Sources Sought Announcement: This is a SOURCES SOUGHT ANNOUNCEMENT ONLY , it is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this sources-sought must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential sources capable of providing the services described in the statement of work below.
Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following:
(a) Company name:
(b) Address:
(c) Point of Contact:
(d) Phone, Fax (if applicable), and Email:
(e) Unique Entity ID:
(f) Cage Code:
(g) Tax ID Number:
(h) Type of business, SDVOSB; VOSB, WOSB, small, large, etc., as appropriate:
(i) Must provide a Capability Statement that addresses the organization s qualifications and ability to perform as a contractor for the statement of work draft described below in italics. Failure to provide sufficient information may result in the Government s inability to determine whether the respondent is capable. GENERAL STATEMENTS OF CAPABILITY ARE NOT ACCEPTABLE.
The Department of Veterans Affairs, Northern Arizona VA Healthcare System, Bob Stump VA Medical Center, located at 500 Highway 89 North, Prescott, AZ is seeking potential qualified contractors to provide preventative and corrective maintenance on Delta Controls/EnteliWEB control system and the replacement of existing control components to successfully integrate into existing Delta Controls building automation system.
All interested Offerors should submit information by e-mail to Loan.Dho@va.gov. All e-mails must have as the subject line 36C26226Q0682 Preventative Maintenance on Delta/EnteliWEB software and replacement of existing control components .
All information submissions must be received no later than 04:00 PM (PST) on April, 27th, 2026 via email to Loan Dho at loan.dho@va.gov.
Statement of Work
BOB STUMP DEPARTMENT OF VETERANS AFFAIRS MEDICAL CENTER
500 AZ-89 Prescott AZ. 86313
1. Contract Title: Building Automation Controls and Service Contract
2. Background: The Northern VA Arizona Healthcare System (NAVAHCS), Bob Stump Medical Center, is seeking a contractor to replace and integrate existing controls systems towards sole Delta Controls building automation system (BAS). The Northern Arizona VA Healthcare System (NAVAHCS) operates its Building Automated Management System on a DELTA backbone using EnteliWEB software to interface and control the system. This system controls the HVAC systems in multiple buildings throughout the campus through the Primary Interface located in Building 22 (HVAC Shop).
3. Scope: Contractor shall provide Service, Preventative Maintenance, and Annual Software Renewal on Delta/EnteliWEB version updates to the NAVAHCS. Contractor to resolve VA identified issues with the DELTA/EnteliWEB control system. Contractor shall provide all necessary labor, materials, supplies, parts, software, tools, equipment, transportation expenses, and other related costs for the requirement described in this statement of work. Contractor shall provide replacement of existing control components to successfully integrate into existing Delta Controls BAS. The contractor shall provide required supplies, equipment, and personnel needed to complete the replacement of VFD s, UPS s, Pressure Sensor Monitors, Actuators, Peripheral Equipment, Trouble Shooting, Programing, Staff training & assistance when requested located at the Bob Stump VA Medical Center (NAVAHCS), 500 Highway 89 N, Prescott, AZ. Contractor shall provide equipment, supplies, and personnel to perform work in strict accordance with the Specifications, Statement of Work, schedule, all VA local, federal, state, applicable regulations, and all other supporting documents required.
4. Tasks:
This Statement of Work (SOW) is to obtain continuous service contract for the automated controls system at the Bob Stump Medical Center (NAVAHCS). Over the next five (5) years. This is a base plus 4 option year contract.
This is to be a full-service contract which shall include:
VFD replacement
Programming,
troubleshooting,
replacement of all associated devices, I.E. actuators, temperature sensors, pressure sensors, and UPS backups.
The replacement of any VFD and associated electrical components must be performed by a qualified electrical contractor under the selected contractors contract.
It shall be the responsibility of the selected contractor to provide appropriate contractors/personnel.
To include all materials to successfully replace the VFD and the associated electrical components at no cost to the government.
To be performed to the most current NFPA and electrical standards and codes.
This contract is also to include preventative maintenance and corrective maintenance of 2 monthly visits (biweekly) per month and 6 alternative visits per year over the duration of the contract to be determined by the COR.
This contract is to include on-site training to staff from the selected contractor
(Reference Section 11 for details).
Contractor Tasks for Base Year:
2 monthly visits. 6 alternative visits per year (call outs) per year.
Replacement of 4 VFD s to be determined by selected contractors representee and the HVAC shop.
Replacement of all controls components and additional programming as outlined below.
