Combined Synopsis/Solicitation
Admin Management, Data Management, Software Development (Quality Assurance Inspection Software for EMS)
Department of Veterans Affairs · Sol. 36C26026Q1017
Due in 7 daysSDVOSB
AI summary Beta
The VA's Network Contracting Office 20, for the Portland VA Medical Center in Oregon, wants a ready-made (off-the-shelf) cloud software system (SaaS) that environmental management services (EMS) staff use to run and track cleaning inspections, assets, budgets and reports. It is a service-disabled veteran-owned small business set-aside for one base year (1 Jan to 31 Dec 2027) plus four 1-year options, ending 31 Dec 2031, as a firm-fixed-price purchase order. Quotes are due 13 Oct 2026, 5:00 PM Pacific, by email.
Watch out for
- FedRAMP and VA ATO required. The software must already have a FedRAMP ID and a current VA authority to operate; most small firms cannot get these quickly, and without them the quote is unlikely to be competitive.
Be registered on eMass with current and approved VA authorization to operate (ATO)
- Off-the-shelf product only, ready at award. Despite the title mentioning software development, the VA will not accept custom builds, and the system must be live on the award date.
The software must be delivered and fully operational at contract award.
- SDVOSB certification and 50% subcontracting cap. Only certified service-disabled veteran-owned firms can bid, and no more than half of the money may go to non-SDVOSB subcontractors, such as a software publisher you resell.
The Government will not consider offers for award from offerors that do not provide the certification
- Question deadline has already passed. Questions closed 5 Oct 2026, a week before quotes are due, so you cannot clear up the unclear points (below) with the contracting officer through normal channels.
Question shall be accepted until 5:00pm EST. 10/05/2026.
- Strict hosting and data security terms. A single-tenant deployment, 99.0% uptime, disaster recovery and a data breach liquidated damages clause (VAAR 852.211-76) add cost and risk for a small provider.
system must be a single tenant deployment model
- Conflicting instructions about parts and invoicing. The notice says Parts 1-3 are required but lists a Part IV past performance section, and invoicing is stated as annual in advance, but also upon delivery and acceptance, with the system needing to pass testing first; ask or cover both.
The system must pass the testing and be accepted prior to invoicing.
- User count and past performance wording unclear. The SOW mentions about 20 users but licenses for 10 initial users, and past performance asks for the square footage of facilities, which fits janitorial work more than software.
Contractor shall provide Licenses to 10 initial users
- Service Contract Labor Standards wage terms attached. A wage determination (Portland area) and a $35.71 System Support Specialist rate are included, so labor-related clauses may apply to support staff.
Full brief
What they want
- A commercial off-the-shelf SaaS environmental management services (EMS) system, fully operational at contract award, with no custom development
- Licenses for 10 initial users (the SOW intro says about 20 users), plus unlimited site licenses and access for facilities the Government defines
- Inspection, asset, project, labor, cost and budget tracking, with standard and ad hoc reports, dashboards, analytics and historical data, at local, regional and national access levels
- Security: multi-factor authentication, encryption in transit and at rest, single-tenant hosting, FedRAMP-approved hosting, and a current VA authority to operate (ATO) in eMASS
- Help load up to 2 years of existing EMS records supplied by the VA in mixed formats
- On-site and web-based user training before go-live, with proficiency checks
- Maintenance, all updates within 30 days of release, Tier II help desk (Mon-Fri 8am-6pm PT), and 99.0% uptime, 24/7/365
- A test and acceptance plan within 5 days of award, a kickoff meeting within 10 days, and periodic progress reports
- Contract type
- Firm-fixed-price purchase order (commercial services, RFQ)
- Period of performance
- 1 base year (1 Jan 2027 - 31 Dec 2027) + four 12-month options (through 31 Dec 2031); extension options of up to 6 months also apply. Total term cannot exceed 5 years. The SOW says base-year coverage does not begin until the go-live date.
- Place of performance
- Work at contractor facilities; training at Government facilities. Portland VA Medical Center, 3710 NW US Veterans Hospital Road, Portland, OR 97239.
