J059--Special Notice of Intent to Sole Source - FY27 SERVICE - Motorola LMR Service and Maintenance (Base Plus 4) | Canandaigua VA Medical Center

erhaul (RFO) Federal Acquisition Regulation (FAR) Part 6.103-1 - Only one responsible source and no other supplies or services will satisfy agency requirements. Place of Performance: Department of Veterans Affairs VA Finger Lakes Healthcare System Canandaigua VA Medical Center 400 Fort Hill Avenue Canandaigua, NY 14424-1159 Purpose and Objectives: The Contractor will provide a one (1) base year to start on October 1st, 2026, plus four (4) option years support and preventative maintenance service on the existing Motorola Land Mobile Radio (LMR) System, providing all maintenance services to include: service desk, technical support, onsite support, preventative maintenance, hardware repair, security patch, software updates, hardware upgrades, implementation and integration and compliance. All services shall sustain operational reliability and ensure compliance for VA owned Motorola LMR equipment located at the Canandaigua VA Medical Center in accordance with Original Equipment Manufacturer (OEM) specifications. The Contractor shall be authorized by the Original Equipment Manufacturer (OEM) in the repair of all equipment listed within this contract. The OEM for this requirement is Motorola Solutions, Inc. Contractor shall maintain qualifications throughout entire contract period. Qualification includes but not limited to OEM certification of all repair persons and repair facilities by the OEM as being qualified to perform required repairs. The Government shall maintain the right to seek proof of qualification prior to award and anytime during contract period of performance. General Requirements The contractor must comply with the following general requirements: A. Scope The Contractor shall provide all labor, materials, tools, equipment, supervision, and technical expertise necessary to maintain and support the Motorola Land Mobile Radio (LMR) communications infrastructure at the Department of Veterans Affairs (VA) facility in Canandaigua, NY. Services shall sustain operational reliability, ensure compliance with manufacturer specifications, and support both corrective and preventative maintenance needs. B. Service Desk Requirements The Contractor shall maintain a service desk capable of recording, tracking, and updating Service Requests, Change Requests, Dispatch Requests, and Service Incidents. The system used shall support full lifecycle tracking and documentation of service activities. C. Technical Support Requirements The Contractor shall provide remote technical assistance via telephone consultation and troubleshooting. Support must be able to diagnose and resolve infrastructure performance issues, operational disruptions, and system functionality concerns. D. Onsite Support Requirements The Contractor shall provide qualified technicians capable of responding to onsite dispatch service calls. Technicians shall perform diagnostics on infrastructure hardware, including Field Replacement Units (FRUs), identify defective components, and restore system functionality through component replacement. E. Preventative Maintenance Requirements The Contractor shall conduct annual preventative maintenance of all designated infrastructure and network components. Preventative maintenance shall include operational testing, alignment verification, hands-on inspection, and diagnostic evaluation to ensure continued compliance with original manufacturer specifications. F. Hardware Repair Requirements The Contractor shall provide depot-level repair services for Motorola-provided hardware and specified third-party infrastructure equipment integral to the VA s radio system solution. G. Security Patch Requirements The Contractor shall provide security patches that have been pre-tested and validated for compatibility with the VA s radio infrastructure. H. Software Update Requirements The Contractor shall provide certified software releases that improve system functionality, support commercial operating system updates, and maintain compatibility with existing VA system requirements. I. Hardware Upgrade Requirements When required to support a software release update, the Contractor shall provide replacement or upgraded hardware components that maintain existing capabilities while supporting enhanced software features. J. Implementation & Integration Requirements The Contractor shall plan, coordinate, and implement required system updates across the VA Canandaigua facilities. Implementation shall include factory integration, testing, logistics coordination, and supply chain management associated with new hardware and software deployments. K. Compliance Requirements All services provided under this SOW shall comply with applicable VA policies, manufacturer specifications, VA security requirements, and federal standards governing communications system maintenance. Response: Responses to this Special Notice should be able to demonstrate the firm's ability, capability, and responsibility to deliver the service listed above. The purpose of this Special Notice announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. No funds have been authorized, appropriated, or received for this effort. Responses should include the following information: Business name, address, business size and Socioeconomic Category (HUBZone, 8(a), Service Disabled Veteran, Small Business, Large Business, etc.), and point of contact to include e-mail address and telephone number. All offerors must be registered in the System for Award Management (www.sam.gov) and Representations and Certifications must be completed prior to any future award. Supporting evidence must be furnished in sufficient detail to demonstrate the ability to provide the full maintenance, repair and upgrade services on equipment listed. Determination by the Government not to compete this proposed contract based on responses to this notice is solely within the discretion of the Government. Important information: The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this special notice request. This special notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 811210 ($34 Million). Any offeror capable of providing this service shall notify the Contracting Officer by email within 10 calendar days from the date of the publication of this Special Notice. All information must be submitted via e-mail to: Julie.monaganbarnard@va.gov