How to bid on A/E Services to Replace Patient Lifts for the VA in Palo Alto

What the VA is buying and why it matters

The Department of Veterans Affairs (VA) is looking for architectural and engineering (A/E) design services. This project involves replacing 141 ceiling-mounted patient lifts and extending 24 existing lifts in Buildings 331, 348, and 360 at the VA Palo Alto Menlo Park campus in California. The design work includes structural and seismic analysis, mechanical, electrical, and fire protection systems, as well as a phasing plan for occupied patient rooms. The construction cost for this project must not exceed $16.4 million.

This is an opportunity for A/E firms with expertise in healthcare facility design, particularly those with experience in patient lift systems and working within active hospital environments. The project requires a comprehensive design approach, including construction documents, cost estimates, and five years of construction support.

Key dates and what happens at the deadline

This Request for Information (RFI) was published on August 28, 2026. All submissions are due by September 28, 2026, at 12:00 p.m. PDT. This is a firm deadline, and late submissions will not be considered. The deadline is also stated as 3:00 PM ET.

At the deadline, the VA will stop accepting Standard Form (SF) 330 submissions. These submissions will then be evaluated based on the selection criteria outlined in the solicitation. Firms may be selected for interviews and negotiations based on this initial evaluation.

Who this opportunity suits

This opportunity is best suited for architectural and engineering firms with significant experience in healthcare design, especially within complex, active hospital environments. Firms should have a proven track record in structural and seismic analysis, particularly in California, and be familiar with VA design criteria.

Specific experience with patient lift design in a hospital setting is highly desired, as is familiarity with patient lift products from manufacturers like ARJO. The prime firm must be licensed in any US state, but the Structural Engineer of Record must be licensed as a Structural Engineer in California. Firms should also demonstrate capacity to handle the workload within a 266-day design period and provide five years of construction period services.

How to respond

To respond, you must submit a completed Standard Form (SF) 330. The submission should not exceed eighty pages and the font size must be no smaller than 10 point. You must also complete and return the VAAR 852.219-76 VA Notice of Limitation on Subcontracting Certificate of Compliance for Services and Construction, which is an attached document.

Email your submission. The subject line of your email must state "Company Name | Response to 36C26126Q1139_1 | email 1 of 2" (if sending multiple emails). The total size of your emails should not exceed 10 MB. If you send more than one email, number them in the subject line, for example, "1 of 2, 2 of 2".

Practical tips for a competitive response

When preparing your SF 330, prioritize relevant VA projects first in Part 1F and include the contract number for all federal projects. Do not include CPARS reports for federal projects. Ensure Part II is submitted for every proposed consultant's office involved.

Address the selection criteria directly and in descending order of precedence as listed in the solicitation. Highlight your firm's and your consultants' experience, especially in patient lift design or, alternatively, in hospital settings with associated phasing requirements in occupied Community Living Center (CLC) or acute care environments. Emphasize experience with patient lift products and design for construction staging/phasing in active healthcare environments, including ICRA/ILSM measures.

Clearly demonstrate your capacity to complete the work within the required timeframes and your ability to adhere to schedules. Provide current workload capabilities for your prime firm, proposed consultants, and designers. Include literature that shows your firm's ability to meet deadlines. Finally, highlight your geographical location and knowledge of the Palo Alto Menlo Park area, including familiarity with local architectural standards, codes, environmental regulations, soil conditions, and seismic requirements, and your ability to be on-site within 24 hours.