36C26127Q0015.docx

SUBJECT*

36C26127Q0015 | VASNHCS Maintenance Flooring Repairs and Installation | Services Base plus 4 | 10/01/2026 – 9/30/2031

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office (NCO) 21 VA Sierra Nevada Health Care System 975 Kirman Avenue Reno NV 89502-0993

POINT OF CONTACT*

Contracting Officer Nicole Renfrew Nicole.Renfrew@va.gov Nicole.Renfrew@va.gov

PLACE OF PERFORMANCE

Winnemucca, NV, and Susanville, CA.

Please reference Statement of Work.

POSTAL CODE

ADDITIONAL INFORMATION

EMAIL DESCRIPTION

DESCRIPTION

THIS IS A SOURCES SOUGHT ANNOUNCEMENT ONLY.

No Solicitation is currently available.

All information contained in this Sources Sought Announcement is preliminary, as well as subject to modification, and is in no way binding on the Government. The Government will not pay for any information submitted in response to this request. The information requested will be used solely within the Department of Veterans Affairs to facilitate decision making and will not be disclosed outside of the Government. The determination of a procurement strategy, based upon the comments submitted in response to this Sources Sought Announcement, is solely within the discretion of the Government.

The applicable North American Industry Classification System (NAICS) Code is 238330, Flooring Contractors, and the small business size standard is $19 Million.

The Department of Veterans Affairs (VA) Network Contracting Office (NCO) 21 is soliciting information on contractors that can provide Maintenance Flooring Services in Reno, NV, Gardnerville, NV, Fallon, NV, Winnemucca, NV, and Susanville, CA, USA. A description of services is attached.

Brief Description of Services See attached Work Statement.

Capability Statement All interested contractors must respond by email to Nicole.Renfrew@va.gov before 3:00 PM PST on August 13, 2026.

Please provide all of the following when responding:

1. What is your company’s Socioeconomic Status? For example: small business, large business, SDVOSB (Service-Disabled Veteran Owned Small Business), VOSB (Veteran Owned Small Business), etc.

a. If SDVOSB or VOSB, are you registered with the Small Business Administration?

https://search.certifications.sba.gov/

2. Company’s legal name and UEI (Unique Entity ID) number on https://sam.gov/ .

3. Primary point of contact, including phone number and email address.

4. Capabilities Statement: Describe specific experience and qualifications providing Maintenance Flooring Services for Repairs and Installation as described in the attached description of services Statement of Work.

a. Must provide specifics on experience performing repairs and installation with Luxury Vinyl Tile, Carpet Tile and Rubber Base, including prep and repair to subfloor.

b. Must specify experience performing in commercial/hospital environment.

c. Specify years of installation team experience on this type of work and any certifications held.

5. Please specify if contractor meets each of the following requirements:

a. The Contractor must provide proof of physical location within 50 miles of main campus, Ioannis A. Lougaris VA Medical Center, located at 975 Kirman Avenue, Reno, NV 89502.

b. The Contractor shall be available to perform within 24 - 48 hours for emergencies at main campus Ioannis A. Lougaris VA Medical Center, located at 975 Kirman Avenue, Reno, NV 89502, and fourteen or more additional off campus VASNHCS sites in Reno, NV, Gardnerville, NV, Fallon, NV, Winnemucca, NV, and Susanville, CA, ranging potentially as far away as approximately 166 miles from the Ioannis A. Lougaris VA Medical Center.

c. The Contractor shall be available to perform within an immediate two week period of notification for non-emergencies at main campus Ioannis A. Lougaris VA Medical Center, located at 975 Kirman Avenue, Reno, NV 89502, and fourteen or more additional off campus VASNHCS sites in Reno, NV, Gardnerville, NV, Fallon, NV, Winnemucca, NV, and Susanville, CA, ranging potentially as far away as approximately 166 miles from the Ioannis A. Lougaris VA Medical Center.

d. Contractor must be a commercial/hospital flooring contractor.

e. Contractor must have their own hired employees. No temporary laborers may be utilized.

f. Contractor staff shall be US citizens or have appropriate work permits.

