7E20--VA Request for Information UC Server Replacement
Closed Pre-Solicitation Posted
- Solicitation number
- 36C10B26Q0444
- Agency
-
VA Technology Acquisition Center
Headquarters, Department of Veterans Affairs
- Responses due
- Set-aside
- No set-aside
Opportunity facts
- NAICS code
- 334111 Electronic Computer Manufacturing
- PSC
- 7E20 IT and Telecom - End User: Help Desk;Tier 1-2,Workspace,Print,Output,Productivity Tools (HW/Perp SW)
- Points of contact
Notice details come from SAM.gov. Updated .
About this opportunity
The Department of Veterans Affairs Technology Acquisition Center is issuing a Request for Information on unified communications server replacement hardware, with responses due June 5, 2026. This RFI is for planning purposes only and does not constitute a solicitation or commitment to award a contract.
The VA's Office of Information & Technology seeks replacement hardware for end-of-life Cisco M5 servers deployed across 150+ VA facilities supporting 500–7,000 users per site. The requirement covers two server types: Item 1 consists of 304 VMware vSAN-certified cluster servers (2-node clusters with witness servers already deployed) with 128GB memory, minimum 2.50 GHz CPU with 16 physical cores, 32TB NVMe VSAN storage, quad-port 1GB Ethernet and quad-port 25GB fiber networking in a maximum 2RU configuration; Item 2 consists of single servers with 64GB memory, minimum 2.50 GHz CPU with 8 physical cores, minimum 1TB RAID-5 SSD storage, quad-port 1GB Ethernet and dual-port 25GB fiber in a 1RU configuration. Both require dual power supplies and out-of-band management.
Hardware delivery is required within 90 days of award, with on-site installation completion within 180 days. Contractor personnel must obtain background investigations and security clearances commensurate with task risk levels. The contractor must provide one year of standard manufacturer warranty and maintenance support. Technical requirements include VMware VCF9 vSAN compatibility, compliance with VA Technical Reference Model and Zero Trust security controls, Section 508 accessibility, FIPS 140-2 cryptographic standards, and supply chain security requirements including software bill of materials, tamper-evident packaging, and one-hour incident reporting. The VA will accept both AMD and Intel CPUs. Capability statements not exceeding five pages should be submitted to Anthony.browner@va.gov and mary.accomando@va.gov and should address technical capability, OEM management experience, server delivery and installation experience, and cost estimates on a per-seat or per-user basis.
Notice text
3 versions
Update #3 · Latest ·
Q&A PERIOD IS ENDED!!! NO ADDITIONAL QUESTIONS WILL BE ACCEPTED!
Amendment 0002:
- VA is requesting 1-year of warranty/maintenance support, will the VA leverage the existing Cisco ESA if Cisco servers are provided? If Cisco is selected then after the initial year of maintenance support (included in initial contract), then would be added to ESA.
- For the Central Management Tool identified in Sect 1.3, if Cisco servers are provided can the VA leverage the existing Cisco Intersight instances currently deployed across the Enterprise? If Cisco is selected, then an initial year of Intersight licensing would be required as part of the contract then would be added to the VA intersight enterprise contract (after the initial year).
- Can the VA provide details on the current M5 environment?
- a. What switches are the Cisco M5 servers connected to? Varies—generally Cisco 9K series or Juniper QFX5120-48 or EX4400
- b. How many servers are currently deployed? 300+
- c. How many sites need a tech refresh? 150+
- d. How many users per site will the solution support? 500-7000
- What version of vSAN does the Cluster need to support? VMware VCF9 VSAN solution with two nodes
- Will the VA accept AMD CPU versus Intel? Yes
- For the vSAN cluster, how many servers are required? two
- For Sect 1.1 and 1.2, how many CPU’s are required per server? Section 1.1 : CPU: Minimum 2.50 GHz, Minimum 16 pCPU and section 1.2: CPU: Minimum 2.50 GHz, Minimum 8 pCPU
- The Storage capacity identified in Sect 1.1, does that represent RAW, Usable or Effective? Usable
- For the cables identified in Sect 1.1 and 1.2, what length is required? Type and lengths determined during onsite survey
- Any requirements for switches and/or transceivers? SFPs that would support connectivity to either Cisco or Juniper switches (Network: Quad Port 1GB Ethernet, Dual Port 25GB Fiber)
- For the Services identified in Section 1.4, will the VA allow the site surveys to be conducted virtually or is onsite required? On-site required.
