Solicitation
Fire Alarm Maintenance Service Contract FY27 - NEW Base + Four - 583
Department of Veterans Affairs · Sol. 36C25027Q0009
Due in 12 daysSDVOSB
AI summary Beta
Some details weren't available to this summary, so it may miss requirements. 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.
Watch out for
- 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.
Offers received from entities that are not certified SDVOSBs and listed in the SBA certification database
- Rejection for incomplete subcontracting certification. A missing or incorrectly filled in 852.219-75 certification gets the quote thrown out without evaluation.
THIS COMPLETED ATTACHMENT MUST BE INCLUDED WITH YOUR OFFER.
- 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.
Price alone.
- 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.
Due to currency requirements, the Base Year testing shall be completed within 90 days of receipt of signed contract.
- 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.
Disruptive testing or power curtailment work shall be completed during off hours.
- 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.
Reports containing unexplained differences, blank results, duplicated devices, or devices without a final disposition may be rejected as incomplete.
- 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.
-Please use ATTACHMENT II - Instructions for VAAR 852.219-75 UPDATED when submitting your quote.
- 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.
-Quotes are now due on October 21st, 2026 at 10:00am EDT.
- 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.
-A site visit has been organized for Wednesday October 7th, 2026 at 10:00am EDT.
Read from the notice and 5 attachments. 1 not read in full.
- 36C25027Q0009 0001.docx
- 36C25027Q0009.docx
- ATTACHMENT II - Instructions for VAAR 852.219-75 UPDATED.docx
- ATTACHMENT II - Instructions for VAAR 852.219-75.docx
- RFI Form.docx
- ATTACHMENT I - SCA.pdf: scanned PDF: no text to read
Full brief
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
- 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)
- 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
- 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
You must have
- 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
Offers received from entities that are not certified SDVOSBs and listed in the SBA certification database
- 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
the contractor will not pay more than 50% of the amount paid by the government to it to firms that are not certified SDVOSBs
- 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
Have successfully completed at least three (3) projects or service contracts of similar scope within the previous five (5) years.
- 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
NICET Level III or higher in Inspection and Testing of Water-Based Systems and
- Hold all licenses, registrations, certifications and permits required by the Federal government, the State of Indiana and local authorities, and carry required insurance
Maintain all licenses, registrations, certifications, and permits required by Federal, State of Indiana, and local AHJ.
- Arrange a one-year agreement with a qualified fire alarm monitoring company
the testing company is required to obtain and maintain a one-year agreement with a qualified monitoring company.
- Contractor staff must go through VA vetting and background checks to receive VA access cards
Employees of the successful Bidder shall be required to undergo a vetting and verification process to be issued VA access cards.
- Active SAM registration with a UEI
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 provided; 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
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Key facts
- Response due
- Oct 21, 2026, 2:00 PM UTC
- Posted
- Oct 1, 2026
- Notice type
- Solicitation
- Solicitation
- 36C25027Q0009
- Agency
- Department of Veterans Affairs
- Office
- 250-Network Contract Office 10 (36C250)
- Set-aside
- Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)
- NAICS
- 561621
- Product/service code
- H312
- Business type
- Security & guard services
- Place of performance
- IN, 46202
- Contracting contact
- Stacie I HillStacie.Hill@va.gov
- Versions
- 5 (amended since first posted)
Full notice text from SAM.gov
-A site visit has been organized for Wednesday October 7th, 2026 at 10:00am EDT. Meet at Building 5 at the Richard L. Roudebush VAMC. -Please use the attached RFI form to send question to the contract specialist at stacie.hill@va.gov. All RFIs are due by October 14th, 2026 at 10:00AM EDT and will be answered via amendment posted to sam.gov. Late RFIs will only be answered at the discretion of the government. -Quotes are now due on October 21st, 2026 at 10:00am EDT. -Please use ATTACHMENT II - Instructions for VAAR 852.219-75 UPDATED when submitting your quote.
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