6. Contractor shall provide the necessary labor to perform required repairs and installation. Please provide the following rates:

a. Hourly labor

b. Hourly Time and a half labor

c. Hourly Overtime labor

7. Contractor shall provide the necessary materials to perform required repairs and installation. Please provide the following compliant materials specifications and costs per requirements at the VA Technical Information Library available at https://vatilms.va.gov/vatilms/landing-page .

a. LVT material: specifications and cost per square foot

b. Carpet tile material: specifications and cost per square yard

c. Rubber Base, 4” thick: specifications and cost per linear foot

d. Rubber Base, 6” thick: specifications and cost per linear foot

8. List other Projects (Government and Commercial) that are similar in scope and size.

9. As this is a service acquisition, the Small Business Administration and the Federal Acquisition Regulation have a Limitations on Subcontracting requirement. For all small businesses, to include SDVOSB and VOSB, “At least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern.” See FAR 52.219-14 and FAR 52.219-27 available in full text at https://www.acquisition.gov/far/part-52

a. Of the service actions listed above, which one(s) will your company perform as the prime contractor using its own personnel without subcontracting?

b. With respect to the service actions listed above, which action(s) do you intend on subcontracting or using other than your company’s own personnel?

c. Of those services that will be performed, approximately what percentage will be paid to the subcontractor(s)?

10. GSA Contract Number, if applicable.

Failure to provide the information requested above will be considered non-responsive and will not be considered a viable source.

Please note:

· Request for Information (RFI) number 36C26127Q0015 has been assigned and should be referenced on all correspondence regarding this announcement.

· The Government will use this information when determining its business type decision.

· This synopsis is not to be construed as a commitment by the Government, and no contract will be awarded as a direct result of this Sources Sought announcement.

· Contractors must have a current registration in the System for Award Management (SAM) at https://sam.gov/

· SDVOSB and VOSB firms should be registered and certified at the time of quote submission at https://search.certifications.sba.gov/

Sources Sought Notice Sources Sought Notice

Sources Sought Notice

Statement of Work: DRAFT 08/03/2026 VA Sierra Nevada Health Care System (VASNHCS) 975 Kirman Avenue Reno, Nevada 89502 Maintenance Flooring Services

1.0 General

The VA Sierra Nevada Health Care System (VASNHCS) has a requirement for maintenance flooring services at main campus Ioannis A. Lougaris VA Medical Center, located at 975 Kirman Avenue, Reno, NV 89502, and fourteen or more additional off campus VASNHCS sites in Reno, NV, Gardnerville, NV, Fallon, NV, Winnemucca, NV, and Susanville, CA, ranging potentially as far away as approximately 166 miles from the Ioannis A. Lougaris VA Medical Center.

Maintenance flooring services required vary but are frequently focused on making minor floor repairs to mitigate tripping hazards, as needed, at all listed VASNHCS sites. Maintenance services include, but are not limited to, floor removal and disposal, sub floor preparation if needed, installation of new flooring and rubber base, as well as providing and installing new Luxury Vinyl Tile (LVT) and carpet tiles. The Contractor staff installation team must be certified and have experience in installing LVT, carpet tile and rubber base. Contractor staff may also need to repair flooring, including carpet, LVT or sheet vinyl according to the direction of the Contracting Officer’s Representative (COR). The contractor shall provide the necessary materials and labor to complete services within the time allotted. The contractor must be a commercial/hospital flooring contractor and have their own hired employees. No temporary laborers may be utilized.

The Contractor shall be available to perform within 24 - 48 hours for emergencies and within an immediate two week period of notification for non-emergencies, at any of the listed VASNHCS sites in Nevada and California. Due to fast response times required, proximity to VASNHCS main campus will be included in the evaluation factors. The Contractor must provide proof of physical location within 50 miles of main campus, Ioannis A. Lougaris VA Medical Center, located at 975 Kirman Avenue, Reno, NV 89502, to ensure response time in winter weather conditions, for safety reasons. Travel costs and per diem costs will not be paid under this contract.