Amendment 0001:
Clarify 3 items as follows: 1. What is the total estimated quantity of Item 1 Cluster servers required? 304
2. What is the total estimated quantity of Item 2 Single servers required? depends on the result of the RFI, we might go with single server at every site.
3. Are the Item 1 Cluster servers intended to be deployed as multi-node VMware vSAN clusters? If so, what typical or anticipated cluster node counts per cluster should be planned for? The VSAN clusters will be 2 node clusters (with witness servers--already deployed). Note: some sites may only have a single server and other sites may have the VSAN solution deployed. The requirements and sites will be refined for RFQ.
Page 2 of 3 Page 1 of 3 Unified Communications Server Replacement Lifecycle Refresh This Request for Information (RFI) is issued for information and planning purposes only and does not constitute a solicitation nor does it restrict the Department of Veterans Affairs (VA) as to the ultimate acquisition approach. This notice is issued solely for information and planning purposes - it does not constitute a Request for Quote (RFQ)/Invitation for Bid (IFB)/Request for Proposal (RFP) or a promise to issue an RFQ, IFB or RFP in the future. This notice does not commit the VA to contract for any supply or service. Further, the VA is not seeking quotes, bids or proposals at this time and will not accept unsolicited proposals in response to this source sought notice. The VA will not pay for any information or administrative costs incurred in response to this notice. Submittals will not be returned to the responder. Not responding to this notice does not preclude participation in any future RFQ or IFB or RFP, if any is issued. If a solicitation is released, it will be synopsized on the Governmentwide Point of Entry. It is the responsibility of potential offerors to monitor the Governmentwide Point of Entry for additional information pertaining to this requirement. A brief synopsis of the required product is provided below: The Department of Veterans Affairs (VA), Office of Information & Technology (OIT), Connectivity & Collaboration Services (CCS), Unified Communications, has a requirement for Unified Communications Server Replacement Lifecycle Refresh. This is a mission critical OIT project intended to replace End of Life (EOL) End of Service (EOS) Cisco M5 Servers currently in service at multiple facilities within the VA s Enterprise UC environment. This new replacement hardware shall refresh the equipment with new hardware which will be able to be maintained and supported for several years. This hardware is needed to enhance and sustain operations. This Hardware shall be delivered to the site within 90 days of award. A list of requirements can be found in the table below. Installation efforts shall be included in this effort and completed within 180 days. The Contractor shall provide the 1-year standard manufacturer s Warranty/Maintenance support for the hardware and software in addition to the maintenance and technical support. RESPONSE SUBMISSION Please submit responses via email to Anthony.browner@va.gov and mary.accomando@va.gov by 3:00 PM EST, June 5, 2026 Please include the subject line VA Server Refresh Project[Your company Name] in your submission. The response should not exceed a 5 MB e-mail limit for all items associated with the RFI response. If your submission exceeds this limitation, please send multiple emails that comply with this requirement. Do not send zipped files as the email server will strip the attachments. Oral communications are not permissible. SAM.gov will be the sole repository for all information related to this RFI. VA reserves the right not to respond to any or all emails or materials submitted. Response Guidelines: Interested parties are requested to respond to this RFI with a capability statement. The capability statement should be concise and cannot exceed five (5) pages, and address only the information requested below. The response shall include the following: Company Information: Company name, address, telephone number, Point of Contact (POC) name and email address SAM UEI and business size (for small businesses, including socioeconomic status). Acquisition Recommendations: Identify Government-Wide Acquisition Contracts (GWAC) and Federal Supply Schedule(s) under which your company can offer services aligned with this requirement. Provide a response to VA assigning NAICs 334111, Electronic Computer Manufacturing with a Small Business Size standard of 1,250 employees Recommend contract type, duration, and pricing structure based on Federal Acquisition Regulation and commercial best practices. Recommend evaluation discriminators VA should consider