36C26226Q0286 0002.docx

5. PROJECT NUMBER (if applicable)

CODE

7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO:

Specify authority)

THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer) 02-09-2026 644-26-4-223-0020 None 36C262

NCO 22

Department of Veterans Affairs Mesa Annex 4135 S. Power Rd #103 RM 116 Mesa AZ 85212 36C262

NCO 22

Department of Veterans Affairs Mesa Annex 4135 S. Power Rd #103 RM 116 Mesa AZ 85212 To all Offerors/Bidders

TBD

36C26226Q0286 01-26-2026

X X X X The purpose for this amendment is to respond to questions received regarding the Capital Assets and Facilities Management (CAFM).

All questions are due NLT February 17, 2026, at 1:00 PM MST. All offers are due NLT February 26, 2026, at 1:00 PM MST.

Offerors shall be submitted via email to: Felicia Simpson, Contract Specialist at Felicia.Simpson@va.gov.

Contractor shall sign clause 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING-CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023) (DEVIATION) pg 33 of the solicitation.

ALL OFFERS SHALL SUBMIT ALL DOCUMENTATION UNDER SECTION E and all AMENDMENTS, failure to provide any required document and acknowledgment of all amendments will result in the offer not being accepted and will not be evaluated.

CONTINUATION PAGE

Question and Answers 36C26226Q0286

1. Is there a desired “Go-Live” date?

ANSWER: January 1, 2027

1. Does the VA currently utilize an existing Computer-Aided Facility Management (CAFM) system? If yes what is the current CAFM system?

ANSWER: No

1. What is the motivation for replacing this system?

ANSWER: No such system is currently implemented, making this the first of its kind to the Carl T Hayden Medical Center.

1. What is the area (sq. ft.) and the number of buildings to be surveyed?

ANSWER: The main medical center and its community-based outpatient clinics estimated square footage is 1.4 million sq. ft.

1. Is there a budget for the new CAFM? Can you release the budget?

ANSWER: There is no budget that we can release for this action. Give an accurate pricing according to industry standards.

1. Does the CAFM PaaS system need to be FedRAMP certified? If yes, at what level?

ANSWER: Yes, and at a level of Moderate to High.

1. What is the form and format of existing asset data to be migrated into the new platform (Work Order information, photos, related data)?

ANSWER: Excel exported from the CAI database Work order form the AEMS-MERS (Vista), pdf’s, jpeg photos, AutoCAD

1. Are there existing workflows that define business processes related to the maintenance of various asset types?

ANSWER: Databased dependent, various.

1. How many assets are managed in the current system?

ANSWER: No current GIS program is online, currently 36 Buildings (assets) managed and could vary over time.

1. How many asset types are included/or will be included in the new system?

ANSWER: 36 Bldgs (assets), currently managed and could vary over time.

1. Does the PVAHCS maintain As-Built drawings for the floor plans?

ANSWER: The AS-Builts are maintained by the Phx VA but the requirement is also to inventory the current space to ensure accuracy.

1. Are “As-Buit” CAD drawings available for all floors? Yes

1. Are the drawings Updated and Current in the DWG Format? No

1. Are the current AutoCAD / DWG drawings layers standardized and consistent throughout the drawings to show space and asset locations?

ANSWER: No

1. Are BIM models available for all buildings?

ANSWER: No

1. Is Uniformat II the standard for the FCA data? If not, what standard is used to structure the FCA data?

ANSWER: Not currently standardized please refer to the VA Technical Information Library (TIL) https://www.cfm.va.gov/til/

1. When was the last FCA conducted?

ANSWER: 2023

1. What is the 3D visualization standard format?

ANSWER: Not currently standardized please refer to the VA Technical Information Library (TIL) https://www.cfm.va.gov/til/

1. What PVAHCS business systems would you need the new CAFM to integrate with? Are the integrations bi-directional?

ANSWER: The CAI, SCIP direction databases will be only one direction.

1. What is the current Inventory Management system for supporting Work Orders?

ANSWER: AEMS-MERS (Vista). New system in the near future.

1. Is there any need to integrate the inventory system?

ANSWER: Yes

1. What is the expected (existing) volume of ad-hoc and PM work orders?

ANSWER: The request is not related to equipment management, but more specific to space management.

1. Does the PVAHCS plan to implement new or existing workflows?

ANSWER: N/A, unknown.

1. Does the PVAHCS have an existing library of PM procedures to be loaded into the system? Are they available for all asset classes?

ANSWER: Yes, but it is very outdated. The request is not related to equipment management, but more specific to space management

1. Is on-line training acceptable?

ANSWER: Yes, some facilitation is expected.

