S02 FINAL Sources Sought Notice 36C25626Q0750 Deployable Critical Equipment Bunkhouse Vehicle Repair Services.pdf

Sources Sought Notice

SUBJECT* Deployable Critical Equipment Bunkhouse Vehicle Repair Services, Central Arkansas Veterans Health Care System, 4300 West Seventh Street, Little Rock, AR 72205-5446

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 39531

SOLICITATION NUMBER* 36C25626Q0750

RESPONSE DATE/TIME/ZONE 05-08-2026 1300 EASTERN TIME, NEW YORK,

USA

ARCHIVE 60 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE N/A Seeking Sources Only

PRODUCT SERVICE CODE* J023

NAICS CODE* 811111

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Gulf Coast Veterans Health Care System Network Contracting Office 16 400 Veterans Avenue BLDG 10 Biloxi, MS 39531

POINT OF CONTACT*

C. Robert Oravetz Department of Veterans Affairs Gulf Coast Veterans Health Care System Network Contracting Office 16 400 Veterans Avenue BLDG 10 Biloxi, MS 39531

PLACE OF PERFORMANCE

ADDRESS Department of Veterans Affairs Gulf Coast Veterans Health Care System Engineering Department 400 Veterans Avenue Biloxi MS

POSTAL CODE 39531

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov/

URL DESCRIPTION VA

AGENCY CONTACT’S EMAIL ADDRESS christopher.oravetz@va.gov EMAIL DESCRIPTION CO e-mail address

Deployable Critical Equipment Bunkhouse Vehicle Repair Services Central Arkansas Veterans Healthcare System (CAVHCS)

4300 West Seventh Street Little Rock, AR 72205-5446

The Central Arkansas Veterans Healthcare System (CAVHCS) located at 4300 West Seventh Street Little Rock, AR 72205-5446 is seeking a contractor to support the following requirement: Deployable Critical Equipment Bunkhouse Vehicle Repair Services. Deployable critical equipment (bunkhouse vehicle) currently being utilized to support the veteran patient care mission at the Central Arkansas Veterans Healthcare System requires repairs due to physical damage that was sustained on the unit. A bunkhouse vehicle is a mobile care unit consisting of beds and other treatment accessories which can accommodate up to ten (10) patients who would normally be cared for in a physical hospital setting. Having characteristics of a recreational vehicle (RV) this unit can provide mobile, on the go, readily available patient care support in situations where patient care delivery is compromised at physical medical care locations.

The applicable NAICS code for this procurement is NAICS 811111 – General Automotive Repair.

The associated small business size standard is $9 million.

Offeror/Contractor Guidance:

This sources sought notice is a market research notice only being executed in accordance with FAR Part 10. This sources sought notice is NOT a Request for Quote (RFQ), Request for Offer (RFO), Request for Proposal (RFP), nor an Invitation For Bid (IFB) with no solicitation that is being issued at this time. This notice shall not be construed as a commitment by the Government to issue a solicitation or to ultimately award a contract, nor does it restrict the government to a specific acquisition approach which includes a specific set aside for that approach. Any information provided to the Government as a result of this sources sought notice is strictly voluntary. No entitlement to payment for direct and/or indirect costs or charges by the Government will arise as a result of offeror/contractor submission of responses or the Government’s use of such information. By responding to this notice it is agreed that the government has your permission to share your submitted capabilities and other information (provided in your response) with other contracting officers and/or procurement representatives (within the U.S. Government) as they relate to similar requirements (for market research purposes only).

This Sources Sought Notice is for planning purposes only. This notice is intended to identify eligible contractors in any socioeconomic category who can support all of the requirements of this acquisition.

An eligible contractor is defined as a contractor who possesses the technical knowledge, skills, abilities, qualifications, capability, and relevant experience to meet or exceed the government’s requirements as annotated in the Statement of Work (SOW).