for source selection. Technical capability and Expertise: Describe your company s demonstrated capability and experience in performing the work described in the attached draft Product Description (PD). Include supporting information showing your ability to meet specific PD task, including: Deployment and installation of large-scale server replacement Describe specific tools, platforms, or methodologies your organization uses to manage complex IT infrastructure and service delivery Knowledge and experience delivering and installing servers Detail your experience with delivering and installing replacement servers Original Equipment Manufacturer (OEM) Management: Describe your experience managing OEM relationships, particularly where multiple technology vendors are involved. North American Industry Classification System (NAICS) Validation: The VA is considering 334111, Electronic Computer Manufacturing Indicate whether this NAICS code is appropriate for the work described. If not, recommend a more suitable NAICs code with justification. Feedback on the Draft PD. The page limitation does not apply to providing feedback on the PD. Identify supply chain or other business considerations VA should consider. Cost Estimate Provide recommended CLIN structure Please provide a cost estimate on a per seated, per user basis Oral communications are not permissible. SAM.gov will be the sole repository for all information related to this RFI. VA reserves the right not to respond to any or all emails or materials submitted. DISCLAIMER Reminder: This Sources Sought issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this Sources Sought that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Source Sought.
Update #2 ·
Amendment 0001:
Clarify 3 items as follows: 1. What is the total estimated quantity of Item 1 Cluster servers required? 304
2. What is the total estimated quantity of Item 2 Single servers required? depends on the result of the RFI, we might go with single server at every site.
3. Are the Item 1 Cluster servers intended to be deployed as multi-node VMware vSAN clusters? If so, what typical or anticipated cluster node counts per cluster should be planned for? The VSAN clusters will be 2 node clusters (with witness servers--already deployed). Note: some sites may only have a single server and other sites may have the VSAN solution deployed. The requirements and sites will be refined for RFQ.
Page 2 of 3 Page 1 of 3 Unified Communications Server Replacement Lifecycle Refresh This Request for Information (RFI) is issued for information and planning purposes only and does not constitute a solicitation nor does it restrict the Department of Veterans Affairs (VA) as to the ultimate acquisition approach. This notice is issued solely for information and planning purposes - it does not constitute a Request for Quote (RFQ)/Invitation for Bid (IFB)/Request for Proposal (RFP) or a promise to issue an RFQ, IFB or RFP in the future. This notice does not commit the VA to contract for any supply or service. Further, the VA is not seeking quotes, bids or proposals at this time and will not accept unsolicited proposals in response to this source sought notice. The VA will not pay for any information or administrative costs incurred in response to this notice. Submittals will not be returned to the responder. Not responding to this notice does not preclude participation in any future RFQ or IFB or RFP, if any is issued. If a solicitation is released, it will be synopsized on the Governmentwide Point of Entry. It is the responsibility of potential offerors to monitor the Governmentwide Point of Entry for additional information pertaining to this requirement. A brief synopsis of the required product is provided below: The Department of Veterans Affairs (VA), Office of Information & Technology (OIT), Connectivity & Collaboration Services (CCS), Unified Communications, has a requirement for Unified Communications Server Replacement Lifecycle Refresh. This is a mission critical OIT project intended to replace End of Life (EOL) End of Service (EOS) Cisco M5 Servers currently in service at multiple facilities within the VA s Enterprise UC environment. This new replacement hardware shall refresh the equipment with new hardware which will be able to be maintained and supported for several years. This hardware is needed to enhance and sustain operations. This Hardware shall be delivered to the site within 90 days of award. A list of requirements can be found in the table below. Installation efforts shall be included in this effort and completed within 180 days. The Contractor shall provide the 1-year standard manufacturer s Warranty/Maintenance support for the hardware and software