1.1 Hours of Performance – The Contractor shall perform duties during normal work hours defined as Monday through Friday, 7:00 am PST to 3:00 pm PST. This schedule excludes federal holidays and any day designated as a federal holiday by the President of the United States. Federal holidays are available at https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/ In addition, off hours services may be required at the main campus hospital and/or at fourteen or more additional off campus VASNHCS sites. If this occurs, overtime must be approved by the COR prior to performance, in writing and signed.

1.2 Contractor Availability - The Contractor shall maintain sufficient staff as to be able to schedule accordingly. Due to the dynamic nature of the VASNHCS mission, a high degree of flexibility is required to meet changing needs that occur daily. The Contractor shall be available to perform within 24 - 48 hours for emergencies and within an immediate two week period of notification for non-emergencies, at any of the listed VASNHCS sites in Nevada and California. Due to fast response times required, proximity to VASNHCS main campus will be included in the evaluation factors. The Contractor must provide proof of physical location within 50 miles of main campus, Ioannis A. Lougaris VA Medical Center, located at 975 Kirman Avenue, Reno, NV 89502, to ensure response time in winter weather conditions, for safety reasons. Travel costs and per diem costs will not be paid under this contract.

1.3 COR – A COR will be assigned to represent the Contracting Officer (CO) in furnishing technical requirements and guidance to the Contractor under this contract. A COR delegation letter will specify the limits of the COR’s authority. The letter is not to be construed as authorization to interpret or furnish advice and information to the Contractor relative to the financial or legal aspects of the contract. Those matters are the responsibility of the Contracting Officer and shall not be delegated.

1.4 POC - The Contractor shall designate a Flooring Contract Liaison point of contact (POC) to work with the COR. This POC shall have a comprehensive knowledge of flooring, LVT, carpet tile and rubber base and possess administrative skills to aid in scheduling work to be done.

1.5 Contractor Staff Requirements - The Contractor shall ensure that its staff are fully trained to perform their duties as required in accordance with all applicable company, VASNHCS, local, state, and federal guidelines, specifications, regulations and laws. Contractor staff shall be US citizens or have appropriate work permits. The Contractor shall comply with VA security, access, and badging requirements.

2.0 Scope of Work

2.1 The Contractor shall provide supervision, staffing, equipment, vehicles, transportation, storage, tools, and all materials necessary to perform flooring demolition, installation services, and/or repairs, as needed. The Contractor shall perform all flooring services as requested by assigned COR. The services shall include, but are not limited to, flooring removal and disposal, sub floor preparation if needed, installation of new flooring and installation of rubber base, providing new LVT and carpet tiles, and performing repairs as needed. The services shall be provided to the following VASNHCS sites:

2.1.01 Main Campus: Ioannis A. Lougaris VA Medical Center, 975 Kirman Avenue, Reno, NV 89502

2.1.02 VA Reno Vet Center, 5580 Mill Street, Suite 600, Reno, NV 89502

2.1.03 VA Carson Valley Outpatient Clinic, 1330 Waterloo Lane, Suite 101, Gardnerville, NV 89410

2.1.04 VA Lahontan Valley Outpatient Clinic, 1020 New River Parkway, Suite 304, Fallon, NV 89406

2.1.05 VA Diamond View Outpatient Clinic, 110 Bella Way, Susanville, CA 96130

2.1.06 VA East Campus, 1201 Corporate Blvd, Reno, NV 89502

2.1.07 Pioneer Homeless Center, 1175 Financial Blvd, Reno, NV 89502

2.1.08 VA Winnemucca Rural Outreach Clinic, 3298 Traders Way, Winnemucca, NV 89445

2.1.09 VASNHCS Double Eagle, 575 Double Eagle Court, Reno, NV 89521

2.1.10 VASNHCS Kietzke Call Center, 5370 Kietzke Lane, Suites 103 and 205, Reno, NV 89511

2.1.11 VASNHCS Mental Health Homeless Outreach, 350 Capitol Hill Avenue, Reno, NV 89502

2.1.12 VA North Campus, 1140 Selmi Drive, Reno, NV 89512

2.1.13 VA Reno Dental Clinic, 3674 S. Virginia Street, Reno, NV 89502

2.1.14 VA Reno Eye Clinic, 2295 Kietzke Lane, Reno, NV 89502

2.1.15 Additional leases are currently pending. Addresses will be provided once the information is available.

2.2 Requests for Services - The COR will coordinate with the contractor on each flooring services project to ensure that all resources assigned to the project are properly managed as required. All requests will be communicated by the COR to the Contractor POC.

