On behalf of the James H. Quillen VA Medical Center, located in Mountain Home, Tennessee, Network Contracting Office (NCO) 9 is issuing this Sources Sought Notice (SSN) as a means of conducting market research to identify parties having an interest in and the resources to support this requirement for a firm-fixed-priced purchase order for Ancillary Items to include installation and deinstallation of existing equipment. The result of this market research will contribute to determining the method of procurement. The Department of Veterans Affairs, Network Contracting Office 9, is seeking sources that can provide instruments that meets the following salient characteristics: The item ordered shall meet the following salient characteristics. To include minimum of the following specifications: Clocks, Standard Wall Clock 12 Dia. Second hand sweep Multiple finish options to include wood, metal, acrylic and plastic or combination Battery Operated Plexiglas front Tamper-proof Security Mounting Large numeral face with simple, legible font 12/24 hr numerals Custom Logo Shower Curtains, Antimicrobial Vinyl Meet NFPA 701 13 gauge, flame retardant, anti-microbial vinyl Scrubbable, colorfast, water resistant Cleanable with up to 10% bleach solution Washable in water up to 120 degrees F with PH neutral detergent Manufactured of single piece construction with seamless bottom for cleanliness. Triple turned top hem over nylon tape and header of 4 oz nickel plated rust resistant grommets at 6 oc Sewn with triple-ply twisted nylon thread Available with or without mesh header Two Part Privacy Curtains and Hardware- Patient/Exam Room Top of Curtain to consist of 18 -30 of large scale heavy nylon mesh Top 1 ¼ woven selvage banding shall be folded before final sewing Double row stiching 7/8 inch apart shall be used on all banding Provide nickel plated grommets and snaps First and last grommet to be located 4 inches center to center from grommet hole on leading edge Remaining distance to be divided equally and grommets placed 6 inch on center Snaps to be installed ¾ from edge of mesh panel The bottom snap to be located 4 inches center to center from snap on leading edge; remaining distance to be divided equally and bottom snaps placed on 4 inch center Fabric Panel Privacy curtain fabric panel bottoms shall be installed to provide continuous track coverage by overlapping each panel 4 inches provided by above mentioned special grommet placement Finished privacy curtain panel size 198 w X 92 h & 212" x 92"h including 24" mesh header to finished length Each curtain panel shall have one width of fabric Quantity of privacy curtain panels is determined by linear feet of track to be covered. All covered areas must have a minimum of 12% fullness after overlaps have been deducted All thread shall be triple stand washable polyester color matched to fabric. No monofilament Top, bottom, and side hems shall be formed by a 1 inch double turned fold and securely sewn using thread listed above First and last snap on mesh header to be located ¾ from edge of panel and align with bottom snaps of mesh header The next snap to be located 4 inches center to center from snap on leading edge and align with bottom snaps of mesh header snaps Remaining distance to be divided equally and snaps placed on 4 inch center and align with bottom snaps of mesh header Overall Curtain length with mesh: From ceiling mounted track to range from 12 - 18 A.F.F. Display/Communication Board- Glass Board Laminated glass, ¼ thick minimum with white interlayer. Radius corners and edges No use of metal bottom projecting rails/trays Concealed mounting or stand-off mounting options and hardware with fasteners included. 15 year warranty Options: frameless magnetic Chairs Built-in cleanout Weight Capacity of a minimum of 400 lbs. steel reinforced seats Non-marring glide Options: Self leveling glide Multiple seat materials to include, mesh, plastic, or multi-density foam cushion seat Textile options ranging from fabric to vinyl to include COM/Healthcare grade fabric and the ability to clean using germicide or bleach solution Moisture barrier fabric backing and barrier wrapped foam 4-Leg chair with or without arms Steel Tube Legs and Arms, with powder coat silver metallic finish option Ability to stack Wall Saver leg option Accessories: Transport or Storage Cart with two swivel and two fixed hard rubber casters Hooks, Dressing Room/Robe Hooks available in a range of materials, styles, and finishes Single hook or multiple hooks pre-mounted on mounting bars or back panels Mounting bars or back panels should be available in wood or metal and a variety of finishes Installation hardware included for application on a variety of surfaces and substrates Minimum 3 year warranty The information above is intended to be descriptive, and not restrictive, to indicate the quality of equipment that will be satisfactory. It is the responsibility of the interested source