Instructions for Submission:

Interested, eligible contractors shall respond by e-mail only to C. Robert Oravetz, Contracting Officer, christopher.oravetz@va.gov. Responses are due no later than Friday, May 8th, 2026, by 1300 hours (1:00 p.m.) Eastern Time.

mailto:christopher.oravetz@va.gov

Respondents shall include as part of their submission:

a. Indicate if you can meet or exceed the government’s requirements to provide Deployable Critical Equipment Bunkhouse Vehicle Repair Services for the Central Arkansas Veterans Healthcare System (CAVHCS) per the Statement of Work contained within this notice.

• Eligible contractors must be able to perform all required work, to execute all required services, and be able to complete all necessary tasks & deliverables. These requirements include utilizing personnel that possess the industry related (automotive repair) qualifications, capabilities and experience needed which includes OSHA certifications.

A summary/overview of your skills, abilities, capabilities, qualifications, relevant experience, and relevant past contracts and/or past projects (as it directly relates to this requirement) must be included in your response to this notice. Merely stating that you are a offeror/contractor who is interested in this requirement (without providing any supporting details and/or documentation to verify your capabilities and qualifications) will not be considered as an adequate response/submission to this notice. Interested offerors/contractors must self-certify that they can meet/exceed the requirements that have been stipulated herein.

b. A future solicitation for this requirement will be “all or nothing” meaning that the offeror/contractor will have to perform all work, to execute all services, and to complete all tasks & deliverables that have been requested.

c. A future solicitation for this requirement will mirror this Sources Sought Notice and will likely contain the same Statement of Work (SOW) document that is included in this notice.

REQUIREMENT QUESTIONS:

If/when this requirement is solicited there will only be a limited time window to address offeror/contractor solicitation questions. It is recommended that interested, eligible contractors (who are examining this notice and who have questions) submit these questions along with their response to this notice. The submission of questions by offerors/contractors is encouraged as it will allow the government to further define/clarify this procurement if there is ambiguity, if sufficient information is lacking, and/or if more information is needed.

The following document is contained within this Sources Sought Notice:

“Statement of Work Deployable Equipment Bunkhouse Body Repair Svcs

Statement of Work (SOW) Deployable Critical Equipment Bunkhouse Vehicle Repair Services

Central Arkansas Veterans Healthcare System (CAVHCS) 4300 West Seventh Street

Little Rock, AR 72205-5446

1. OVERVIEW: Deployable critical equipment (bunkhouse vehicle) currently being utilized to support the veteran patient care mission at the Central Arkansas Veterans Healthcare System requires repairs due to physical damage that was sustained on the unit. Significant exterior structural and component damage has been identified. Due to the damage incurred replacement and refabrication is needed in/on/for select areas. Given the extent of damage, fabrication requirements, and Original Equipment Manufacturer (OEM) parts being specified, timely repair is needed to prevent further deterioration and operational downtime of this equipment. A bunkhouse vehicle is a mobile care unit consisting of beds and other treatment accessories which can accommodate up to ten (10) patients who would normally be cared for in a physical hospital setting. Having characteristics of a recreational vehicle (RV) this unit can provide mobile, on the go, readily available patient care support in situations where patient care delivery is compromised at physical medical care locations.

2. GENERAL: This is a non-personnel services requirement. The contractor shall provide all management, supervision, labor, transportation, tools, materials, parts, and other items necessary to perform work, execute services, and to successfully complete all deliverables as contained within this Statement of Work. The Government shall not exercise any supervision and/or control over contractor personnel (which includes contractor service providers, contractor representatives, and/or subcontractors employed with (and/or being utilized by the prime contractor) during all active performance periods of the final contract. All contractor personnel shall be accountable solely to the Contractor, who in turn is responsible to the Government.

3. BACKGROUND / ASSESSMENT: The bunkhouse vehicle currently being used by the facility constitutes critical equipment that is vital to the execution of the veteran patient care mission. In the event of an emergency this backup patient delivery option could be needed. This vehicle has sustained damage requiring multi-disciplinary repairs involving body work, welding, fiberglass restoration, paint refinishing, and replacement of safety-related components. A complex combination of repairs is needed and it is not recommended that this vehicle be utilized until this work is completed. Downtime of this vehicle could compromise the emergency response capabilities of the facility.

