36C24126Q0717.pdf

Special Notice

*= Required Field Special Notice

SUBJECT* Facilities Drawing, Space Data and Capital Asset Inventory Maintenance Services

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 02301

SOLICITATION NUMBER* 36C24126Q0717

RESPONSE DATE/TIME/ZONE 08-10-2026 10:00AM EASTERN TIME, NEW YORK, USA

ARCHIVE 15 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

PRODUCT SERVICE CODE* R799

NAICS CODE* 541511

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

VA Boston Healthcare System Brockton VA Medical Center 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 into a sole source procurement, pursuant to the authority of FAR 6.302-1, with VLOGIC SYSTEMS, Inc for the following requirement:

STATEMENT OF WORK

Facilities Drawing, Space Data, and Capital Asset Inventory Maintenance Services

VA Boston Healthcare System

1. Background

VA Boston Healthcare System (VABHS) maintains an existing digital repository of architectural floor plans, room and space attributes, and Capital Asset Inventory (CAI) information for its medical centers and outpatient clinics. Construction projects and in-house renovations continuously change room layouts, doors, walls, counters, fixed equipment, departmental assignments, and other space information. The Government requires recurring professional and technical services to keep the authoritative drawing and space-data repository current and usable for facility planning, project development, space management, emergency planning, and capital asset reporting.

The primary purpose of this requirement is the recurring professional and technical maintenance of VA facility drawings and associated room, space, and Capital Asset Inventory data. Continued access to and maintenance within the existing contractor-hosted repository is an integral supporting component of the services because completed drawing and data updates must be synchronized, revision-controlled, published, and made retrievable within the VA’s current production environment. The requirement does not include development or implementation of a new software system or acquisition of a Government-owned stand-alone software product.

2. Objective

The objective is to maintain accurate, current, and retrievable facility floor plans and associated room, space, and CAI data for all covered VABHS locations, including incorporation of changes resulting from completed construction projects, maintenance alterations, and in-house renovations.

3. Scope

The Contractor shall provide all management, labor, professional drafting expertise, field-verification capability, quality control, secure hosted repository access, and other resources necessary to maintain the existing VABHS drawing and space-data repository. Work shall be initiated and prioritized by the Contracting Officer's Representative (COR) through Government-provided redlines, record drawings, project closeout documents, written space-data changes, or requests for field verification.

The Contractor shall not make independent design decisions or certify design compliance. When source information is incomplete or contradictory, the Contractor shall identify the discrepancy and obtain written COR direction before finalizing the affected record.

4. Specific Tasks

4.1 Repository Validation and Transition

• Within 30 calendar days after award, review the existing drawing and data repository and provide an inventory identifying each covered site, building, floor, available native drawing file, current PDF, and associated room/space data set.

• Confirm Government user access and establish a controlled method for the COR and designated staff to submit source files, redlines, and requested changes and to retrieve completed deliverables.

• Identify missing, corrupted, duplicate, or conflicting records and provide a recommended resolution list to the COR. The Contractor shall not delete or supersede a Government record without COR approval.

4.2 Architectural Floor Plan and Drawing Updates

• Update existing architectural floor plans to incorporate changes documented by VA-approved redlines, record drawings, as-built drawings, project closeout documents, or written COR direction after completion of construction projects or in-house renovations.

• Maintain room boundaries, room numbers, wall and opening locations, doors and door swings, columns, windows, fixed counters, sinks, major architectural jogs, and other elements needed for accurate space plans.

• Maintain drawing layers, symbols, naming conventions, room-polylines, and file structure in accordance with applicable VA drawing standards and the conventions of the existing repository.

• For each completed request, provide the updated native drawing file and a searchable PDF, update the hosted repository, and record the source, date, preparer, and description of the revision in a revision log.

• Routine maintenance includes updates to existing drawings. Creation of a complete new building drawing set, design services, construction documents, or a full-campus re-baseline survey is outside the recurring scope unless expressly included by contract modification or a separately priced line item.

4.3 Field Verification

• When directed by the COR, perform non-destructive onsite verification to reconcile existing floor plans with observed conditions.

