Solicitation
Fire Alarm Maintenance Service Contract FY27 - NEW Base + Four - 583
Department of Veterans Affairs
AI summaryThe VA Network Contracting Office 10 wants a contractor to inspect, test, maintain and do minor repairs on the fire alarm and wet sprinkler-related alarm systems at the Richard L. Roudebush VA Medical Center in Indianapolis, IN and a small nearby site. It is a 1-year base period starting 15 Dec 2026 plus four 1-year options, set aside for certified service-disabled veteran-owned small businesses (SDVOSB). Quotes are due 21 October 2026, 10:00 AM EDT, by email only. More in the summary
A newer version of this notice was posted Nov 12, 2026. It moves the due date from Oct 14, 2026 to Nov 16, 2026, which is the date shown on this page. See the latest version.
AI summary Beta
Summary of the version posted Oct 1, 2026. The notice was amended Nov 12, 2026. The due date moved from Oct 21, 2026 to Nov 16, 2026. Check what else changed on SAM.gov. This summary may miss requirements: 1 of 6 attachments weren't read (ATTACHMENT I - SCA.pdf). Check the attachments on SAM.gov.
The VA Network Contracting Office 10 wants a contractor to inspect, test, maintain and do minor repairs on the fire alarm and wet sprinkler-related alarm systems at the Richard L. Roudebush VA Medical Center in Indianapolis, IN and a small nearby site. It is a 1-year base period starting 15 Dec 2026 plus four 1-year options, set aside for certified service-disabled veteran-owned small businesses (SDVOSB). Quotes are due 21 October 2026, 10:00 AM EDT, by email only.
Who can bid (8)
- Must be a certified SDVOSB listed in the SBA certification database at the time of offer (and at award), and meet the small business size standard for NAICS 561621
- Limitations on subcontracting: the prime cannot pay more than 50% of the amount paid by the government to firms that are not certified SDVOSBs (or VOSBs), and must sign a certification submitted with the quote
- At least 5 years of documented inspection, testing, maintenance and repair experience on comparable facilities, and at least 3 similar projects or service contracts in the last 5 years
Show all 8Show fewer
- Supervisor must have 5 years of experience and NICET Level III (water-based systems and fire alarm) or an equivalent accepted by the Contracting Officer; workers need NICET Level II or equivalent training and experience
- Hold all licenses, registrations, certifications and permits required by the Federal government, the State of Indiana and local authorities, and carry required insurance
- Arrange a one-year agreement with a qualified fire alarm monitoring company
- Contractor staff must go through VA vetting and background checks to receive VA access cards
- Active SAM registration with a UEI
How to submit: Email only to the contract specialist, Stacie Hill (stacie.hill@va.gov). No physical mail is accepted., due 21 October 2026 at 10:00 AM EDT (extended from 14 October 2026 by amendment 0001). What to include is under Full summary below. Check the solicitation's instructions on SAM.gov.
Things to watch (9)
- Serious: SDVOSB-only set-aside. Only SBA-certified service-disabled veteran-owned small businesses can bid; any other quote will not be considered, and misrepresenting status can lead to debarment.
- Serious: Rejection for incomplete subcontracting certification. A missing or incorrectly filled in 852.219-75 certification gets the quote thrown out without evaluation.
- Worth checking: Award on price alone with large scope. With price as the only factor, bids compete on cost for thousands of devices, while detailed testing, reporting and staffing qualifications still apply.
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- Worth checking: Tight Base Year deadline. Testing of the whole campus must be done within 90 days of signing, and the main annual testing is due by 01 December each year.
- Worth checking: Live hospital with after-hours work. Work in an operating hospital requires off-hours scheduling, infection control and approval from VA staff before affecting any service, which raises labor cost.
- Worth checking: Reports can be rejected and payment held. Reports must reconcile exactly to the device inventory, and invoices may be withheld until reports are accepted, which can delay cash flow.
- Worth checking: Two versions of the subcontracting attachment disagree. The older Attachment II also marks General construction (85%) while the UPDATED one marks only Services (50%); the notice says to use the UPDATED one.
- Minor: Date passed (Oct 21, 2026): Conflicting due dates in documents. The base form still shows an offer due date of 10-14-2026, but the notice and amendment extend quotes to 21 October 2026, so follow the later date and confirm with the contract specialist.
- Minor: Site visit date is at or near the notice date. The only scheduled site visit was set for 7 October 2026, so bidders who missed it must rely on the RFI process (due 14 October) and the provided device tables. Check the notice: its text gives 14 October as the date offers are due, not a question deadline.
Read from the notice and 5 attachments. 1 of 6 not read. Show which files.
- 36C25027Q0009 0001.docx (read)
- 36C25027Q0009.docx (read)
- ATTACHMENT II - Instructions for VAAR 852.219-75 UPDATED.docx (read)
- ATTACHMENT II - Instructions for VAAR 852.219-75.docx (read)
- RFI Form.docx (read)
- ATTACHMENT I - SCA.pdf: not summarized: open it on SAM.gov
Full summary
What they want
- Test every fire alarm device and function at least annually (smoke, heat and duct detectors, pull stations, horns and strobes, speakers, releasing devices, panels, batteries and more) at the main hospital campus and the Cold Springs Road site
- Do the main annual functional testing by 01 December each year, plus supplementary work in June (visual inspection, tamper and flow switch testing)
- Finish Base Year testing within 90 days of receiving the signed contract
- Verify and correct the device inventory, and document pass/fail results for each individual device
- Report deficiencies and make minor repairs (adjustments, cleaning, resets, fuses, lamps, labels, incidental parts)
- Deliver daily reports, a signed searchable PDF final report and an editable Excel workbook of results
- Get and keep a one-year agreement with a qualified 24/7 UL-listed central station monitoring company
- Submit a test plan, schedule, technician qualifications and sample report format for approval before field testing starts
- Contract type
- Commercial services (FAR Part 12 style SF 1449 quote request), priced as 1 year per line item; exact pricing type (such as firm-fixed-price) is not stated
- Period of performance
- 1 base year (12-15-2026 to 12-14-2027) + 4 option years; the last option period is listed as ending 12-31-2031. The option-to-extend clauses also allow up to 6 more months of services.