Central Plant & B-Courtyard Chilled Water Pump Station
Provide & install an extension to the existing Delta Controls BACnet Energy Management System. Wire and program all necessary Delta Controls BACnet EMS controllers as needed to control
A. Air Cooled Chiller (Quantity: 3)
i. Control
1. Chiller Start/Stop
2. Chilled Water Setpoint
3. CHW Isolation Valve (Valve and Actuator Existing)
ii. Status
1. Chiller Status
2. Chiller Alarm
3. Common Chilled Water Supply Temperature (New Sensor)
4. Common Chilled Water Return Temperature (New Sensor)
5. Chilled Water Flow (Existing Flow Meter)
B. Primary Chilled Water Pump (Quantity: 3)
i. Control
1. Pump Start/Stop
2. Pump Speed
ii. Status
Pump Status
C. Secondary Chilled Water Pump Station (Each with 2 pumps in lead/lag) (Quantity: 2)
i. Control
1. Start/Stop
2. Speed
3. 3-Way Bypass Valve Actuator (Valve and Actuator Existing)
ii. Status
1. Pump Status
2. VFD Alarm
3. System Differential Pressure (New Sensor)
4. Provide graphics, engineering, startup, and onsite owner training.
5. Two-year warranty on parts and labor.
Contractor Tasks for Option Year 1:
2 monthly visits. 6 alternative visits per year (call outs) per year.
Replacement of 4 VFD s to be determined by selected contractors representee and the HVAC shop.
Replacement of all controls components and additional programming as outlined below.
Building 70 EMS Retrofit
1. Provide, install, wire and program all necessary Delta controllers, sensors, control relays as needed per plans to control:
a. Air Handling Unit (Quantity: 2)
i. Control
1. Supply Fan Command
2. Supply Fan Speed
3. Return Fan Command
4. Return Fan Speed
5. Mixed Air Damper Command
6. CHW Valve Command
7. HHW Valve Command
ii. Status
1. Supply Fan Status
2. Return Fan Status
3. OSA Temperature
4. Return Air Temperature
5. Return Air Humidity
6. Return Air CO2
7. Mixed Air Temperature
8. Freeze Stat
9. Discharge Air Temperature
10. Low Pressure Safety
11. High Pressure Safety
12. Final Filter Differential Pressure
b. Air Cooled Chiller (Quantity: 1)
i. Control
1. BACNET INTEGRATION OF AVAILABLE POINTS
2. Chiller 1 Enable
3. CHW Isolation Valve Command
4. CW Isolation Valve Command
ii. Status
1. BACNET INTEGRATION OF AVAILABLE POINTS
2. Chiller Alarm
3. CHW Supply Temperature
4. CHW Return Temperature
5. CHW Pump #1 Status
6. CHW Pump #2 Status
c. Heat Exchanger (Quantity: 1)
i. Control
1. Steam Valve Command
2. HHW Pump #1 Command
ii. Status
1. HX-1 Supply Temperature
2. HX-1 Return Temperature
3. HX-1 HHW Differential Pressure
4. HX-1 HHW Pump Status
d. VAV With HHW (Quantity: 33)
i. Control
1. Damper Command
2. HHW Valve Command
ii. Status
1. Damper Position
2. Discharge Air Temperature
3. Space Temperature
e. General Exhaust Fan (Quantity: 4)
i. Control
1. Fan Command
ii. Status
Fan Status
4. Provide updates to Delta Enterprise EnteliWEB Energy Management System (inclusive of site, floor plan, and equipment graphics) for user interface operation on the existing Windows based server.
5. Class 2 control wiring to be installed in EMT Raceways where inaccessible or exposed.
6. Provide As-Builts, startup, and onsite owner training as needed.
7. Two-year warranty on parts and labor.
Contract Tasks for Option Year 2:
2 monthly visits. 6 alternative visits per year (call outs) per year.
Replacement of 4 VFD s to be determined by selected contractors representee and the HVAC shop.
Replacement of all controls components and additional programming as outlined below.
Building 107 5th Floor EMS Retrofit
Provide, install, wire and program all necessary Delta controllers, sensors, control relays as needed per plans to control:
a. Air Handling Unit (Quantity: 1)
Control
Supply Fan Command
Supply Fan Speed
Return Fan Command
Return Fan Speed
Return Air Damper Command
Outdoor Air Damper Command
CHW Valve Command
HHW Valve Command
Status
Supply Fan Status
Supply Fan VFD Fault
Return Fan Status
Return Fan VFD Fault
Duct Static Pressure
OSA Airflow
OSA Temperature and Humidity
Return Air Temperature and Humidity
Discharge Air Temperature and Humidity
Mixed Air Temperature
Freeze Stat
Low Pressure Safety
High Pressure Safety
Pre-Filter Differential Pressure
Final Filter Differential Pressure
b. VAV With HHW (Quantity: 15)
i. Control
1. Damper Command
2. HHW Valve Command
ii. Status
1. Damper Position
2. Discharge Air Temperature
3. Space Temperature
c. Critical Exhaust Fan (Quantity: 1)
i. Control
1. Fan Command
2. Fan Speed
ii. Status
1. Fan Status
2. Duct Pressure
d. General Exhaust Fan (Quantity: 5)
i. Control
1. Fan Command
ii. Status
Fan Status
4. Provide updates to Delta Enterprise EnteliWEB Energy Management System (inclusive of site, floor plan, and equipment graphics) for user interface operation on the existing Windows based server.
