36C24125Q0667.docx

SUBJECT*

Brick Paver Labyrinth Kit Intent to Single Source for Brand Single Source to SB OEM

GENERAL INFORMATION

SET-ASIDE

VAMC Togus

1 VA Center

CONTACT INFORMATION

VAMC White River Junction 215 North Main Street White River Junction VT 05009-0001

POINT OF CONTACT*

Contracting Officer Deidra Thomas deidra.thomas@va.gov

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

DESCRIPTION

Presolicitation Notice Presolicitation Notice Intent to Single Source to SB OEM_Exclusive & Proprietary to OEM

Presolicitation Notice

INTENT TO SOLE SOURCE to SB (SMALL BUSINESS) OEM Page 1 of

THIS IS NOTICE OF INTENT TO SOLE SOURCE FOR THE LABYRINTH KIT FOR VAMC TOGUS ME RFQ: 36C24125Q0667: This is not a request for competitive proposals. This is not a solicitation or request for offers. No solicitation package is available, and telephone requests will not be honored.

The Department of Veterans Affairs VAMC Togus ME intends to award a One-Time, Firm Fixed Price Single Source contract for the procurement of one (1) Labyrinth Kit for VAMC Togus, to the Labyrinth Company LLC, a SB (Small Business). Environmental Prism dba the Labyrinth Company, the OEM, is the sole authorized distributor. The Labyrinth Paver Kit is exclusive and proprietary to the SB OEM, the Labyrinth Company.

The required Labyrinth Paver Kit is proprietary to the OEM. The Labyrinth Company manufactures and distributes the required Labyrinth Paver Kit. Currently, this is the only Labyrinth Kit that will meet VAMC Togus Whole Health and Behavior Wellness program goals, and which will best support safety standards. The Labyrinth Company is unique in their capability to provide the Labyrinth Paver Kit.

The Labyrinth Kit provides the specific design, materials, and therapeutic orientation required by the Togus VAMC’s Whole Health and Behavioral Health programs. The Labyrinth Company has completed several VA-approved labyrinth installations at other VAMCs, specializing in trauma-informed landscape design. The required Labyrinth Kit design integrates ADA (American Disabilities Act) accessibility, will best assure VA Behavioral Health Safety Standards, will promote wellness and healing goals via this Paver Kit’s specific therapeutic patterns aligned with VA clinicians’ treatment goals, and will also support the VHA Reboot Initiative to reduce employee burnout.

The Labyrinth Kit is designed/configured to provide a dedicated, evidence-based mindfulness space for veterans, particularly those coping with PTSD (Post-Traumatic Stress Disorder), anxiety, and stress-related conditions. The kit configuration will fit within the specified area and has been evaluated as providing the safest solution for a wellness labyrinth due to the flat, smooth surface, due to the ease of construction and interconnection, and due to the cohesiveness of the flat labyrinth surface.

The authority for applying the Simplified Procedures for Commercial Items of FAR 13.5 is 41 U.S.C. 1901. This statute for a single source award is implemented via FAR 13.106-1-6(b)(1)(i): the circumstances of the contract action deem only one source reasonably available for the required brand.

The intent is to procure the services mentioned above on a single source basis from the OEM, the sole authorized distributor. No solicitation will be posted to Contract Opportunities. The primary North American Classification System Code (NAICS) is 327331: Precast Concrete Block and Brick Manufacturing. The most current Business Size Rating for this NAICS is 500 employees.

Capable parties may identify their interests and authorization to respond to this requirement by 07/21/2025 at 16:30 PM (EDT).

A determination by the Government not to compete this proposed award upon response to this notice is solely within the discretion of the Contracting Officer.

STATEMENT OF WORK (SOW)

LABYRINTH KIT PROCUREMENT

VAMC TOGUS ME

I. INTRODUCTION

This Statement of Work (SOW) outlines the requirements for the procurement of a Labyrinth Kit for the Whole Health program at the Department of Veterans Affairs (VA) Togus, located in Augusta, Maine. The purpose of this procurement is to provide a Labyrinth Kit that will be installed by Togus staff to support the Whole Health program's mission to provide holistic care to our nation's Veterans and VA Maine employees who care for Veterans.

II. BACKGROUND

The Whole Health program at Togus is committed to providing comprehensive, patient-centered care that addresses the physical, emotional, and spiritual needs of our Veterans. This also supports employee REBOOT VHA initiative to address employee burnout and promote employee well-being. The Labyrinth Kit is a key component of these, as it will provide a therapeutic tool for Veterans and employees to explore and promote relaxation, stress reduction, and overall well-being. The contract is for a 25”-9.75” Labyrinth to be located on the VA Maine Togus campus.

