36C77626Q0132.docx

SUBJECT*

VA Occupancy Measurement and Reporting RFI

GENERAL INFORMATION

SET-ASIDE

Program Contracting Activity Central

6100 Oak Tree Blvd, Suite 490 Independence OH 44131

POINT OF CONTACT*

Contracting Officer Steven Grzybowski steven.grzybowski@va.gov 216-447-8300 ext 3584

PLACE OF PERFORMANCE

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Sources Sought Notice Sources Sought Notice

DESCRIPTION

Sources Sought Notice

VA Occupancy Measurement and Reporting RFI Requirement This RFI is for planning and market research purposes only and shall not be considered an Invitation for Bid, Request for Task Execution Plan, Request for Quotation or a Request for Proposal. Additionally, there is no obligation on the part of the Government to acquire any products or services described in this RFI. Your response to this RFI will be treated only as information for the Government to consider. You will not be entitled to payment for direct or indirect costs that you incur in responding to this RFI. This request does not constitute a solicitation for proposals or the authority to enter into negotiations to award a contract. No funds have been authorized, appropriated or received for this effort. Interested parties are responsible for adequately marking proprietary, restricted or competition sensitive information contained in their response. The Government does not intend to pay for the information submitted in response to this RFI.

The Government is seeking information from firms capable of providing technology-enabled building occupancy and measurement solutions. Applicable North American Industry Classification System (NAICS) codes may include: 541512, 541511, 541519 and 561210.

Be advised that set-aside decisions may be made based on the information provided in response to this RFI. Responses should be as complete and informative as possible.

PCAC requests the interested parties submit their responses to this RFI May 22, 2026, 12:00 pm Eastern Time. Your submission shall address the information below and be submitted in accordance with paragraph 7 Submission Instructions below:

Program Development and Organizational Support for Occupancy Measurement and Reporting for the Department of Veterans Affairs

1. Introduction The Office of Asset Enterprise Management (OAEM) within the Department of Veterans Affairs (VA) is issuing this Request for Information to identify companies with demonstrated experience in measuring and reporting of daily occupancy counting of owned and leased building administrative spaces for medium to large corporate entities and government clients. VA is evaluating alternatives to its current occupancy measurement and reporting infrastructure to improve data accuracy and reduce the level of effort.

2. Background VA is currently reporting on a bi-weekly basis daily occupancy numbers for approximately 311 owned and leased off-campus administrative locations across the continental United States in order to measure actual utilization of certain administrative office and warehouse locations and to comply with the requirements of the USE-IT Act and VA’s Return to Office initiative. VA has implemented and currently uses a system since May 2025 which leverages its existing network IT infrastructure to be able to measure occupancy through unique Media Access Control (MAC) addresses as a proxy for measuring occupancy and a number of smaller locations, particularly those locations without a dedicated IT network are reported manually on a bi-weekly basis. The number of these locations are generally stable but can change over time both in size and in location due to consolidations and relocations.

While VA does use HSPD-12 compliant identification credentials which are required for all VA employees, contractors, and affiliates to access facilities and information systems, not all VA off-campus facilities include badge-in badge-out gates or kiosks.

This RFI seeks industry input from organizations experienced in passively gathering, measuring and reporting daily occupancy counts for owned and leased locations for corporate and governmental organizations with > 50 locations using technology to reduce the level of effort in data gathering and to increase accuracy and data quality of the occupancy counts. The collected and reported data should be able to be relied upon for making actionable real property decisions to optimize VA’s office space needs and to comply with the USE-IT Act requirements. In addition, VA also seeks to reduce or eliminate any manual reporting of the 311 locations it currently reports on a bi-weekly basis.

3. Objectives The agency seeks to understand industry capabilities related to:

· Designing measuring systems that will work for both large and smaller locations to accurately measure daily occupancy passively with a reduced level of effort.

· Suggested different approaches and technical standards for measuring occupancy for different size ranges and configurations of leased and owned administrative spaces.

· Coordinating with installation vendors and internal VA stakeholders for deploying solutions on an ad-hoc basis when locations are vacated and new space is acquired.