5. Class 2 control wiring to be installed in EMT Raceways where inaccessible or exposed.
6. Provide As-Builts, startup, and onsite owner training as needed.
7. Two-year warranty on parts and labor.
Contract Tasks for Option Year 3:
2 monthly visits. 6 alternative visits per year (call outs) per year.
Replacement of 4 VFD s to be determined by selected contractors representee and the HVAC shop.
Replacement of all controls components and additional programming as outlined below.
Building 160 EMS Retrofit
1. Provide, install, wire and program all necessary Delta controllers, sensors, control relays as needed per plans to control:
a. Air Handling Unit (Quantity: 1)
i. Control
1. Supply Fan Command
2. Supply Fan Speed
3. Return Fan Command
4. Return Fan Speed
5. Return Air Damper Command
6. Outdoor Air Damper Command
7. CHW Valve Command
8. HHW Valve Command
ii. Status
1. Supply Fan Status
2. Return Fan Status
3. Duct Static Pressure
4. OSA Airflow
5. OSA Temperature and Humidity
6. Return Air Temperature and Humidity
7. Discharge Air Temperature and Humidity
8. Mixed Air Temperature
9. Freeze Stat
10. Low Pressure Safety
11. High Pressure Safety
12. Pre-Filter Differential Pressure
13. Final Filter Differential Pressure
b. Heat Exchanger (Quantity: 1)
i. Control
1. Steam Valve Command
2. HX Isolation Valve Command
3. HHW Pump #1 Command
4. HHW Pump #1 Speed
5. HHW Pump #2 Command
6. HHW Pump #2 Speed
ii. Status
1. HX-1 Supply Temperature
2. HX-1 Return Temperature
3. HX-1 HHW Differential Pressure
4. HX-1 HHW Pump #1 Status
5. HX-1 HHW Pump #2 Status
6. HX-1 HHW Flow Rate
7. Steam Line Pressure
8. Steam Line Temperature
9. Sump Alarm A
10. Sump Alarm B
c. VAV With HHW (Quantity: 20)
i. Control
1. Damper Command
2. HHW Valve Command
ii. Status
1. Damper Position
2. Discharge Air Temperature
3. Space Temperature
d. Critical Exhaust Fan (Quantity: 2)
i. Control
1. Fan Command
2. Fan Speed
ii. Status
1. Fan Status
2. Duct Pressure
3. Building Pressure
e. General Exhaust Fan (Quantity: 1)
i. Control
1. Fan Command
ii. Status
Fan Status
4. Provide updates to Delta Enterprise EnteliWEB Energy Management System (inclusive of site, floor plan, and equipment graphics) for user interface operation on the existing windows based server.
5. Class 2 control wiring to be installed in EMT Raceways where inaccessible or exposed.
6. Provide As-Builts, startup, and onsite owner training as needed.
7. Two-year warranty on parts and labor.
Contract Tasks for Option Year 4:
2 monthly visits. 6 alternative visits per year (call outs) per year.
Replacement of 4 VFD s to be determined by selected contractors representee and the HVAC shop.
Replacement of all controls components and additional programming as outlined below.
Building 162 EMS Retrofit
1. Provide, install, wire and program all necessary Delta controllers, sensors, control relays as needed per plans to control:
a. Air Handling Unit (Quantity: 1)
i. Control
Supply Fan Command
2. Supply Fan Speed
3. Return Fan Command
4. Return Fan Speed
5. Return Air Damper Command
6. Outdoor Air Damper Command
7. CHW Valve Command
8. HHW Valve Command
ii. Status
1. Supply Fan Status
2. Return Fan Status
3. Duct Static Pressure
4. OSA Airflow
5. OSA Temperature and Humidity
6. Return Air Temperature and Humidity
7. Discharge Air Temperature and Humidity
8. Mixed Air Temperature
9. Freeze Stat
10. Low Pressure Safety
11. High Pressure Safety
12. Pre-Filter Differential Pressure
13. Final Filter Differential Pressure
1x Heat Exchanger
i. Control
1. Steam Valve Command
2. HX Isolation Valve Command
3. HHW Pump #1 Command
4. HHW Pump #1 Speed
5. HHW Pump #2 Command
6. HHW Pump #2 Speed
ii. Status
1. HX-1 Supply Temperature
2. HX-1 Return Temperature
3. HX-1 HHW Differential Pressure
4. HX-1 HHW Pump #1 Status
5. HX-1 HHW Pump #2 Status
6. HX-1 HHW Flow Rate
7. Steam Line Pressure
8. Steam Line Temperature
9. Sump Alarm A
10. Sump Alarm B
b. VAV With HHW (Quantity: 20)
i. Control
1. Damper Command
2. HHW Valve Command
ii. Status
1. Damper Position
2. Discharge Air Temperature
3. Space Temperature
c. Critical Exhaust Fan (Quantity: 2)
i. Control
1. Fan Command
2. Fan Speed
ii. Status
1. Fan Status
2. Duct Pressure
3. Building Pressure
d. General Exhaust Fan (Quantity: 1)
i. Control
1. Fan Command
ii. Status
Fan Status
4. Provide updates to Delta Enterprise EnteliWEB Energy Management System (inclusive of site, floor plan, and equipment graphics) for user interface operation on the existing Windows based server.