- How they'll choose
- Best value comparison of quotes (technical, past performance and price considered together); the Government may pay more than the lowest price for added benefit. Option years are added to the base year price and unbalanced option pricing can be rejected.
- Offers due
- 10-13-2026, 5:00 PM Pacific Time
- How to submit
- Email a signed and dated quote to Contracting Officer Tyrone Whalen at tyrone.whalen@va.gov. Email size limit is about 10 MB; large attachments may be sent over several emails.
What they'll judge offers on
- Factor 1: Technical
- Factor 2: Past Performance
- Factor 3: Price
What to include when you submit
- Send each part as a separate attachment
- Part I: signed SF 1449, including block 17a (with SAM UEI), blocks 30a-c, amendment acknowledgement, and the signed VAAR 852.219-75 limitations on subcontracting certificate
- Part II: Price. Unit and extended prices for line items 0001 through 4001 (base plus 4 options), in two decimal places only
- Part III: Technical. Answer the 10 listed technical questions (COTS at award, FedRAMP, NIST, MFA, encryption, tracking, reports, dashboards, access levels, training)
- Part IV: Past performance. List federal, state, local or commercial contracts of similar scope, size and complexity from the last 5 years, with references, dates, contract type and value
- Quotes must hold prices firm for 60 calendar days from the due date
- Questions were accepted until 5:00 PM EST on 10/05/2026
You must have
- Set aside for service-disabled veteran-owned small businesses (SDVOSB). Under VA rules the firm must be a certified SDVOSB in the SBA certification database.
This solicitation is set as set-aside for Service-Disabled Veteran Owned Small business (SDVOSB)
- Small business size standard of $34 million in average annual receipts (NAICS 541519).
with a business size of $34 Million
- Limitations on subcontracting: for services, no more than 50% of the amount paid by the Government may go to firms that are not certified SDVOSBs/VOSBs. A signed certificate must be turned in with the quote.
will not pay more than 50% of the amount paid by the government to it to firms that are not certified SDVOSBs
- The software must have a FedRAMP ID number and be hosted on FedRAMP-approved infrastructure.
Have a Federal Risk and Authorization Management Program (FedRAMP) id number
- The system must be registered in eMASS with a current, approved VA authority to operate (ATO).
Be registered on eMass with current and approved VA authorization to operate (ATO)
- Insurance: general liability of $500,000 per occurrence, automobile liability, and workers' compensation/employer's liability of at least $100,000. The winner must show general liability proof with no asbestos exclusion before award.
General Liability: $500,000.00 per occurrences.
- Active SAM registration with a UEI, and the Section K-style representations and certifications (such as 52.204-7, 52.203-11, 52.203-18).
Not in the notice text
- Estimated contract value or budget (none stated)
- Who the current provider is, or whether this replaces an existing system
- How much weight each evaluation factor carries (factors are listed but no relative importance is given)
- Exact number of licenses and users (10 initial users vs about 20 in the SOW intro; unlimited site licenses are also requested)
- How the invoicing is meant to work (annual in advance vs upon delivery and acceptance) and when the base year really starts (1 Jan 2027 vs the go-live date)
- Whether the Government will give a deadline extension or answer questions after 5 Oct 2026
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Key facts
- Response due
- Oct 14, 2026, 12:00 AM UTC
- Posted
- Sep 28, 2026
- Notice type
- Combined Synopsis/Solicitation
- Solicitation
- 36C26026Q1017
- Agency
- Department of Veterans Affairs
- Office
- 260-Network Contract Office 20 (36C260)
- Set-aside
- Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)
- NAICS
- 541519
- Product/service code
- H979
- Business type
- IT, software & telecom
- Place of performance
- OR, 97239
- Contracting contact
- Tyrone Whalen, Contract Specialisttyrone.whalen@va.gov
Full notice text from SAM.gov
The is for the acquisition of admin management, data management, software development (Quality Assurance Inspection Software for EMS)
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