R425--Capital Asset Facility Management System

Amendment / Modification

This amendment addresses questions received regarding the Capital Assets and Facilities Management (CAFM) system. Key changes and clarifications include:

• Q&A Responses: Provides answers to vendor questions concerning the CAFM system, including:
  • Desired "Go-Live" date: January 1, 2027.
  • Current CAFM system: None is currently utilized by the VA.
  • Motivation for replacement: This is the first CAFM system for the Carl T Hayden Medical Center.
  • Area to be surveyed: Approximately 1.4 million sq. ft. across the main medical center and outpatient clinics.
  • Budget: No budget is releasable; vendors should provide pricing based on industry standards.
  • FedRAMP certification: Required at a Moderate to High level.
  • Data migration: Existing data includes Excel exports, AEMS-MERS (Vista) work orders, PDFs, JPEGs, and AutoCAD files.
  • Asset management: Currently 36 buildings (assets) are managed, with potential for variation.
  • Drawings: "As-Built" CAD drawings are available but not updated or standardized.
  • BIM models: Not available for all buildings.
  • Data standards: Uniformat II is not currently standardized; refer to VA TIL.
  • Last FCA: Conducted in 2023.
  • 3D visualization: Not currently standardized; refer to VA TIL.
  • Integrations: CAI and SCIP databases will integrate one-way. AEMS-MERS (Vista) is the current inventory system, and integration is needed.
  • Work orders: The request is specific to space management, not equipment management.
  • PM procedures: Available but outdated.
  • Training: Online training is acceptable, with some facilitation expected.
  • User numbers: Estimated 4k+ read-only users, with specific numbers for System Admins (10), Primary Users (20), Executive Users (10), and Technicians (10).

This amendment primarily provides clarifications through a Question and Answer format.

• All questions are due NLT February 17, 2026, at 1:00 PM MST.
• All offers are due NLT February 26, 2026, at 1:00 PM MST.
• Offers must be submitted via email to Felicia Simpson at Felicia.Simpson@va.gov.
• Contractors must sign clause 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING-CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023) (DEVIATION) on page 33.
• Failure to provide all required documentation and acknowledge all amendments will result in the offer not being accepted or evaluated.

Solicitation / RFP / RFQ

This solicitation seeks proposals for the Development of a Capital Assets and Facilities Management (CAFM) system, comparable to ArcGIS Pro, for the VA Phoenix Health Care System (PVAHCS). The goal is to enhance real-time collaboration, improve productivity for engineers, space planners, and architects, and streamline maintenance, construction projects, and Capital Asset Inventory (CAI) reporting.

• Task 1: Space Audit & Personnel Study: Conduct a system-wide space audit and personnel utilization study for the PVAHCS main campus and associated clinics.

• Task 2: PaaS Integration & Implementation: Implement a Platform as a Service (PaaS) system integrating BIM, architectural drawings, occupant data, and condition assessments into a 3D visualization. The system should be comparable to ArcGIS Pro, with high-precision location data.

• Task 3: PaaS Maintenance: Provide ongoing maintenance, data updates, and technical support for the PaaS system.

• Task 4: Training: Develop and deliver training courses for PVAHCS employees on the CAFM system.

• Deliverables: Site survey, personnel occupancy survey, online software system setup, CAI data upload, floor plan updates, technical support, user licenses, and training materials.

• Contract Type: Firm-Fixed-Price.

• Period of Performance: Base Year (Award Date - 09/30/2026) with four (4) Option Years.

• NAICS Code: 541512 - Computer Systems Design Services.

• Estimated Value: $34 Million (for base year).

• Submission Deadline: February 26, 2026, 1:00 PM MST.

• Submission Method: Email to felicia.simpson@va.gov in PDF format.

• Questions Due: February 17, 2026, 1:00 PM MST, submitted in writing to Felicia Simpson.

• Evaluation Factors: Best value determination considering Technical Approach, Experience, Required Documents, Price, and Past Performance (CPARS).

• Key Deadlines: Questions due Feb 17, 2026; Offers due Feb 26, 2026.

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

• Offerors must be certified SDVOSBs listed in the SBA certification database.

• Compliance with VAAR 852.219-75 (Limitations on Subcontracting) is required.

• Offerors must submit VA Form 10091 and W-9 with their offer.

• The system must be compatible with a veteran and staff accessible wayfinding platform.

Form / Attachment / Pricing Sheet

This document is a "Vendor Information" form used to collect essential details about a vendor. It is likely used for registration, onboarding, or updating vendor records within a government system, possibly the VA database as indicated in section 18.

• Requester and Service: Identifies the requesting entity and the service being provided.
• Vendor Name and Address: Collects the vendor's legal and "doing business as" name, physical and mailing addresses.
• Tax Identification: Requires either a TIN or SSN.
• Contact Information: Gathers phone, fax, email, and point of contact details.
• Payment Information: Includes payment street address, account number, and details about existing contracts.
• Business Classification: Asks for Business Type (Small, Large, etc.), Socioeconomic Group (e.g., Veteran-Owned, HUBZone), and 1099 Indicator.
• Registration Status: Inquires about DUN and Bradstreet Number and Central Contractor Registration (CCR).
• Mandatory Checks: Directs vendors to specific websites for registration and to check for exclusions.

Vendors responding to opportunities that require this form must complete it accurately. It is crucial for vendors to ensure they meet the registration requirements outlined in sections 16, 17, and 18, as failure to do so can result in administrative action and prevent them from doing business with the Federal Government.