5. Class 2 control wiring to be installed in EMT Raceways where inaccessible or exposed.
6. Provide As-Builts, startup, and onsite owner training as needed.
7. Two-year warranty on parts and labor.
Existing building automation systems to be replaced to Delta Controls:
METASYS system to be replaced
Bldg 117
Bldg 70
Bldg 107 5th Floor
Bldg 160
Main Chiller Plant area
DISTECH system to be replaced
Bldg 158
Bldg 162
Niagara system and all variants (AX, N4, R2, etc.) including Tridium to be replaced
Bldg 117
Bldg 164
Bldg 107 1st Floor (R2)
Bldg 107 2nd Floor (R2) A-Wing
Bldg 107 3rd Floor (AX) A-Wing
Siebe system or Invensys to be replaced
Bldg 107 Basement Floor
Bldg 108
Bldg 109
Alerton or Honeywell system to be replaced
LG Controls system needs to be interfaced with Delta.
Bldg 161
5. Training VA Personnel- Contractor shall provide training upon request or as needed to new and existing HVAC and Boiler plant staff on the operation, access and data logic inputs and operations of the Automated Controls Systems computer access points.
6. Emergency CLINS:
Contractor shall provide a quote to the program point of contact for unpriced CLIN
(emergency repair CLIN) prior to work being conducted to first obtain Contracting Officer
approval through a contract modification.
The contractor shall not perform any service that will result in additional charges without prior approval from Contracting.
Emergency issues that require repairs, troubleshooting, replacement of parts that can t be handled by Facility personnel. These issues that would occur or would happen during after hours, weekends, and holidays.
7. Salient Characteristics:
VFD s
230 V
Applicable Motor Output ( kW) 0.4 0.75 1.5 2.2 0.4 0.75 1.5 2.2 3.7
Applicable Motor Output (HP) 0.5 1 2 3 0.5 1 2 3 5
Output Rating
NORMAL DUTY
Rated Output Capacity (kVA) 1.2 2.0 3.2 4.4 1.2 2.0 3.2 4.4 6.8
Rated Output Current (A) 3 5 8 11 3 5 8 11 17
Overload Capacity 120% of rated current: 1 minute for every 5 minutes; 160% of rated current: 3 seconds for every 30 seconds
Max. Output Frequency (Hz) 599.00 Hz
Carrier Frequency (k Hz) 2 ~ 15 kHz (default setting 8 kHz)
HEAVY DUTY
Rated Output Capacity (kVA) 1.1 1.9 2.8 4.0 1.1 1.9 2.8 4.0 6.4
Rated Output Current (A) 2.8 4.8 7.1 10 2.8 4.8 7.1 10 16
Overload Capacity 150% of rated current: 1 minute for every 5 minutes; 180% of rated current: 3 seconds for every 30 seconds
Max. Output Frequency (Hz) 599.00 Hz
Carrier Frequency (kHz) 2 ~ 15 kHz (default setting 2 kHz)
Input Rating
Input Current (A) of Normal Duty 7.2 12 15.7 22 3.9 6.4 12 16 20
Input Current (A) of Heavy Duty 6.7 11.5 14 20 3.6 6.1 11 15 18.5
Rated Voltage / Frequency 1-phase / 3-phase AC 200 V ~ 240 V (-15% ~ +10%), 50 / 60 Hz
Range of Operating Voltage 170 ~ 265 VAC
Frequency Tolerance 47 ~ 63 Hz
Cooling Method Natural cooling Fan cooling
480V
Applicable Motor Output ( kW) 0.75 1.5 2.2 3.7 4.0 5.5 7.5
Applicable Motor Output (HP) 1 2 3 5 5.5 7.5 10
Output Rating
NORMAL DUTY
Rated Output Capacity (kVA) 2.4 3.2 4.8 7.2 8.4 10 14
Rated Output Current (A) 3.0 4.0 6.0 9.0 10.5 12 18
Overload Capacity 120% of rated current: 1 minute for every 5 minutes; 160% of rated current: 3 seconds for every 30 seconds
Max. Output Frequency (Hz) 599.00 Hz
Carrier Frequency (kHz) 2 ~ 15 kHz (default setting 8 kHz)
HEAVY DUTY
Rated Output Capacity (kVA) 2.3 3.0 4.5 6.5 7.6 9.6 14
Rated Output Current (A) 2.9 3.8 5.7 8.1 9.5 11 17
Overload Capacity 150% of rated current: 1 minute for every 5 minutes; 180% of rated current: 3 seconds for every 30 seconds
Max. Output Frequency (Hz) 599.00 Hz
Carrier Frequency (kHz) 2 ~ 15 kHz (default setting 2 kHz)
Input Rating
Input Current (A) of Normal Duty 4.3 5.9 8.7 14 15.5 17 20
Input Current (A) of Heavy Duty 4.1 5.6 8.3 13 14.5 16 19
Rated Voltage / Frequency 3-phase AC 380 V ~ 480 V (-15% ~ +10%), 50 / 60 Hz
Range of Operating Voltage 323 ~ 528 VAC
Frequency Tolerance 47 ~ 63 Hz
Cooling Method Natural cooling Fan cooling
Control Characteristics
Control Method V / F, V / F+PG, SVC, FOC Sensorless, FOC+PG, PM Sensorless*, TQC+PG, TQC Sensorless
Starting Torque Reach up to 150% or above at 0.5 Hz.
