SSN - Acoustical Clouds - Xorel BNOE - 36C24425Q0878.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* Brand Name or Equal Xorel Artform Acoustical Clouds Butler VAMC | Mercer CBOC

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 18711

SOLICITATION NUMBER* 36C24425Q0878

RESPONSE DATE/TIME/ZONE 08-11-2025 16:00 EASTERN TIME, NEW YORK, USA

ARCHIVE 10 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS

SET-ASIDE

PRODUCT SERVICE CODE* 7195

NAICS CODE* 337214

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office 4 Wilkes-Barre VAMC 1111 East End Blvd Wilkes-Barre, PA 18711

POINT OF CONTACT* Contract Specialist Olivia McDonald olivia.mcdonald@va.gov

PLACE OF PERFORMANCE

ADDRESS Butler Veterans Affairs Medical Center

Mercer Community Based Outpatient Clinic

1505 North Hermitage Road Hermitage PA

POSTAL CODE 16148

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

This is Not a Solicitation Announcement. This is a Request for Information Only.

This Request for Information (RFI) 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. Since this is Request for Information announcement, no evaluation letters and/or results will be issued to respondents. No solicitation exits. Therefore, do no request a copy of a solicitation.

The Department of Veterans Affairs VISN 4, Network Contracting Office 4 (NCO 4), is seeking information and potential qualified/verified Businesses capable of meeting requirement and salient characteristics below to provide the Butler Veterans Affairs Healthcare System with a Brand name or equal – Xorel Artform Acoustical Clouds utilizing the Xorel fabric.

VETERAN AFFAIRS MEDICAL CENTER, Butler, PA

STATEMENT OF WORK

Brand name or equal – Xorel Artform Acoustical Clouds utilizing the Xorel fabric

1.0GENERAL SCOPE

The government is in the process of acquiring specialized ceiling suspended acoustical clouds for Mercer Community based Outpatient Clinic (CBOC). Product will be delivered to our Mercer, PA CBOC as specified in this document. All products will meet the VHA specifications and high-quality threshold while integrating excellent environmental stewardship.

2.0PERFORMANCE REQUIREMENTS

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

The contractor shall comply with the following:

a. Coordinate order, ship, and delivery of product from the manufacturer until final acceptance by POC

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

c. Upon award, the VA will require a copy of the bill of materials.

d. Provide installation and maintenance manuals for all products specified.

3.0PRODUCT

Item #1: Acoustical Clouds

Quantity: 36

24” Diameter Circle Suspended between 6 - 9” from Ceiling o Installation must coordinate with ceiling lighting and sprinkler system to avoid obstructions and any code violations.

General Location:

o 8 clouds suspended above each set of cubicles – total of 4 set of cubicles

= Quantity of 32 o 2 clouds suspended above each set of printer areas – total of 2 printer areas = Quantity of 4

Salient Characteristics and Basis of design: Brand Name or Equal to Xorel Artform

24” Diameter Circle

1.6 - 4.4” Thick Xorel Fabric Quiet-Core Plus Substrate = Array-NRS 0.60 PET Topper (ceiling facing) VOC Emissions: CDPH (CA 01350) Compliant TVOC: <0.5 mg/m3 ASTM E84 Class A/Class 1, CAN UL S102 Four Attachment Points with grip locks Warranty: At least Ten year/Manufacturer’s Warranty

Material:

Brand Name to - Carnegie Xorel / Sahara Matte / 6089 619 o 100% Xorel (91% Biobased PE, 9% PE) o Flame retardancy:

AST E84 Class A / Class 1 Meets UL 1286 NFPA 260 Class 1 Cal117 – 2013 o Durability: No wear 1 million double rubs o Antimicrobial – test Method AATCC 147 o X-Protect Wall – proprietary backing technology that prevents stains and moisture from passing through the textile face to the wall while allowing moisture vapor to escape form the wall cavity.

o Cleaning Codes: WS & BC – Water/Solvent & Bleach Cleanable o SCScertified Indoor Air Quality

PET Panels / Color 551 o 100% PET felt made with 60% PCR content o Fire Rating: AST E84 Class A o Low VOC o Cleaning Codes: WS / .1% Bleach Cleanable / Alcohol Wipes.

