SAM #36C26026Q0520

Building Automation System (BAS) Sustainment, Maintenance, Repair, and Lifecycle Support for VA American Lake Medical Center

The Department of Veterans Affairs is seeking qualified vendors to provide comprehensive sustainment, maintenance, repair, and lifecycle support for the Building Automation System (BAS) at the VA American Lake Medical Center in Tacoma, Washington. - Government Buyer: - Department of Veterans Affairs, Network Contracting Office 20 (NCO 20) - American Lake VA Medical Center - Scope of Work: - Sustainment, maintenance, repair, and lifecycle support for a mission-critical BAS - Includes proprietary hardware, firmware, software, controllers, analytics platforms, and system architecture - 24/7 technical support, preventive and corrective maintenance, hardware replacement (including retired/end-of-life components), system performance optimization, analytics-based monitoring, configuration control, and integration with third-party systems - Support for digital twin platforms and integrated analytics - Unique Requirements: - Access to proprietary software, OEM-derived tools, and non-public technical data - Ability to support multiple BAS manufacturers (no specific OEMs or part numbers listed) - Place of Performance: - VA American Lake Medical Center, Tacoma, WA - Contract Structure: - Base period plus four option years (potential total of five years) - No specific OEMs, part numbers, or quantities are identified in the solicitation. - Vendors must demonstrate capability to support proprietary and multi-OEM BAS environments.

Description

Request For Information (RFI)

RFI: 36C10X24Q0024 Page 3 of 22 Request For Information (RFI)

RFI: 36C10B26Q0316 Page 1 of 22

SUBJECT* RFI Building Automation System (BAS) Sustainment, Maintenance, Repair, and Lifecycle Support.

DESCRIPTION RFI: 36C26026Q0520 Page 22 of 22 Department of Veterans Affairs Request for Information (RFI) 36C26026Q0520 Date: 4/8/2026

INTRODUCTION: This RFI is issued by the Department of Veterans Affairs (VA), for information and planning purposes only and does not constitute a solicitation nor does it restrict the Government as to the ultimate acquisition approach. In accordance with Revolutionary FAR Overhaul 15.101(c), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract.

The purpose of this RFI is to identify qualified vendors, who are able to meet VA requirements for Building Automation System (BAS) Sustainment, Maintenance, Repair, and Lifecycle Support. This RFI is to obtain market information on capable sources of supply, industry best practices, and input specific to the information provided. The Government is not responsible for any cost incurred by industry in furnishing this information. All costs associated with responding to this RFI will be solely at the interested vendor's expense. Not responding to this RFI does not preclude participation in any future Request for Quote (RFQ), if any is issued. Any information submitted by respondents to this RFI is strictly voluntary. All submissions will become Government property and will not be returned. Interested vendors are responsible for adequately marking proprietary, restricted or competition sensitive information contained in their response.

VA intends to award a base + (optional) 4 year contract. The North American Industry Classification System (NAICS) for this requirement is NAICS 561210

RFI RESPONSE INSTRUCTIONS NOTE: The capability package must be clear, concise, and complete. VA is not under any obligation to provide feedback to the company, or to contact the company for clarification of any information submitted in response to this RFI.

RFI responses must include:

Company Information:

Company Name Company Address Point of contact name Telephone number Email address CAGE/SAM UEI under which the company is registered in the System for Award Management (SAM). Socio-Economic Type/Business Size Small Business Administration (SBA) VetCert certification (if applicable).

Provide a summary of your capability to meet the requirements outlined within RFI Section III Requirement Description.

Provide responses to questions.

Responses to this RFI shall be submitted electronically by 16:00 PM PST, April 22, 2026, via email to Jeremiah.Middleton2@VA.gov.

Please note Response to RFI Building Automation System (BAS) Sustainment in the subject line of your response. The email file size shall not exceed 5 MB.

Questions and Answers (Q&A) cut-off date: April 21, 2026, by 12:00 PM PST.

All responsible sources may submit a response in accordance with the following:

All proprietary/company confidential material shall be clearly marked on every page that contains such.