In FOC+PG mode, starting torque reaches above 150% at 0.5 Hz and reaches 150% at 0 Hz for 1 minute.
Speed Response Ability 5 Hz (vector control can reach up to 40 Hz)
Torque Limit Normal Duty: 175% of the torque current under Normal Duty; Heavy Duty: 180% of the torque current
TQC Mode (Torque Accuracy)
TQC + PG ±5%
TQC Sensorless ±15%
Max. Output Frequency (Hz) 0.00 ~ 599 Hz
Frequency Output Accuracy Digital command: 0.01%, -10 °C ~ +40 °C, Analog command: 0.1%, 25±10 °C
Output Frequency Resolution Digital command: 0.01 Hz, Analog command: 0.03 x Max. output frequency / 60 Hz (±11 bit)
Frequency Setting Signal +10 V ~ -10, 0 ~ +10 V, 4 ~ 20 mA
Acc / Dec Time 0.0 ~ 6000.0 seconds or 0.0 ~ 600.0 seconds
Main Control Functional
Torque control, Droop control, Speed / torque control switching, Feed forward control, Momentary power loss
ride thru, Speed search, Over-torque detection, Torque Limit, 17-step speed (Max.), Accel / decel time switch,
S-curve accel / decel, 3-wire sequence, Auto-Tuning (rotational, stationary), Dwell, Cooling fan on / off switch,
Slip compensation, Torque compensation, JOG frequency, Frequency upper / lower limit settings, DC injection
braking at start / stop, High slip braking, PID control (with sleep function), Energy saving control, MODOBUS
communication (RS-485 RJ45, Max. 115.2 kbps), Fault restart, Parameter copy
Fan Control Fan operation can be set by Pr.07-19
Protection Characteristics
Motor Protection Electronic thermal relay protection
Over-Current Protection Over-current protection for 240% rated current
Current clamp (Normal duty: 170 ~ 175%); (Heavy duty: 180 ~ 185%)
Over-Voltage Protection 230: drive will stop when DC bus voltage exceeds 410 V
460: drive will stop when DC bus voltage exceeds 820 V
Over-Temperature Protection Built-in temperature sensor
Stall Prevention Stall prevention during acceleration, deceleration and in operation
Grounding Leakage Current
Protection Leakage current is higher than 50% of rated current of the AC motor drive
460 V Large fan model
Applicable Motor Output ( kW) 2.2 3.7 4.0 5.5 7.5
Applicable Motor Output (HP) 3 5 5.5 7.5 10
Output Rating
NORMAL DUTY
Rated Output Capacity (kVA) 4.8 7.2 8.4 10 14
Rated Output Current (A) 6.0 9.0 10.5 12 18
Overload Capacity 120% of rated current: 1 minute for every 5 minutes; 160% of rated current: 3 seconds for every 30 seconds
Max. Output Frequency (Hz) 599.00 Hz
Carrier Frequency (kHz) 2~15 kHz (default setting 8 kHz)
HEAVY DUTY
Rated Output Capacity (kVA) 4.5 6.5 7.6 9.6 14
Rated Output Current (A) 5.7 8.1 9.5 11 17
Overload Capacity 150% of rated current: 1 minute for every 5 minutes; 180% of rated current: 3 seconds for every 30 seconds
Max. Output Frequency (Hz) 599.00 Hz
Carrier Frequency (kHz) 2~15 kHz (default setting 2 kHz)
Input Rating
Input Current (A) of Normal Duty 8.7 14 15.5 17 20
Input Current (A) of Heavy Duty 8.3 13 14.5 16 19
Rated Voltage / Frequency 3-Phase AC 380 V ~ 480 V (-15% ~ +10%), 50 / 60 Hz
Range of Operating Voltage 323~528 Vac
Frequency Tolerance 47~63 Hz
Cooling Method Fan cooling
Braking Chopper Built-in
UPS s
High Power Factor 0.9 to 1.0
NEMA L5-30R capability
4 Individual Controllable Receptacles
2 Always On Receptacles
NEMA L5-30P Input with Overcurrent Protection
External Battery Connector
Communications Connections
3000VA 120V Capable Rack/Tower
Frequency 40-70Hz Auto Sensing
Backup Time 100% Load (4 hours)
Backup Time 50% Load (12.6 hours)
Actuators
Nominal Voltage AC/DC 24V
Frequency 50/60Hz
Torque Motor 35 in. lbs.
Position Accuracy - +/- 5%
Angle of Rotation 95o
8. VA Server:
- Contractor server must be compatible with VA Server.
