Security Gate Maintenance

Solicitation / RFP / RFQ

This document is a Request for Quotation (RFQ) for the maintenance and repair of automatic gates at the VA Austin Information Technology Center (AITC). The scope includes maintenance, repair, and provision of spare parts for various gate models (400 Electric Crash Gates, 450 E K12 Rated Slide Gates, 773 Electric Crash Beam, LXL Hydraulic Gate Operator, Park Pro Warning Arms, and TAG Touchscreen Control Consoles).

• Maintenance: Includes monthly and semi-annual preventive maintenance (PM) visits, as well as emergency repair services.

• Emergency Repairs: 1-hour telephone response time, with repairs to be completed the next day within a 24-hour period if the call is after 3:00 PM CT.

• Spare Parts: Contractor to provide specified spare parts and any other part deemed necessary by the manufacturer.

• Personnel: Services must be supervised by certified, experienced personnel and coordinated with AITC Facilities Management staff.

• Security: Contractor personnel must meet specific security requirements, including background investigations (Medium/MBI).

• Reporting: Monthly progress reports detailing work completed, problems encountered, and resolution plans.

• Contract Type: Firm-Fixed-Price (FFP).

• Period of Performance: 1-year base period with four 1-year option periods.

  • Base Year: May 16, 2026 – May 15, 2027
  • Option Years 1-4: May 16, 2027 – May 15, 2031

• Place of Performance: VA Austin Information Technology Center, 1615 Woodward Street, Austin, TX 78772.

• Submission: Quotes to be submitted via email to Brandi Luna (Brandi.Luna@va.gov) and Brian Tedesco (Brian.Tedesco@va.gov) by the due date specified in Block 8.

• Questions: Written questions to be submitted via email to the same contacts by 1:00 PM EDT on 04/15/2026.

• Evaluation Factors: Offers will be evaluated based on Technical, Past Performance, and Price. Technical acceptability is the most important factor.

• Set-Aside: Unrestricted / Full and Open.

• NAICS Code: 561621 (Security Systems Services).

• Size Standard: $25 Million.

• Experience: Vendors must have a minimum of five (5) years of experience in automatic gate installation and maintenance.

• Authorization: Contractor must be a factory authorized maintenance provider or direct representative of B&B ARMR.

• The solicitation incorporates numerous FAR and VAAR clauses by reference, covering terms and conditions, insurance, security, and other requirements.

Amendment / Modification

This amendment provides clarification to a question submitted regarding CLINs 0007, 1007, 2007, 3007, and 4007.

Specifically, it clarifies the quantity for "Emergency Service Calls". The original RFQ stated "1 visit per gate/per year, qty 6". The amendment clarifies that the program expects a maximum of 1 emergency visit per gate, per year. Since the PWS defines 6 gates for maintenance, the quotes for the specified CLINs should cover a total of 6 emergency visits per year.

• Clarification pertains to CLINs 0007, 1007, 2007, 3007, and 4007, specifically the "Emergency Service Calls" line item.

• Bidders should adjust their quotes for the specified CLINs to reflect a total of 6 emergency visits per year, rather than potentially interpreting it as 48 visits (6 visits per gate x 8 gates, if 8 gates were assumed).

• This amendment does not appear to change the proposal deadline or other submission requirements.

Solicitation / RFP / RFQ

This solicitation is for the maintenance and repair of security gates and control equipment at the VA Austin Information Technology Center (AITC). The contract will cover specific gate models (400, 450 E, 773, LXL) and associated control consoles.

• Maintenance: Twelve (12) annual visits, consisting of ten (10) monthly preventative maintenance (PM) visits and two (2) semi-annual PM visits. Detailed inspection and maintenance procedures are outlined for various gate models.

• Emergency Repairs: 1-hour telephone response time for emergency repairs. Repairs must be completed within 24 hours of the call, or the next day if the call is after 3:00 PM CT. Gates needing repair should not be out of service for more than one week.

• Spare Parts: Provision of specified spare parts as recommended by the manufacturer.

• Reporting: Monthly progress reports detailing work completed, problems encountered, and resolutions.

• Personnel: All maintenance must be supervised by certified, experienced personnel. Contractor personnel must meet specific security requirements, including background investigations (Medium/MBI).

• Compliance: Adherence to various Federal Information Security Management Act (FISMA) and Department of Veterans Affairs (VA) directives and handbooks related to information security and privacy.

• Contract Type: Single Award, Firm-Fixed-Price (FFP).

• Period of Performance: 1-year base period (May 16, 2026 – May 15, 2027) with four (4) 1-year option periods.

• Estimated Value: Not explicitly stated, but the solicitation references a potential value of $25 Million.

• Submission: Quotes must be submitted via email to Brandi Luna (Brandi.Luna@va.gov) and Brian Tedesco (Brian.Tedesco@va.gov) by April 23, 2026, 1:00 PM EDT.

• Questions Deadline: April 15, 2026, 1:00 PM EDT.

• Evaluation Factors: Technical (most important, acceptable/unacceptable), Past Performance, and Price (lowest evaluated price for technically acceptable offers).

• Set-Aside: Unrestricted / Full and Open competition.

• Experience: Approved vendors must have a minimum of five (5) years of prior experience in automatic gate installation and maintenance and must be a factory-authorized maintenance provider or direct representative of B&B ARMR.

• FAR 52.212-1, 52.212-4, 52.212-3, and 52.212-5 are incorporated by reference or attached. Addenda are attached.