1. What is the expected number of users for the CAFM system?

ANSWER: Read only access to all employees, edit access to 30 people or less.

1. Can you provide the expected number of users by User Roles

· System Administrators – Users responsible for System Administration including System configuration, Audits, access control, User ID, and Authorizations etc.

· Primary Named users - with Read / Write privileges to access the entire system, exercise all functional capabilities, retrieve, and update data, and generate reports and analysis.

· Executive users – focused on performance information access, Key performance indicators, dashboards, reports, and analysis.

· Technicians – field maintenance staff

· Requestor / Limited Access Users – Users just submitting and tracking work orders.

ANSWER: System Admin-10, Primarily Users-20, Exec Users-10, and Tech Users-10 Limited read only access users, would be all employees 4k+

28. Are there expectations of reports required by the VA?

ANSWER: The reports should be functional and user friendly for all the end-users

29. Do you have an IT team that will work with the vendor on the ArcGIS Integration?

ANSWER: The request is for a web-based system and should be on its own servers. There should be no need for the use of the VA Network.

30. Will you require a Facilities Conditions Assessment to be completed?

ANSWER: Yes detailed in the SOW.

31. For a go-live date of 1/1/2027, when does the VA plan to award the contract?

ANSWER: The award date is set for some time in March, with the period of performance of April 1, 2026, start. It also depends on the number of offers that will have to be reviewed.

32. Our CAFM PaaS platform is currently used in over 40 VA facilities. Please confirm that FedRAMP LOW will meet the VA requirements.

ANSWER: VA policy (VA Directive 6517) requires that cloud services, especially those managing sensitive infrastructure data, adhere to strict security controls. The VA generally requires at least a Moderate authorization level to protect sensitive personal or organizational information (PII/PHI).

33. Could you please confirm whether there is a required page limit or specific formatting guidance for the Technical and Experience sections?

ANSWER: No page limit or specific formatting is required. You must also state whether you will have a subcontractor and if the past experience is the same or similar to the requirement.

34. Would the Government consider specifying the required number of experience project write-ups or a preferred length for the technical narrative to ensure consistency among offerors?

ANSWER: No. The instructions to offers states at least three (3) years of past experience.

35. The VA Form 10091, W-9, and FMS Vendor File Update documents appear to be post-award forms. Can you confirm whether these forms are expected with the proposal submission or only after award?

ANSWER: Yes, these forms must be submitted with your offer.

36. The solicitation references both email and fax submission for VA Form 10091. Would the Government consider allowing email submission only for this form?

ANSWER: Yes, you can use email submission for your offer.

37. If email submission is acceptable, could the Government please provide the specific email address for sending the VA Form 10091?

ANSWER: Per the instructions to offers you must submit to this link https://www.cep.fsc.va.gov

38. Will the govt provide a current breakdown of total rooms and functional spaces, by building and CBOC, to be included in the space and personnel audit (beyond the GSF figures already stated).

ANSWER: More specified prints are to be shared post award.

39. Are there any facilities, off‑campus administrative spaces, leased sites, or other areas that are explicitly excluded from the survey scope?

ANSWER: Off campus areas are captured in the SOW under Scope and CBOC gsf size.

40. Will the Government provide escorts and coordinated access to clinical and restricted areas so that survey crews can maintain planned daily production rates?

ANSWER: Yes, alone with the requirement of contractors being badged. Which may include background checks.

41. Are there specific areas (e.g., behavioral health, secure research, pharmacy, radiology, or other sensitive areas) that will require special procedures, clearances, or after‑hours work?

ANSWER: Yes

42. How does the Government envision the Service Chiefs and other leadership reviewing and concurring with survey data (e.g., batch reports by building, via a review tool, other mechanism), and what review/turnaround time should offerors assume?

ANSWER: A review tool from the program is how leadership would view. Offerors should expect 30 days for review to determine who to award the contract to.

43. If changes to survey data are requested after concurrence due to internal VA decisions (and not contractor error), will such revisions be considered within scope of the fixed price, or handled via contract modification?

ANSWER: The VA will take this case by case request to determine if a modification is needed.

44. For the full system‑wide re‑audits in option years 2 and 4, does the Government expect the same level of detail and 100% physical verification as in the base year, or will a sampling/variance‑based approach be acceptable where no changes are known?

ANSWER: Years 2 and 4 will require a physical verification.

45. Does the Government anticipate any major capital projects, relocations, or expansions prior to option years 2 and 4 that would materially increase the level of effort required for those re‑audits?