4. SCOPE OF SERVICES: Deployable Critical Equipment Bunkhouse Vehicle Repair Services include and/or otherwise encompass the following:

1). Replace 14 feet of J wrap, cut to fit side

a. 4.5 labor hours body

2). Replace Metal on back, cut to fit

a. 2.5 labor hours body

3). Replace bumper which involves custom creation of bumper and welding on part

a. 4.5 labor hours body

b. 3.5 labor hours base coat (painting)

4). Repair side wall corner fiber glass

a. 1.5 labor hours body

b. 5 labor hours paint panel (painting)

c. 4.5 labor hours refinish (painting)

5). Replace grab handle door entry

a. 0.5 labor hour body

6). Replace vertical molding

a. 1 labor hour body

b. 1 labor hour base coat (painting)

7). Replace mask for over spray

a. 1 labor hour body

8). Replace rear lamp

a. 0.3 labor hour mechanical

9). Replace horizontal belt molding 12 feet

a. 0.5 labor hour body

10). Freight, Shipping, Delivery Costs

11). OEM Parts

Body: Labor Hours = 16 Mechanical: Labor Hours = 0.3 Painting: Labor Hours = 14 Paint Supplies: Labor Hours = 14

5. PERSONNEL PERFORMING WORK/SERVICES - REQUIRED “CORE COMPETENCIES”:

Personnel performing work, executing services, and completing deliverables during the active performance periods of the contract shall possess the knowledge, skills, abilities, core competencies, and the qualifications required to successfully accomplish the following: Deployable Critical Equipment Bunkhouse Vehicle Repair Services. Personnel not meeting or otherwise not adhering to these requirements shall not be allowed to perform work, execute services, and to complete deliverables at any time under the final contract while active.

Contractor must be certified and possess the capability to effectively work on/with dual use vehicles. OSHA 10 Certification is also required for technicians and other personnel who will be completing the required efforts for this acquisition.

6. LOCATION AND PERIOD OF PERFORMANCE:

Work will be performed, services will be executed, and deliverables will be completed at the following location listed below. Following award of contract and prior to start of performance by the contractor specific building locations and facility point of contacts will be provided by the government. The expected period of performance of this acquisition is thirty (30) days following contract award which could be extended if the conditions of this acquisition necessitate a longer performance period greater than thirty (30) days for project completion.

Central Arkansas Veterans Healthcare System (CAVHCS) 4300 West Seventh Street Little Rock, AR 72205-5446

7. WORK HOURS AND SCHEDULE: All performance of work, execution of services, and completion of deliverables shall be accomplished during the facility’s normal business hours, 7:30 a.m. to 4:30 p.m. Monday through Friday, Federal Holidays excluded. For all efforts required by the contractor under the final contract proper coordination shall be initiated between the contractor and the government to ensure that services, work, and completion of tasks/deliverables can be performed/executed/completed when scheduled. Any work, services, and/or other tasks performed during other than normal business hours must be approved in advance by the Contracting Officer Representative (COR), Contracting Officer, authorized facility representative and/or other authorized designee before such work begins. The Federal Holidays that are currently being observed by the facility are listed in the table below.

New Year’s Day January 1 Martin Luther King‘s Birthday Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Juneteenth Independence Day June 19th Independence Day July 4 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

Other Federal Holidays (that could occur) Any other day specifically declared to be a national holiday (per Federal Statute, Executive Order, or by the President’s Proclamation).

An alternative schedule (different from the schedule described above) may be utilized if there is mutual agreement between the government and the contractor regarding this alternative schedule if implemented.

8. QUALITY CONTROL: The contractor shall develop and maintain an internal quality control program which ensures successful project completion. Quality control mechanisms and best practices must include the following by the contractor:

-Written work schedule and overall plan for completion with timelines.