• Field verification may include room dimensions; wall and column locations; doors and door swings;

window locations; counters; sinks; fixed architectural elements; room numbers; room descriptions;

organizational assignment; space function; CAI space driver; and available workstation count. Occupancy or patient information shall not be collected.

• Document unresolved conditions and assumptions and obtain COR direction before final record updates.

Field work shall not disrupt patient care or facility operations.

• Unless a separate travel line item is established, all travel necessary to perform directed onsite work shall be included in the applicable fixed price.

4.4 Space and Capital Asset Inventory Data Maintenance

• Update room and space attributes supplied or approved by the VA, including room number, room name/description, space function, service or department assignment, cost center when provided, CAI space driver, and available workstation count.

• Synchronize room polygons and related database records with the current floor plan. The Contractor shall not infer an organizational assignment, space function, or CAI value when Government direction is not clear.

• Provide standard reports or exports of room, space, and CAI records at COR request.

4.5 Secure Web Portal and Repository Access (Ancillary to the Services)

• Provide designated VA users with secure web-based access throughout the period of performance to submit source documents, review work in progress when available, and retrieve current drawings and approved data exports.

• The hosted environment shall maintain a current FedRAMP authorization at Low impact or higher, or another authorization level accepted in writing by the VA. FedRAMP status does not, by itself, replace any VA authorization-to-use, security review, or contract security requirement.

• No Contractor-owned device shall connect to the VA internal trusted network unless separately authorized in writing. No protected health information, patient information, or other data outside the approved system boundary shall be uploaded to the hosted repository.

• Provide role-based access, user account administration, revision history, and secure transfer of files using Government-approved methods.

4.6 Work Request Management and Quality Control

• Acknowledge each COR work request within two business days.

• Within five business days after receipt of complete source information, provide the COR an estimated completion date. Completion dates shall be based on the complexity and volume of the requested update and shall be subject to COR approval.

• Perform an independent quality-control review before release. Quality control shall verify geometry, room numbering, layer use, file opening, PDF legibility, database synchronization, and consistency with the Government-approved source information.

• Correct Contractor-caused errors at no additional cost within five business days after notification, or within another period approved by the COR based on complexity.

4.7 Training and User Support

• Provide remote orientation and refresher training for designated VA users on file submission, drawing retrieval, standard reports/exports, and user administration functions applicable to the hosted repository.

• Provide electronic user guides or recorded training materials and respond to routine user-support questions during normal business hours.

5. Deliverables and Performance Standards

Deliverable Minimum Content / Acceptance Requirement Due

Repository inventory and issue list

Covered sites/buildings/floors, source-file status, user-access status, and identified discrepancies.

Within 30 calendar days after award

Updated drawing package

Updated native drawing, searchable PDF, hosted-repository update, and revision-log entry consistent with approved source information.

Per COR-approved schedule for each request

Field verification package

Field notes, marked plan, discrepancy list, and resulting drawing/data updates.

Per COR-approved schedule after site visit

Space/CAI data update or export

Updated room/space records synchronized to floor-plan geometry and requested report/export.

Per COR-approved schedule

Monthly activity report

Requests received, status, completed updates, open issues, site visits, training, and support actions.

By the fifth business day of the following month

Annual and end-of-contract data export

Complete current native drawings, PDFs, room/space/CAI export, revision history, and available data dictionary/file index in non-proprietary or commonly used formats.

Annually and within 30 calendar days before contract completion

6. Government-Furnished Information and Government Responsibilities

• Provide available CAD files, PDFs, record drawings, redlines, project closeout documents, and written data changes needed to perform each request.

• Identify the COR and designated Government users; establish request priorities; approve schedules;

resolve discrepancies; and provide timely review and acceptance decisions.

• Provide coordinated site access, escorts when required, and facility points of contact for approved field-verification visits.

• No Government-furnished equipment is anticipated. Government-furnished information remains Government property and shall be protected from unauthorized use or disclosure.

7. Inspection and Acceptance

The COR will inspect deliverables for conformity with the approved source information, legibility, file functionality, repository synchronization, and completion of the required revision record. Acceptance will be documented by email or within the Government's contract administration system. Deliverables containing material errors or omissions may be rejected and shall be corrected at no additional cost.