Server must be capable of providing 24 x 7 x 365 continuous system monitoring and data collection and be compatible with the VA system server.
1.System Component
2.Software must be Windows Server 2022 or higher
3.Radio Frequency
4.FCC Certificate
5.Protocols
6.Network/System
7.Security Policy
8.System must not be a Air Gapped system as it must be on an approved SDIA FMS VLAN
9. Contractor shall provide EnteliWeb Software:
Must be Approved or Authorized on VA TRM website
- https://trm.oit.va.gov/TRMHomePage.aspx
Customer Support
SAML 2.0 SSO Capable Preferred
LDAP Acceptable (if SAML 2.0 SSO is not available)
Alert Communications
- Email (SMTP)
- SMS/MMS
- Alarm, Lights, Strobes
- Phone Call
Escalatory Alarm Settings
Scheduled Reports
- Scheduling Setup and Configurable by End Users
Restrictable Access for End Users
Web Based Access for End Users
Integrated Third Party Hardware Analog or Digital
Export Data to Third Party Systems
10. Security Compliance:
Adhere to Federal laws, VA Directives, and standards
Control Access to VA Information and Information Systems
Complete annual security and privacy training
Encrypt VA sensitive information, comply with FIPS 140-2
Immediate notification of any security incidents
11. Technical Requirements:
System on an approved SDIA FMS VLAN
Configuration and operational checks
Firmware updates and technical support
Once the equipment is installed, the contractor will need to provide training to these department staff personnel: (per request by COR)
Facilities Management Service (FMS) HVAC Shop
Facilities Management Service (FMS) Boiler Plant & Utility Systems Operators
12. Type of Contract: Firm-Fixed Price
13. Places of Performance:
Department of Veterans Affairs
Northern Arizona VA Healthcare System
Bob Stump VA Medical Center
500 Highway 89 North
Prescott, AZ 86313-5001
COR to confirm buildings
Campus Wide/ All Buildings 160, 70, 107, 162 and Main Chiller Plant and Courtyard B integration, Using Automated Controls Systems and building locations that may have Automated Controls Services added during the period of performance of this contract.
The procurement of the required equipment and devices will be delivered to NAVAHCS. The installation, programming, and training of the building automation system will be taking place at the NAVAHCS Facility. 24/7 technical support for software upgrades, equipment-fault troubleshooting, training, and configuration issue support will be required to be coordinated with the HVAC Shop and the OI&T Department when those services are required to take place on the facility property located at Northern Arizona VA Healthcare System (NAVAHCS), 500 N Hwy 89, Prescott, AZ 86313.
14. Period of Performance: This contract should be a Base Year plus 4 Option Years.
Hours of Service: Work is to be done between the hours of 8:00 a.m. and 4:00 p.m. Monday through Friday, excluding federal holidays. Any service performed during other than normal work hours must have prior approval and be coordinated with the COR and approved by the Contracting Officer (CO) via a written modification.
Warehouse Hours: Deliveries are accepted between the hours of 8:00 a.m. and 3:30 p.m. Monday through Friday, excluding federal holidays.
Federal Holidays
New Year s Day
January 01
Martin Luther King s Birthday
Third Monday in January
President s Day
Third Monday in February
Memorial Day
Last Monday in May
Juneteenth
June 19
Independence Day
July 04
Labor Day
First Monday in September
Columbus Day
Second Monday in October
Veterans Day
November 11
Thanksgiving Day
Fourth Thursday in November
Christmas Day
December 25
When one of the above designated legal holidays falls on a Sunday, the following Monday will be observed as a legal holiday. When a legal holiday falls on a Saturday, the preceding Friday is observed as a holiday by U.S. Government agencies.
Any overtime and/or holiday pay that may be entitled to the Contractor s employees shall be the sole responsibility of the Contractor and shall not be billed to nor reimbursed by the Government.
If required, Contractors will be allowed to work after hours and over the weekends to prevent inconveniences to hospital, patients and facility staff during these periods. This must bb requested by the COR and approved by the CO via a written modification.
Prior/ advanced notice must be given to the VA Prescott Facility (HVAC/ Boiler Plant staff) and agreed to before any outside normal business hours (8AM-4:30PM, Mon-Fri.) work may be performed.
15. Contracting Officer Representative (COR)
Name:
Section:
Mechanical Supervisor, FMS
Address:
NAVAHCS, 500 Hwy 89, Prescott, AZ 86313
Phone Number:
E-Mail Address:
16. Contractor Personnel
Contractor s Program Manager
The Contractor shall provide a contract program manager who shall be responsible for the performance of the work. The name of this person shall be designated in writing to the Contracting Officer. The Contractor s Program Manager shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract.
Contractor s Employees
The Contractor shall not employ persons for work on this contract if such employee is identified to the Contractor as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population.
Contract Personnel shall be subject to the same quality assurance standards or exceed current recognized national standards as established by the Joint Commission (JC).
