This is a SOURCES SOUGHT only for the Richard L. Roudebush VA Medical Center. Information collected during this Sources Sought may be used in a set aside. If a solicitation is issued, the Government will do so in accordance with Federal Acquisition Circular (FAC) 2024-03. The North American Industry Classification System (NAICS) number is 337212. The NAICS size is 500 employees. Any contractor that believes they are capable and desires to claim preference for small business status must be registered with the SBA and be able to be located through SBA - Dynamic Small Business Search. Any contractor that believes they are capable and desires to claim preference for veteran owned small business status must be registered with in VetCert at Veteran Small Business Certification (sba.gov) as an SDVOSB or VOSB. Contractors that deem themselves capable of meeting the requirement shall provide the below information to Morgan Stein, Contract Specialist, at
[email protected] no-later-than April 3, 2024 at 12:00 PM NOON, Eastern Time, referencing 36C25024Q0446. Responses shall include: (1) Business Name and Address, (2) Contract Number items are covered under, if applicable (3) Point of Contact Name, Phone Number and E-mail Address (4) SAM UEI and NAICS code (5) Business Size SMALL or LARGE (6) Type of Business: service-disabled veteran owned, veteran owned small business, 8a, HUBZone, woman-owned, etc. (7) Information for the product you would propose and which if any of the salient characteristics below it does not meet. (8) Where the proposed product is manufactured. (9) A concern that is not a manufacturer of the supply shall provide the manufacturers name and size standard and an authorized distributor letter. (10) If the concern is the manufacture and the sole distributor, please provide documentation to that effect. If the concern is the manufacturer and has authorized distributors, please provide a list of the authorized distributors as well. (11) Current lead time of equipment that will be proposed. Contractor must be registered with https://www.sam.gov To be considered SDVOSB/VOSB, must be registered in VetCert at Veteran Small Business Certification (sba.gov). FOB is Destination. Delivery is to: Department of Veteran Affairs Roudebush VA Medical Center 1481 West 10th Street Indianapolis, IN 46202-2803 USA REQUIREMENTS: Pharmacy Service Custom Casework Modular Millwork and Casegoods The Richard L. Roudebush VA Medical Center has a requirement for custom cabinetry and millwork in their narcotics vaults, and non-sterile compounding Pharmacy areas that must meet various standards to include high-quality while integrating excellent environmental stewardship. This requirement includes casework, laminate tops, stainless steel counters with integrated sinks, project management, professional installation, and maintenance / warranty services. Must meet the requirements described in the below Statement of Work (SOW): STATEMENT OF WORK Veteran Health Indiana 1481 West 10th St. Indianapolis, IN 46202-2803 Pharmacy Service Custom Casework Modular Millwork and Casegoods 1.0 GENERAL SCOPE The Richard L. Roudebush VA Medical Center has a requirement for custom cabinetry and millwork in their narcotics vaults, and non-sterile compounding Pharmacy areas that must meet various standards to include high-quality while integrating excellent environmental stewardship. This requirement includes casework, laminate tops, stainless steel counters with integrated sinks, project management, professional installation, and maintenance / warranty services. The Contracting Officer Representative (COR) is Julie Webb (
[email protected]). A site visit will be included within the Solicitation process. Time to be determined once solicitation is released. 2.0 PERFORMANCE REQUIREMENTS The contractor shall provide and be responsible for the technical assistance, development, and generation for final specifications. Contractor is responsible for verifying field measurements and providing submittals for casework configuration subject to government approval. Government will make subject matter experts available to provide information on needed functionality and configuration of custom cabinetry. Maximizing the space allocated and supplier must verify all measurements prior to producing their final shop drawings and fabrication as stated in the details Furniture delivery and installation will be required beginning in May 2024 using the negotiated and established timeline for appropriate phases. With the phased manufacturing and installation, contractor will be responsible to store material until space is ready at no cost to the government. Each area (distinct room) represents a different phase, and the offeror must be able to offer staggered manufacturing, delivery, and installation in conjunction with the government s timeline. Government will complete the demolition of existing and refurbish the area. Government will establish affected ICRA barrier and successful offeror must work within the parameters of the established ICRA barriers. Each phase is expected to take one month to prepare for installation. Vendor must either provide phased production/shipping/installation or store product until the end of all phases. This is to be done at no additional cost to the Government Warehouse space is not available at the VAMC for any storage needs Due to ICRA barriers, demo work and repair to flooring/walls, we cannot take more than one room out at a time. We do not have the space to store the goods nor the ability to deliver to the jobsite. Duty hours will be 7:30 am 4:00 pm. 