to demonstrate to the Government that the interested source can provide equipment that fulfills the required specifications. If you are interested, and can provide equipment that meets or exceeds the specifications listed, please provide the requested information below: The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 339940 Office Supplies (except Paper) Manufacturing. Mark if your firm is eligible for participation in one of the following small business programs. If so, please indicate the program: [ ] yes [ ] no - Small Business (SB) [ ] yes [ ] no - HUBZone [ ] yes [ ] no - Small Business 8(a) [ ] yes [ ] no - Small Disadvantaged Business (SDB) [ ] yes [ ] no - Women-Owned (WO) Small Business (WOSB) [ ] yes [ ] no - Service Disabled Veteran Owned Small Business (SDVOSB) [ ] yes [ ] no - Veteran Owned Small Business (VOSB) [ ] yes [ ] no - Large Business [ ] yes [ ] no - Other (please specify) ALL SDVOSB,VOSB, HUBZONE, WOSB, SB, SB 8(A), AND SDB CONTRACTORS MUST BE IN COMPLIANCE WITH THE NON-MANUFACTURER RULE AS OUTLINED IN 13 CFR 121.406. Nonmanufacturer Rule 13 CFR 121.406(b) Nonmanufacturers states (1) A firm may qualify as a small business concern for a requirement to provide manufactured products or other supply items as a nonmanufacturer if it: (i) Does not exceed 500 employees (or 150 employees for the Information Technology Value Added Reseller exception to NAICS Code 541519); (ii) Is primarily engaged in the retail or wholesale trade and normally sells the type of item being supplied. (iii) Takes ownership or possession of the item(s) with its personnel, equipment, or facilities in a manner consistent with industry practice; and (iv) Will supply the end item of a small business manufacturer, processor or producer made in the United States, or obtains a waiver of such requirement pursuant to paragraph (b)(5) of this section. [ ] yes [ ] no Are you the Original Equipment Manufacturer (OEM)? [ ] yes [ ] no If not the OEM, are you an authorized distributor, and can produce a letter from the OEM? [ ] yes [ ] no Are you classified as a nonmanufacturer by the criteria stated above in 13 CFR 121.406(b)(i-iv)? [ ] yes [ ] no Is this product available on your GSA/FSS or other GWAC Contract? If so, what is your contract number?_____________________ [ ] yes [ ] no Does your equipment conform to the Buy American Act and FAR 52.225-1? 52.225-1 Buy American-Supplies | Acquisition.GOV [ ] yes [ ] no Is the product manufactured in the United States? What is the estimated Delivery Date After Receipt of Order (ARO)? _____________ Please include the following information: Company Name: POC: UEI: Address: Email: 2. If your organization has the potential capacity to provide these supplies, please provide the following information: All SDVOSB,VOSB, Hubzone, WOSB, SB, SB 8(a), and SDB contractors must provide proof of compliance with the non-manufacturer rule, provide a product manufactured in the USA, and an authorized distributor letter from the manufacturer. Any responses received without this information cannot be used to decide to set requirements aside if the requested information is not provided. 3. NOTE: Respondent claiming SDVOSB and VOSB status shall be registered, and Center for Veterans Enterprise (CVE) verified in SBA Veteran Small Business Certification (VetCert) https://veterans.certify.sba.gov/ 4. Based on the responses to this SSN/market research, this requirement may be set-aside for SDVOSBs, VOSBs, small businesses, procured through full and open competition, or sole sourced. 5. Submission Instructions: Interested parties who consider themselves qualified to perform the services are invited to submit a response to this SSN by 5:00 PM EST, APRIL 18, 2025. All responses under this SSN must be emailed to Kristie.Collins@va.gov. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. 6. SAM: Interested parties shall be register in the System for Award Management (SAM) as prescribed in Federal Acquisition Regulation Clause 52.232-33. SAM information can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220. 7. Disclaimer and Important Notes. This notice does not obligate the government to award a contract or otherwise pay for the information provided in response to this SSN. The government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the government to determine the organization s qualifications to perform the work. Respondents are advised that the government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation or combined solicitation may be published in Contract Opportunities (formerly Federal Business Opportunities or FBO). However, responses to this notice shall not be considered adequate responses to a solicitation. 8. Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in your response. The government reserves the right to use any non-proprietary technical information in any resultant solicitation(s). 9. See SOW on the following pages. 