J063--New Base+4 Dormakaba Lock Preventative Maintenance and Repair for the Milwaukee VAMC

Solicitation / RFP / RFQ

This solicitation is a Request for Quote (RFQ) for maintenance, repair services, and technical support for the Dormakaba lock system at the VA Medical Center (VAMC) in Milwaukee, WI. The acquisition is conducted under FAR Part 12 (Acquisition of Commercial Items) and FAR Part 13 (Simplified Acquisition Procedures).

• Provide maintenance, repair services, and technical support for the Dormakaba lock system (118 RT+ locks across 2 buildings).

• Perform on-site quarterly maintenance, including system updates, audit log generation, diagnostics, battery verification/replacement, lock servicing, and software upgrades.

• Provide access to a technical help desk during normal business hours (7:00 AM - 3:30 PM CST, Monday-Friday, excluding Federal holidays).

• Offer emergency response with on-site or remote support within 4 hours of incident report.

• Ensure all personnel are certified by Dormakaba to service the equipment.

• Provide software version upgrades as needed to maintain community software.

• Contract Type: Firm-fixed price.

• Period of Performance: Base year (08-01-2026 to 07-31-2027) plus four option years.

• Estimated Value: Not explicitly stated, but Block 9 indicates a potential value of $25 Million.

• Quotes must be submitted via email to MICHELLE.KLUG2@va.gov by the solicitation due date (May 12, 2026, 10:00 AM CDT).

• Key submission components include a signed RFQ, completed Price Schedule, SF 1449 blocks, VAAR 852.219-75 fill-ins, and FAR 52.212-3 representations.

• Technical capability, experience/past performance, and price are evaluation factors.

• Offerors must demonstrate technical capability, including Dormakaba certification, understanding of Service Contract Labor Standards, and relevant experience.

• Past performance will be evaluated based on contracts awarded within the last five years.

• This acquisition is 100% set-aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSBs).

• Vendors must be registered in SBA Veteran Small Business Certification (VetCert) and meet small business size standards for NAICS 561621.

• Questions are due by May 5, 2026, 10:00 AM CDT, with consolidated responses issued via amendment.

• The solicitation incorporates numerous FAR and VAAR clauses, including those related to personnel vetting, security, records management, and electronic invoicing.

Sources Sought Synopsis / Statement of Work (SOW)

This document is a Sources Sought Synopsis combined with a draft Statement of Work (SOW) for Dormakaba Lock Preventative Maintenance and Repair Services at the Milwaukee VA Medical Center (VAMC). The VA is conducting market research to identify potential contractors capable of performing these services. The results may influence the procurement method, with potential set-asides for Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) or other small business categories.

• Preventative Maintenance: Quarterly on-site visits (8 hours each) for 118 RT+ locks across two buildings. Tasks include system date/time updates, audit log generation, diagnostics, battery verification/replacement (VA supplies batteries), lock inspection/servicing, hardware cleaning/calibration, software updates, keycard/access point reprogramming, and remote access controller (RAC 5XT) checks.

• Repair Services: Maintenance, repair, and technical support for the Dormakaba lock system.

• Technical Support: Access to a technical help desk during normal business hours (7:00 am - 3:30 pm CST, Monday-Friday, excluding federal holidays) and unlimited technical assistance.

• Emergency Response: On-site or remote support within 4 hours of incident report.

• Reporting: Submission of a written Employee/Vendor Service Report (ESR) after each visit, detailing services performed, products used, and discrepancies.

• Certifications: Contractors must be certified by Dormakaba to service their equipment.

• Place of Performance: VA Medical Center, 5000 W National Avenue, Milwaukee, WI 53295.

• Period of Performance: Not specified in this synopsis, but includes a 1-year warranty on parts, labor, and travel from contractor start-up.

• Response Date: April 23, 2026, 10:00 AM Central Time.

• Submission Method: Email to MICHELLE.KLUG2@VA.GOV. Telephone inquiries are not accepted.

• Information Requested: Company name, address, contact info, ownership type, tailored capability statements, fleet size, organizational/staff capability documentation, and details on subcontracting plans.

• The requirement may be set-aside for SDVOSBs or other small businesses. If set-aside, the Limitations on Subcontracting clause (13 CFR §125.6) will apply, requiring no more than 50% of the contract value to be paid to firms that are not similarly situated.

• Contractors must wear visible identification and company uniforms. VA ID badges are required and will be obtained after fingerprinting and background checks.

• All services must comply with VA Safety and Security standards, manufacturer standards, NFPA-99, OSHA, NEC, and other applicable industry standards.

• Contractors are responsible for protecting government property and repairing any damage caused by their operations.

• Fingerprinting and background checks are required for all contractor personnel.

• This is a Sources Sought notice; it is not a solicitation for proposals.

• The government assumes no financial responsibility for costs incurred in responding.

• Specific lock locations will be provided upon contract award.