S02 Sources Sought Notice 36C25626Q0541 Flooring Replacement Services.pdf

Sources Sought Notice

SUBJECT* Seeking Sources-Flooring Replacement Services (Chapel, BLDG 15, BLDG 30), Gulf Coast Veterans Health Care System, Engineering Service, 400 Veterans Avenue, Biloxi, MS 39531

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 39531

SOLICITATION NUMBER* 36C25626Q0541

RESPONSE DATE/TIME/ZONE 03-26-2026 1500 EASTERN TIME, NEW YORK,

USA

ARCHIVE 60 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE N/A Seeking Sources Only

PRODUCT SERVICE CODE* Z2DA

NAICS CODE* 238330

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Gulf Coast Veterans Health Care System Network Contracting Office 16 400 Veterans Avenue BLDG 10 Biloxi, MS 39531

POINT OF CONTACT*

C. Robert Oravetz Department of Veterans Affairs Gulf Coast Veterans Health Care System Network Contracting Office 16 400 Veterans Avenue BLDG 10

PLACE OF PERFORMANCE

ADDRESS Department of Veterans Affairs Gulf Coast Veterans Health Care System Engineering Department 400 Veterans Avenue Biloxi MS

POSTAL CODE 39531

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov/

URL DESCRIPTION VA

AGENCY CONTACT’S EMAIL ADDRESS christopher.oravetz@va.gov EMAIL DESCRIPTION CO e-mail address

Flooring Replacement Services Gulf Coast Veterans Health Care System (GCVHCS)

Engineering Department 400 Veterans Avenue

Biloxi, MS 39531

The Gulf Coast Veterans Health Care System located at 400 Veterans Avenue Biloxi, MS 39531 is seeking a contractor to support the following requirement: Flooring Replacement Services. Flooring in three (3) buildings at the facility require replacement in various capacities as described in further detail in the Statement of Work that is contained within this notice.

The applicable NAICS code for this procurement is 238330-Flooring Contractors. The associated small business size standard is $19 million.

Offeror/Contractor Guidance:

This sources sought notice is a market research notice only being executed in accordance with FAR Part 10. This sources sought notice is NOT a Request for Quote (RFQ), Request for Offer (RFO), Request for Proposal (RFP), and/or an Invitation For Bid (IFB); no solicitation is being issued at this time. This notice shall not be construed as a commitment by the Government to issue a solicitation or to ultimately award a contract, nor does it restrict the government to a specific acquisition approach which includes a specific set aside for that approach. Any information provided to the Government as a result of this sources sought notice is strictly voluntary. No entitlement to payment for direct and/or indirect costs or charges by the Government will arise as a result of offeror/contractor submission of responses or the Government’s use of such information. By responding to this notice it is agreed that the government has your permission to share your submitted capabilities and other information (provided in your response) with other contracting officers and/or procurement representatives (within the U.S. Government) as they relate to similar requirements (for market research purposes only).

This Sources Sought Notice is for planning purposes only. This notice is intended to identify eligible contractors in any socioeconomic category who can support all of the requirements of this acquisition.

An eligible contractor is defined as a contractor who possesses the technical knowledge, skills, abilities, qualifications, capability, and relevant experience to meet or exceed the government’s requirements as annotated in the Statement of Work (SOW).

Instructions for Submission:

Interested, eligible contractors shall respond by e-mail only to C. Robert Oravetz, Contracting Officer, christopher.oravetz@va.gov. Responses are due no later than Thursday, March 26th, 2026, by 1500 hours (3:00 p.m.) Eastern Time.

Respondents shall include as part of their submission:

a. Indicate if you can meet or exceed the government’s requirements to provide Flooring Replacement Services for the Gulf Coast Veterans Health Care System per the Statement of Work contained within this notice.

mailto:christopher.oravetz@va.gov

• Eligible contractors must be able to perform all required work, to execute all required services, and be able to complete all necessary tasks & deliverables. These requirements include utilizing personnel that possess the industry related (flooring) qualifications, capabilities and experience needed.

A summary/overview of your skills, abilities, capabilities, qualifications, relevant experience, and relevant past contracts and/or past projects (as it directly relates to this requirement) must be included in your response to this notice. Merely stating that you are a offeror/contractor who is interested in this requirement (without providing any supporting details and/or documentation to verify your capabilities and qualifications) will not be considered as an adequate response/submission to this notice. Interested offerors/contractors must self-certify that they can meet/exceed the requirements that have been stipulated herein.

b. A future solicitation for this requirement will be “all or nothing” meaning that the offeror/contractor will have to perform all work, to execute all services, and to complete all tasks & deliverables that have been requested.

c. A future solicitation for this requirement will mirror this Sources Sought Notice and will likely contain the same Statement of Work (SOW) document that is included in this notice.

