S02 36C26226Q0782 Sources Sought.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

Department of Veterans Affairs NCO 22 - Contracting 4135 S. Power Road Mesa AZ 85212

POINT OF CONTACT*

Contract Specialisty Jessica Brooks jessica.brooks3@va.gov 480-466-7940

PLACE OF PERFORMANCE

Phoenix VA Healthcare System

650 E. Indian School Road

Phoenix AZ

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Interior Design Consultant

This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this sources sought must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) DUNS number (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below.

The San Diego VA Health Care System located at 650 E. Indian School Road, Phoenix, AZ 85012 is seeking a potential qualified contractor that can provide Interior design Consultant.

Important information: The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service-Disabled Veteran Owned Small Business set aside. However, if response by Service-Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 541410 ($9 Million Dollars).

Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) at www.sam.gov and complete Online Representations and Certifications Application (ORCA). Additionally, all Service Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Department of Veterans Affairs Center for Dynamic Small Business Search located at https://dsbs.sba.gov/.

All interested Offerors should submit information by e-mail: by e-mail to jessica.brooks3@va.gov.

All information submissions to be marked Attn: Jessica Brooks, Contract Specialist and should be received no later than 16:00 MST on May 14, 2026.

SOW

I. Background The Phoenix VA Medical Center (VAMC) provides comprehensive, high-quality, patient-centered healthcare to a diverse veteran population in the Phoenix metropolitan area. Maintaining and enhancing the facility’s interior environments, making them functional, safe, beautiful, and conducive to healing—is paramount in meeting evolving expectations and maintaining regulatory compliance. Given the complexity of healthcare environments and the requirements of ADA, The Joint Commission, OSHA, and other regulatory bodies, expert interior design consultation is essential. The Facilities Project Section at Phoenix VAMC requires the assistance of an experienced interior design professional to ensure ongoing enhancement, compliance, and continuity in design services.

II. Service Objectives The consultant will work with the Phoenix VAMC too:

Achieve Design Excellence and Compliance: Ensure all designs, materials, and furnishings comply with VA policies, regulations, ADA, The Joint Commission, OSHA, and relevant industry standards. Designs must meet safety and infection control standards.

Functional and Aesthetic Enhancement: Enhance facility interiors through professional design, including selection of calming/therapeutic color schemes, finishes, and materials, emphasizing a healing, patient-centered environment.

Project Oversight and Coordination: Provide oversight for work by contractors or vendors, ensuring strict adherence to design, quality, and safety standards; coordinate with facility and external teams to streamline execution.

Flexibility and Continuity: Offer flexible coverage (16–20 hrs/week; up to 40 hrs/week as needed for coverage), ensuring no interruptions in design services or facility operations during absences of VHA staff.

Cost Management and Efficiency: Provide accurate budget estimates, cost-effective solutions, and assist with procurement, ensuring appropriate value and durability in all material selections and project recommendations.

Technical and Professional Excellence: Apply advanced skills in architectural drawing, CAD, presentation, and healthcare-specific design to deliver robust solutions tailored to Phoenix VAMC’s unique requirements.

III. Statement of Work/Requirements The consultant shall:

Provide expert consultation on the selection and integration of all interior design components for Phoenix VAMC.

Conduct site assessments and reviews to identify areas requiring improvement for aesthetics, comfort, accessibility, safety, or functionality.

Develop comprehensive design plans, specifications, and layouts fully compliant with VA, federal, and industry standards.

Collaborate with VAMC staff and leadership, contractors, and vendors throughout design, procurement, and installation processes.

Advise on and assist with procurement of interior furnishings/materials, ensuring compliance, quality, and cost-effectiveness.

Oversee and review contractors/vendors’ work for adherence to design intent and standards.

Generate accurate architectural drawings, renderings, and presentations, utilizing CAD or similar software.

Maintain detailed and organized project documentation, including material/finish specifications, procurement justifications, and drawings for all design activities.

Provide flexible availability (see IV), ensuring continuity of services during planned absences of VAMC staff interior designer(s).

Observe and implement infection control, safety, and privacy best practices at all times.

Fulfill all requirements outlined in VA directives, privacy/security rules, and facility standard operating procedures.