III. OBJECTIVE

The objective of this procurement is to acquire a Labyrinth Kit that meets the requirements outlined in this SOW. The selected vendor will be responsible for delivering the Labyrinth Kit to the Togus campus, where it will be installed by Togus staff.

IV. REQUIREMENTS

The following requirements must be met by the Labyrinth Kit:

1. Design and Construction: The Labyrinth Kit must be designed and constructed to be durable, weather-resistant, and easy to assemble.

2. Material: The Labyrinth Kit must be made of a material that is safe, non-toxic, and resistant to fading, cracking, and other forms of degradation. The material should be high strength 8000 PSI concrete paver bricks available in two colors, light gray, and dark gray.

3. Size and Configuration: The Labyrinth Kit must be scalable to accommodate various sizes and configurations, with a minimum size of 25”-9.75”, with path width minimally 12-3/8”” and center diameter of 7’-4””, with 7 circuits, and length of minimally 345 feet. This labyrinth should be able to have the capacity of up to 10 walkers at a time.

4. Installation: The Labyrinth Kit must be designed for easy installation by Togus staff, with clear instructions and minimal equipment requirements.

5. Maintenance: The Labyrinth Kit must be low maintenance, with easy cleaning and upkeep requirements.

6. Therapeutic Value: The Labyrinth Kit must be designed to provide a therapeutic and meditative experience for Veterans and employees, with features such as calming patterns, textures, and other sensory elements.

V. DELIVERY AND INSTALLATION

The selected vendor will be responsible for delivering the Labyrinth Kit to the Togus campus. Togus staff will be responsible for installing the Labyrinth Kit, and the vendor must provide clear instructions and any necessary support to ensure a successful installation. The expected due date for delivery will be July 2025 and should not deliver earlier than this.

VI. PERFORMANCE PERIOD

The performance period for this procurement will commence on the date of award and continue until the Labyrinth Kit has been delivered and installed at the Togus campus.

VII. ACCEPTANCE CRITERIA

The Labyrinth Kit will be considered accepted when it has been delivered, installed, and inspected by Togus staff, and found to meet the requirements outlined in this SOW.

VIII. SPECIAL REQUIREMENTS

The following special requirements apply to this procurement:

1. Compliance with VA Regulations: The selected vendor must comply with all applicable VA regulations, including those related to accessibility, safety, and environmental sustainability.

2. Warranty and Support: The selected vendor must provide a minimum one-year warranty for the Labyrinth Kit, as well as ongoing support and maintenance services as needed.

IX. POINTS OF CONTACT

The following points of contact are applicable to this procurement:

1. Acquisitions Office: Andrew Parker, Acquisition Utilization Specialist, Supply Chain Management, Department of Veterans Affairs, Togus

2. Technical Point of Contact: Annette Bowman, Whole Health Program Manager, Department of Veterans Affairs, Togus

DEPARTMENT OF VETERANS AFFAIRS

Justification for Single Source Awards IAW FAR 13.106-1 For Over Micro-Purchase Threshold but Not Exceeding the SAT ($250K)

Acquisition Plan Action ID: 36C241-25-AP-2730

1. Contracting Activity: Department of Veterans Affairs, VISN 01 Togus VA Medical Center.

2. Brief Description of Supplies/ Services required and the intended use/Estimated Amount: VAMC West Togus VA Medical Center requires the installation of a custom-designed therapeutic labyrinth on the hospital grounds to support veteran mental health and wellness initiatives.

This procurement is for specialized therapeutic design services to create a healing labyrinth that is aligned with the VA’s Whole Health Program. The labyrinth will provide a dedicated, evidence-based mindfulness space for veterans, particularly those coping with PTSD, anxiety and stress related conditions.

3. Unique characteristics that limit availability to only one source, with the reason no other supplies or services can be used: The requested vendor is the sole source capable of providing the specific design, materials, and therapeutic orientation required by the Togus VAMC’s Whole Health and Behavioral Health programs. The vendor has previously completed VA-approved labyrinth installations at other VAMCs and specializes in trauma-informed landscape design. The labyrinth design integrates ADA (American Disabilities Act) accessibility, VA behavioral health safety standards, and specific therapeutic patterns aligned with VA clinicians’ treatment goals. Use of another vendor would compromise the design intent and delay project timelines due to the lack of familiarity with VA mental health programming and Whole Health guidelines.