REQUIREMENT QUESTIONS:

If/when this requirement is solicited there will only be a limited time window to address offeror/contractor solicitation questions. It is recommended that interested, eligible contractors (who are examining this notice and who have questions) submit these questions along with their response to this notice. The submission of questions by offerors/contractors is encouraged as it will allow the government to further define/clarify this procurement if there is ambiguity, if sufficient information is lacking, and/or if more information is needed.

The following document is contained within this Sources Sought Notice:

“Statement of Work Flooring Replacement Services Biloxi, MS”

Statement of Work (SOW) Flooring Replacement Services

Gulf Coast Veterans Health Care System (GCVHCS) 400 Veterans Avenue, Engineering Service

Biloxi, MS 39531

1. OBJECTIVE: The Gulf Coast Veterans Health Care System (GCVHCS) (Biloxi, MS) requires the following services for the facility: Flooring Replacement Services. Flooring in three (3) buildings at the facility require replacement in various capacities as described in further detail in Section 4 (Description/Overview) and Section 5 (Scope of Services) of this Statement of Work.

2. GENERAL: This is a non-personnel services requirement. The contractor shall provide all labor, management, supervision, tools, and equipment to successfully perform all work, to successfully execute all services, and to successfully complete all deliverables as contained within this Statement of Work. The Government shall not exercise any supervision and/or control over contractor personnel (which includes contractor service providers, contractor representatives, and/or subcontractors employed with (and/or being utilized by the prime contractor) during all active performance periods of the final contract when executed. All contractor personnel shall be accountable solely to the Contractor, who in turn is responsible to the Government.

3. OVERVIEW: Contractor shall remove existing flooring and rubber base, prepare substrates, and install new carpet tile or glue-down LVT in the service areas described herein. Also included is reinstallation of benches with anchors in the Chapel, minor wall touch-up where base is removed and reinstalled, final cleaning, and protection of adjacent finishes. Contractor is responsible for the proper disposal of all removed items. Use of government equipment and dumpsters is not permitted.

This acquisition encompasses labor efforts only for flooring replacement services. Materials (carpet squares & luxury vinyl tile (LVT)) and finishes are to be provided by the government for use by contractor for services execution.

4. DESCRIPTION/OVERVIEW: The following buildings (and rooms within these select buildings) require flooring replacement.

1). Chapel (Main Hospital) – Carpet Squares 2). Building 15, Luxury Vinyl Tile (LVT) Replacement

Rooms:

-1st Floor 1C-05 Corridor -2nd Floor 2C-01 Corridor -2nd Floor 2C-27 Corridor -2nd Floor 2A-102 Magnolia 3). Building 30, Urology and Eye Clinic - Luxury Vinyl Tile (LVT) Replacement -2nd Floor Urology Suite -2nd Floor Eye Clinic Waiting Room

5. SCOPE OF SERVICES: Reference item 4. Description/Overview, the specific flooring replacement services needed (areas and quantities) for the buildings and rooms identified are annotated below.

1). Chapel (Main Hospital) -Carpet Squares

• Remove existing furniture and anchors inside the Chapel.

• Remove rubber base throughout, avoid wall damage.

• Remove existing carpet tile, 5,700 square feet.

• Substrate preparation: remove old adhesive and apply feather-finish patch as needed to level surface.

• Install new carpet tile, 5,700 square feet.

• Install new rubber base, 300 linear feet.

• Reinstall all benches with new anchors and remaining furniture.

• Touch up walls as needed, vacuum, and final clean.

2). Building 15, Luxury Vinyl Tile (LVT) Replacement (by room list)

1st Floor 1C-05 Corridor

• Remove carpet tile, 942 square feet.

• Remove rubber base, avoid wall damage.

• Substrate preparation: remove adhesive and apply feather-finish patch as needed.

• Install new glue-down LVT, 942 square feet.

2nd Floor 2C-01 Corridor

• Remove carpet tile, 644 square feet.

• Remove rubber base, avoid wall damage.

• Substrate preparation as above.

• Install new glue-down LVT, 644 square feet.

• Install new rubber base, 175 linear feet.

2nd Floor 2C-27 Corridor

• Remove carpet tile, 556 square feet.

• Remove rubber base, avoid wall damage.

• Substrate preparation as above.

• Install new glue-down LVT, 556 square feet.

• Install new rubber base, 175 linear feet.

2nd Floor 2A-102 Magnolia Room

• Remove carpet tile, 1,969 square feet.

• Remove rubber base, avoid wall damage.

• Substrate preparation as above.

• Install new glue-down LVT, 1,969 square feet.

• Install new rubber base, 215 linear feet.

3). Building 30, Urology and Eye Clinic - Luxury Vinyl Tile (LVT) Replacement

2nd Floor Urology Suite

• Remove carpet tile, 2,250 square feet.