-Point of contact names and contact information for the parties who will be directly supporting this acquisition with whom the government should contact for support and/or other inquires if needed.

- The assignment of a designated individual which has full authority to act for/on behalf of the contractor on all matters relating to work performance, to receive, accept and sign for any notices, inspection reports and all other correspondence sent from the facility, contracting officer, or other authorized/designated representative.

-Emergency availability if needed (if/when contacted) which includes response within two (2) hours after being contacted and same day presence at the project site location if emergency conditions merit such presence.

9. WARRANTY: Contractor must guarantee workmanship for a period of one (1) year after official determination of project completion by the government. Contractor must furnish a minimum one (1) year parts and labor warranty on equipment, and components that were used for and/or affiliated with completion of project.

10. SAFETY: Contractor work must be in accordance with Federal, State, Local Occupational Safety and Health Administration (OSHA) codes, regulations, latest edition of National Electric Code (NEC), latest edition of National Fire Protection Association (NFPA) 70E, and 01 35 26 Safety Requirements specification.

Contractor must furnish and use required safety items, including but not limited to, safety signage, cones, barricades, and must furnish and wear required Personal Protective Equipment (PPE).

11. INFORMATION SECURITY: The Certification and Accreditation (C&A) does not apply, a Security Accreditation Package is not required.

12. RECORDS MANAGEMENT

A. Records Management: Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

1. “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

a) The term Federal record:

(1) Includes U.S. Department of Veterans Affairs (VA) records.

(2) Does not include personal materials.

(3) Applies to records created, received, or maintained by Contractors pursuant to their VA contract.

(4) May include deliverables and documentation associated with deliverables.

2. Contractor shall comply with all applicable records management laws and regulations, as well as National

Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C.

552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

3. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

4. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created while performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

5. VA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VA or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to VA. The agency must report promptly to NARA in accordance with 36 CFR 1230.

6. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment.

Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the contract. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to VA control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

7. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

8. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VA policy.

9. The Contractor shall not create or maintain any records containing any non-public VA information that are not specifically tied to or authorized by the contract.

10. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

11. The VA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

12. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VA provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

13. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this contract, and require written subcontractor acknowledgment of same.

14. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

13. OTHER REQUIREMENTS:

1. Identification and Badges: Any individual performing work under this contract shall wear a badge or other identification while on site that is clearly displayed at all times. While on site, any person performing work directly or indirectly must be in a position to specify their authorized purpose for their presence at the facility in the event that such information is requested by VA facility personnel.

2. Parking: It is the responsibility of the contractor to park in the appropriate designated parking areas to avoid ticketing or towing. Information on parking is available from the facility if requested by the contractor.

3. Contract Administration: The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that will affect the price, quantity, or quality of performance of this contract. In the event the Contractor makes any such change at the direction of any person other than the Contracting Officer, this change shall be considered to have been made without authority, and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof. All changes to the contract will be issued via an amendment and/or modifications in writing from the Contracting Officer to the Contractor.

4. Invoicing and Payment: Contractor is authorized to receive prompt payment IAW applicable regulation following the successful performance of work, execution of services, and completion of required deliverables. Contractor invoices shall be submitted IAW VAAR Clause 852.232-72 Electronic Submission of Payment Requests. Invoices submitted for payment must be detailed to the extent necessary to reflect the work done and the services performed during the time periods when completed, so an accurate assessment can be made by the facility for certification of these invoices for payment. Advance payments are not authorized. Contractor is also not authorized to make payment for anticipated/expected work, for future work not performed, for work not contractually defined, not specifically authorized, or not officially incorporated within the final contract by the contracting officer, and/or for work that was not successfully completed.

Statement of Work (SOW) Deployable Critical Equipment Bunkhouse Vehicle Repair Services Central Arkansas Veterans Healthcare System (CAVHCS) 4300 West Seventh Street Little Rock, AR 72205-5446