J063--Physical Access Control (PACS) Maintenance Request for Information

Department of Veterans Affairs Veterans’ Benefits Office Request for Information This is a Request for Information only. This is not a request for quotes, and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted in response to this Request for Information. Respondents will not be notified of the results of this request. The purpose of this notice is to conduct strategic market research, a solicitation may or may not be posted in the future resulting from this notice. Submission Instructions: You are invited to submit a response to this RFI by 2:00 PM EST, 17-June-2026, to Joshua.Gallien@va.gov with RFI #36C10D26Q0117, Physical Access Control (PACS) in the subject line. Telephone inquiries will not be accepted or acknowledged. Requested information: Company / Institute Name: _______________________________________________________ Point of Contact: _______________________________________________________________ E-mail Address: ________________________________________________________________ Unique Entity Identifier (UEI) #: ___________________________________________________ Attachment: Template Performance Work Statement for Physical Access Control (PACS) maintenance Services. We ask that industry provide comments, offer suggestions, provide industry standards or best practices that are suggested to be added to the performance work statement. Are there any standard certifications / licensing that the Government should be requesting from industry? Suggestions will be considered for addition to the performance work statement. Thank you in advance for your time and consideration. Department of Veterans Affairs (VA) Veterans Benefits Administration (VBA) Statement of Work (SOW) Physical Access Control System (PACS) Preventative Maintenance SCOPE: The Contractor shall provide all personnel, equipment, tools, material, supervision, and quality control necessary to perform preventative maintenance, inspections and updates/upgrades to the Physical Access Control System (PACS) equipment at the Department of Veterans Affairs, (Veterans Benefits Administration – (Insert VBA Regional Office name here) PLACE OF PERFORMANCE / HOURS OF OPERATION: (Insert VBA Regional Office address here) Normal Business Hours are (Insert hours of operation here) Work at the site will not take place on Federal Holidays or weekends. If a Federal Holiday falls on a day scheduled for services, the services will resume the next official workday between the scheduled hours. Contractor shall contact the facility Point of Contract (POC) at least one hour prior to arrival at the station by calling the POC’s direct extension. PERIOD OF PERFORMANCE: The period of performance shall be one (1) base year (12 months) with four (4) potential (1) option years to be exercised at the discretion of the Contracting Officer. Government Furnished Equipment: N/A Definitions: 5.1 Business days – Monday through Friday excluding Federal Holidays POST AWARD – MEETINGS / PROGRESS MEETINGS: The contractor shall attend (virtually) any post award meetings convened by the Contracting Officer (CO), Contract Specialist (CS) or facility POC. Meetings shall discuss contract performance, lessons learned, issues identified or any other topic deemed necessary by the Government. CONTRACTOR QUALIFICATIONS: The contractor or subcontractor shall be an approved reseller and manufacturer-authorized technician for (state the currently installed PACs System here) for the duration of the contract term. PREVENTATIVE MAINTENANCE: The Contractor shall provide services required under this contract within normal business hours except on recognized federal holidays or when the Government facility is closed due to local/national emergencies, administrative closures, or similar Government directed facility closings. The first inspection shall take place within 30 business days of the period of performance start date, each following inspection will take place every three (3) months, unless otherwise approved by the facility POC. Provide preventative maintenance on a day mutually agreed on by the Government and the contractor for the devices indicated on the Equipment Inventory List. Equipment List: (Complete the following table for all equipment that requires maintenance) Equipment Inventory List Item No. Part Number: Description: Serial Number: Quantity: Location: 1 2 3 4 5 6 7 8 9 10 11 Four (4) times a year (quarterly) - Verify functionality of access control doors, duress/panic buttons and head end equipment. Four (4) times a year (quarterly) - Perform back up of the system database. Four (4) times a year (quarterly) – Conduct software maintenance and functionality tests to include installation of software & firmware updates / patches to all equipment. Provide manufacturer software technical help desk support and update support as needed at no additional cost to the Government. Four (4) times a year (quarterly) - Perform preventive maintenance inspections of the security system. Maintenance inspection shall include but not limited to: Operational testing of all PACS equipment. Load Testing of all power supplies and back-up batteries in all systems, Cleaning and adjusting of all equipment Checking equipment for loose mountings or connections, adjusting electric locks, etc. PREVENTATIVE MAINTENANCE REPORTING: Within five (5) business days of the inspection date, the Contractor shall prepare and submit to the facility POC an electronic report and shall include but not limited to: Name of Employee/s providing services Date and time of service Operational test results to include but not li…