· Providing summarized occupancy reporting at the asset level on a recurring basis to real property asset managers.

· Availability of a turnkey solution for accurate ABOA space measurement, sensor installation and occupancy reporting.

· Methods for estimating deployment costs for alternative solutions including evaluation of measuring strategy, installation of solutions and the cost of demobilizing and/or relocating a solution when VA relocates to another leased location in a market.

4. Scope of Interest

4.1 Occupancy Counting Methodology and Governance

The agency seeks contractors with experience in:

· Measuring and reporting daily occupancy counts for real property assets, particularly for office, administrative and warehouse spaces using software, hardware and other technology assets.

· Designing and maintaining systems of sensors to measure unique occupancy which may include cameras and other sensors with a reasonable level of redundancy to maintain data quality of occupancy counts.

· Establishing quality control, change management, and quality assurance processes related to occupancy measurement, reporting and utilization calculation to maintain and increase data quality.

· Creating standard operating procedures for occupancy measurement system deployment and sustainment for both equipment and reporting to maintain data quality.

· Installation of discrete and dedicated IT networks for measurement and transmission of occupancy data to avoid use of the government’s secure IT network if software or hardware is not FedRAMP certified.

4.2 Technical Standards and Oversight

Respondents should demonstrate experience in:

· Use of technical standards for occupancy measurement systems that may include cameras, sensors, and related systems

· Advising on system architecture, integration requirements, and interoperability of systems.

· Conducting technical assessments and gap analyses on existing systems and processes

· Conducting measurement of the ANSI/BOMA real property spaces to support an accurate real property footprint and, by extension, an accurate utilization rate for the occupancy of a real property asset.

4.3 Program Management and Strategic Planning

The agency seeks input on:

· Long-term planning for occupancy technology modernization

· Budget development and cost forecasting

· Risk management and mitigation strategies

· Performance metrics and program evaluation methods

5. Desired Contractor Qualifications Respondents should highlight experience in the following areas:

· Establishing or supporting real property asset management, occupancy or utilization program offices in government or private industry

· Developing governance structures and technical standards for occupancy counting and utilization systems that support real property decision making

· Advising on occupancy counting and real property utilization technologies

· Providing program management, strategic planning, and organizational design support

6. Requested Information from Industry Respondents are asked to address the following questions.

6.1 Program and Organizational Expertise

· What experience does your company have designing or reorganizing program offices responsible for occupancy counting and real property utilization measurement technologies?

· What governance models have you implemented or supported?

· What processes do you recommend for configuration control, quality assurance, and system oversight?

6.2 Technical Oversight Capability

· How do you approach system architecture reviews and integration planning?

· What methods do you use to evaluate vendor performance without performing installation work?

6.5 Past Performance

· What relevant government or private sector development efforts have your company supported?

· What lessons learned from those efforts would be applicable to this initiative?

6.6 Rough Order of Magnitude (ROM) Considerations

· What cost drivers should the agency expect when establishing occupancy measurement systems in specific assets?

· What factors most influence long-term program management and oversight costs?

7. Submission Instructions Respondents should provide an electronic capability statement, no more than 15 pages addressing the questions in Section 6. Submissions should include:

· Company name and point of contact

· Business size

· Summary of relevant programmatic and technical experience

· Responses to requested information

· Any additional recommendations Proprietary information should be clearly marked.

Responses should be submitted no later than May 22, 2026, at 12 PM EST. All questions should be submitted no later than April 23, 2026, at 12 PM EST. Responses and questions are to be sent via email to Christopher Finley at Christopher.Finley@va.gov. Please include "VA Occupancy Measurement and Reporting RFI Response" in the subject line of your response. Mark your response as "Proprietary Information" if the information is considered business sensitive. The email file size shall not exceed 5 MB.

Submittal Address (Postal/Overnight Mail):

Christopher Finley Realty Specialist Capital Asset Management Service (044D) Office of Asset Enterprise Management (044) 810 Vermont Ave NW, Suite 527 Washington DC 20420

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