10. See Attachment 1 Services on the following pages. 11. See CLIN structure on the following pages. 12. See Ancillary Items Details on the following pages. STATEMENT OF WORK 1.0 GENERAL SCOPE The Veterans Health Administration (VHA) has a requirement for healthcare furniture for the James H. Quillen VAMC, D2 Isolation Ward Ancillary Items, that meet the VHA IDIQ specifications and high-quality threshold while integrating excellent environmental stewardship. This requirement includes healthcare furniture, design, project management, professional installation and maintenance/warranty services. Service required is detailed in [SV1] Healthcare Furniture technical requirements per VHA Healthcare Furniture multiple award IDIQ. The Contracting Officer Representative (COR) is Candice McMillian, Interior Designer Healthcare furnishings include furniture accessories, ancillary items, and related services. The contractor shall provide all labor, materials, equipment, transportation, and supervision necessary to satisfy the needs of each ordering activity. 2.0 PERFORMANCE REQUIREMENTS The contractor shall provide and be responsible for the technical assistance, development, and generation for final specifications. Furniture delivery to Building 205 Warehouse then install in 2nd Floor, D Wing at 809 Lamont St, Mountain Home, TN 37684 will be required in May 1-2, 2025 (subject to change). Duty hours will be 7am-3pm. The Government recognized US holidays are: New Year s Day, Martin Luther King, Jr. Day, Presidents Day, Memorial Day, Juneteeth Day Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day and Christmas Day. If the holiday falls on a Saturday, it is observed on Friday. If the holiday falls on Sunday, it is observed on Monday. The Government maintains the option to modify the normal work week, days, and hours, as necessary for the accomplishment of VHA mission. The Government will not pay extra for weekend or after-hours work as prices in the contract are Firm Fixed. Substitution In the event that furniture awarded is delayed outside of this contract s period of performance, the contractor is responsible to provide loaner substituted products of like, kind, and quality to the ordered product at no additional expense to the government to meet any government-mandated opening of the clinic. The contractor will: a. Coordinate and provide project management of all products and services to manage, design, order, ship, deliver and install new furniture from the manufacturer until final acceptance by the COR. b. Awarded vendor will provide delivery in a single phase, coordinating furniture manufacturer s lead-time, progress of construction and installation duration with customer. c. Provide maintenance manuals for all products specified. d. The dealership will provide warranty for all products listed below to cover parts, shipping, and labor. e. The Contractor shall be able to visit the site and have physical response to any issues within twenty-four-hour notice from End Users. 3.0 KICKOFF MEETING The prime contractor(s) shall participate in a kickoff meeting within ten (10) days of task order issuance. Time and date will be determined by VA Point of Contact. 4.0 SUBMISSION OF QUESTIONS Questions: All questions must be received by date listed within the emailed solicitation request. All questions submitted for this solicitation must be electronically sent to the Contracting Specialist. Questions received after the stated date and time, may be addressed at the discretion of the Contracting Officer. 5.0 SUBMISSION OF QUOTATION Quote Submission: The contractors shall provide an email with the specified documents listed in the solicitation, by the date and time identified in block 8 of the solicitation. Volume 1: (pricing & technical) a. Price quote with separate line for labor/installation b. Quantity of man hours for labor/installation c. Project management plan d. Project staffing plan e. Self-certifying statement confirming ability to meet project deadlines Volume 2: (technical) a. Product literature, if other than brand name given. b. Complete manufacturer s product specifications via cut sheets with product detail, if other than brand name given. c. Physical finish sample offerings to evaluate for final finish selections. d. Complete testing results / certificates, if other than brand name given. e. Warranty, if other than the brand name given. f. Sustainability certification documents, if other than brand name given. Submissions can be sent in multiple emails to avoid computer system email size limitation. Quotes submitted by any other method will not be considered. All proprietary information shall be clearly marked. The use of hyperlinks in quotes is prohibited. Late quotes will not be accepted for evaluation. The contractor is responsible for confirming the Government s receipt of the contractor s quote. 