RFP 358702604 Sensors for University Space Monitoring

Virginia Tech, a state agency of the Commonwealth of Virginia located in Montgomery County, has issued RFP 358702604 seeking qualified vendors to provide a comprehensive space utilization sensor solution for university facilities. The procurement requires non-intrusive sensor technology—such as infrared, thermal, radar, or LiDAR—capable of monitoring occupancy and utilization rates across interior building spaces including offices, classrooms, laboratories, conference rooms, corridors, and common areas without capturing identifiable images or audio. Deliverables include sensor hardware with installation, an operational software platform featuring a web-based dashboard and reporting capabilities, implementation and configuration services, staff training, system documentation, and ongoing maintenance and support. The solution must integrate seamlessly with Virginia Tech's existing space management software to support data-driven facility planning. Evaluation will be conducted using a 100-point scoring system assessing Quality of Products/Services (25 points), Offeror Qualifications and Experience (25 points), Service Plans and Methodology (25 points), Cost/Price (15 points), and SWaM Business Participation (10 points). A pre-proposal conference is scheduled for May 5, 2026, at 2:00 PM via Zoom, with inquiries due by May 6, 2026, at 3:00 PM. Proposals must be submitted electronically through Virginia Tech's procurement portal at https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=VATech by May 22, 2026, at 3:00 PM, with all documents in searchable WORD or PDF format under 50MB.

SWaM (Small, Women-owned, and Minority-owned) Business participation is encouraged, with non-SWaM firms required to describe plans for SWaM subcontractor utilization. Vendors must be registered with Virginia's eVA electronic procurement system and Ariba, and must maintain specific insurance coverages including General Liability ($2,000,000 combined single limit), Employers Liability ($100,000), and Automobile Liability ($500,000). Offerors must provide detailed pricing sheets, at least three references from similar public land-grant research institutions, a comprehensive written proposal addressing all statement of needs requirements, and a pilot implementation timeline. Virginia Tech reserves the right to award multiple contracts and extend the contract to other public bodies, educational institutions, and affiliated entities through cooperative procurement. The initial contract term is one year with options for two additional one-year renewals. The RFP does not specify a budget range or award value, but prospective vendors should note that eVA and Ariba transaction fees must be factored into proposal costs. Contact procurement officer Carlton Wykle at (540) 231-8550 or crwykle@vt.edu for additional information.