5999--New Building Automation System (BAS) Sustainment, Maintenance, Repair, and Lifecycle | PO: VA American Lakes Campus, Tacoma, Washington

Description

{"description":"Request For Information (RFI)\n\n\nRFI: 36C10X24Q0024\nPage 3 of 22\nRequest For Information (RFI)\n\nRFI: 36C10B26Q0316\nPage 1 of 22\n\nSUBJECT*\nRFI Building Automation System (BAS) Sustainment, Maintenance, Repair, and Lifecycle Support.\n\nDESCRIPTION\nRFI: 36C26026Q0520\nPage 22 of 22\nDepartment of Veterans Affairs\nRequest for Information (RFI)\n36C26026Q0520\nDate: 4/8/2026\n\nINTRODUCTION:\nThis 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. \n\nThe 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.\n\nVA intends to award a base + (optional) 4 year contract. The North American Industry Classification System (NAICS) for this requirement is NAICS 561210 \n\nRFI RESPONSE INSTRUCTIONS\nNOTE: 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. \n\nRFI responses must include: \n\nCompany Information:\n\nCompany Name\nCompany Address\nPoint of contact name\nTelephone number\nEmail address\nCAGE/SAM UEI under which the company is registered in the System for Award Management (SAM).\nSocio-Economic Type/Business Size \nSmall Business Administration (SBA) VetCert certification (if applicable).\n\nProvide a summary of your capability to meet the requirements outlined within RFI Section III Requirement Description. \n\nProvide responses to questions.\n\nResponses to this RFI shall be submitted electronically by 16:00 PM PST, April 22, 2026, via email to Jeremiah.Middleton2@VA.gov.\n\nPlease 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.\n\nQuestions and Answers (Q&A) cut-off date: April 21, 2026, by 12:00 PM PST.\n\nAll responsible sources may submit a response in accordance with the following:\n\nAll proprietary/company confidential material shall be clearly marked on every page that contains such.\n\nPlease 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. \n \nREQUIREMENT DESCRIPTION:\nThe 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.\nThe BAS controls and monitors HVAC, energy management, alarms, and other building systems essential to continuous facility operations, patient safety, regulatory compliance, and energy efficiency.\nDue 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.\nFunctional Requirements:\nThe 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.\nThe scope includes the existing BAS ecosystem, including:\nProprietary BAS controllers and field devices\nSupervisory controllers and servers\nOperator workstations\nNetworked building controls\nIntegrated analytics, digital twin, and performance optimization platforms\nAssociated firmware, databases, and configuration files\nPlace of Performance:\n9600 Veterans Drive, VAMC American Lake BLDG 18 B108,Tacoma WA 98493\nSpecific Tasks:\n24/7 Technical Support\nProvide continuous (24 hours/day, 7 days/week) access to technical support resources.\nSupport shall include remote diagnostics, troubleshooting, and escalation to on-site response when required.\n\nPerformance Standard:\nSupport access available 100% of the time.\n Preventive Maintenance (PM) \nDevelop a complete PM schedule.\nPerform scheduled preventive maintenance aligned with OEM recommendations and system condition indicators.\nPM shall be informed by system analytics, alarm history, and operational trends.\nMinimum baseline of optimized on-site preventive maintenance hours per month, adjusted as required to maintain system performance.\nPerformance Standard:\nNo missed scheduled PM activities without Government approval.\nCorrective Maintenance and Repair\nDiagnose and repair BAS faults, alarms, and failures impacting system operation.\nRestore affected system components to normal operation.\nEmergency responses shall focus on stabilizing system functionality, with follow-up corrective actions scheduled as required.\nPerformance Standard:\n- Emergency response initiated no later than next business day.\n- System restoration actions documented and reported.\nReplacement of Retired / End-of-Life Hardware\n- Support the replacement of failed or retired BAS hardware components.\n- Manage hardware lifecycle risks associated with obsolete components.\n- Provide planning, budgeting support, and execution for controller retirements and technology refresh activities to Contracting officer representative (COR) for authorization.\n- Utilize discounted OEM or OEM-authorized parts and labor rates when available.\nPerformance Standard:\nReplacement activities completed without loss of system functionality or data integrity.\nSystem Performance Optimization\nConduct bi-annual system performance evaluations.\nProvide written recommendations addressing:\nEnergy efficiency\nReliability improvements\nRisk mitigation\nLifecycle extension strategies\nSupport optimization of comfort, energy, and carbon outcomes.\nPerformance Standard:\nDelivery of actionable performance reports within 30 days of evaluation.\n Digital Twin, Analytics, and System Health Monitoring\nProvide analytics-based monitoring of system performance, alarms, and asset health.\nGenerate real-time or near-real-time recommendations to optimize system operation and reduce operational risk.\nPerformance Standard:\nContinuous analytics availability and documented insight reporting.\nConfiguration Control and Documentation\nMaintain configuration control over system changes.\nDocument all maintenance, repairs, replacements, and configuration modifications.\nProvide clear service reports and logbook updates.\nPerformance Standard:\n100% of work activities documented and submitted to the Government.\nCoordination with Third-Party Systems\nCoordinate support for integrated systems or buildings not directly under Contractor control, when required.\nProvide limited third-party validation and troubleshooting support to maintain system interoperability.\n\nIV. RFI QUESTIONS:\n\nQuestions:\n\nWhat contract vehicle(s) do you recommend for this requirement?\n\nDoes your organization have an existing GSA, or other Federal schedule available for this type of requirement?   \n\nWhat NAICS codes would your company recommend for this action?\n\n4. Can your company provide support for multiple BAS manufacturers ? \n\n"}