Combined Synopsis/Solicitation
NEW: Comprehensive Roof Maintenance and Repair | 549
Department of Veterans Affairs · Sol. 36C25727Q0022
Due in 18 daysSDVOSB
Track this notice by email. We'll email you if it's amended or awarded, and a week and two days before responses are due.
AI summary Beta
The VA Network Contracting Office 17 wants one certified service-disabled veteran-owned small business (SDVOSB) to maintain and repair roofs at three North Texas VA sites in Dallas County (Dallas VA Medical Center, Herzog Veteran Resource Center, Grand Prairie Outpatient Clinic), about 920,000 square feet in total. It is a firm-fixed-price contract for 1 base year starting November 2, 2026 plus 4 option years, with 24/7 leak response and a separate not-to-exceed line for approved repairs.
Watch out for
- Asbestos and lead exposure. Roofing installed before 1981 is presumed to contain asbestos, and the contractor pays for any mistakes, including cleanup, penalties and lost use of the space, and needs a licensed asbestos team and insurance with no asbestos exclusion.
are the sole responsibility of the contractor.
- 24/7 emergency leak response at no extra cost. You must keep a 24-hour dispatch line and arrive within 2 hours for critical spaces and Tier 1 buildings, including holidays, and a single missed Priority 1 response is rated unsatisfactory.
The contractor shall respond to reported leaks 24 hours per day, 7 days per week, 365 days per
- Due date and evaluation method conflict between documents. SAM.gov and the amendment show Oct 28, 2026, but the original solicitation says Oct 14, and the evaluation text mixes best-value tradeoff with a technically acceptable award, so ask the contracting officer before relying on either.
10-28-2026 3:00pm CENTRAL TIME, CHICAGO, USA
- Fixed price is based on unverified roof data. Roof types, ages and warranties are not documented, so you must price recurring work now and survey afterward; the price can only be adjusted if a building's area is off by more than 10%.
installation dates, and warranty status across the portfolio are not currently documented to a level sufficient to plan
- Repair money is a ceiling set after award. The NTE repair amount is not stated up front, repairs must be approved in writing first, and unauthorized work is not paid.
The Government will enter a Not-To-Exceed amount upon award.
- Small repairs are included in the fixed price. Any repair under 4 labor hours and $500 in materials must be done as part of the recurring price, and you cannot push it to the paid repair line.
contractor shall not defer minor maintenance to the repair line as a means of converting fixed-price work into task-
- Tight start-up timeline. Performance is set to begin November 2, 2026, only days after the October 28 due date, yet badging paperwork is due 30 days before work starts and the quality control plan, safety plan and insurance are due 15 days after award.
The contractor shall complete phase-in within thirty (30) calendar days after award, including
- Site visits already happened. The site visits were held September 28 and 29, 2026 and attendance was not required, but you cannot claim unknown site conditions later.
Attendance is not a condition of eligibility for award.
- Warranty liability. If your work voids or reduces an existing roof warranty you pay to restore coverage or for repairs that would have been covered, and you must warranty your own repairs for 2 years.
the contractor shall be liable for the cost of
- Baseline survey deadline is inconsistent. The task section gives 30 days after award for the roof survey, but the deliverables table and performance table say 60 days.
Within 60 calendar days after
- Strict proposal rules. Wrong volume format, extra documents such as capability statements or SBA letters, or a missing signed fill-in clause can remove you from consideration.
FAILURE TO SUBMIT A COMPLETE OFFER
Read from the notice and 3 attachments.
- 36C25727Q0022 0001_1.docx
- S02 36C25727Q0022 Comprehensive Roof Maintenance and Repair.pdf
- 36C25727Q0022_1.docx
Full brief
What they want
- Survey every in-scope roof and deliver a Roof Asset Register and roof plans (roof type, age, warranty, condition, asbestos status)
- Recurring preventive maintenance by building tier: quarterly, semi-annual or annual walks that reseal seams, flashings and penetrations and fix minor problems in place
- Drain and debris clearing (monthly, quarterly or semi-annual by tier) plus inspections after hail, high wind, heavy rain or freezing events
- 24/7/365 leak response, with on-site arrival within 2 hours for critical spaces and Tier 1 buildings
- Corrective repairs, authorized in writing and paid from a government-set not-to-exceed (NTE) amount, with a 2-year warranty on repair work
- Protect existing roof warranties and follow strict asbestos, lead, hot-work, infection-control and fall-protection rules
- Reports: quarterly performance reports with photos, inspection reports, a quality control plan, a safety plan and a transition-out records package
- Contract type
- Firm-fixed-price (commercial services, FAR Part 12), with a not-to-exceed line each year for authorized repairs
- Period of performance
- 1 base year (Nov 2, 2026 to Nov 1, 2027) + 4 option years, through Nov 1, 2031. The government can also extend up to 6 months, and total duration cannot exceed 5 years.
- Place of performance
- Dallas County, TX: Dallas VA Medical Center (4500 S. Lancaster Rd., Dallas, TX 75216), Herzog Veteran Resource Center, and Grand Prairie VA Outpatient Clinic
- How they'll choose
- The documents conflict. The addendum says quotes are compared pairwise for best overall value using technical capability, past performance and price, but the basis-for-award paragraph says award goes to the technically acceptable offeror, with price evaluated for reasonableness. Confirm with the contracting officer.