in addition to the maintenance and technical support. RESPONSE SUBMISSION Please submit responses via email to Anthony.browner@va.gov and mary.accomando@va.gov by 3:00 PM EST, June 5, 2026 Please include the subject line VA Server Refresh Project[Your company Name] in your submission. The response should not exceed a 5 MB e-mail limit for all items associated with the RFI response. If your submission exceeds this limitation, please send multiple emails that comply with this requirement. Do not send zipped files as the email server will strip the attachments. Oral communications are not permissible. SAM.gov will be the sole repository for all information related to this RFI. VA reserves the right not to respond to any or all emails or materials submitted. Response Guidelines: Interested parties are requested to respond to this RFI with a capability statement. The capability statement should be concise and cannot exceed five (5) pages, and address only the information requested below. The response shall include the following: Company Information: Company name, address, telephone number, Point of Contact (POC) name and email address SAM UEI and business size (for small businesses, including socioeconomic status). Acquisition Recommendations: Identify Government-Wide Acquisition Contracts (GWAC) and Federal Supply Schedule(s) under which your company can offer services aligned with this requirement. Provide a response to VA assigning NAICs 334111, Electronic Computer Manufacturing with a Small Business Size standard of 1,250 employees Recommend contract type, duration, and pricing structure based on Federal Acquisition Regulation and commercial best practices. Recommend evaluation discriminators VA should consider for source selection. Technical capability and Expertise: Describe your company s demonstrated capability and experience in performing the work described in the attached draft Product Description (PD). Include supporting information showing your ability to meet specific PD task, including: Deployment and installation of large-scale server replacement Describe specific tools, platforms, or methodologies your organization uses to manage complex IT infrastructure and service delivery Knowledge and experience delivering and installing servers Detail your experience with delivering and installing replacement servers Original Equipment Manufacturer (OEM) Management: Describe your experience managing OEM relationships, particularly where multiple technology vendors are involved. North American Industry Classification System (NAICS) Validation: The VA is considering 334111, Electronic Computer Manufacturing Indicate whether this NAICS code is appropriate for the work described. If not, recommend a more suitable NAICs code with justification. Feedback on the Draft PD. The page limitation does not apply to providing feedback on the PD. Identify supply chain or other business considerations VA should consider. Cost Estimate Provide recommended CLIN structure Please provide a cost estimate on a per seated, per user basis Oral communications are not permissible. SAM.gov will be the sole repository for all information related to this RFI. VA reserves the right not to respond to any or all emails or materials submitted. DISCLAIMER Reminder: This Sources Sought issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this Sources Sought that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Source Sought.
Update #1 ·
Page 2 of 3
Page 1 of 3
Unified Communications Server Replacement Lifecycle Refresh
This Request for Information (RFI) is issued for information and planning purposes only and does not constitute a solicitation nor does it restrict the Department of Veterans Affairs (VA) as to the ultimate acquisition approach.
This notice is issued solely for information and planning purposes - it does not constitute a Request for Quote (RFQ)/Invitation for Bid (IFB)/Request for Proposal (RFP) or a promise to issue an RFQ, IFB or RFP in the future. This notice does not commit the VA to contract for any supply or service. Further, the VA is not seeking quotes, bids or proposals at this time and will not accept unsolicited proposals in response to this source sought notice. The VA will not pay for any information or administrative costs incurred in response to this notice. Submittals will not be returned to the responder. Not responding to this notice does not preclude participation in any future RFQ or IFB or RFP, if any is issued. If a solicitation is released, it will be synopsized on the Governmentwide Point of Entry. It is the responsibility of potential offerors to monitor the Governmentwide Point of Entry for additional information pertaining to this requirement.