2.2.1 The Contractor and COR shall review all projects prior to work being performed. Typical questions that will be asked of the Contractor will include, but not be limited to, the following:

2.2.1.1 How many hours will be required to complete the project?

2.2.1.2 Will there be flooring that needs to be removed?

2.2.1.3 Can we install on top of the existing floor?

2.2.1.4 How many and what type of Contractor staff will be required to perform the project?

2.2.1.5 What type and quantity of materials will be required to properly complete the project?

2.2.1.6 Contractor shall provide cost estimate to the COR prior to performance.

2.2.2 Requests for service will be coordinated by the COR. The contractor is not authorized to make any changes requested by individuals other than the COR and may not alter any flooring plans by staff who occupy any space where a flooring installation is occurring.

2.3 The Contractor shall ensure that requests for services are received from authorized COR or Contracting Officer. Services rendered in response to requests from other than authorized personnel shall be at the risk of the Contractor and any cost related thereto shall be the responsibility of the contractor.

2.4 Overtime Work - As described above, the Contractor may be required to perform during off-duty hours due to the changing dynamics of VASNHCS and to avoid possible disruptions to patient care. When this occurs, overtime must be approved by the COR prior to performance, in writing and signed.

2.5 Contingency/Back-Up Plan - The Contractor shall have a contingency and/or back-up plan in the event the Contractor is unable to perform services as required. The Contractor shall immediately notify the COR, provide a justification for non-performance and institute the contingency-back-up plan within 24 hours, or later if authorized by the COR.

3.0 Flooring Contractor Responsibilities

3.1 The Contractor shall take all necessary precautions to avoid damaging facility property including, but not limited to, walls, elevators, and elevator lobbies when performing flooring services. The Contractor shall be responsible for all costs associated with damages related to these activities.

3.2 The Contractor shall provide a communications system, to ensure they are available to be reached at all times to the VA during the period of performance. Use of this communication system will be mutually agreed upon after award but prior to contract performance.

3.3 The Contractor shall provide sufficient and appropriate vehicles to meet the VA’s requirements for the pick-up and delivery of required personnel, materials and equipment in accordance with the terms and conditions of the contract requirements.

3.4 The Contractor’s vehicles shall meet current applicable local, state and federal specifications and regulations including, but not limited to, licensing, registration, and safety standards.

3.5 The Contractor’s drivers shall possess valid and applicable operator’s licenses in accordance with local, state and federal regulations and laws.

4.0 Elements of Flooring Management

4.1 Flooring Services – Services include providing and/or repairing LVT, carpet tiles, sheet vinyl and rubber base as needed. Removal and disposal of existing flooring, repairing sub floor, installation of new flooring, LVT or carpet tiles and installing rubber base.

4.1.1 The contracted services may be required at main campus Ioannis A. Lougaris VA Medical Center, located at 975 Kirman Avenue, Reno, NV 89502, and/or fourteen or more additional off campus VASNHCS sites in Reno, NV, Gardnerville, NV, Fallon, NV, Winnemucca, NV, and Susanville, CA, ranging potentially as far away as approximately 166 miles from the Ioannis A. Lougaris VA Medical Center.

4.1.2 The Contractor shall wear appropriate safety and personal protective equipment during any flooring project and take precautions regarding fire and life/safety and comply with all occupational, safety, health and OSHA laws and regulations for the protection of VASNHCS employees.

4.2 Installations – The Contractor staff installation team shall be fully qualified and have the necessary experience to install and repair LVT, carpet tiles and rubber base, and to prep and/or repair sub flooring.

