabilities/Qualifications Statement to include but not limited to an overview of proposed solution(s) and a description of the product your company possesses in accordance with the Statement of Work draft / Salient Characteristics List. Responses to market research table questionnaire shall be submitted. If this information is not provided, then it will be assumed the entire requirement cannot be met. Description of Requirement: The Department of Veterans Affairs, Veterans Health Administration (VHA), Network Contracting Office 19 (NCO 19) is conducting a market survey and is seeking potential sources for live unit camera system for Cheyenne, Wyoming VA Medical Center. ThisIF this will be a VISN contract state that here. Sources Sought Notice is issued for information and planning purposes only. This is not a solicitation or a request for proposal and shall not be construed as an obligation or commitment by the Government. An award will not be made on any offers submitted in response to this notice, and it shall not be implied the Government is committed to providing any solicitation or award following this notice. The Government will not pay for any information received in response to this request, nor will the Government compensate a respondent for any costs incurred in developing the information provided. Department of Veterans Affairs Cheyenne VA Medical Center 2360 E. Pershing Blvd. Cheyenne WY 82001 USA Performance Work Statement: I. Description of Services Providing mobile camera trailers into VA hospital security aims to enhance surveillance and monitoring capabilities by providing continuous, real-time coverage of critical areas, thus improving incident management and response times. The visible presence of these trailers acts as a deterrent to criminal activities while ensuring the safety of patients, staff, and visitors through quick deployment and advanced security features. Additionally, this technology aids in regulatory compliance, optimizes resource use, and builds community confidence by demonstrating a commitment to a secure and safe environment, thereby supporting overall operational efficiency, stakeholder trust and safety. II. Scope of Work The purpose of this requirement is to lease and integrate two mobile trailers into the security VA hospital security operations seeking to significantly enhance surveillance and monitoring capabilities by delivering continuous, real-time coverage of critical areas. Period of Performance will be base year plus 4 option years. This integration is designed to improve incident management and expedite response times. The conspicuous presence of these trailers acts as a strong deterrent to criminal activities while ensuring the safety of patients, staff, and visitors through rapid deployment and cutting-edge security features. Moreover, this technology facilitates regulatory compliance, maximizes resource utilization, and fosters community confidence by underscoring a steadfast commitment to maintaining a secure and safe environment, thereby bolstering overall operational efficiency and garnering stakeholder trust. III. Requirements This requirement must provide the rental of two mobile camera trailers, which are able to be used for surveillance, security, and monitoring in various extreme weather environments and associated services. 1. 2 Mobile Camera Trailer Units: a. The trailers will be fully assembled with mounted cameras. b. Solar panels and battery systems for power. c.Built-in storage for data recording. d. Pan-tilt-zoom (PTZ) cameras for comprehensive coverage. 2. Surveillance Equipment: a. High-definition cameras b. Night vision capabilities c. Motion detection sensors d. License plate recognition (LPR) System. 3. Software and monitoring services: a. Remote access to live video feeds via web or mobile applications b. Cloud storage for video footage c. Real-rime alerts and notification d. Analytics and Axon reporting tools. 4. Connectivity and Infrastructure: a. Cellular or satellite communication modules for remote locations b. Ethernet and Wi-Fi capable and integrate with current Axon body cameras and Axon reporting software. IV. Timeline/Milestone - The projected timeline for integrating mobile camera trailers at VA hospitals will be completed within two months once awarded. In the first two weeks, we will define the project scope, objectives, assign roles, and develop an initial project plan, followed by conducting site assessments. By Week 4, we will finalize equipment specifications, place procurement orders, and prepare sites for installation. In Weeks 5 and 6, we will verify equipment delivery, install the trailers, and integrate them with existing security systems. Weeks 7 and 8 will be dedicated to comprehensive testing and validation, conducting training sessions for security personnel, and completing the operational handover. The project will conclude with the compilation of final reports and stakeholder acceptance, ensuring the mobile camera trailers are fully operational within this two-month timeframe. V. Acceptance Criteria Project Charter and Stakeholder Analysis are documented and approved by all relevant stakeholders. Initial Project Plan, including timeline, budget, and resources, are reviewed and signed off by the project manager and security specialist. 1. Acceptance Criteria: A comprehensive Site Assessment Report is completed, detailing the optimal locations for camera trailer deployment. Recommended deployment locations are approved by the Chief of Police and Physical Security Specialist. Equipment Procurement and Scheduling Procurement Plan is finalized, and all necessary equipment specifications are detailed. Purchase orders are placed, and delivery schedules are confirmed, with a documented Inventory List upon receipt of equipment. Delivery and Pre-Installation Preparation All ordered equipment is delivered, inspected, and verified as per the Inventory List. Pre-installation site preparations are completed, including any necessary infrastructure adjustments, and are signed off by the Installation Team Lead. Installation and Integration Mobile camera trailers are installed at designated locations, with physical installation verified against installation guidelines. The trailers are successfully integrated with the existing security systems and network infrastructure, ensuring compatibility and functionality. Integration and Configuration Documentation is completed and approved by the IT Manager. Testing and Validation A comprehensive Testing Plan is executed, covering functionality, connectivity, video feed quality, and system reliability. All identified issues during testing are resolved, and a Test Results Report confirming system performance is approved by the Project Manager and IT Manager. System Validation Sign-off is completed, confirming that the camera trailers meet all technical requirements and operational standards. Training and Operational Handover Training sessions are conducted for all relevant security personnel, with training