Syracuse VAMC RTLS Asset Management-Tracking

The Department of Veterans Affairs Veterans Integrated Service Network 2 intends to solicit a firm-fixed-price Real-Time Location System (RTLS) asset management tracking solution for the Syracuse VA Medical Center, with a sources-sought response deadline of August 25, 2026. This procurement is set aside for Service-Disabled Veteran-Owned Small Businesses.

Place of performance is the Syracuse VAMC, 800 Irving Avenue, Syracuse, New York 13210. The contracting office is at James J. Peters VA Medical Center, 130 West Kingsbridge Road, Bronx, New York 10468-3904, with Morgan Weeks (Morgan.Weeks1@va.gov) serving as point of contact.

The contractor must deliver RTLS hardware, software, documentation, and comprehensive services to track a minimum of 15,800 nonexpendable equipment items using radio frequency identification technology. Required capabilities include room-level accuracy (95%), coverage of designated spaces (95%), 99% read success rates, five-minute data synchronization latency, and concurrent scanning of 25 tags within three seconds at one to three meters without line-of-sight. The system must integrate exclusively through VA-approved enterprise interfaces (AEMS/MERS, GIP/WaveMark, Cerner, Nuvolo) and comply with Section 508 accessibility standards (WCAG 2.0 Level A/AA).

Contractor scope includes site survey, design, installation, integration, end-user acceptance testing, training, and one-year warranty covering parts, labor, and technical support. Deployment follows a phased schedule: kickoff and site survey within 10 days of award, design approval within 20 days, pilot installation within 40 days, and full deployment within 90 days. The base contract runs 12 months from final system acceptance, with up to four optional 12-month renewal periods.

Security and compliance requirements include Authority to Operate (ATO) documentation in eMASS, VAAR 839 and VA Directive 6500 cybersecurity standards, IPv6 support, VA Technical Reference Model alignment, and multi-factor approvals from COR, CO, ISO, OIT Network, SDCD, and EHRM before production deployment.

NAICS code is 541519 (Other Computer Related Services) with a 1,000-employee small business size standard. Interested vendors must submit detailed capability statements via email to Morgan.Weeks1@va.gov and maintain current SAM registration.