4.2.1 Safety - The Contractor equipment or tools shall not block exits, corridors, or impede access to entrances/exits or rooms and shall be always in the control of the contractor. When leaving the work site, tools shall be removed and secured.

4.2.2 Safety - Some work site locations will require safety helmets, shoes, glasses, and vests to enter construction work areas, the flooring contractor must provide these items.

4.2.3 Cleaning - The Contractor shall ensure that the floor is clean of all flooring residue before installation is considered complete.

4.2.4 Debris - Any and all debris shall be the responsibility of the Contractor and shall be removed and disposed daily as the Contractor leaves the VA facilities. Items such as cardboard, plastic, wood etc. shall be recycled.

4.2.5 Waste - The Contractor shall be responsible for the safe and proper transport and disposal of waste items from the pickup point to the authorized/legal disposal site.

4.3. The Contractor shall provide the transportation equipment and tools necessary to transport the flooring materials to site of installation. All equipment must be operable and in good working condition. Additional personnel for transportation to be provided for added manpower, as work requires. The flooring contractor may not use any VA equipment or tools.

4.4 Types of Projects – The Contractor shall support various types of projects depending on the project that is scheduled.

5.0 Administrative Requirements

5.1 Reports shall be delivered to the COR at each end of day for each project, in order to review the work completed and determine what still needs to be completed.

5.2 The Contractor shall provide consolidated project billings with copies of signed/verified job orders. This may be accomplished by the vendors existing digital processes.

6.0 Miscellaneous items

6.1 Personal Injury, Property Loss or Damage - The Contractor hereby assumes responsibility and liability for all personal injuries or death and/or property damage to include their property or losses suffered due to negligence of the Contractor’s personnel in the performance of services under this contract.

6.2 Liability and Vehicle Insurance - The Contractor shall provide evidence of insurance coverage to the CO before award of the contract.

6.3 Smoke Free Facilities - All Veterans Affairs Medical Centers and CBOCs are Smoke Free facilities. There is NO SMOKING allowed in any interior spaces, including all mechanical and electrical rooms/spaces and roofs. Smoking is only permitted in designated exterior smoking areas.

7.0 Security Considerations.

The security requirements do not apply, and a Security Accreditation Package is not required. The Contractor shall adhere to VAAR 852.239-70 “Security Requirements for Information Technology Resources”.

8.0 Flooring Contractor’s Quality Control Plan (QCP)

8.1 The Contractor’s Quality Control Plan (QCP) shall be provided to the COR.

8.1.1 The COR will review the QCP and list any needed clarifications, and return to Contractor for revision, if necessary. The Contractor's QCP shall include the following:

8.1.1.1 The QCP inspection plan shall cover all services required by this contract. The inspection plan shall specify how often inspections will be accomplished and documented and the title of the individual(s) who will perform the inspections.

8.1.1.2 On-site records of all inspections conducted by the Contractor noting necessary corrective action taken. The Government reserves the right to request copies of any inspections.

8.1.1.3 The methods for identifying and preventing deficiencies in the quality of service performed before the level of performance becomes unacceptable and organizational functions with supervisory responsibilities and overall management responsibilities for ensuring total acceptable performance.

8.1.1.4 The Contractor shall maintain on-site records of any complaints or problems with actions taken to allow for corrections and/or elimination before effects cause interruption of performance of contract.

9.0 Payments and Invoicing

9.1 Monthly Billing - The Contractor shall submit an invoice, per project. This invoice shall include the Contract number, the purchase order (PO) number, project title, description of services provided, point of contact, location of services provided, time of arrival and departure of installation team.

9.2. Each Flooring Project Installation - The Contractor shall submit to the COR a copy of work done that day. This should contain the following information:

9.3 The Contractor shall then provide the project work submission to the COR for review prior to submitting it online to OB10 who will forward it to DFAS Austin for payment.

9.4 Payment of invoices may be delayed if the appropriate reports are not properly completed and submitted to the COR as stated in this SOW. These may be completed utilizing the Contractor’s digital methodology for said services. The PO number, contract number and award numbers must be on each monthly invoice for tracking purposes.

End of Statement of Work

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