• Remove rubber base, avoid wall damage.

• Substrate preparation as above.

• Install new glue-down LVT, 2,250 square feet.

• Install new rubber base, 192 linear feet.

2nd Floor Eye Clinic Waiting Room

• Remove carpet tile, 1,600 square feet.

• Remove rubber base, avoid wall damage.

• Substrate preparation as above.

• Install new glue-down LVT, 1,600 square feet.

• Install new rubber base, 125 linear feet.

Products and Materials

• Flooring type, pattern, color, base height, and adhesive systems will be per Owner selections and submittal approvals.

• Provide compatible, manufacturer-recommended patch and adhesive systems for the specified flooring.

• Provide new anchors for bench reinstallation in the Chapel to meet code and manufacturer guidance.

Execution Requirements

• Protect adjacent finishes, furnishings, and equipment.

• Maintain clean, safe egress paths and control dust and odors.

• Remove existing adhesive to a firm, smooth surface. Perform moisture testing if directed by the Contracting Officer Representative (COR) and use moisture-tolerant adhesive if required.

• Feather-finish low areas to achieve a smooth, plane substrate suitable for resilient or carpet tile.

• Install flooring to manufacturer requirements, tight to vertical surfaces and penetrations with neat terminations at transitions and thresholds.

• Install rubber base continuously, tight to walls, with neatly mitered corners and fully bonded.

• Reinstall Chapel benches and any specified furniture in original locations unless otherwise directed. Anchor benches to substrate as required.

6. PERFORMANCE LOCATION:

Gulf Coast Veterans Health Care System Chapel (Main Hospital), Building 15, and Building 30 400 Veterans Ave

7. PERIOD OF PERFORMANCE: The expected period of performance of this acquisition is award date to project completion not to exceed 1 year / 12 months.

8. FEDERAL HOLIDAYS:

The Federal Holidays that are currently being observed by the facility are listed in the table below.

New Year’s Day January 1 Martin Luther King‘s Birthday Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Juneteenth Independence Day June 19th Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25

Other Federal Holidays (that could occur)

Any other day specifically declared to be a national holiday (per Federal Statute, Executive Order, or by the President’s Proclamation).

9. OTHER REQUIREMENTS:

9.1 Schedule and Coordination: Execution of services is to be done with minimal impact to patient care and public areas. Contractor shall coordinate with the facility prior to starting work to minimize disruption/interruption to facility operations. A look ahead schedule shall be provided to the facility if/when requested.

9.2 Signage: Contractor shall place appropriate signage in work areas to restrict access to unauthorized individuals and to ensure the safety of individuals who are in or near these areas.

9.3 Safety and Environmental: Contractor shall comply with VA safety requirements and facility

ICRA and egress rules, as applicable which includes the following: use of low-VOC adhesives where available.

9.4 Quality Control:

-If requested, provide a minimum 25 square foot mockup in each distinct area for pattern and seam approval.

-Correct hollow spots, open seams, base gaps, or telegraphing prior to acceptance.

9.5 Housekeeping and Final Clean: Contractor shall perform housekeeping duties in work areas with debris removed daily. A final clean shall be performed by contractor for all installed areas following project completion.

9.6 Identification and Badges: Any individual performing work under this contract shall wear a badge or other identification while on site that is clearly displayed at all times. While on site, any person performing work directly or indirectly must be in a position to specify their authorized purpose for their presence at the facility in the event that such information is requested by VA facility personnel.

9.7 Parking: It is the responsibility of the contractor to park in the appropriate designated parking areas, to avoid ticketing or towing. Information on parking is available from the facility if requested by the contractor.

9.8 Contract Administration: The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that will affect price, quantity, or quality of performance of this contract. In the event the Contractor makes any such change at the direction of any person other than the Contracting Officer, this change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof. All changes to the contract will be issued via an amendment and/or modifications in writing from the Contracting Officer to the Contractor.

9.9 Invoicing and Payment: Contractor is authorized prompt payment IAW applicable regulation following the successful performance of work, execution of services, and completion of required deliverables. Contractor invoices shall be submitted IAW VAAR Clause 852.232-72 Electronic Submission of Payment Requests. Invoices submitted for payment must be detailed to the extent necessary to reflect the work done and the services performed during the time periods when completed so an accurate assessment can be made by the facility for certification of these invoices for payment. Advance payments are not authorized. Contractor is also not authorized payment for anticipated/expected work, for future work not performed, for work not contractually defined, not specifically authorized, or not officially incorporated within the final contract by the contracting officer, and/or for work that was not successfully completed.

Statement of Work (SOW) Flooring Replacement Services Gulf Coast Veterans Health Care System (GCVHCS) 400 Veterans Avenue, Engineering Service