8. Data Ownership, Portability, and Records

All VA-furnished drawings and data, and all updated drawings, metadata, room/space/CAI records, revision logs, and exports produced under this contract, are Government records. The Contractor shall not restrict Government access to or reuse of these records.

9. Places of Performance

Remote work may be performed from the Contractor's facilities. Onsite work, when directed, may occur at the following VABHS locations:

• Brockton VA Medical Center, 940 Belmont Street, Brockton, MA 02301-5596.

• Jamaica Plain VA Medical Center, 150 South Huntington Avenue, Boston, MA 02130-4817.

• West Roxbury VA Medical Center, 1400 VFW Parkway, West Roxbury, MA 02132-4927.

• Causeway VA Clinic, 251 Causeway Street, Boston, MA 02114.

• Framingham VA Clinic, 61 Lincoln Street, Suite 112, Framingham, MA 01702-8264.

• Lowell VA Clinic, 130 Marshall Road, Lowell, MA 01852-5130.

• Plymouth VA Clinic, 116 Long Pond Road, Plymouth, MA 02360-2663.

• Quincy VA Clinic, 110 West Squantum Street, Quincy, MA 02171-2122.

10. Hours, Site Access, and Conduct

Normal Government hours are Monday through Friday, 7:30 a.m. to 4:00 p.m. Eastern Time, excluding Federal holidays. The Contractor shall provide at least three business days advance notice for planned onsite visits. Work outside normal hours requires COR approval and at least five business days advance notice unless an emergency schedule is authorized.

Contractor personnel shall check in as directed, wear visible identification, obtain visitor badges, park only in designated areas, comply with VHA smoke-free requirements, and follow all applicable Federal, State, local, VA safety, fire, security, and conduct requirements. Contractor personnel shall be escorted where required and shall not possess weapons or contraband on VA property.

11. Security and Privacy

The Contractor shall comply with the security, privacy, records-management, and incident-reporting requirements incorporated into the contract. The Contractor shall immediately report any suspected loss, unauthorized disclosure, or compromise of VA drawings, files, credentials, or data to the COR and Contracting Officer. No patient contact is anticipated, and no protected health information or personally identifiable patient information is required for performance.

12. Contractor Personnel and Program Management

The Contractor shall designate a Program Manager with authority to manage daily performance and coordinate with the COR. Personnel performing drawing updates shall have demonstrated experience with CAD-based architectural floor plans, room-polygons, space-data maintenance, and quality control.

Personnel performing onsite work shall be capable of accurate non-destructive field measurement in occupied healthcare facilities.

13. Safety and Insurance

The Contractor shall provide all necessary tools and personal protective equipment and shall protect personnel and property during performance. The Contractor shall report injuries and property damage immediately. Insurance shall be maintained in accordance with FAR 52.228-5, FAR Subpart 28.3, and applicable Federal and Massachusetts requirements, as incorporated by the Contracting Officer.

14. Period of Performance and Contract Type

The anticipated contract type is firm-fixed-price. The anticipated period of performance is one 12-month base period with four 12-month option periods (if exercised).

15. Applicable Standards and Order of Precedence

• Applicable VA drawing and CAD standards in effect at the time of each work request.

• Government-approved source drawings, redlines, written direction, and site-verification records.

• Contract security, records-management, accessibility, and information-technology requirements applicable to the approved hosted environment.

In the event of a conflict, the Contractor shall stop work on the affected item and request written direction from the Contracting Officer or COR. Only the Contracting Officer may change the scope, price, or terms of the contract.

VLOGIC SYSTEMS, Inc. is the only responsible source capable of maintaining the exiting authoritative repository of architectural floor plans, room and space attributes, CAI information across three medical center campuses and five outpatient clincs. Additionally, VLOGIC SYSTEMS, Inc. is the only vendor that owns and administers the proprietary hosted environment, application configuration, databae schema and production-access controls.

The NAICS code for this requirement is 541511.

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, August 10, 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.

mailto:subrena.winfield@va.gov