materials provided. Post-training assessments confirm that security personnel are proficient in the operation and maintenance of the new equipment. A Support and Maintenance Plan is provided, outlining ongoing technical support protocols. Full Operational Handover is completed, with sign-off from the Security Director confirming readiness for operational use. Project Closeout Final Project Completion Report is submitted, detailing all phases of the project and overall outcomes. Lessons Learned Document is created to capture key insights and improvements for future projects. Final Acceptance Statement is obtained from key stakeholders, including the Project Manager, Security Director, and Compliance Officer, confirming that all project deliverables have been met to their satisfaction. VI. Payment Terms - Defining payment terms is a crucial aspect of a Statement of Work (SOW) to ensure that all parties clearly understand how and when payments will be made. These payment terms ensure that the project is financially structured to support its successful completion, aligning payments with tangible progress and deliverables. Below are proposed payment terms for the project of integrating camera trailers into a VA hospital's existing security system: Payment Method: Payments will be made via electronic funds transfer (EFT) within 60 days of receiving an invoice. Invoice Submission: Invoices should be submitted once the acceptance phase of the project is completed and should include detailed descriptions of the completed tasks along with any supporting documentation. Payment Adjustments: Adjustments to payment terms may be made upon mutual agreement if there are significant changes in the project scope or timeline. In response to this announcement, please provide the information requested below requested in this market research table questionnaire. If this information is not provided, then it will be assumed the entire requirement cannot be met: NAICS Code: Company Name: Address: UEI (Unique Entity ID) Number: Contact Name: Phone No.: Email: Business Size Information - Select all that applies: Small Business Emerging Small Business Small Disadvantaged Business Certified under Section 8(a) of the Small Business Act HUBZone Woman Owned Certified Service-Disabled Veteran Owned Small Veteran Owned Small Business Large Business FSS/GSA Contract Holder: Yes No FSS/GSA Contract Number: Effective Date/ Expiration Date: Proposed solution is listed and available on the above FSS/GSA Contract: Yes No Available pricing structure of proposed solution (select all that are applicable below, or remove toDelete highlighted verbiage once pricing structure for RFI is determined. fit your requirement): Pricing Model Please Indicate Availability Below: (Yes / No / NA) All on FSS Open Market only Mix of FSS & Open Market (CPRR) Cost Per Reportable Result Cost Per Test(CPT) Reagent Rental Agreement Equipment Rental with Reagent PurchaseChoose the correct pricing structure that is applicable to your requirement. Any option/s-Row/s that are not applicable need to be deleted. Fixed Monthly Charge Firm-Fixed Price Other: (Please explain) Federal Acquisition Regulation (FAR) Market Rearch Questions: Buy American Act RFO 52.225-1 and RFO 52.225-2 Buy American Certificate What percentage of the proposed product (including leases and rentals) is a: Domestic end product? _____________ (%) Foreign end product? _______________ (%) Country of Origin: Questions for Small Businesses ONLY: Limitations on Subcontracting RFO 52.219-14 What percentage of the work would be subcontracted to another company? ________ What is the business size of the subcontractor?______ Per RFO 52.219-14 the following conditions must be met: Services (except construction), it will not pay more than 50 percent of the amount paid by the Government for contract performance to subcontractors that are not similarly situated entities. Any work that a similarly situated entity further subcontracts will count towards the prime contractor's 50 percent subcontract amount that cannot be exceeded. When a contract includes both services and supplies, the 50 percent limitation shall apply only to theRemove if not applicable service portion of the contract; Supplies (other than procurement from a nonmanufacturer of such supplies), it will not pay more than 50 percent of the amount paid by the Government for contract performance, excluding the cost of materials, to subcontractors that are not similarly situated entities. Any work that a similarly situated entity further subcontracts will count towards the prime contractor's 50 percent subcontract amount that cannot be exceeded. When a contract includes both supplies and services, the 50 percent limitation shall apply only to the supply portion of the contract; If subcontracting, what added value do you offer (RFO 52.215-23): Nonmanufacturer Rule (RFO 52.219-33): Does your company manufacturer these proposed items? [ ] yes [ ] no Does your company exceed 500 employees? [ ] yes [ ] no If yes, list # of employees: _________ Does your company primarily engaged in the retail or wholesale trade and normally sells the type of item being supplied? [ ] yes [ ] no Does your company take ownership or possession of the item(s) with its personnel, equipment or facilities in a manner consistent with industry practice? [ ] yes [ ] no Does your company supply the end item of a small business manufacturer, processor or producer made in the United States, or obtains a waiver of such requirement pursuant to paragraph (b)(5) CFR 121.406. [ ] yes [ ] no If yes, what is the manufacturer s name? ________________ Response Instructions: Do not provide more than 8 pages, including cover letter page. Submit your response via email to
[email protected] Submit your response NLT 12:00 PM (EST) on Friday, April 24, 2026; Mark your response as Proprietary Information if the information is considered business sensitive. VA has identified the appropriate North American Industry Classification System (NAICS) Code, 561621, Security Systems Services (except Locksmiths) This U.S. industry comprises establishments primarily engaged in (1) selling security alarm systems, such as burglar and fire alarms, along with installation, repair, or monitoring services or (2) remote monitoring of electronic security alarm systems. Establishments primarily engaged in-- Alarm system monitoring services Alarm systems sales combined with installation, repair, or monitoring services Burglar alarm monitoring services Burglar alarm sales combined with installation, repair, or monitoring services Fire alarm monitoring services Fire alarm sales combined with installation, repair, or monitoring services Security alarm systems sales combined with installation, repair, or monitoring services Security system monitoring services Please identify and explain any NAICS codes your company believes would better represent the predominant work included in the section entitled, Performance Work Statement. (End of Sources Sought)