The Labyrinth brand Labyrinth Kit will provide a dedicated, evidence-based mindfulness space for veterans, particularly those coping with PTSD (Post-Traumatic Stress Disorder), anxiety and stress related conditions. The kit configuration will fit within the specified area and provide the safest solution for a wellness labyrinth due to the flat, smooth surface and ease of construction and interconnection, and the cohesiveness of the flat labyrinth surface. The other alternative for the purchase of instructions for a Grass Labyrinth would require a larger area, would be more labor intensive, and would not provide a safe flat surface promoting the mindfulness and wellness of the Whole Health Initiative.

Selecting a different supplier would increase costs due to redesign, compliance review, contractor education, and would increase risk for patient care outcomes by delaying access to a critical mental health support structure. The only other labyrinth product located in the market was a stone and grass design that would not support ADA accessibility, and which would require greater time and expense for planning layout, landscaping, and additional time and cost for labor.

4. Description of market research conducted and results or statement why it was not conducted: Market research was conducted by the Togus Whole Health Program Coordinator in coordination with Facilities Management and the Office of Mental Health Services. No other suppliers were identified who could meet the combined clinical, accessibility, and VA design standards required. Prior installations by the selected vendor have demonstrated success, clinician satisfaction, and high utilization by veteran patients. The unique design methodology is not offered by general landscaping or construction firms.

4. Description of market research conducted and results or statement why it was not conducted (cont’d):

Market Research was also conducted by VA Contracting IAW FAR 10.001:

Market Research Findings Mandatory Sources:

· Mandatory Sources: Mandatory sources VA Inventories, Other Agencies, AbilityOne, FPI (Federal Prison Industries) and mandatory contracts were searched. No VA agency or other agency has excess supplies of this nature. AbilityOne cannot fulfill the requirement.

· Source Lists for Similar Items from Other Activities, Agencies, Trade Associations, or Sources: Similar items are available on the market. The Labyrinth Co. brand Labyrinth Kit was selected by the VA’s Whole Health Program because of its specialized therapeutic design for a healing labyrinth that is aligned with the VA’s Whole Health Program, and which also meets ADA criteria.

· SAC (Strategic Acquisition Center): Both the SAC and the SCMC were searched. The requirements listed are not available via any SAC Contract.

· VAAR 810.003-70(c) VFCP (Veterans First Contracting Program): There is no NMR Waiver for NAICS 327331, the best-fit NAICS for the Labyrinth Paver Kit. Per the NMR Decision Tree and IAW VAAR 819.7003(d), an SD/VOSB set-aside cannot be applied.

· GSA NAC (National Acquisition Center) FSS (Federal Supply Schedule): The GSA e-Library lists contracts for this requirement under various BPA’s: Medical Equipment and Supplies. There were no federal or national contracts carrying the required Labyrinth Paver Kit.

· GSA Advantage: The Labyrinth was not listed on GSA Advantage and is not available via FSS contract.

· GSA e-Library: The Labyrinth was not listed on GSA e-Library. There are no FSS schedule holders that provide the required Labyrinth Kit nor any brand of comparable products.

· Small Business Preference: The requirement is below SAT (Simplified Acquisition Threshold of $250k); there is an SBA NMR Waiver (FAR 19.502-2(a) that could typically be applied. There is only (1) manufacturer; one (1) source for the required Labyrinth Kit, the SB OEM the Labyrinth Company. The required product is proprietary and exclusive to the SB OEM. The requirement is not eligible for a straight SB Set-Aside; the rule of two (2) cannot be met.

Recommendation: The recommendation is for a Single Source award to the SB OEM the Labyrinth Co., for the Labyrinth Kit brand, pre-packaged, pre-configured Labyrinth Kit IAW FAR 13.106-1(b)(1)(i); one (1) manufacturer; one (1) source.

The SB OEM Labyrinth Co has provided a sole source letter designating the Labyrinth Kit as being proprietary, exclusive, and peculiar to the OEM. There are no other authorized distributors. The pre-packaged Labyrinth Kit design, configuration, ease of construction, and safety attributes establish the Labyrinth brand from the Labyrinth Co. as providing the best value to the Government.

5. Contracting Officer's Certification: Purchase is approved in accordance with FAR13.106-1(b). I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief.

Deidra Thomas Contracting Officer VAMC White River Junction VT, RPOE Page 1 of