Sources Sought for Art Procurement Coatesville VAMC.docx

THIS IS NOT A SOLICITATION ANNOUNCEMENT. THIS IS A SOURCES SOUGHT NOTICE ONLY. This Sources Sought Notice is intended for information and planning purposes only at this time; and shall not be construed as a solicitation or as an obligation on the part of the Department of Veterans Affairs. Because this is a Sources Sought announcement, no evaluation letters and/or results will be issued to the respondents. No solicitation exists. Therefore, do not request a copy of a solicitation.

The Department of Veterans Affairs (VA), VISN 4, Network Contracting Office 4 (NCO 4), is seeking information and potential qualified sources capable of providing an Art Procurement at the Coatesville VA Medical Center located in Coatesville, PA. This request is for a brand name only.

Responses to this Sources Sought Notice should include company name, address, point of contact, phone number, and point of contact e-mail, Unique Entity ID, Cage Code, size of business pursuant to North American Industrial Classification System (NAICS) 339999 All other Miscellaneous Manufacturing.

Statement of Need:

1.0 GENERAL SCOPE

The Veterans Health Administration (VHA) has a requirement for Coatesville VA, building 59A, 1400 Blackhorse Hill Road, Coatesville, PA 19320-2096.

This requirement includes behavioral health-grade artwork, art installation floor plan, installation and disposal of all debris and packaging. The primary point of contact is the VA COR: Alexis Siriani, Interior Designer, Coatesville VAMC. The basis of design for this requirement is the RAO Anti-ligature Guardian Frame and RAO digital images.

The contractor shall provide all labor, materials, equipment, transportation, and supervision necessary to satisfy the needs of each ordering activity. The contractor shall ensure that all installers have a minimum of 5-years’ experience installing artwork in locked mental health facilities. Installers shall comply with all CVAMC safety protocols at all times, per standard operating procedures of VA Patient Safety Manager, VA COR, Infection Preventionist, Safety and Occupational Health Manager, and Unit Nurse Manager.

2.0 PERFORMANCE REQUIREMENTS

The contractor shall provide and be responsible for the technical assistance, development, and generation for final specifications.

Measurement, delivery, and install will be at the Coatesville VA Medical Center, 1400 Blackhorse Hill Road, Building 59A, Coatesville, PA 19320. This is an occupied existing building that is undergoing a hallway renovation. New artwork is required for the hallways and dining room, all existing artwork has been removed and the walls have been patched and painted. The walls are sheetrock. Installation is required to be completed by September 25, 2024. Floor plans for Building 59A and behavioral health framed artwork specifications have been included with this packet submission.

Duty hours will be 8:30 am – 4:00 pm, Monday through Friday. 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. Based on patient census levels and patient behavior, the duty hours may change.

The contractor shall:

Coordinate and provide project management of all products and services related to design, order, ship, deliver and install, until final acceptance by VA COR, Alexis Siriani, Interior Designer.

7.0 PRODUCT

GENERAL

All finished surfaces shall be free of tears, scratches, mars, dents, or blemishes, and withstand staining, and exhibit no flaking, cracking, or loss or adhesion. The following

QTY. (21 units) Artwork: Guardian Frame Images: from RAO's digital image archive of 30,000+ images Frame: Anti-ligature Guardian frame Color/Finish: TBD by VA COR Image Size: 21-7/8 W" x 33-7/8 H" (Cat Z) Matting: Single Mat, 3" all sides Artwork: Artwork to be chosen from RAO digital archive by VA COR Glazing: Lexan-Polycarbonate Class “A” Fire Rating Hanging hardware: Hilti toggle bolts Approximate Finished Frame Size: 31W" x 43H" Note: this will cover all the holes for existing art 30-1/2x36 and 30x42

QTY. (11 units) Artwork: Guardian Frame Images: from RAO's digital image archive of 30,000+ images Frame: Anti-ligature Guardian frame Color/Finish: TBD by VA COR Image Size: 14-7/8 W" x 26-7/8 H" (Cat Z) Matting: Single Mat, 3" all sides Artwork: Artwork to be chosen from RAO digital archive by VA COR Glazing: Lexan-Polycarbonate Class “A” Fire Rating Hanging hardware: Hilti toggle bolts Approximate Finished Frame Size: 24W" x 36H" Note: this will cover all the holes for existing art 22x26

