P11. Sources Sought Notice - 36C25626Q0498.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* Laundry Weight Carts with Digital Indicator and Load Cell

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 77056-5643

SOLICITATION NUMBER* 36C25626Q0498

RESPONSE DATE/TIME/ZONE 03-17-2026 2:00 PM CENTRAL TIME, CHICAGO,

USA

ARCHIVE 60 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

PRODUCT SERVICE CODE* 7290

NAICS CODE* 333310

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office 16

5075 Westheimer Road, Suite 750

Houston TX 77056-5643

POINT OF CONTACT*

Contract Specialist

Caleb Parker

Caleb.Parker@va.gov

PLACE OF PERFORMANCE

ADDRESS Fayetteville VA Medical Center

1100 North College Avenue

Fayetteville, AR 72703-1944

DESCRIPTION

THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The purpose of this Sources Sought Notice is for market research to obtain information regarding the availability and capability of all qualified sources to perform or provide a potential requirement. The responses received from interested vendor will assist the Government in determining the appropriate acquisition method.

The Department of Veterans Affairs (VA), Network Contracting Office 16 (NCO 16) is seeking to identify potential qualified vendors capable of providing the requirement. This requirement is for the Fayetteville VA Medical Center located at 1100 North College Avenue Fayetteville, AR 72703-1944.

The North American Industry Classification Code (NAICS) is 333310 (Commercial and Service Industry Machinery Manufacturing), and PSC code 7290 (Miscellaneous Household and Commercial Furnishings and Appliances), with a size standard of 1,000 Employees.

REQUESTED RESPONSES:

All responsible vendors and interested parties please respond to this source sought announcement if you can fulfill the requirements. Responses to this source sought shall include the following information:

1. Your company name, address, contact person name, phone number, fax number, e-mail address(s), UEI number, number of employees, and company website if available.

2. If you are an GSA/FSS contract holder are the referenced services available on your schedule/contract? Provide your company GSA/FSS contract number and contract expiration date, if applicable.

3. If you are a NASA SEWP V contract holder are the referenced services available on your schedule/contract? Provide your company NASA SEWP V contract number, contract group, and contract expiration date, if applicable.

4. Is your company a contract holder on any other federal contract? If so, please provide the contract number.

5. Socio-economic status of business such as but not limited to (Service-Disabled Veteran Owned Small Businesses (SDVOSB) or Veteran Owned Small Businesses (VOSB) SDVOSB/VOSB, 8(a), HUB Zone, Women Owned Small Business, Small disadvantaged business, or Small Business HUB Zone business, Large Business, etc.).

6. Is your company considered small under the NAICS code identified in this source sought announcement?

7. Is your company An authorized distributor for the requirement being offered? If so, can you provide documentation confirming authorization to provide the referenced requirement being offered per the Statement of Work?

8. If your company is a large business, do you have any designated distributors? If so, please provide their company name, telephone, point of contact and size status (if available).

9. Vendors are requested to submit estimated market research pricing with their responses. The estimated pricing will be considered when determining the procurement strategy for the future solicitation. (e.g., if Contracting Officer determines that capable small businesses cannot provide fair and reasonable pricing, then the solicitation will not be set-aside).

Please note: Responses that are incomplete will not be considered. Failure to provide an authorized distributor letter for the product being offered, or failure to fully answer all questions contained within this notice, will result in your response being deemed non-responsive and excluded from further consideration.

CONTACT INFORMATION AND RESPONSE DUE DATE:

Please email all responses to caleb.parker@va.gov. Please respond to this source sought notice no later than 03-17-2026, 2:00 PM Central.

DISCLAIMER: This source sought is issued solely for informational and planning purposes and does not constitute a solicitation. Responses to this notice are not offers and cannot be accepted by the Department of Veterans Affairs to form a binding contract. Respondents are solely responsible for all expenses associated with responding to this source sought notice.

STATEMENT OF WORK

Six (6) Laundry Weight Carts with Digital Indicator and Load Cell Veterans Health Care System of the Ozarks (VHSO)

Fayetteville, AR

1. BACKGROUND

The Veterans Health Care System of the Ozarks (VHSO) Laundry/EMS Service requires the procurement of six (6) new Laundry Weight Carts to replace existing units that have reached the end of their lifecycle. The new equipment is necessary to ensure continued compliance with workload handling requirements, accuracy of weight measurements, and operational efficiency within the Laundry/EMS workflow.