6.0 EVALUATION CRITERIA Task order will be evaluated on: a. Price quote b. Complete manufacturer s product specifications via cut sheets with product detail, if other than brand name given. c. Labor/Services appropriate to the scope of work. (no pricing included) d. Project staffing plan appropriate to scope of work e. Project management plan appropriate to scope of work with phased breakdown of project execution. f. Sustainability Certification, if substituted from other than brand name given g. Submitted product compared to VA Design Basis Furniture in accordance with MTR. 7.0 PRODUCT General All finished surfaces shall be free of scratches, mars, dents, or blemishes, and withstand staining, and exhibit to flaking, cracking, or loss or adhesion. Furnishings shall have smooth finishes with no hazardous projections, sharp corners, or detail, which can be hazardous and cause personal injury or damage to clothing. See attachment for technical requirement of products. Basis of Design may be used, but are provided for layout and aesthetic purposes only and does not indicate a preferred manufacturer by the VA. 8.0 SERVICES Services required as referenced in General Requirements for Services and SV1. 9.0 TASK ORDER REQUIREMENTS a. The contractor shall attend a minimum of three (3) in-person/virtual meetings to review final award with VA Interior Designer to make necessary revisions. b. During first meeting the contractor shall provide the Interior Designer with the Auto-Cad drawings to [1/4 1/8 ] scale drawings showing layouts of awarded product. c. The contractor shall allow for three (3) revisions per line item included in design services including updating Auto-Cad Drawings and PDFs as request by VA Interior Designer. d. The contractor shall be responsible for taking and applying accurate field measurements to ordered product for verification of correct sizing. Auto-Cad drawings may not be accurate finished dimensions and may not be used in place of field measurements. The Vendor shall be liable for any incorrect field measurements leading to incorrect product order. e. The contractor shall be responsible for providing all sample materials for awarded product (2-Day Delivery) as requested by VA Interior Designer. f. The product must not be placed into production without clearance from the VA COR. g. The contractor shall provide final, clean [1/4 1/8 ] scaled drawings of product layout for sign-off prior to scheduling manufacturing. h. The contractor shall track manufacturing schedule and notify VA Interior Designer with updates of estimated completion date by email. i. The contractor shall attend a post-installation meeting to assess, address, and document any punch-list items and shall submit to the VA Interior Designer a remediation plan within 5 business days. j. The contractor shall provide 30 days free storage. The Government maintains the option to modify the normal work week, days and hours, as necessary for the accomplishment of VHA mission. Attachment 1 Services 1.0 General Scope: The contractor shall provide all labor, materials, equipment, transportation, and supervision necessary to satisfy the needs of each ordering activity. 2.0 Delivery: All orders shall be delivered Free On-Board (FOB) destination to the delivery addresses listed in the individual orders placed against the IDIQ. Specific delivery/shipping information shall be determined at the individual order level. 3.0 General Requirements for Services: The dates and times for delivery, receipt and installation of furniture will be established by individual orders. Delivery, receiving and installation of furniture will be determined on the individual orders and may occur outside of normal duty hours to not interfere with patient care in accordance with the IDIQ order. When the Contractor requests to deliver, receive and/or install furniture outside normal duty hours. When these instances occur, a written request shall be submitted to the VA Contracting Officer s Representative (COR) for authorization of the individual orders of this type. Written approval from the VA COR must be received before proceeding with the work. The request shall be submitted at least (5) five business days prior to the proposed performance of work, and it shall indicate the day(s), time, the amount of work, and the reason why performance is necessary outside normal duty hours. The Contractor shall be made aware of and must comply with local security policies and procedures in the task order. The Contractor will comply to these standards during all site visits on Governmental property. Contractor shall contact the VA COR at least 14 days prior to work start date to ensure compliance to any local security policies. The Contractor personnel shall present a professional appearance and shall have a uniform or some method of identifying them as an employee of the contractor. A VA badge will be provided and must be worn above the waist and be visible at all times while on government property. The Contractor shall ensure policies