A brief synopsis of the required product is provided below:
The Department of Veterans Affairs (VA), Office of Information & Technology (OIT), Connectivity & Collaboration Services (CCS), Unified Communications, has a requirement for Unified Communications Server Replacement Lifecycle Refresh.
This is a mission critical OIT project intended to replace End of Life (EOL) End of Service (EOS) Cisco M5 Servers currently in service at multiple facilities within the VA s Enterprise UC environment. This new replacement hardware shall refresh the equipment with new hardware which will be able to be maintained and supported for several years. This hardware is needed to enhance and sustain operations. This Hardware shall be delivered to the site within 90 days of award. A list of requirements can be found in the table below.
Installation efforts shall be included in this effort and completed within 180 days.
The Contractor shall provide the 1-year standard manufacturer s Warranty/Maintenance
support for the hardware and software in addition to the maintenance and
technical support.
RESPONSE SUBMISSION
Please submit responses via email to Anthony.browner@va.gov and mary.accomando@va.gov by 3:00 PM EST, June 5, 2026
Please include the subject line VA Server Refresh Project[Your company Name] in your submission. The response should not exceed a 5 MB e-mail limit for all items associated with the RFI response. If your submission exceeds this limitation, please send multiple emails that comply with this requirement. Do not send zipped files as the email server will strip the attachments.
Oral communications are not permissible. SAM.gov will be the sole repository for all information related to this RFI. VA reserves the right not to respond to any or all emails or materials submitted.
Response Guidelines:
Interested parties are requested to respond to this RFI with a capability statement. The capability statement should be concise and cannot exceed five (5) pages, and address only the information requested below. The response shall include the following:
Company Information:
Company name, address, telephone number,
Point of Contact (POC) name and email address
SAM UEI and business size (for small businesses, including socioeconomic status).
Acquisition Recommendations:
Identify Government-Wide Acquisition Contracts (GWAC) and Federal Supply Schedule(s) under which your company can offer services aligned with this requirement.
Provide a response to VA assigning NAICs 334111, Electronic Computer Manufacturing with a Small Business Size standard of 1,250 employees
Recommend contract type, duration, and pricing structure based on Federal Acquisition Regulation and commercial best practices.
Recommend evaluation discriminators VA should consider for source selection.
Technical capability and Expertise:
Describe your company s demonstrated capability and experience in performing the work described in the attached draft Product Description (PD).
Include supporting information showing your ability to meet specific PD task, including:
Deployment and installation of large-scale server replacement
Describe specific tools, platforms, or methodologies your organization uses to manage complex IT infrastructure and service delivery
Knowledge and experience delivering and installing servers
Detail your experience with delivering and installing replacement servers
Original Equipment Manufacturer (OEM) Management:
Describe your experience managing OEM relationships, particularly where multiple technology vendors are involved.
North American Industry Classification System (NAICS) Validation:
The VA is considering 334111, Electronic Computer Manufacturing
Indicate whether this NAICS code is appropriate for the work described. If not, recommend a more suitable NAICs code with justification.
Feedback on the Draft PD. The page limitation does not apply to providing feedback on the PD.
Identify supply chain or other business considerations VA should consider.
Cost Estimate
Provide recommended CLIN structure
Please provide a cost estimate on a per seated, per user basis
Oral communications are not permissible. SAM.gov will be the sole repository for all information related to this RFI. VA reserves the right not to respond to any or all emails or materials submitted.
DISCLAIMER
Reminder: This Sources Sought issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this Sources Sought that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Source Sought.
Files
| File | Type | Posted |
|---|---|---|
| PD for RFI UC Server Replacement - 5.15.26.docx | DOCX document | |
| 36C10B26Q0444.docx | DOCX document |
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| Opportunity | Agency | Set-aside | Responses due |
|---|---|---|---|
| DA10--VA Enterprise-level Product Solutions | VA Technology Acquisition Center | No set-aside |
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