17. Regulatory compliance
If Lockout Tagout procedures are required during or prior to inspection, that will be coordinated with the contractor or representative and the facility Electrical Shop, Mechanical Supervisor, and Maintenance & Operations Supervisor prior to working on or access to equipment in accordance with VHA Directive 1028, NFPA 70E, and facility LOTO Program.
18. Changes: Only those services specified herein are authorized, before performing any service of non-contract nature, the Contractor shall advise the Contracting Officer of the reasons for the additional work. Changes to the resulting contract are not authorized, unless in writing by the Contracting Officer.
19. Contractor Qualifications and Other Responsibilities:
Contractor shall have a valid and current certification from Delta Technical Training Institute (TTI).
Programming, testing, installation, inspection, and certification shall be accomplished by certified programmers, installers, and inspectors. Certificates shall be provided during solicitation process and approved prior to the certification process.
All verification, testing, and certification will be provided by a qualified technician and documentation of programming, testing, certifications, and mapping will be provided to the facility upon completion.
License requirements:
Contractor shall obtain all necessary licenses required to perform this work. Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. Contractor shall be responsible for any injury to himself/herself, his/her employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by him/her or his/her employees fault or negligence. Contractor shall maintain personal liability and property damage insurance prescribed by the laws of the Federal Government.
The Government reserves the right to accept or reject Contractor s employee for the rendering of services. Complaints concerning Contract Personnel s performance or conduct will be dealt with by the Contractor and PPOC with the final decision being made by the Contracting Officer.
20. Reporting:
Contractor (or Representative) shall sign-in upon arrival at the Mechanical Supervisor Office, building 167, Room 003, at the beginning of each visit.
All documentation for installation, inspection, and certifications shall be provided to Northern Arizona VA Health Care System (NAVAHCS) facilities personnel during the contract period. Documentation shall be provided in both electronic format (pdf) and hard copy format with 3-ring binder.
21. Deliverables:
Contractor shall submit all deliverable items to COR:
- Standardized Naming and Identification in New Software
- Appropriate Device Relocation, Programming, & Installation of New Devices
- Updating and Identifying the Notification Alarm System
- Provide Facility Mapping to be Included on the Software, and Program Devices to be Identified with the Mapping Graphics
22. VA INFORMATION SYSTEM SECURITY/PRIVACY CLAUSES
GENERAL SECURITY REQUIREMENTS: Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.
ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS: A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.
Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data- General, FAR 52.227-14(d) (1).
VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA s information is returned to the VA or destroyed in accordance with VA s sanitization requirements. VA reserves the right to conduct on-site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures comply with VA directive requirements.
Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.
The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations, and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations, and policies in this contract.
The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.
If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.
If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship.
The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.
The contractor/subcontractor s firewall and Web services security controls, if applicable, shall meet or exceed VA s minimum requirements. VA Configuration Guidelines are available upon request.
Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA s prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response.
Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above-mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response.
For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COR.
Security Incident Investigation: The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.
To the extent known by the contractor/subcontractor, the contractor/subcontractor s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant.
With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement.
In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.
SECURITY CONTROLS COMPLIANCE TESTING: On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all of the security controls and privacy practices implemented by the contractor under the clauses contained within the contract. With 10 working-days notice, at the request of the government, the contractor must fully cooperate and assist in a government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The government may conduct a security control assessment on shorter notice (to include unannounced assessments) as determined by VA in the event of a security incident or at any other time.
23. Training: All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems:
Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems;
Successfully complete the VA Privacy and Information Security and Rules of Behavior training and annually complete required security training;
Successfully complete the appropriate VA privacy training and annually complete required privacy training; and
Successfully complete any additional information security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.]
The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.
Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.
24. Identification, Check-in, Parking, and Smoking Regulations.
Identification
The vendor's employees shall wear visible identification at all times while on VAGLAHCS premises. Contractor employees shall report to VA Police upon entry to the VAGLAHCS facility to get a visitor badge. Contractor employees are required to be escorted by the POC or designee s office once on campus prior to commencement of work. During emergencies contractor personnel shall check in with VAGLAHCS Police if the VAGLAHCS POC or designee is not available.
Parking
It is the responsibility of the contract personnel to park in the appropriate designated parking areas. Parking information is available from VA Police & Security Service Office. The Contractor assumes full responsibility for any parking violations.
Smoking
Veterans Health Administration (VHA) Directive 1085, dated March 5, 2019, provides a comprehensive smoke-free policy for patients, visitors, contractors, volunteers, and vendors, at the Department of Veterans Affairs (VA), Veterans Health Administration (VHA) health care facilities. This updated VHA directive implements a smoke-free policy for patients, visitors, contractors, volunteers, and vendors at VA health care facilities, as defined in this directive, based on scientific evidence regarding the adverse health effects of secondhand and thirdhand smoke exposures.
The Assistant Deputy Under Secretary for Health for Administrative Operations (10NA) and the Assistant Deputy Under Secretary for Health for Clinical Operations (10NC) are responsible for the contents of this directive. Questions may be referred to VHA Smoke Free: vhasmokefree@va.gov.