4.0SUBMISSION OF QUOTATION

The contractor shall submit complete emailed electronic portable document format (pdf) or Microsoft Excel (xls) format of:

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

b. Complete manufacturer’s product specifications

c. Bill of materials tagged by CLIN/room number/department, etc.

d. Product literature and warranty information

e. Physical finish samples

f. Price quote

5.0DELIVERY

Delivery and Installation:

Installation of Acoustics should be planned for 10/13/25 thru 10/17/25 ***Product should be onsite prior to 10/11/25 o Phase 1 – 10/20/25 thru 11/07/25 Furniture Punch Walkthrough

09/12/25 at 1:00PM Awarded Contractor/Vendor/Manufacture

Representative must be present for walkthrough

Product will be delivered to Mercer CBOC, PA Location prior to Phase 1 of the furniture installation:

1505 N. Hermitage Road, Hermitage PA 16148-3104

Delivery and installation furniture must be managed and completed in coordination with VA Standards. No direct deliveries will be accepted by the VA; the vendor must arrange and be present for all deliveries. The VA will turn away any unscheduled deliveries at the vendor’s expense. A project manager or project designer and installation foreman must be onsite during installation.

For furniture delivery, the combination freight/passenger elevator is available at no additional charge during normal business hours, which are 8:00am to 4:00pm Monday through Friday.

All deliveries are through the loading dock and must be scheduled 2 weeks prior to delivery. The loading dock can be congested at times.

For installation, the contractor/vendor is responsible for protecting the floors to and from the elevator and from the elevator to the workspace. Masonite is required for all floors as well as door jamb and corner protection. All transport carts and wheeled equipment must be checked and verified to ensure damage is not made by them. Any damage done to the space must be repaired within 90 days at the furniture vendor’s expense.

Equipment contractor must provide and use:

1. HEPA drills

2. HEPA Shop-Vac

3. Hammer drill

4. Moving equipment

Deliveries must be scheduled through the interior design office before installation.

7.1 Delivery: All orders shall be delivered Free On-Board (FOB) destination to the delivery addresses. Specific delivery/shipping information shall be determined at the individual order level.

7.2 General Requirements for Services: The dates and times for delivery, receipt and installation of furniture will be established by individual orders. Delivery, receiving and installation of furniture will be determined on the individual orders and may occur outside of normal duty hours to not interfere with patient care.

1. When the Contractor requests to deliver, receive and/or install furniture outside normal duty hours. When these instances occur a written request shall be submitted to the VA Contracting Officer’s Representative (COR) for authorization of the individual orders of this type. Written approval from the VA COR must be received before proceeding with the work. The request shall be submitted at least(5) five business days prior to the proposed performance of work, and it shall indicate the day(s), time, the amount of work, and the reason why performance is necessary outside normal duty hours.

2. 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.

3. 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.

4. 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.

5. 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).

6. 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.

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

Furniture, Design, and Installation Support Services

Contract Tasks/Requirements

Contractor will be required to provide basic design services and layout for commodities purchased showing system/furniture submission. All designs of furniture layouts, including original designs and any subsequent redesigns, must be accomplished by a qualified professional Interior Designer with either a four (4) year Interior Design degree from an accredited school by the Council for Interior Design Accreditation (CIDA/FIDER), or 5 years of experience, and one year experience using contractor’s software similar to that proposed for this contract.

Contractor is required to provide installation drawings for furniture purchased based on field verification.

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

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.

Contractor shall perform installation services per task order SOW.

Contractor must have a project manager/lead installer based on project size. Project manager/lead installer must have a minimum of 2 years of experience performing installation services in healthcare facilities.

Contractor may be required to remove and/or relocate existing VA furnishings in coordination with VA Logistic Management Service and Interior Designer per the task order SOW.

