36C26326Q0380_1.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

NETWORK CONTRACTING OFFICE 23

1303 5TH STREET, SUITE 300

CORALVILLE IA 52241

POINT OF CONTACT*

Contract Specialist Robert Bennett robert.bennett8@va.gov 319-339-7079

PLACE OF PERFORMANCE

One Veterans Drive

Minneapolis MN

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

DESCRIPTION

Statement of Work Minneapolis VA Medical Center Women’s Clinic Window Treatments

1.0 GENERAL SCOPE

The Veterans Health Administration (VHA) has a requirement for Brand Name Only Mecho window shades for the VA new Women’s Clinic Building 80 on the Minneapolis VA Medical Center, One Veterans Drive Minneapolis MN, 55417 campus.

This requirement includes window shades and installation services. The VA point of contact is Kim Pellitteri.

Healthcare furnishings include interior window roller shades and installation 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.

Duty hours will be Monday-Friday, except Government Holidays or shutdowns 7:00 am-4:30 pm Central Time. The Government recognized US holidays are: New Year’s Day, Martin Luther King, Jr. Day, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. If the holiday falls on Sunday, it is observed on Monday.

The contractor shall:

a. Coordinate and provide project management for the installation of the window shades for Building 80 women’s clinic. Final acceptance will be by Kim Pellitteri, Interior Designer, Facilities Engineering.

b. Window shades will be installed in one phase of installation for the Women’s Clinic building. This is new construction, so coordination will need to happen with Kim Pellitteri, based on construction timeline.

c. The Women’s Clinic building will be ready for shades around end of February, early March installation of 2026. DO NOT PROCESS THIS ORDER UNTIL ORDER IS OFFICIALLY RELEASED BY VA INTERIOR DESIGNER. ORDERS SHIPPED BEFORE VA INTERIOR DESIGNER’S SCHEDULED DATE, WILL BE REFUSED. THERE IS NO STORAGE ROOM ON SITE.

d. Field Measure for correct sizing.

e. Provide maintenance manuals for all products specified.

3.0 KICKOFF MEETING

The prime contractor(s) shall participate in a kickoff meeting within ten (10) days of task order issuance, in person at the Minneapolis VA Medical Center. Time and date will be determined by VA Point of Contact.

4.0 SUBMISSION OF QUESTIONS

Questions: All questions must be received by TBD. All questions submitted for this solicitation must be electronically sent to the following email address: robert.bennett8@va.gov.

5.0 SUBMISSION OF QUOTATION

Quote Submission: The contractors shall submit complete emailed electronic copy portable document format (.pdf) or Microsoft Excel (.xls) format of:

Volume 1: (technical)

a. complete manufacturer’s product specifications

b. Bill of Materials per room

c. quantity of man hours for labor/installation

d. product literature

e. project staffing plan

f. physical finish samples

g. warranty.

h. Self-certifying statement confirming ability to meet project deadlines Volume 2: (pricing)

a. price quote with separate line for labor/installation

b. Bill of Materials with subtotals and tagged per room

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

Will be evaluated on:

a. Bill of Materials with subtotals and tagged per room

b. Cut sheets with product detail for each line item.

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

7.0 PRODUCT

General

All shades and valance shall be free of scratches, mars, dents, or blemishes, and withstand staining, and exhibit to flaking, cracking, or loss or adhesion.

Shades and valances 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.

8.0 SERVICES

Installation services required for installation, and delivery of window treatments.

1.Design Contract Tasks/Requirements

a) The contractor shall attend a minimum of one (1) meetings with the Minneapolis VA Medical Center to review final award with VA Interior Designer and End Users and to make necessary revisions. One of these visits will be conducted as a punch list at the end of the installation.

b) 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.

c) The contractor shall be responsible for providing all sample materials for awarded product (2-Day Delivery) as requested by VA Interior Designer.

d) The product must not be placed into production without clearance from the VA COR.

e) The contractor shall track manufacturing schedule and notify VA Interior Designer with updates of estimated completion date by email.

f) 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.

g) The contractor shall provide 30 days free storage.

h) The Government maintains the option to modify the normal work week, days, and hours, as necessary for the accomplishment of VHA mission.

i) Delivery and receiving of shades will be determined by the individual orders, may not occur outside of normal duty hours referenced in Section 2.0, and will not interfere with patient care.

