Main Lobby Updates.docx

DISCLAIMER

TVHS Nashville VAMC Main Lobby Updates This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.

The contract is expected to be awarded under FAR 13.106-1.

Period of Performance: 7/1/2025 to 11/30/2025 NAICS Code: 811420-Reupholstery and Furniture Repair PSC: J071-Maintenance, Repair, and Rebuilding of Equipment Furniture SBA Size Standards: $9 million SCLS is appliable: WD 2015-4676 REV 29 date 07/08/2025

1.0 GENERAL SCOPE

The Veterans Health Administration (VHA) has a requirement for healthcare furniture for [TVHS Nashville VA Hospital Lobby Reupholstery & Updates] that meet the VHA IDIQ specifications and high-quality threshold while integrating excellent environmental stewardship.

This requirement includes [healthcare furniture, design, project management, furniture removal, professional installation and maintenance/warranty services] Service required is detailed in [SV1] Healthcare Furniture technical requirements per VHA Healthcare Furniture multiple award IDIQ.

Healthcare furnishings include, [modular seating upholstery covers, seating, tables, furniture accessories and related 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.

Furniture delivery (TVHS Nashville VA Hospital: 1310 24th Ave South, Nashville, TN 37212) will be required by November 30th 2025.

Duty hours will be [0730-1600]. 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: [Provide specific information needed by contractor to further detail task order/project needs]

a. Coordinate and provide project management of all products and services to manage, design, order, ship, deliver and install new furniture from the manufacturer until final acceptance by (COR: Katherine Sharkey/ Interior Designer)

b. [Contractor is required to have on site staff supervisor with OSHA 10 certification]

c. [Disseminate and relocate existing furniture in the following areas or per drawings.]

d. [Dissassemble/reassemble modular seating to attach new cushion covers, install new chairs and move existing furniture to other locations on site. Dispose of two (2) 3-seat modular seating sections.

e. [project phasing and scheduling requirements to include planning, manufacturing, project management and installation]

f. Only include products specified within the IDIQ.

g. Prepare and provide as built furniture drawings in PDF and AutoCAD.

h. Provide maintenance manuals for all products specified.

3.0 SUBMISSIONS OF QUESTIONS

Questions: All questions must be received by August 8, 2025 at 15:00 CST. All questions submitted for this request for quotation must be electronically sent to the following email Todd.Kent@va.gov (615) 225-4324. Questions received after the stated date and time may be addressed at the discretion of the Contracting Officer.

4.0 SUBMISSION OF QUOTATION

Quote Submission: All quotes must be received by August 8, 2025. The contractors shall submit a complete quote electronically by email toTodd.Kent@va.gov consisting of a portable document format (.pdf) with minimum items outline below on official company letter head:

Volume 1: (technical)

a. drawings, (floorplans, isometrics, shop drawings, typicals etc.)

b. complete manufacturer’s product specifications

c. Bill of Materials tagged per CLIN/ floorplan department and room etc.

d. quantity of man hours for labor/installation

e. project management plan

f. product literature

g. project staffing plan

h. physical finish samples

i. sustainability certification documents

j. complete testing results / certificates

k. mock up samples (list any needed here)

l. warranty.

m. 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 CLIN/ floorplan Submissions can be sent in multiple emails to avoid computer system email size limitation, to Todd Kent Contract Specialist, Todd.Kent@va.gov. 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.

Pricing must be within the established IDIQ Pricing.

5.0 EVALUATION CRITERIA

Task order will be evaluated on:

a. Bill of Materials with subtotals and tagged per CLIN / floorplan department and room etc.

b. PDFs of detailed and dimensioned: Plan, 2-D and 3-D drawings of each workstation (and/or) products with multiple parts list to represent exactly what is being included in task order and to determine accuracy.

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

d. Labor/Services appropriate to the scope of work. (no pricing included)

e. Project staffing plan appropriate to scope of work

f. Project management plan appropriate to scope of work

g. Sustainability Certification

6.0 PRODUCT

General

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

Furnishings 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. Basis of Design may be used, but are provided for layout and aesthetic purposes only and does not indicate a preferred manufacturer by the VA.

7.0 SERVICES

Service required is detailed in [SV1]

Design Contract Tasks/Requirements

a. The contractor shall attend a minimum of three (3) in-person meetings at the [TVHS Nashville VA Hospital] to review final award with VA Interior Designer and End Users and to make necessary revisions.

b. During first meeting the contractor shall provide the Interior Designer with the Auto-Cad drawings to [1/4” – 1/8”] scale drawings showing layouts of awarded product.

c. The contractor shall allow for three (3) revisions per line item included in design services including updating Auto-Cad Drawings and PDFs as request by VA Interior Designer.

d. 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.

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

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

g. The contractor shall provide final, clean [1/4” – 1/8”] scaled drawings of product layout for sign-off prior to scheduling manufacturing.

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

i. 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.

j. The contractor shall provide 30 days free storage. [30 days standard. Edit for additional time if needed] The Government maintains the option to modify the normal work week, days and hours, as necessary for the accomplishment of VHA mission.

Work Required by Others

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

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