ANSWER: Yes

46. Does the Government have a preference for a specific commercial platform (e.g., ESRI‑based) or is any commercially available solution acceptable, provided it meets the requirement to be “equal to or comparable to ArcGIS Pro”?

ANSWER: The VA is considering all solutions. ESRI-based is preferred.

47. Are there any mandated VA enterprise platforms, APIs, or hosting environments that must be used, or should offerors assume a contractor‑hosted PaaS solution that integrates to VA systems?

ANSWER: Contractor-hosted PaaS solution that integrates to VA Systems

48. The SOW references 15 user licenses. Are these expected to be named users, concurrent users, or another model, and does the Government anticipate growth beyond 15 users over the contract term?

ANSWER: This users will be named, and the VA does not anticipate growth beyond the requested user request.

49. Are there existing VA enterprise licenses (e.g., GIS/BIM/CAFM tools) that the contractor may leverage, or should offerors assume that all software licensing will be provided and priced under this contract?

ANSWER: The Phx VA would like to consider the use of the existing VA enterprise licenses that are available.

50. Which systems does the Government require to be integrated at contract award (e.g., CAI, work order / FMS system, wayfinding system, real‑time sensors), and which integrations are considered future‑state or optional?

ANSWER: Part 1 of this question has already been answered. Future expansion is to include Wayfinding at this time.

51. For CAI integration and updates, should offerors assume existing, Government‑furnished interfaces with write access, or should we assume the need to design, develop, and obtain approval for new integration mechanisms?

ANSWER: There should be integration tools already in place.

52. The SOW specifies precise positional tolerances (e.g., ±0.5 inch for the building envelope, and 95% confidence for room locations). Will the Government furnish existing survey control (e.g., USGS markers, control points) sufficient to meet these tolerances?

ANSWER: This request is within the rooms of the building, assume using means of laser measurements and measuring devices like tape measures.

53. If existing survey control is incomplete or inconsistent, how does the Government envision handling the additional effort required to reconcile or re‑establish survey control?

ANSWER: The Phx VA will take this request inconsideration and review the SOW with contracting to establish the need for modification of the contract.

54. Can the Government provide historical or projected annual volumes of renovations, new construction, and space reassignments (e.g., approximate number of projects or square footage per year) that will drive updates to floor plans and CAI ANSWER: As-builts can be reviewed but in the end the contractors are responsible for ensuring accuracy.

55. Does the Government foresee any large capital projects or campus expansions during the contemplated contract period that offerors should explicitly factor into pricing?

ANSWER: Yes

56. What is the anticipated monthly volume and typical nature of technical support requests (e.g., access issues, data corrections, configuration questions)?

ANSWER: The Phx VA cannot forecast this request.

57. Are there specific service level expectations (e.g., response and resolution times, escalation paths) beyond support during regular working hours (07:00–15:30 Arizona time)?

ANSWER: Yes, expectation of support should be of the highest level.

58. For data updates, diagram changes, and new floor plans “as needed upon request,” will the Government employ a governance process (e.g., COR‑approved backlog or prioritization) to manage scope and volume?

ANSWER: A COR will be assigned to the contract to review.

59. In the event that the volume of requested updates materially exceeds reasonable baseline assumptions, does the Government anticipate using equitable adjustments or contract modifications to address that additional level of effort?

ANSWER: COR and Contracting will review on a case by case basis.

60. Approximately how many end users does the Government anticipate needing initial training (basic and, if applicable, administrator/advanced) during the base period?

ANSWER: Previously answered.

61. How many new users per year does the Government anticipate requiring initial training during each option year?

ANSWER: We cannot forecast new users.

62. Does the Government prefer in‑person training at the main campus, virtual training, or a combination, and should offerors plan to deliver in‑person sessions at CBOCs as well?

ANSWER: Virtual training would be the most requested form.

63. Are there preferences or constraints regarding class size, session length, or the number of repeated sessions per topic to accommodate different shifts and locations?

ANSWER: The classes should be record for reference for users that are not available to attend at the time of training

64. The SOW provides for one year of “unlimited telephone or online support” per student after training. How does the Government envision this being delivered (e.g., help desk, office hours, email), and are there any expectations regarding response times or hours of availability?

ANSWER: Whatever the normal business hours are of the awarded vendor and however the current vendor is set up for this requirement should be adequate.

65. Should offerors assume that updating training materials and recordings for future platform enhancements or new versions is included within the fixed price, or will major version changes be addressed via contract modification?

ANSWER: The VA will review this requirement as case by case basis while working with contracting parties.

RESPONDING TO ADDITIONAL QUESTIONS FOR THE CAFM REQUIREMENT.