j) All orders shall be delivered by Free On-Board (FOB) destination to the delivery addresses listed in the individual orders. Specific delivery/shipping information shall be determined at the individual order level.

k) Contractor shall be made aware of and must comply with local security policies and procedures. Contractors will comply to these standards during all site visits on Governmental property. Contractor will contact the VA COR/POC at least 14 days prior to work start date to ensure compliance with any local security policies.

l) 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 visible while on government property.

m) Contractors 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.

n) 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).

o) Contractor is responsible for ensuring that its firm and staff maintain any generally required professional certification, accreditation, license, bond, and proficiency related to their area of expertise. Contractor shall retain documentation of such records. The Government will not pay expenses to meet this requirement.

p) Contractor is responsible for ensuring staff are trained and certified in planning and installing product to maintain the integrity of the manufacturer’s warranty.

2. Protection of Property

a. Contractor shall perform an inspection of the buildings and grounds with the COR/POC 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.

b. 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/POC to resolve all repairs beyond simple surface cleaning. Concurrence of the COR/POC 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.

c. Contractor shall always be responsible for the security of the areas in which the work is being performed prior to completion. The Contractor shall maintain accountability and control of any keys provided and shall return them to the COR/POC upon completion of the work.

d. Contractor shall provide floor protection while working in all VA facilities. All material handling equipment shall have rubber wheels

3. Delivery

a. Contractor will contact the COR/POC at least 14 business days prior to the start of work/shipping to ensure that the building is ready for installation.

b. In the event there is a delay in delivery, Contractor must notify the assigned COR/POC immediately in writing, preferably via email.

c. Contractor shall provide the COR/POC with scheduled date and time so that the delivery truck will be arriving at least 24 hours minimum in advance.

d. Contractor must ensure that the driver of the delivery vehicle has copies of the Bill of Materials and purchase order and shall not attempt to deliver any items before the scheduled delivery date.

4. Receive and Unload

a. 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.

b. Contractor shall verify and inspect all items. Any deficiencies (damage/overage/shortage) shall be brought to the attention of the assigned VA CO in writing, preferably via email, immediately upon identification.

c. Contractor shall store damaged items in the location designated by the COR/POC. 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/POC daily.

d. Contractor shall repair or coordinate with the COR/POC for replacement of damaged, defective, or missing items.

5. Jobsite Cleanliness

a. Contractor will be responsible for the removal and disposal of all trash/debris connected with uncrating and assembling all items installed under this contract.

b. 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.

c. 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.

d. Packing materials will not be stored in the buildings for any period exceeding 24 hours.

e. Contractors shall ensure their personnel eat, drink, or smoke only in designated areas.

f. Personal trash (food wrappers, drink containers, etc.), shall be removed from the site daily by the Contractor.

6. Warranty Items

a. The warranty for an item is to start on the date of acceptance of the products/services by the Government VA COR/POC.

b. Contractor agrees to provide (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

Work Required by Others

All work required by other trades shall be identified under this section by the Bidder.

Window Shade:

Contractor should verify each window size.

· Shade should be available as a singe or double shade.

· Shade should be available as manual or electronic.

· Shade should have a minimum 25 year warranty for textile. 10 years warranty on hardware.

· Shade should be self lubricating, quiet and maintenance free operating.

· Shade should hace a fascia to conceal the shade assembly, shadeband, or any alterations made to accommodate the chain.

· Shade should meet all NFPA codes.

· Shade should include installation. Installer should be trained and certified by the manufacturer with a minimum of 10 years experience installing.

· Shade install warranty should be a minimum of 1 year from date of install completion.

· Shade mounting options should be wall, ceiling, recessed in ceiling pocket and window jamb mounting.

· Manual shade drive chain should be T304 stainless steel beaded with 100 pound minimum breaking strength warranted from breaking for the life of the shade.

· Brackets and Mounting Hardware: As recommended by manufacturer for mounting indicated and to accommodate shade fabric roll-up size and weight.

· Shade should have hembars: Designed to maintain bottom of shade straight and flat.

· Shade transparent shade should be Mecho, ThermoVeil Color: 1724 Taupe

· Shade hardware such as facia and shade band should be Mecho Color: Colonial White.

· Waiting room shades will be prepped for electronic shade install.