and procedures are established that protect the safety and welfare of customers, employees, and the community to minimize or eliminate safety or environmental risks. The Contractor shall be knowledgeable of and shall comply with all applicable federal, state, and local laws, Building Codes, Life Safety Codes, Occupational Health and Safety Administration (OSHA), ADA/ADAG, permits, VA design standards (www.cfm.va.gov/til/dguide.asp), and instructions required for the performance of the duties in the Statement of Work (SOW). The Contractor is responsible for ensuring that its firm and staff maintain any generally required professional certification, accreditation, license, bond, and proficiency relative to their area of expertise. The Contractor shall retain documentation of such records. The Government will not pay for expenses to meet this requirement. The Contractor is responsible for ensuring staff are trained and certified for planning and installing product to maintain the integrity of the manufacturer s warranty. 4.0 SV1 FURNITURE, DESIGN, AND INSTALLATION SUPPORT SERVICES Contract Tasks/Requirements Contractor may be required to provide basic design services and layout for commodities purchased. All designs of furniture layouts, including original designs and any subsequent redesigns, must be accomplished by a qualified professional Interior Designer with either a four (4) year Interior Design degree from an accredited school by the Council for Interior Design Accreditation (CIDA/FIDER), or 5 years of experience, and one year experience using contractor s software similar to that proposed for this contract. Contractor is required to provide installation drawings for furniture purchased. Contractor shall place all orders, track orders, schedule deliveries and coordinate trucks with the manufacturer for manufacturing and delivery according to VA project schedule. Contractor shall be responsible for all field measurements whether in existing spaces or new construction. Contractor shall not rely on AutoCAD drawings for final measurements. Contractor shall perform installation services per task order SOW. Contractor must have a project manager/lead installer based on project size. Project manager/lead installer must have a minimum of 2 years of experience performing installation services in healthcare facilities. Contractor may be required to remove and dispose of existing VA furnishings in coordination with VA Logistic Management Service and Interior Designer per the task order SOW. An Att2a with pictures and quantities will be included in the solicitation package if this service is being requested. Contractor may or may not be required to complete services outside of normal duty hours per the SOW. Contractor shall be familiar with VA campuses and various VA Outpatient Clinics, regulations, loading dock locations and hours of operations. Contractor must provide Proof of Insurance. Contractor shall provide 30 Days Free Storage once the complete bill of materials has been received at a conditioned facility that meets all building requirements including but not limited to the sprinkler, security, safety, temperature and environmental controls as not to void furniture warranties. Contractor must notify VA of the specific location of any or all stored furniture. Contractor shall provide all necessary materials, equipment, labor, supervision, and Management to: (A) coordinate delivery: (B) load and unload; (C) place/install items in designated rooms/locations; (D) assemble items as required; (E) secure as designated; and (F) properly dispose of all associated packing/crating materials outside the VA premises. VA COR: to be specified at delivery/task order level. Protection of Property The Contractor shall perform an inspection of the buildings and grounds with the COR prior to commencing work. Contractor shall protect all items from damage. The Contractor shall take precaution against damage to the buildings, grounds and furnishings. The Contractor shall repair or replace any items related to buildings or grounds damaged accidentally, or on purpose due to actions by the Contractor, utilizing materials of the same quality, size, grade and color, to match existing work. To ensure that the contractor shall be able to repair or replace any items, components, on the buildings or grounds damaged due to negligence and/or actions taken by the Contractor. The Contractor shall communicate with the COR to resolve all repairs beyond simple surface cleaning. Concurrence of the COR is required before the Contractor may perform any significant repair work. In all cases, repairs shall utilize materials of the same quality, size, texture, grade and color to match adjacent existing work. The Contractor shall be responsible for the security of the areas in which the work is being performed at all times prior to completion. The Contractor shall maintain accountability and control of any keys provided