- Place of performance
- Richard L. Roudebush VA Medical Center, 1481 W 10th Street, Indianapolis, IN 46202, plus a smaller amount of work at the Vet's House, 2669 Cold Springs Rd, Indianapolis, IN 46222
- Estimated value
- Not stated
- How they'll choose
- Award based on price alone, per the evaluation provision, which also says award goes to the offer most advantageous to the Government, price and other factors considered. Total price includes all option years.
- Offers due
- 21 October 2026 at 10:00 AM EDT (extended from 14 October 2026 by amendment 0001) (from the version posted Oct 1, 2026; amended since)
- How to submit
- Email only to the contract specialist, Stacie Hill (stacie.hill@va.gov). No physical mail is accepted.
What they'll judge offers on
- Price alone (total of base year plus all options)
What to include when you submit
- Include the completed, signed VAAR 852.219-75 certification (Attachment II, UPDATED version) with the quote, with the offeror's full legal name filled in at each bracket
- Offer must include solicitation number, offeror name, address, phone, UEI, and a statement of agreement with all terms
- Fill in unit prices for the base year and all four option years on the price schedule
- Acknowledge amendments (the quote must list amendment numbers and dates)
- Quotes must hold prices firm for 60 calendar days after the due date
- Send questions on the RFI form to stacie.hill@va.gov by 14 October 2026, 10:00 AM EDT; answers come by amendment on SAM.gov. Check the notice: its text gives 14 October 2026 as the date offers are due, not a question deadline.
- Site visit was set for 7 October 2026 at 10:00 AM EDT, meeting at Building 5 of the medical center
- Complete the SAM-based representations on covered telecommunications and FASCSA orders by submitting the offer
Not in the notice text
- Service Contract Act wage determination (Attachment I - SCA) was a scanned PDF with no readable text, so labor rates that affect pricing are unknown
- Part of the main solicitation document (about 36,000 characters in the middle, covering part of the security and personnel clauses) was not read (it may be an attached file the AI skipped; check SAM.gov); the statement of work, price schedule, evaluation and submission instructions were all readable
- Estimated contract value and budget are not stated (the $25 Million figure on the form is the size standard, not the contract value)
- Name of the current contractor or whether this is a recompete is not stated
- Contracting Officer is listed as 'To be determined'
- The last option period is listed as ending 12-31-2031 instead of 12-14-2031, and the total duration limit in the option clause is five years; confirm via an RFI
- Exact contract pricing type (fixed price or other) is not stated
Eligibility and how to respond
- Only service-disabled veteran-owned small businesses (SDVOSBs) certified through SBA's VetCert can bid as the prime contractor. Not certified through VetCert yet? Apply on VetCert (SBA), or start with the SDVOSB guide. More open service-disabled veteran-owned set-asides under NAICS 561621
- How to submit, from the AI summary: Email only to the contract specialist, Stacie Hill (stacie.hill@va.gov). No physical mail is accepted. Check it in the notice before you send anything.
- Service contracts usually set minimum pay rates (the Service Contract Act). Price the labor with the SCA price calculator.
Notice details
- Posted
- Sep 29, 2026
- Notice type
- Solicitation
- Office
- 250-Network Contract Office 10 (36C250), Dayton, OH
- Product/service code
- H312 · Inspection – Fire Control Equipment
- Business type
- Security & guard services (FedReady's grouping, from NAICS 561621)
- Versions
10 versions have been posted, newest first.
- Nov 12, 2026 · Amendment 0008Due Nov 16, 2026
- Nov 6, 2026 · Amendment 0007Due Nov 16, 2026 (changed)
- Oct 16, 2026 · Amendment 0006Due Oct 23, 2026
- Oct 15, 2026 · Amendment 0005Due Oct 23, 2026
- Oct 15, 2026 · Amendment 0004Due Oct 23, 2026 (changed)
- Oct 1, 2026 · Amendment 0003Due Oct 21, 2026
- Sep 30, 2026 · Amendment 0002Due Oct 21, 2026 (changed)
- Sep 29, 2026 · Amendment 0001 (this version)Due Oct 14, 2026
- Sep 28, 2026 · SolicitationDue Oct 14, 2026
- Sep 28, 2026 · PresolicitationDate Oct 14, 2026
- Attachments
Past awards and competition
Who has won work like this before, the likely incumbent, and what similar contracts paid, from USAspending.gov.
Before you respond
- How to respond to a solicitation (8 steps)
- How to read a government solicitation
- How to price a government contract
- Open SDVOSB set-aside contracts
Terms on this notice: Solicitation, SDVOSB (service-disabled veteran-owned small business), Set-aside
Full notice text from SAM.gov
Is the fire pump diesel-driven or electric, and are its routine no-flow (churn) tests performed weekly or monthly? The pump is electric. The no-flow tests are performed in-house monthly. There should be a quarterly flow test performed by the contractor. Will VA personnel perform those tests between scheduled inspections, or should we include those visits in our quoted price? Answered above.
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