QTY. (12 units) Artwork: Guardian Frame Images: from RAO's digital image archive of 30,000+ images Frame: Anti-ligature Guardian frame Color/Finish: TBD by VA COR Image Size: 18-7/8 W" x 26-7/8 H" (Cat Z) Matting: Single Mat, 3" all sides Artwork: Artwork to be chosen from RAO digital archive by VA COR Glazing: Lexan-Polycarbonate Class “A” Fire Rating Hanging hardware: Hilti toggle bolts Approximate Finished Frame Size: 28W" x 36H" Note: this will cover all the holes for existing art 28x36

8.0 SERVICE

A. General Scope:

The contractor shall provide all labor, materials, equipment, transportation, and supervision necessary to satisfy the needs of each ordering activity.

B. Delivery: All orders shall be delivered Free On-Board (FOB) destination to the delivery address listed.

C. General Requirements for Services: The dates and times for delivery, receipt and installation will be established by award of a delivery order. Delivery, receiving and installation will not occur outside of normal duty hours, referenced in Section 2.0, and will not interfere with patient care.

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

2) The 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 be visible at all times while on government property.

3) The Contractor 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.

4) The 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).

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

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

D. Support Services

1) Contract Tasks/Requirements

a. Services shall include site evaluation and measurement, prior to all manufacturing; to ensure proper fit and quantity of the artwork within the given space.

b. The contractor shall provide the VA COR with an art installation plan and an art schedule, noting frame size, graphic image, and where it will be installed prior to placing any production orders.

c. Contractor shall place all orders, track orders, schedule deliveries and coordinate trucks with the manufacturer for manufacturing and delivery according to VA project schedule.

d. Contractor shall be responsible for all field measurements whether in existing spaces or new construction. Contractor shall not rely on AutoCAD drawings for final measurements.

e. Contractor shall perform installation services per task order SOW.

f. Contractor shall provide the same project lead for every day of the install.

g. The contractor may not begin production of any product, until the VA COR gives approval in writing or via email.

h. Contractor may or may not be required to complete services outside of normal duty hours per the SOW.

i. Contractor shall be familiar with VA campuses and various VA Outpatient Clinics, regulations, loading dock locations and hours of operations.

j. Contractor must provide Proof of Insurance.

k. Contractor must comply with VA safety protocols as per the Patient Safety Manager, VA COR, Infection Preventionist, Safety and Occupational Health Manager, and Unit Nurse Manager for: (A) the specific locked location of all staging, stored product, debris, and personal items.

l. Contractor shall provide all necessary materials, equipment, and manpower: (A) supply a three-man crew: 2 laborers who install each unit of art and 1 supervisor to oversee the installation of each unit of art.

m. Contractor shall provide Project Management to coordinate phased work within a locked behavioral health unit, per standard operating procedures of VA Patient Safety Manager, VA COR, Infection Preventionist, Safety and Occupational Health Manager, and Unit Nurse Manager to: (A) coordinate delivery; (B) load and unload; (C) place/install items in designated locations; (D) assemble items as required; (E) secure all tools; and (F) properly dispose of all associated install debris/packing/crating materials outside the VA premises.

n. Contractor shall make the government aware of any discrepancies to existing conditions not previously identified.

o. Contractor shall provide 90 calendar days of free storage, in the event of unforeseen construction delays at the CVAMC.

2) Protection of Property

a. The Contractor shall perform an inspection of the buildings and grounds with the VA COR, 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 VA COR to resolve all repairs beyond simple surface cleaning. Concurrence of the VA COR 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. The Contractor shall be responsible for the security of the areas in which the work is being performed at all times prior to completion. The Contractor shall maintain accountability and control of any keys provided and shall return them to the VA COR 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 shall contact the VA COR at least 14 business days prior to the start of work/shipping to ensure that the building is ready for install.

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

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

d. Contractor must be bonded and insured in accordance with standard commercial practices and state requirements for vehicles and trailers.

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 workday. The Contractor will be responsible for moving the items from the overnight storage site to its designated position in the building.

b. The Contractor shall verify and inspect all items. Any and all deficiencies (incorrect size/incorrect style/product defect/operational defect/damage/overage/shortage) shall be brought to the attention of the assigned VA COR in writing, preferably via email, immediately upon identification.

c. The Contractor shall store deficient items in the location designated by the VA COR. 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 VA COR, on a daily basis.

d. Contractor is responsible for deficient products and shall coordinate with the VA COR, Interior Designer, Alexis Siriani, for the replacement of damaged, defective, or missing items, and the installation of the replacement.