- Offers due
- SAM.gov lists Oct 28, 2026, 3:00 PM Central. The amendment file (36C25727Q0022 0001_1.docx) also says 10-28-2026 3:00pm Central; the original solicitation PDF says Oct 14, 2026, 3:00 PM Central. Questions were due Oct 5, 2026.
- How to submit
- Email only to crystal.carabajal@va.gov. Put the solicitation number and "Proposal Submission" in the subject line.
- Page limits
- Technical approach: 25 pages (PDF), not counting technical exhibits. Past performance: no more than 5 references. Solicitation/offer documents and price: no page limit. Pages over the limit are not read.
What they'll judge offers on
- Technical capability (six sub-factors, each equally important, pass/fail style: failing any one sub-factor means "Did Not Meet")
- Price (all-inclusive firm fixed unit price per line item, base plus all options)
- Past performance (recent = last 5 years, relevant = similar size and scope; lack of past performance is not a negative)
What to include when you submit
- Send 2 volumes, all in PDF, labeled with the RFQ number, company name and volume number
- Volume I: signed SF 1449 (complete blocks 12, 17a, 30a, 30b, 30c), any SF 30 amendment forms, Section B.1 filled out, Section B.2 price schedule, and every clause or provision that needs a fill-in or signature (including the signed VAAR 852.219-75 limitations on subcontracting certification); also includes technical approach and past performance
- Do not put the PWS or non-fill-in clauses in Volume I, do not add your own clauses, and do not include a capability statement or SBA letters verifying SDVOSB status
- Volume II: the same technical approach on plain white paper with all company-identifying information removed (name, logo, personnel names, subcontractor names)
- Price: all-inclusive firm fixed unit price for each line item in Section B.2 including every option year; do not add separate option pricing (if you do, the government uses the higher price)
- Past performance: prime contract work only, list the contract number (not the solicitation number), recent means the last 5 years
- Quotes are valid for 90 days from the closing date; only one quote per offeror
- Offerors must identify any exceptions to the terms and give their rationale; the government may award without any back-and-forth, so submit your best offer
You must have
- Must be a certified SDVOSB listed in the SBA certification database (VetCert) and meet the small business size standard ($19 million for NAICS 238160) at time of offer and at award. The VA checks status itself, so do not send letters.
Offers received from entities that are not certified SDVOSBs and listed in the SBA certification
- Limitations on subcontracting: for this services contract, no more than 50% of what the VA pays you may go to firms that are not certified SDVOSBs/VOSBs. You must sign the certification and return it with your quote.
The Government will not consider offers for
- At least 5 years of documented commercial or institutional roof maintenance and repair experience (healthcare or federal facility experience preferred), plus all Texas and local licenses and registrations.
A minimum of five (5) years of documented commercial or institutional roof
- Current approved-applicator or certified-contractor status with the roof manufacturers at the sites, or a named certified subcontractor at no extra cost, so repairs do not void warranties.
Current approved-applicator or certified-contractor status with the manufacturers of the
- A Texas Department of State Health Services (TDSHS) licensed asbestos consultant and abatement contractor on the team or under a written subcontract, available within 48 hours.
A Texas Department of State Health Services licensed asbestos consultant and abatement
- Insurance: general liability $500,000 per occurrence, automobile liability $200,000 per person and $500,000 per occurrence, workers' compensation, employer's liability of at least $100,000. Before award, show general liability coverage with no asbestos exclusion. Also show bonding capacity sufficient for the NTE repair line.
General Liability: $500,000.00 per occurrences.
- A written, implemented OSHA-compliant safety and fall-protection program, with an acceptable Experience Modification Rate and OSHA citation history. Key staff: a Project Manager (5+ years managing commercial roofing maintenance contracts) and a Field Superintendent (5+ years, OSHA 30-hour, fall protection competent person).
- Staff need VA low-risk background screening and badges, submitted at least 30 days before starting work.
The contractor shall submit personnel information for screening not less than thirty (30) calendar
Not in the notice text
- Estimated contract value or budget (no price range is given and the NTE amount is set after award)
- Whether there is a current roof maintenance contractor
- The Service Contract Labor Standards wage determination for Dallas County (WD 2015-5227 rev.30), listed in Section D but not included in the attachment text
- Which due date applies (Oct 28 from the amendment or Oct 14 from the original solicitation) and what else the amendment changed
- Whether award will be best value tradeoff or technically acceptable
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Key facts
- Response due
- Oct 28, 2026, 8:00 PM UTC
- Posted
- Oct 9, 2026
- Notice type
- Combined Synopsis/Solicitation
- Solicitation
- 36C25727Q0022
- Agency
- Department of Veterans Affairs
- Office
- 257-Network Contract Office 17 (36C257)
- Set-aside
- Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)
- NAICS
- 238160
- Product/service code
- Z1DA
- Business type
- Construction & renovation
- Place of performance
- Dallas, TX, 75218
- Contracting contact
- Crystal Carabajalcrystal.carabajal@va.gov210-915-4075
- Versions
- 2 (amended since first posted)
What similar contracts paid
38 contracts at this agency under the same NAICS code, in the same state, had activity in the last 5 years, according to USAspending.gov. Small businesses won 100% of the dollars in this market over the last 3 fiscal years.
Typical contract$118KMiddle half: $50.9K to $348K
Typical per year$269KValue divided by years of performance
Before you respond
Full notice text from SAM.gov
Amendment attached.
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