36C24126Q0624.pdf

Special Notice

*= Required Field Special Notice

SUBJECT* Building Automation System (BAS)

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 02301

SOLICITATION NUMBER* 36C24126Q0624

RESPONSE DATE/TIME/ZONE 07-06-2026 10:00AM EASTERN TIME, NEW

YORK, USA

ARCHIVE 15 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

PRODUCT SERVICE CODE* J041

NAICS CODE* 334290

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

VA Boston Healthcare System

Contracting Officer (90C)

940 Belmont Street

Brockton MA 02301

POINT OF CONTACT*

Contract Specialist

Subrena Winfield subrena.winfield@va.gov

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

The Department of Veterans Affairs, Network Contracting Officer (NCO 01) located in Brockton, MA intends to enter a sole source procurement, pursuant to the authority of FAR 6.302-1, with TRANE US Inc. for the following requirement:

Statement of Work (SOW) Building 1 & 2 BAS LON-to-BACnet Controls Upgrade

VA Boston Healthcare System - West Roxbury Campus

1. Background and Need

The VA West Roxbury Campus operates building automation controls that include legacy LON field-controller infrastructure tied into the existing Trane Tracer Building Automation System (BAS). Building 1 & 2 contains multiple SC+ control areas serving critical HVAC and monitoring functions. The intent of this project is to modernize the remaining field-level controls, improve serviceability, and standardize communication on the existing BACnet/open-protocol BAS platform.

The place of performance will be the West Roxbury VA Medical Center which is located at 1400 VFW Parkway, West Roxbury, MA 02132.

2. Objective

Replace/upgrade the listed legacy ATC field controls with Trane Tracer S500 programmable controllers and associated end devices as required for a complete operating controls solution.

Integrate the upgraded controllers into the existing Trane Tracer BAS using BACnet-compatible communication.

Provide programming, graphics, start-up, testing, and turnover documentation necessary for VA Engineering operation and maintenance.

Maintain continuity of HVAC operations through coordinated phasing, outage planning, and VA-approved cutover windows.

3. Contractor Scope of Work

Provide and install all ATC controllers included in the accepted proposal.

Provide and install required control end devices, accessories, wiring terminations, panels, and related materials necessary for the controls upgrade.

Perform engineering, configuration, programming, graphics development, controller start-up, and system commissioning/start-up support.

Provide electrical installation work associated with the controls upgrade, including required low-voltage controls wiring and field terminations.

Integrate controllers and applicable devices into the existing Trane Tracer BAS / SC+ architecture.

Develop and/or update BAS graphics for the upgraded systems and verify operator visibility of points, alarms, trends, and equipment status.

Provide project management, coordination meetings, safety planning, schedule management, and VA coordination throughout execution.

Provide one-year warranty on materials and labor, consistent with the accepted Trane proposal.

4. Specific System Architecture and Equipment Coverage

Building / SC+ New Controllers / BACnet Work

Existing Equipment Controlled / Monitored

Notes

Bldg. 1 (SC+03) 16 new Trane Tracer S500 programmable controllers; 1 existing Symbio 700 converted to BACnet-IP

AC-041, AC-111, AC-141,

AC-241, AC-241 Isolation Rooms, AC-311, AC-311 Isolation Rooms, AC-341, AC-411, AC-441 Backup, AHU Dietetics, GI RTU-1, Main Electrical, PACU, Spinal RTU

Upgrade field controls and integrate to existing Trane BAS/SC+ architecture.

Bldg. 1 (SC+12) 12 new Trane Tracer S500 programmable controllers

AC-021, AC-121, AC-221,

AC-011 HEX, AC-031, AC-

031 HEX, AC-321, AC-351,

AC-351 HEX, AC-421,

Acute Flow Monitoring, Acute Care Isolation Room

Upgrade field controls, update programming/graphics, and verify BAS visibility.

Bldg. 1 (SC+16) 3 new Trane Tracer S500 programmable controllers

AC-431, AC-631, AC-631B Upgrade field controls and complete startup/functional verification.

Bldg. 2 (SC+01) 17 new Trane Tracer S500 programmable controllers

AHU-S-8, CT Scan, AHU-3, S2 AHU, CT-1 & CT-2, GI

Clinic ACH-1, P-1/2/3 CW, P-4/5/6 CHW, PH 1-4, PH 5-

9, Reheat HX-1, S-1 AHU, S-4 AHU, S-4A AHU, S-5

AHU, S-5 Backup AHU, SCHWP-1 through SCHWP-

Upgrade field controls and integrate to existing Trane BAS/SC+ architecture.

Bldg. 2 (SC+08) 10 new Trane Tracer S500 programmable controllers

AHU MRI, MRI exhaust fans, MRI HEX, MRI reheats, patient room reheat 1, patient room reheat 2

Upgrade field controls, update programming/graphics, and verify BAS visibility.

Bldg. 2 (SC+09) 2 new Trane Tracer S500 programmable controllers

OR flow monitoring and relative humidity monitoring

Upgrade monitoring/control points and complete startup/functional verification.

