J059--Audio Visual Preventative Maintenance
ID: 36C24526Q0176Type: Special Notice
Overview

Buyer

VETERANS AFFAIRS, DEPARTMENT OFVETERANS AFFAIRS, DEPARTMENT OF245-NETWORK CONTRACT OFFICE 5 (36C245)LINTHICUM, MD, 21090, USA

NAICS

Electronic and Precision Equipment Repair and Maintenance (811210)

PSC

MAINT/REPAIR/REBUILD OF EQUIPMENT- ELECTRICAL AND ELECTRONIC EQUIPMENT COMPONENTS (J059)

Original Source

https://sam.gov/workspace/contract/opp/b60c7ef1979142269ec287302f39a94a/view
Timeline
    Description

    The Department of Veterans Affairs is seeking a contractor for the sole source procurement of preventative and unscheduled maintenance for the Audio/Visual (A/V) system located at the Martinsburg Office of Emergency Management. The primary objective is to ensure the functionality and reliability of the A/V system across three conference rooms (208, 212, and 221) through a structured preventative maintenance cycle, which includes inspections, firmware updates, and troubleshooting support. This A/V system is critical for displaying situational awareness information during emergencies, and the original installer, Colossal Contracting LLC, possesses the proprietary knowledge and warranties necessary for its maintenance. The contract, identified by solicitation number 36C24526Q0176, will be a firm fixed-price agreement for one base year, with an anticipated performance period from February 15, 2026, to February 14, 2027. Interested parties can reach out to Cassie White at cassie.white@va.gov for further information.

    Point(s) of Contact
    Cassie WhiteContracting Officer
    (304) 263-0811
    cassie.white@va.gov
    Files
    Title
    Posted
    36C24526Q0176.docx
    The Department of Veterans Affairs (VA) is issuing a special notice for a sole source contract for Audio/Visual (A/V) system preventative and unscheduled maintenance at the Martinsburg Office of Emergency Management. This requirement, with solicitation number 36C24526Q0176, is for annual maintenance of the A/V system in three conference rooms (208, 212, and 221) at 400 Foxcroft Ave, Martinsburg. Colossal Contracting LLC, the original installer, holds proprietary rights to the system diagrams, programming, and warranties, making them uniquely qualified. Any work by unauthorized groups would void warranties and risk system damage. The contract will be a firm fixed-price for one base year, with an anticipated performance period from February 15, 2026, to February 14, 2027. This intent to sole source is in accordance with FAR 5.2 and FAR 6.302-1. For additional information, contact Cassie White at cassie.white@va.gov.
    SOW Video wall and conf room system maintenance.docx
    The Veterans Health Administration (VHA) Emergency Management Coordination Cell (EMCC) requires preventative and unscheduled maintenance for its audio-visual (AV) system. This system is crucial for displaying situational awareness information to VHA leadership during natural and man-made disasters. The AV equipment, recently upgraded at the Foxcroft offices, needs periodic maintenance for firmware and software updates, and troubleshooting for equipment failures. Colossal Contracting LLC, the original installer, holds proprietary knowledge and warranties for the system. The objective is to maintain the entire AV system in three conference rooms (208, 212, and 221) through a preventative maintenance cycle. The vendor will conduct inspections, monitor manufacturer updates, and provide semi-annual visits. A service plan is required, including remote and on-site support during business hours (M-F 0600-1800), quarterly preventative maintenance visits, remote diagnostics, unlimited next-day on-site support, unlimited phone support within one hour, remote system monitoring, complete hardware coverage, and two PM visits per contract year. Preventative maintenance visits involve testing audio/video sources, system controls, projectors, cameras, and general equipment, as well as providing updates and reporting damage or end-of-life issues. The contract includes options for up to four subsequent years.
    Lifecycle
    Title
    Type
    J059--Audio Visual Preventative Maintenance
    Currently viewing
    Special Notice
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