Amendment 0002 for Solicitation 36C26026Q0816 Questions from vendors.docx
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- Solicitation number
- 36C26026Q0816
About this file
This file is Amendment 0002 to Solicitation 36C26026Q0816, containing vendor questions and answers regarding a Building Automation System (BAS) and Building Management System (BMS) support contract for the Vancouver, Washington and Portland, Oregon VA Medical Centers. The solicitation is a firm-fixed-price contract opportunity issued by the Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 20. The estimated contract award date is August 31, 2026 through September 4, 2026, with contract kickoff scheduled for September 7-11, 2026. The awardee will be required to provide on-site maintenance and support services two days per week at each campus, with additional visits as needed based on specific requirements.
The scope of work includes BAS maintenance and service across two campuses using Delta Controls equipment, with requirements for Delta Controls certification, preventative maintenance including potential sensor calibrations, proactive upgrades to WebCTRL/ORCAview platforms, quarterly status reporting, coordination with third-party integrated systems, and emergency after-hours dispatch support. Key unresolved issues addressed in the amendment include the exact system footprint and device/point counts at each location, historical trouble call volume, staffing timelines, clarification on whether hardware and software are government-furnished or contractor-provided, material provisioning and pricing structure, Delta certification pathway accessibility for non-partner firms, security clearance reimbursement costs, and travel provisions. The contracting officer indicates that most critical questions remain unanswered pending the kickoff meeting, requiring vendors to bid with substantial uncertainty regarding system scope and labor requirements under the firm-fixed-price structure.
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Other files
| File | Type | Posted |
|---|---|---|
| Attachment 2 PWS BAS for VAHCS in Vancouver and Portland.docx | DOCX document | |
| AMMENDMENT 0001 vanc por BAS.docx | DOCX document | |
| RFQ 36C26026Q0816.pdf |
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Solicitation: 36C26026Q0816 Amendment number: 0002 Questions from vendors
Kick-Off What is the anticipated timeline for contract award and contract kickoff? 30-45 days Estimated contract award is estimated to be 8/31/2026 – 9/4/2026.
Contract Kickoff is estimated to be 9/7/2026 – 9/11/2026.
How long will the awardee have to staff and start first months service?
1. Answer: Unknown / This will be discussed at the kickoff meeting
Scope and System Depth (PWS 1.2, 1.5.a-b) The PWS states maintenance and service will be performed "throughout the two campuses as applicable," but does not quantify the system footprint.
1. Is there a hardware list for the supervisory panels and firmware?
1. Answer: Unknown / This will be discussed at the kickoff meeting
1. What is the approximate device/point count at each campus?
1. Answer: Unknown / This will be discussed at the kickoff meeting
1. How many buildings or systems are currently under Delta control at each site?
1. Answer: Unknown / This will be discussed at the kickoff meeting
1. Section 1.5.a references "proactive upgrades" as part of the scope. What is the current WebCTRL/ORCAview version, and is any platform upgrade or expansion planned during the base period or option years?
1. Answer: Unknown / This will be discussed at the kickoff meeting
1. Are sensor calibrations required as part of the preventative maintenance scope? If so, please advise on the current workload or required frequency.
1. Answer: Unknown / This will be discussed at the kickoff meeting
1. Is there an incumbent providing this service?
1. Answer: Unknown / This will be discussed at the kickoff meeting
1. If so, please advise if current workload is on par with the 1 day per week at each site.
1. Answer: Unknown / This will be discussed at the kickoff meeting
Onsite Cadence and Staffing Limits (PWS 1.5.c) The PWS specifies two days per week onsite, "or as dictated by specific needs" and notes "if any specific project requires extra attention that campus will be visited consecutively as necessary."
1. Under a Firm-Fixed Price structure, an undefined requirement for consecutive visits creates unquantifiable labor risk. Will the VA establish a cap on the maximum number of hours/days per month included under the fixed base rate, with any additional site visits or after-hours dispatch (Task 5) billed under a separate emergency/overtime labor CLIN?
1. Answer: Unknown / This will be discussed at the kickoff meeting
1. Can you share historical trouble call volume or frequency at each site to help contractors gauge the actual staffing requirement?
1. Answer: Unknown / This will be discussed at the kickoff meeting
Material Provisioning and Pricing Structure (PWS Section 2.1, Section 3.0 Task 2) Task 2 states the Contractor is responsible for "providing hardware and software." Section 2.1 states invoices will be billed as individual line items per the price schedule.
1. Please explicitly confirm if "providing" refers only to the labor of installing and configuring materials, and that all hardware components and software licenses will be Government-Furnished Property (GFP).
1. Answer: Unknown / This will be discussed at the kickoff meeting
1. If the contractor must purchase the hardware/software, is this material cost intended to be absorbed into the firm-fixed-price labor rate, or will the price schedule include a separate materials/parts CLIN billed at cost or on a not-to-exceed basis?
1. Answer: Unknown / This will be discussed at the kickoff meeting
1. If material is contractor-furnished, would VA authorize vendors to purchase Delta material directly against Delta's GSA MAS schedule (47QSMS24D0003) under FAR 51.1/52.251-1, billed as the materials line item(s) in Section 2.1? This would keep material sourcing within the contractor's existing responsibility while crediting the spend to the SDVOSB award.
1. Answer: Unknown / This will be discussed at the kickoff meeting
Third-Party Integration Boundaries (Section III) The RFI requires the contractor to "Coordinate support for integrated systems or buildings not directly under Contractor control" and provide "limited third-party validation and troubleshooting."
1. Will the VA define the scope boundary or place a labor hour cap on "limited third-party validation" before such troubleshooting must be handled as an out-of-scope equitable adjustment?
1. Answer: Unknown / This will be discussed at the kickoff meeting
Delta Certification Pathway (PWS Section 2) Section 2 requires the Contractor be certified to operate on Delta Controls with record of completion of the Fundamental Technical Certification Exam. Research indicates this training and certification is only accessible through Delta's authorized Partner network, with no open enrollment path for non-Partner firms. Under FAR 11.002(a)(1)(ii), specifications cannot be unduly restrictive to competition.
1. Has VA identified how a non-Delta-Partner firm is expected to satisfy this requirement given the closed OEM training channel?
1. Answer: Unknown / This will be discussed at the kickoff meeting
1. Given the substantial onsite cadence required in Section 1.5.c, subcontracting for certified Delta labor raises Limitations on Subcontracting concerns under SDVOSB set-aside rules (13 CFR 125.6), as the certified work would be performed primarily by the subcontractor rather than the prime. How does the VA intend to reconcile this?
1. Answer: Unknown / This will be discussed at the kickoff meeting
1. Would VA consider a certification grace period between award and required completion, or accept alternative proofs of equivalent BAS competency?
Security Clearances (Section 6) Section 6 states the contractor must reimburse the VA within 30 days for background investigations conducted by OPM.
1. What is the exact fixed cost per individual background check that the VA will assess to the contractor so this can be accurately priced into our fixed-price proposal?
1. Answer: Unknown / This will be discussed at the kickoff meeting Analytics and Reporting (PWS Task 8) Task 8 requires quarterly status reports covering current status, needs, and recommendations.
1. Beyond this quarterly narrative format, is VA interested in implementing any fault detection, alarm analytics, or centralized reporting capability across both campuses?
1. Answer: Unknown / This will be discussed at the kickoff meeting
Travel
1. Is there any established travel or per diem provision for contractor personnel, or is site coverage assumed to be locally based?
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