2. SCOPE

The Contractor shall furnish all labor, materials, equipment, tools, transportation, shipping, and expertise necessary to supply six (6) complete Digital Laundry Weight Carts, each equipped with a digital indicator and industrial‑grade load cell system.

The Contractor shall provide factory preassembled, calibrated units that are fully functional upon delivery.

3. SALIENT CHARACTERISTICS

All offered products must meet or exceed the following minimum technical requirements.

Substitutions are not permitted unless fully compliant and approved in writing by the Contracting Officer (CO).

3.1 Capacity & Dimensions

• Load capacity: 120–150 pounds (operational load).

• Physical dimensions (each cart):

o Width: 35.5 inches o Depth: 39.5 inches o Height: 56 inches

3.2 Mobility Requirements

• Four (4) swivel wide-track casters,

• Minimum load capacity: 450 lb per caster,

• Casters must allow smooth maneuverability under full load.

3.3 Weighing System Requirements

• Industrial-grade load cell technology, factory installed.

• Digital LCD indicator capable of displaying decimal pounds and kilograms.

• Overload protection integrated into scale system.

• RFI shielding for the analog section to ensure reliable performance in high-interference environments.

• Measurement accuracy: ±0.3% of applied load.

• System must be factory calibrated prior to shipment.

3.4 Compatibility Requirements

• Carts must be compatible with TingueSlings designed for weight carts with interior dimensions of 35.5” W × 39.5” D.

4. Delivery Requirements

4.1 Delivery Timeline

• Delivery must occur within 6–8 weeks after issuance of the official purchase order.

4.2 Delivery Coordination

The Contractor shall coordinate delivery with:

Joshua Allison, Laundry Supervisor (VHSO)

4.3 Delivery Location

Fayetteville Veterans Health Care System of the Ozarks Attn: Purchase Order # (Insert PO Number) 1100 North College Avenue Building 9 – Laundry Fayetteville, AR 72703

4.4 Documentation Required at Delivery

The Contractor shall provide the following:

• Manufacturer’s recommended maintenance schedule

• Operating instructions and user manual(s)

• Warranty documentation

All documents must be delivered physically with the equipment and also provided electronically upon request.

5. Warranty Requirements

The Contractor shall provide a standard manufacturer warranty covering:

• Parts

• Labor

• Defects in materials or workmanship

• Load cell and indicator components

Warranty must begin upon Government acceptance.

6. Training Requirements

• No on-site training is required.

• If remote or video-based training materials exist, the Contractor shall provide them at no additional cost.

7. INSPECTION AND ACCEPTANCE

7. Inspection and Acceptance

7.1 Contractor Inspection

The Contractor shall inspect all equipment upon delivery and provide Logistics with written documentation identifying any missing, damaged, or non-conforming items.

7.2 Government Inspection

VHSO Laundry/EMS personnel shall inspect all delivered items.

Acceptance is contingent upon:

• Verification of all salient characteristics

• Confirmation that equipment is undamaged and fully functional

Any disputes will be resolved by the Contracting Officer.

8. Contractor Requirements

• The Contractor shall not perform work or deliver items outside the scope of this SOW without written approval from the Contracting Officer.

• All equipment must be protected against damage during shipment.

• The Contractor must comply with all Federal, VA, and local requirements governing safety, delivery, and handling of equipment.

Record Management Obligations:

A. Applicability

This clause applies to all 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.

B. Definitions

“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.

The term Federal record:

1. includes [VHSO] records.

2. Does not include personal materials.

3. Applies to records created, received, or maintained by Contractors pursuant to their [VHSO] contract.

4. May include deliverables and documentation associated with deliverables.

C. Requirements

1. 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.

2. 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.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of 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.

4. [Agency] 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 [Agency] 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 [Agency]. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. 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 vehicle]. 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 [Agency] 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 vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. 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.

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

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

9. 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.

10. The [Agency] 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 [Agency] 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.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [VHSO]-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.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]

D. Flowdown of requirements to subcontractors

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

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