and shall return them to the COR upon completion of the work. Contractor shall provide floor protection while working in all VA facilities. All material handling equipment shall have rubber wheels. Delivery Contractor shall contact the COR at least 14 business days prior to the start of work/shipping to ensure that the building is ready for install. In the event there is a delay in delivery, Contractor must notify the assigned VA COR immediately in writing, preferably via email. Contractor shall provide the COR with scheduled date and time that the delivery truck will be arriving at least 24 hours minimum in advance. Contractor must ensure that the driver of the delivery vehicle has copies of the Bill of Materials/delivery orders and shall not attempt to deliver any items before the scheduled delivery date. Receive and Unload If the Contractor is unable to complete the assembly and placement of all unloaded items before the end of the workday, the Contractor will be responsible for moving these items to a secure location, until the next available work day. The Contractor will be responsible for moving the items from the overnight storage site to its designated position in the building. The Contractor shall verify and inspect all items. Any and all deficiencies (damage/overage/shortage) shall be brought to the attention of the assigned VA CO in writing, preferably via email, immediately upon identification. The Contractor shall store damaged items in the location designated by the COR. The Contractor shall maintain a complete file of all documents relating to each discrepancy and copies of all Discrepancy Reports shall be forwarded to the COR on a daily basis. Contractor shall repair or coordinate with the COR for replacement of damaged, defective, or missing items. Assembly and final acceptance Contractor shall be responsible for all safety and security guidelines within the area in which work is being performed, to include securing any contractor-owned tools or equipment, and any on-site storage being utilized. The contractor shall install all items in accordance with each requirement statement and basic component floorplan, panel plan and electrical plan, designed and provided by the contractor with each task order. Contractor shall uncrate all items received and perform all required assembly in accordance with the manufacturers instructions. Contractor shall prevent its personnel from entering any area other than the designated work area. The Contractor shall maintain a means of egress within all designated work areas to comply with fire codes. Contractor shall inspect to ensure that the furniture is free of surface dirt, clean and polished, free of defects, and that the installation is complete and ready for use. The Contractor shall do a final walkthrough with COR and provide a punch list before releasing crew for the day. Jobsite Cleanliness Contractor will be responsible for the removal and disposal of all trash/debris connected with uncrating and assembling all items installed under this contract. Final Acceptance by the Government will not occur until all installed items have been wiped cleaned and debris/dust connected with installation is removed from the VA site. Recyclable cardboard products shall be disposed of in accordance with applicable statutes, in respective containers. The contractor is responsible for providing trash containers at an offsite facility. Packing materials will not be stored in the buildings for any period exceeding 24 hours. The Contractor shall ensure its personnel eat, drink, or smoke only in designated areas. Personal trash (food wrappers, drink containers, etc.,) shall be removed from the site on a daily basis by the Contractor. Warranty Items The warranty of an item is to start on the date of acceptance of the products/services by the Government VA COR. The Contractor agrees to furnish, without cost to the Government, replacement of all parts and material which are found to be defective during the warranty period. The cost of installation and travel of replacement material and parts shall be borne by the Contractor. CLIN Structure Line Item MFG Part # Description/Part Number* Qty Price Extended Amount 1 305097 Sharps Container 12   2 1883455 4 Gal Trash Receptical 13   3 MBA8657 Calendar Wall Board 12   4 NICPSBS077900 Sani-Wipe Bracket 48   5 H-5904BE 13 Gal Trash Receptical 26   6 BVCGL070107 24x36 Magnetic Dry Erase Board 4   7 BVCGL080107 36x48 Magnetic Dry Erase Board 2   8 M1DSUSWH Sound Machine 4   9 H-5905BE 18 Gal Trash Receptical 12   10 254300 BLA Office Waste Receptical 6   11 6645-01-492-0378 Clock 16   12 RCP-RCP1883563 4 Gal Trash Receptical - BioHazard 12   13 InPro CZ-Array 01390482 Patient Privacy Curtains 12   14 Maren 1100-UP Wall Hanging Folding Chair and Bracket 12   15 45NG72 Wall Hooks for Walkers 12   16 1799632/1799635 Capsa Wall Mount 12   17 Inpro HL-ADASHOWER Chino 01390482 Shower Curtain & Track 12  Â