Please keep your response to no more than 3 pages. Responses should be submitted as either a Microsoft Word (.docx) or an Acrobat (PDF) format with Arial or Times New Roman font, 12 pt. minimum that addresses all information. Tables and illustrations may use a reduced font size not less than 8-point and may be landscape. Interested parties should exclude marketing material in order to allow sufficient space for adequately, directly, and substantively responding with the information of most interest to the Government. NO MARKETING MATERIALS ARE ALLOWED AS PART OF THIS RFI.

REQUIREMENT DESCRIPTION: The Department of Veterans Affairs, American Lake VA Medical Center, operates a mission-critical Building Automation System (BAS) supporting clinical, administrative, and infrastructure operations. The BAS includes proprietary hardware, firmware, software, and system architecture components. The BAS controls and monitors HVAC, energy management, alarms, and other building systems essential to continuous facility operations, patient safety, regulatory compliance, and energy efficiency. Due to system age, manufacturer-specific design, and the presence of retired or end-of-life (EOL) components, continued system performance requires contractor support with unique system knowledge, access to non-public technical data, and OEM-derived tools and processes. Functional Requirements: The Contractor shall provide all labor, supervision, tools, materials, proprietary software access, and technical expertise necessary to perform BAS sustainment services, including but not limited to. The scope includes the existing BAS ecosystem, including: Proprietary BAS controllers and field devices Supervisory controllers and servers Operator workstations Networked building controls Integrated analytics, digital twin, and performance optimization platforms Associated firmware, databases, and configuration files Place of Performance: 9600 Veterans Drive, VAMC American Lake BLDG 18 B108,Tacoma WA 98493 Specific Tasks: 24/7 Technical Support Provide continuous (24 hours/day, 7 days/week) access to technical support resources. Support shall include remote diagnostics, troubleshooting, and escalation to on-site response when required.

Performance Standard: Support access available 100% of the time. Preventive Maintenance (PM) Develop a complete PM schedule. Perform scheduled preventive maintenance aligned with OEM recommendations and system condition indicators. PM shall be informed by system analytics, alarm history, and operational trends. Minimum baseline of optimized on-site preventive maintenance hours per month, adjusted as required to maintain system performance. Performance Standard: No missed scheduled PM activities without Government approval. Corrective Maintenance and Repair Diagnose and repair BAS faults, alarms, and failures impacting system operation. Restore affected system components to normal operation. Emergency responses shall focus on stabilizing system functionality, with follow-up corrective actions scheduled as required. Performance Standard: - Emergency response initiated no later than next business day. - System restoration actions documented and reported. Replacement of Retired / End-of-Life Hardware - Support the replacement of failed or retired BAS hardware components. - Manage hardware lifecycle risks associated with obsolete components. - Provide planning, budgeting support, and execution for controller retirements and technology refresh activities to Contracting officer representative (COR) for authorization. - Utilize discounted OEM or OEM-authorized parts and labor rates when available. Performance Standard: Replacement activities completed without loss of system functionality or data integrity. System Performance Optimization Conduct bi-annual system performance evaluations. Provide written recommendations addressing: Energy efficiency Reliability improvements Risk mitigation Lifecycle extension strategies Support optimization of comfort, energy, and carbon outcomes. Performance Standard: Delivery of actionable performance reports within 30 days of evaluation. Digital Twin, Analytics, and System Health Monitoring Provide analytics-based monitoring of system performance, alarms, and asset health. Generate real-time or near-real-time recommendations to optimize system operation and reduce operational risk. Performance Standard: Continuous analytics availability and documented insight reporting. Configuration Control and Documentation Maintain configuration control over system changes. Document all maintenance, repairs, replacements, and configuration modifications. Provide clear service reports and logbook updates. Performance Standard: 100% of work activities documented and submitted to the Government. Coordination with Third-Party Systems Coordinate support for integrated systems or buildings not directly under Contractor control, when required. Provide limited third-party validation and troubleshooting support to maintain system interoperability.

IV. RFI QUESTIONS:

Questions:

What contract vehicle(s) do you recommend for this requirement?

Does your organization have an existing GSA, or other Federal schedule available for this type of requirement?   

What NAICS codes would your company recommend for this action?

1. Can your company provide support for multiple BAS manufacturers ?

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