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

Contractor must provide Proof of Insurance.

Contractor shall provide 90 Days Free Storage once the complete bill of materials has been received at a conditioned facility that meets all building requirements including but not limited to the sprinkler, security, safety, temperature and environmental controls

– as not to void furniture warranties.

Contractor must notify VA of the specific location of any or all stored furniture.

Contractor shall provide all necessary materials, equipment, labor, supervision, and Management to: (A) coordinate delivery: (B) load and unload;(C) place/install items in designated rooms/locations; (D) assemble items as required; (E) secure as designated; and (F) properly dispose of all associated packing/crating materials outside the VA premises.

VA COR: to be specified at delivery.

Protection of Property

The Contractor shall perform an inspection of the buildings and grounds with the 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.

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 to resolve all repairs beyond simple surface cleaning. Concurrence of the 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.

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 POC upon completion of the work.

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

- Delivery must be managed and completed in coordination with VA Standards.

No direct deliveries will be accepted by the VA; the vendor must arrange and be present for all deliveries. The VA will turn away any unscheduled deliveries at the vendor’s expense.

- Deliveries must be scheduled through the interior design office.

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

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

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

c. Contractor shall provide the POC with scheduled date and time 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/delivery orders and shall not attempt to deliver any items before the scheduled delivery date.

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

c. The Contractor shall store damaged items in the location designated by the 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 POC on a daily basis.

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

Assembly and final acceptance

a. 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.

b. 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.

c. Contractor shall uncrate all items received and perform all required assembly in accordance with the manufacturers’ instructions.

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

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

f. Contractor shall inspect to ensure that the cloud is free of surface dirt, clean and polished, free of defects, and that the installation is complete and ready for use.

g. The Contractor shall do a final walkthrough with POC and provide a punch list before releasing crew for the day.

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. The Contractor shall ensure its personnel eat, drink, or smoke only in designated areas.

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

Warranty Items

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

b. The Contractor agrees to furnish, 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.

Responses to this RFI should include company name, address, point of contact, phone number, and point of contact e-mail, UEI Number, Cage Code, size of business pursuant to North American Industry Classification code (NAICS) 337214 – Office Furniture Manufacturing, The Small Business Size Standard for this NAICS code is 1,100 employees.

Please answer the following questions:

(1) Please indicate the size status and representations of your business in accordance with the NAICS code 337215, such as but not limited to: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small Business (WOSB), Large Business, etc.)

(2) Is the required equipment available on a Federal Supply Schedule or Government Wide Acquisition Contract? If so, please include the schedule number.

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

If not, provide additional information shown below. This is to confirm compliance with the non-manufacturer rule IAW 13 CFR 121.406(b) Nonmanufacturers.

• Does your company exceed 500 employees

• Primarily engaged in the retail or wholesale trade and normally sells the type of item being supplied;

• Take ownership or possession of the item(s) with its personnel, equipment or facilities in a manner consistent with industry practice;

• Provide the items of a small business

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

(5) If your company is 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?

(6) Is the item you are supplying made or manufactured in America? This is to ensure compliance with FAR 52.225-1 Buy American-Supplies.

(7) 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.

(8) 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.

(9) Please submit your capabilities in regard to the salient characteristics detailed above and any information pertaining to “equal to items” to establish capabilities for planning purposes?

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

(11) Please provide your UEI number.

*** Submissions addressing number (10) should show clear, compelling and convincing*** evidence that all “equal to items" meet all the salient characteristics.

This RFI will be conducted in accordance with Federal Acquisition Regulation (FAR) Part 13. Telephone responses will not be accepted.

Responses must be received via email to Contract Specialist Olivia McDonald at olivia.mcdonald@va.gov no later than 4:00 PM Eastern Standard Time on August 08, 2025. 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 firms responding to this Request for Information 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 SAM.gov web site 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 Request for Information. Information will only be accepted in writing via email.

DISCLAIMER

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. 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.

End of Document