5. Deliverables

1. Project kickoff agenda, schedule, phasing plan, outage/cutover plan, and points of contact list.

2. Controls submittal package identifying controller architecture, controller quantities, control panels, major end devices, point mapping, communication trunks, and integration approach.

3. BAS programming and sequence implementation for the listed equipment, including functional verification of commands, status, alarms, trends, and safeties applicable to the existing systems.

4. Updated BAS graphics for the upgraded systems, including operator navigation, equipment status, alarm display, and key control points.

5. Start-up and commissioning/functional test documentation for each upgraded controller and associated equipment system.

6. As-built controls documentation, final point list, controller addressing/network information, updated drawings/markups, and O&M turnover information.

7. VA Engineering turnover session covering upgraded controllers, graphics, alarms, trends, and routine operation of the modified systems.

8. Warranty documentation confirming one-year warranty on labor and material.

6. Government Responsibilities

Provide access to work areas, mechanical/electrical spaces, BAS workstations, and existing control panels as required.

Coordinate escorts, badging, and site access requirements in accordance with VA policy.

Review and approve contractor submittals, schedule, phasing, outage requests, and cutover windows.

Notify affected departments of approved outages or impacts to HVAC service.

Provide existing drawings, BAS information, and known site conditions available to the Government.

Coordinate infection control, life safety, and interim safety requirements where the work area or hospital operations require additional controls.

7. Quality Assurance, Testing, and Acceptance

Contractor shall perform start-up and functional testing of all upgraded controllers and associated control points before requesting VA acceptance.

Contractor shall demonstrate BAS communication, graphics, alarms, trends, point status, equipment commands, and core control functions to VA Engineering or the designated COR/technical representative.

Deficiencies identified during start-up or VA witnessing shall be documented in a punch list and corrected before final acceptance.

Final acceptance shall occur after completion of installation, successful functional verification, delivery of required turnover documents, and VA confirmation that upgraded systems are operational.

8. Safety, Infection Control, and Site Coordination

Contractor shall comply with all applicable VA site safety, security, infection control, lockout/tagout, and contractor access requirements.

Contractor shall maintain a clean and safe work area and protect existing VA equipment, finishes, and patient-care/support operations from avoidable disruption.

All outages, control cutovers, shutdowns, and equipment impacts shall be approved by VA in advance and coordinated to minimize mission impact.

Hazardous material identification, abatement, and/or removal are excluded from the Trane proposal and shall be addressed through separate VA direction if encountered.

10. Exclusions and Clarifications

Taxes and hazardous material identification, abatement, and/or removal are excluded from Trane’s quoted scope.

Work is limited to the controls upgrade and associated electrical/controls installation described in the accepted proposal and this SOW.

Major mechanical equipment replacement, unrelated mechanical repairs, and repair of unknown concealed conditions are excluded unless separately authorized by the Government.

Any change in scope, additional equipment, or additional VA-requested work shall require Contracting review and approval before execution.

RECORDS MANAGEMENT OBLIGATIONS

A. Applicability

This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes VHA records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their

VHA contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a).

These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, the Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. VHA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VHA or destroyed except in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, the Contractor must report to VHA. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records, and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity.

When information, data, documentary material, records, and/or equipment is no longer required, it shall be returned to VHA control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material, and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VHA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VHA policy.

8. The Contractor shall not create or maintain any records containing any non-public VHA information that is not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The VHA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VHA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

** VHA training for contractors is available in Talent Management System (TMS):

Records Management for Records Officers and Liaisons, Item #3873736

D. Flow down of requirements to subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms, and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

SECUIRTY REQUIREMENT

1. All contractor personnel shall obtain a short-term identification badge issued by the COR or government designated representative. Such badge shall be worn by the individual and prominently displayed at all times while on VA Property. No employee of the contractor shall enter the project site without a valid identification badge issued by the VA. In order to obtain a short-term identification badge, contractor personnel shall present to the COR a valid (non-expired) photo identification issued by a US federal, state or local government agency.

2. The Contractor shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in standard acquisition guidelines. Per the VA handbook 6500.6, no VA sensitive information will be transferred, shared, or stored with said vendor. As such, no additional mechanisms will be needed to ensure the protection of information.

TRANE U.S. Inc. is the only responsible source capable of providing the required system upgrades, controls integration, and OEM-authorized services. Additionally, TRANE U.S. Inc is the only vendor with the required proprietary access rights, technical authority, engineering documentation, programming environments, and certified technicians capable of safely performing the required services.

The NAICS code for this requirement is 334290.

This notice of intent is not a solicitation nor is it a request for proposal. However, all responsible sources may submit a capability statement demonstrating the ability to provide the requested services, in writing by Monday, July 6, 2026, at 10:00AM EST time. Responses should be sent to Subrena Winfield at subrena.winfield@va.gov . Information submitted in response to this notice will be used solely to determine whether competitive procedures could be used for this acquisition. A determination not to open the requirement to competition based upon responses to this notice is solely within the direction of the Government.