Form / Attachment / Pricing Sheet

This document is IRS Form W-9, Request for Taxpayer Identification Number and Certification. It is used by individuals and entities to provide their correct Taxpayer Identification Number (TIN) to a requester who is required to file an information return with the IRS. This form is not sent to the IRS but is given directly to the requester.

• Part I: Taxpayer Identification Number (TIN): Requires the entry of a Social Security Number (SSN), Individual Taxpayer Identification Number (ITIN), Adoption Taxpayer Identification Number (ATIN), or Employer Identification Number (EIN).
• Part II: Certification: Requires the individual or entity to certify that the TIN provided is correct, that they are not subject to backup withholding (or are exempt), and that they are a U.S. citizen or other U.S. person.
• Lines 1-7: Collects name, business name (if applicable), address, city, state, ZIP code, and optional account numbers.
• Line 3a: Asks for the federal tax classification of the entity/individual.
• Line 3b: For partnerships, trusts, or estates with foreign partners/owners/beneficiaries.
• Line 4: For reporting exemptions from backup withholding or FATCA reporting.

Bidders responding to a SAM.gov opportunity may be required to submit this form to the contracting agency or prime contractor to ensure proper payment and tax reporting. It is crucial for vendors to accurately complete this form with their correct TIN and certifications to avoid potential backup withholding or delays in payment. Failure to provide a correct TIN can result in a penalty.

Form / Attachment / Pricing Sheet

This document, VA Form 10091, is the Vendor File Request Form used by the VA's Financial Services Center (FSC). Its purpose is to collect essential payment data from vendors (commercial, individuals, veterans, etc.) to establish or update vendor records for processing electronic payments, in accordance with federal regulations.

• Request Type: New Vendor registration or updating an existing vendor record.
• VA Facility Information: For internal VA use, identifying the submitting facility.
• Payee/Vendor Information: Includes details such as commercial vendor registration in SAM.gov, Unique Entity Identifier (UEI), EFT Indicator, SSN/TIN, NPI (for medical providers), Small Business status, Payee/Vendor Name, Doing Business As (DBA), email, phone, and current/previous addresses.
• EFT/ACH Information: Requires current bank name, 9-digit routing number, account number, and account type (checking/savings) for electronic payments.
• Authorized Representative: Section for the vendor's designated representative to provide their name, title, and signature, certifying the accuracy of the information.

Vendors seeking to do business with the VA or who need to update their payment information must complete and submit this form. It is crucial for receiving timely electronic payments for goods or services provided to the VA. The form emphasizes that information provided must match SAM.gov registration for new vendors and that any banking changes for existing vendors must be made in SAM.gov. The normal processing time is 15-30 business days.

Solicitation / RFP / RFQ

This solicitation is for the Development of Capital Assets and Facilities Management (CAFM) system. The place of performance is the Phoenix Veteran Affairs Healthcare System in Phoenix, AZ.

Development of a Capital Assets and Facilities Management (CAFM) system.

• Solicitation Number: 36C26226Q0286

• Place of Performance: Phoenix Veteran Affairs Healthcare System, 650 East Indian School Road, Phoenix AZ 85012, USA

• Response Date/Time/Zone: 01-22-2026 10:00 AM MOUNTAIN TIME, DENVER, USA

• Archive: 10 DAYS AFTER THE RESPONSE DATE

• Set-Aside: SDVOSBC (Service-Disabled Veteran-Owned Small Business)

• NAICS Code: 541512

• Product Service Code: R425

• Contracting Office Address: NCO 22 - Network Contracting, Department of Veterans Affairs, Mesa Annex, 4135 S. Power Rd #103 RM 116, Mesa, AZ 85212

• Point of Contact: Felicia Simpson, Contracting Officer, felicia.simpson@va.gov

Sources Sought Announcement

This is a Sources Sought Announcement for market research purposes only. The Department of Veterans Affairs (VA), Phoenix VA Health Care System (PVAHCS) is seeking information on potential sources for the development of a Capital Assets and Facilities Management (CAFM) system. This system should be comparable to ArcGIS Pro® Platform as a Service (PaaS) and include Capital Asset Inventory (CAI) real property database updates for PVAHCS.

• Development of a Capital Assets and Facilities Management (CAFM) system.

• System comparable to ArcGIS Pro® Platform as a Service (PaaS).

• Capital Asset Inventory (CAI) real property database update.

• Enable real-time collaboration among engineers, space planners, and architects.

• Reduce time for compliance reporting.

• Make capital asset data accessible in real-time via mobile and desktop computing.

• Support facilities maintenance operations.

• This is a Sources Sought Announcement, not a solicitation or request for proposals.

• No contract award is guaranteed.

• No costs associated with responding will be reimbursed.

• Responses must be in writing and submitted via email to felicia.simpson@va.gov.

• Submissions must be marked "Attn: Felicia Simpson, Contract Specialist".

• Deadline for submissions: January 16, 2026, 10:00 AM MST.

• Required submission information includes: company name, address, point of contact, phone, fax, email, DUNS number, Cage Code, Tax ID Number, type of small business, and a capability statement.

• The VA is mandated to consider a total set-aside for Service-Disabled Veteran Owned Small Business (SDVOSB).

• If SDVOSB responses are inadequate, an alternate set-aside or full and open competition may be considered.

• Interested parties should be Service-Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone, Women Owned Small Business, Small Disadvantaged Business, or Small Business HUBZone businesses.

• Offerors must be registered in SAM.gov.

• SDVOSB or VOSB respondents must be registered in the SBA-DSBS Registry.

• NAICS Code: 541512 (Size Standard: $34.0 Million).

• No sub-contracting opportunities are anticipated.

• The VA is committed to utilizing Building Information Modeling (BIM) tools and processes.