IV. Scope of Work A. Design Consultation

On-site reviews and assessments of current interior environments Identification of opportunities for improvement in appearance, function, and compliance B. Space Planning and Layout

Development of space layouts optimizing efficiency, compliance (ADA), and safety Use of CAD/design software to produce accurate plans and visualizations C. Furniture, Fixtures & Equipment (FF&E) Specification

Recommendation and selection of appropriate healthcare-grade FF&E Ensuring all choices meet durability, maintenance, infection control, and regulatory standards D. Material and Finish Selection

Selection of color palettes, materials, and finishes supporting a therapeutic environment and infection control Specification of products compatible with healthcare environments and VA standards E. Project Documentation

Preparation of SOWs, material specifications, and salient characteristics for procurement Architectural drawings, sketches, and presentations communicating the design intent F. Compliance and Standards Assurance

Consistent review and updating of plans and specifications to meet all applicable codes and VA directives Documentation and verification of regulatory compliance throughout each project phase G. Project Coordination and Oversight

Ongoing liaison with contractors, vendors, and staff to ensure smooth project execution Direct observation of installations and project milestones to assure conformance H. Cost Management

Preparation of detailed cost estimates, market research, and cost justification documentation Identification of cost-saving strategies without compromising quality or compliance I. Flexibility and Continuity

Normally 16–20 hours per week on site; up to 40 hours for designated coverage periods Commitment to seamless design support and rapid adaptation to project or facility needs V. Special and Technical Requirements A. Professional Expertise

Documented experience in healthcare/medical facility interior design Deep familiarity with VA, ADA, Joint Commission, and OSHA standards Portfolio of completed healthcare design projects B. Technical Skills

Advanced proficiency with CAD and design software (AutoCAD, Revit, etc.)

Ability to produce high-quality architectural drawings, sketches, and presentations C. Regulatory Knowledge

Demonstrated ability to interpret and apply all relevant codes, standards, and VA directives D. Communication and Coordination

Strong written and verbal skills; proven track record of effective collaboration with multiple stakeholders E. Flexibility and Availability

Ability to provide flexible labor hours and act quickly to address evolving requirements VI. General Provisions Quality Assurance: Performance will be monitored by VAMC in accordance with the Quality Assurance Surveillance Plan and FAR 52.212-4. Nonconformance must be corrected promptly.

Hours of Operation: Standard hours are 7:00am–3:30pm, M–F, excluding Federal holidays. After-hours work only by prior arrangement.

Security Requirements:

Obtain, wear, and display VA access badges at all times on site.

Submit required employee information (including SSN) to Contracting Officer for badging.

Use designated parking areas.

Special Qualifications: All contract staff must have documented expertise in interior design with healthcare experience.

Information Security and Privacy:

All IT usage, access, and data management must comply with VA, federal, and agency security directives, including privacy training and appropriate purging of sensitive data prior to equipment maintenance or disposition.

Contractor personnel must complete VHA Privacy Training (VA10203) and produce documentation as requested.

Any VA sensitive data must be handled per VA Directive and Handbook requirements.

Records Management:

All deliverables are property of the U.S. Government; the contractor shall not retain, sell, or disseminate project or patient information.

Compliance with all relevant records management law and VA policies is mandatory.

No documentation may be disposed of without Contracting Officer’s written authorization; unauthorized destruction of records is subject to legal penalty.

IT Security:

Any government-owned IT/telecom equipment to be connected to VA network requires pre-verification and contractor clearance.

Remote access (if needed) will be via site-to-site VPN only.

All sensitive data to be purged from equipment before servicing.

Federal Holidays: Work is not performed on designated Federal holidays unless specifically ordered.

VII. Deliverables All design concepts, plans, technical documentation, and supporting materials described above Status/progress reports as required by the Project Supervisor Documentation of regulatory compliance for each project Signed records and tracking of all training and security requirements fulfilled VIII. Acceptance Criteria All services and deliverables must:

Meet the specifications and standards outlined herein Be reviewed and approved by the Project Supervisor/Designated VA Official Comply with all relevant laws, codes, and VA directives IX. Points of Contact Upon arrival, reporting is required to the Project Supervisor Manager or as otherwise directed by the contracting officer.

X. References/Documents ADA Standards for Accessible Design The Joint Commission guidelines for healthcare environments OSHA standards VA Directives and Handbooks (including privacy, security, and records management) FAR 52.212-4 (Contract Terms for Commercial Items) Privacy Act of 1974, FOIA, 44 U.S.C., 5 U.S.C. 552, 36 CFR 1222/1228

Sources Sought Notice