5) Assembly and final acceptance Contractor shall be responsible for all safety and security guidelines within the area in which work is being performed, to include securing any contractor-owned tools or equipment, and any on-site storage being utilized, per safety protocols of VA Patient Safety Manager, VA COR, Infection Preventionist, Safety and Occupational Health Manager, and Unit Nurse Manager.

a. The contractor shall install all items in accordance with each requirement statement and basic component floorplan, panel plan and electrical plan, designed and provided by the contractor with each task order.

b. Contractor shall uncrate all items received and perform all required assembly in accordance with the manufacturers’ instructions, per safety protocols of VA Patient Safety Manager, VA COR, Infection Preventionist, Safety and Occupational Health Manager, and Unit Nurse Manager.

c. Contractor shall prevent its personnel from entering any area other than the designated work area.

d. The Contractor shall maintain a means of egress within all designated work areas to comply with fire codes.

e. The Contractor shall do a final walkthrough with VA COR and provide a punch list before releasing crew for the day.

6) Jobsite Cleanliness

a. Contractor will be responsible for the removal and disposal of all trash/debris connected with uncrating and assembling of all items installed under this contract, per security and safety protocols of VA Patient Safety Manager, VA COR, Infection Preventionist, Safety and Occupational Health Manager, and Unit Nurse Manager.

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, per safety protocols of VA Patient Safety Manager, COR, Infection Preventionist, Safety and Occupational Health Manager, and Unit Nurse Manager. 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. The Contractor shall ensure its personnel eat and drink in designated areas. This is a smoke-free facility.

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

7) Kickoff Meeting: The prime contractor(s) shall participate in a contract kickoff meeting, as scheduled by the VA COR.

Please answer the following questions:

(1) Please indicate the size status and representations of your business, such as but not limited to: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small Business (WOSB), Small Business (SB), Large Business, etc.)?

(2) Is your company considered small under the NAICS code identified under this notice?

(3) Are you the manufacturer, distributor, or an equivalent solution to the items being referenced above?

(4) Is the product you are providing information about made by a small business manufacturer or a large business?

(5) Is the product you are providing information about manufactured in the United States? If not, please provide the country where the unit is manufactured.

(6) If you are 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).

(7) If you’re a small business and you are an authorized distributor/reseller for the items identified above or an equivalent solution, do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified?

(8) If you intend to subcontract any work on this contract, what portion of the total cost will be self-performed/will be performed by your organization? Please provide estimated detailed percentage breakdowns related to subcontracted work and completion of job.

(9) Does your company have an FSS contract with GSA or the NAC or are you a contract holder with any other federal contract? If so, please provide the contract number.

(10) If you are an FSS GSA/NAC contract holder or other federal contract holder, are the items/solution you are providing information for available on your schedule/contract?

(11) General pricing of your products/solution is encouraged. Pricing will be used for the purpose of market research only. It will not be used to evaluate for any type of award.

(12) Please submit your capabilities regarding the salient characteristics detailed above to establish capabilities for planning purposes.

(13) Please review salient characteristics/statement of work (if applicable) and provide feedback or suggestions. If none, please reply as N/A.

(14) Please provide your Unique Entity ID.

This Sources Sought Notice will be conducted in accordance with Federal Acquisition Regulation (FAR) Part 13. Telephone responses will not be accepted. Responses must be received via e-mail to judson.kale@va.gov no later than, 11:00 AM Eastern Standard Time (EST) on August 16, 2024. This notice will help the VA in determining available potential sources only. Do not contact VA Medical Center staff regarding this requirement, as they are not authorized to discuss this matter related to this procurement action. All questions will be addressed by the Contract Specialist, Jud Kale.

All firms responding to this Sources Sought Notice are advised that their response is not a request for proposal, therefore will not be considered for a contract award.

If a solicitation is issued, information will be posted on the Contract Opportunities website for all qualified interested parties at a later date and interested parties must respond to the solicitation to be considered for award. This notice does not commit the government to contract for any supplies or services. The government will not pay for any information or administrative cost incurred in response to this Source Sought Notice. Information will only be accepted in writing by e-mail to Contract Specialist, Jud Kale at judson.kale@va.gov

DISCLAIMER

This Sources Sought Notice is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this notice that is marked as proprietary will be handled accordingly. 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 notice.