This VHA directive is scheduled for recertification on or before the last working day of March 2024. This VHA directive will continue to serve as national VHA policy until it is recertified or rescinded.
Weapons and Contraband
Possession of weapons or contraband is prohibited and shall be subject to arrest and termination from future performance under this contract. Enclosed containers, including tool kits, shall be subject to search. Violations of VAGLAHCS regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.
Safety
All personnel employed by the Contractor in the performance of this contract, or any representative of the Contractor entering on VAGLAHCS shall comply with applicable Federal, State, and VA safety and fire regulations and codes, which are in effect during the performance period of the contract.
Contractor shall perform work in strict accordance with existing relevant, accredited standards and codes to minimize the possibility of injury to personnel, or damage to Government equipment. Every effort shall be made to safeguard human life and property.
Contractor shall comply with all applicable Federal, State, and local requirements regarding workers health and safety. The requirements include, but are not limited to, those found in Federal and State Occupational Safety and Health Act (OSHA) statutes and regulations, such as applicable provisions of Title 29, Code of Federal Regulations (CFR), Parts 1910 and 1926, NFPA 70E, Article 130.7 29 CFR 1910.132(d)(1)(iii), 29CFR1910.137.
Contractor shall provide all necessary tools, and Personal Protective Equipment (PPE) to perform the work safely, effectively, and timely.
25. Insurance Coverage
The Contractor agrees to procure and maintain, while the contract is in effect, Workers Compensation and Employee s Public Liability Insurance in accordance with Federal and State of California laws. The Contractor shall be responsible for all damage to property, which may be done by him, or any employee engaged in the performance of this contract.
The Government shall be held harmless against any or all loss, cost, damage, claim expense or liability whatsoever, because of accident or injury to persons or property of others occurring in the performance of this contract.
Before commencing work under this contract, the Contracting Officer shall require the Contractor to furnish certification from his/her insurance company indicating that the coverage specified by FAR 52.228-5 and per FAR Subpart 28.307-2 has been obtained and that it may not be changed or canceled without guaranteed thirty (30) day notice to the Contracting Officer.
Contractor is required to provide copies of proof of Workers Compensation and Employee Public Liability Insurance within fifteen (15) calendar days after notification of contract award.
26. Invoicing
Invoices
Payment of services rendered under this contract shall be made in arrears upon satisfactory completion of each service and receipt of a properly prepared invoice and submitted by the Contractor to the payment address specified by Contracting. Invoices shall reference the Contract Number and Purchase Order Number, Manifest Number(s), provide a complete and accurate description of services/ supplies delivered/ rendered, including dates of performance, amounts, unit prices, extended totals and any other data relevant for payment purposes.
The Government shall not authorize payment until such time that the VAGLAHCS PPOC all properly executed and signed documentation.
No advance payments shall be authorized. Payment shall be made on a monthly arrears for services provided during the billing month in arrears. Upon submission of a properly prepared invoice for prices stipulated in this contract for services delivered and accepted in accordance with the terms and conditions of the contract, less any deductions stipulated in this contract.
Payment of invoices may be delayed if the appropriate invoices as specified in the contract are not completed and submitted as required.
27. References and Codes
The following references, codes, standards, and criteria shall be utilized to the extent applicable. The contractor should have personal copies of these documents for use during the contract. The contractor shall make the COR aware of any conflicts between these documents and VA Handbooks, as applicable to this contract, and obtain a decision.
VA HVAC Design Manual
VA Sterile Processing Service & Logistics Service Design Guide
VHA Directive 1116(1) & (2) Management of Critical & Semi-Critical Reusable Medical Devices
VHA Directive 1608 Comprehensive Environment of Care Program
VHA Directive 1811 Healthcare Engineering Program Requirements
NFPA 70 National Electrical Code
NFPA 99 Health Care Facilities (Chapter 7 & 9)
IEEE Institute of Electrical & Electronics Engineers
Joint Commission Standards for Utility Systems Risks EC.02.05.01 Elements of Performance (EP) 15 & 16
RME Reusable Medical Equipment
RMD Reusable Medical Device
EOC Environment of Care
CCX Cisco Compatible Extensions
BACnet/IP Internet Protocol Ethernet
VDC Volts Direct Current
PSI Pounds per Square Inch
WC Water Column
mA Milliampere
ISO International Organization for Standardization
TRM Technical Reference Model (VA System for Network Review)
ft Feet
m Meters
GHz Giga Hertz
MHz Mega Hertz
LDAP Lightweight Directory Access Protocol
SMTP Simple Mail Transfer Protocol
SAML Security Assertion Markup Language
SSO Single Sign-On
RoHS Restriction of Hazardous Substances
C - Celsius
RH Relative Humidity
mW Milli Watt
RF Frequency
ISM Industrial, Scientific, and Medical
FHSS Frequency-Hopping Spread Spectrum
m/s meters per second
SDIA Software-Defined Infrastructure Architecture
VLAN Virtual Local Area Network
OS Operating System
BAS Building Automation System
VFD Variable Frequency Drive
UPS Uninterruptible Power Source