Women’s Clinic Layout

80-100A Vestibule

· Provide 1 each aprox. 2’-6” W x 12’-6” L manual window ThermoVeil shade

· Provide 1 each aprox. 5’-0” W x 12’ - 6” L manual window ThermoVeil shade

80-100 Waiting Area

· Provide 1 each aprox. 9’-9 1/2” W x 16’-7 3/4” L electronic window ThermoVeil shade

· Provide 1 each aprox. 9’-8 1/4” W x 16’-7 3/4” L electronic window ThermoVeil shade

80-103 Lactation Room

· Provide 1 each aprox. 9’-9 1/2” W x 16’-7 3/4” L manual window ThermoVeil shade

80-104 Shared Medical

· Provide 1 each aprox. 9’-9 1/2” W x 16’-7 3/4” L manual window ThermoVeil shade

· Provide 1 each aprox. 9’-8 1/4” W x 16’-7 3/4” L manual window ThermoVeil shade

80-108 Consult

· Provide 1 each aprox. 2’-6” W x 12’ - 6” L manual window ThermoVeil shade

80-109 Consult Room

Provide 1 each aprox. 2’-6” W x 12’-6” L manual window ThermoVeil shade

80- C1-02 Patient Corridor

· Provide 3 each Aprox 5’0” W x 12’- 6” L manual window ThermoVeil shade

· Provide 4 each aprox. 2’-6” W x 12’-6” L manual window ThermoVeil shade

80- 120 Office Nurse Manager

80-121 Office Medical Director

80- 122 Workstation RN Care Manager

80- 138 Break and Locker

· Provide 1 each aprox.7’-6” W x 12’-6” L manual window ThermoVeil shade

SOURCES SOUGHT NOTICE

Before responding please carefully read and consider the following:

This is a full and open competition sources sought.

Women’s Clinic Window Treatments for the Minneapolis VA Health Care System. This is a Sources Sought Announcement Only and no solicitation is currently available. Responses will be used by the Government to make appropriate acquisition decisions. After a review of the responses to this Sources Sought Notice, a solicitation announcement may be posted. A response to this Sources Sought Notice is not an adequate reply to a potentially forthcoming solicitation.

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. Furthermore, the Government reserves the right to cancel this requirement at its discretion. 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 238390, Other Building Finishing Contractors, size standard is $19.0 Million. NOTE: Please ensure that the System for Award Management (SAM) indicates this NAICS code if you are interested in the requirement.

This acquisition may also be subject to the Nonmanufacturer Rule, see FAR 52.219-33.

Description of Supplies

· See attached Statement of Work

Interested firms with the capability of providing the requirement, per applicable subcontracting rule limitations and nonmanufacturer rule, shall submit capability statements so the Government can determine the firm’s experience and capability to provide the requirements. Failure to demonstrate the capability of providing the requirement in response to this market survey may affect the Government’s review of the industry’s ability to perform or provide these requirements.

Firms shall include the following information with their responses if applicable:

1. Organization name, unique entity identification (UEI) number, address, socioeconomic category of your firm under the NAICS, email address of a point of contact who can verify the demonstrated capabilities, website address, and telephone number.

2. Capability statement demonstrating the ability to meet the specialized requirements stated in the Statement of Work (see attached) and their expertise in the above-described areas in sufficient detail, including any other specific and relevant information.

3. Copies of any agreements with companies/manufacturer(s) showing authorization to provide required products / services.

4. Small Business respondents indicate the estimate of services/supplies to be subcontracted.

a. What percentage of services/supplies (estimated) would the company perform as the Prime Contractor? __________________%

b. What percentage of services/supplies (estimated) would the company subcontract to other firms? __________________%

5. Identify if your organization is the manufacturer of the requested supplies. If you are not the manufacturer, identify the manufacturer of the supplies that you will provide and their socio-economic category.

a. Fill out the certificate under FAR Provision 52.225-2(b), identifying the item and its country of origin (see attached). If the product is a US domestic end product, write in USA for the item's country of origin.

6. State whether any of the requested services/supplies may be ordered against a government contract awarded to your organization (e.g Federal Supply Schedule (FSS), General Services Administration (GSA), etc.).

7. Provide estimated shipping and delivery information for the requested supplies (e.g. Expected lead time on delivery) Only firms seriously interested and truly capable should send their information described above and any questions by email to robert.bennett8@va.gov no later than 1:00 PM Central Time, February 27, 2026.

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