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. Note: The Government maintains the option to modify the normal work week, days, and hours, as necessary for the accomplishment of VHA mission. The contractor shall provide all labor, materials, equipment, transportation, and supervision necessary to satisfy the needs of each ordering activity. The contractor shall coordinate and provide project management of all products and services to manage, design, order, ship, deliver and install custom casework from the manufacturer until final acceptance, by the COR (Julie Webb
[email protected]). Contractor will be provided access to a dock for unloading. Products must meet healthcare and pharmacy compounding standards. Contractor shall prepare and provide as built drawings in PDF and AutoCAD. Contractor shall provide maintenance manuals for all products specified. Contractor shall be responsible for scheduling; include planning, manufacturing, project management and installation. 3.0 EVALUATION CRITERIA Meeting all technical requirements listed in this SOW PDFs of detailed and dimensioned: Plan, 2-D and 3-D drawings of each location with multiple parts list to represent exactly what is being offered Demonstrating that the product will meet the appropriate physical requirements stated in this SOW and/or Specifications Section of the RFQ Including the estimate of man-hours required for installation Including required certifying statements confirming ability to meet project deadlines, phased production and/or installation Including a Bill of Materials with subtotals and tagged per CLIN / floorplan department and room etc. Including cut sheets with product detail for each line item Including Labor/Services appropriate to the scope of work Including project staffing plan appropriate to scope of work Including project management plan appropriate to scope of work and demonstrating ability to meet phased production and phased installation Technical Quality of Materials Durability of materials Cleanability of materials Overall appearance Compliance with requirements Materials comply with all technical requirements Demonstration of meeting outlined standards Sustainability Project Management Plan Outlined in proposal Demonstrates understanding of required onsite verifications, required submittals, tracking Completeness of proposal Required documentation to include drawings, cut sheets, product literature, warranty information Ability to phase production Ability to phase installation 4.0 PRODUCT See attached six (6) Floor Plan Documents and below for technical requirement of products. All products must meet the following salient characteristics as specified below: All finishes shall be engineered for heavy use and frequent cleaning using hospital-grade cleaning substances. All finished surfaces shall be free of scratches, mars, dents, or blemishes, and withstand staining, and exhibit to flaking, cracking, or loss or adhesion. All products shall have smooth finishes with no hazardous projections, sharp corners, or detail, which can be hazardous and cause personal injury or damage to clothing. All products to meet or exceed ANSI/BIFMA tests, any alternative options must include warranty, ANSI/BIFMA and applicable Fire Rating documentation in writing at time of proposal submission to be considered. ADA Compliant Pulls to meet 2010 ADA Standards for Accessible Design (section 309.4) for easy grasping with one hand and do not require tight grasping, tight pinching or twisting of the wrist to operate. High-Pressure Laminates to meet or exceed NEMA LD3-2005 High=Pressure Decorative Laminate standards PVC-Free edge banding standard. HPL covered 1-1/8 thick medium density particleboard top with PVC-Free plastic edge banding. All products within each room or space shall have compatible finishes and colors to provide an aesthetically pleasing solution. To be approved by COR prior to production and installation. Dimensions. All dimensions defined in the SOW, and on the drawings, are nominal dimensions. The actual dimensions of each product or component may vary slightly from the nominal dimensions listed, so long as the products provide the same form, fit, and functionality as products of the exact dimensions, and so long as the products fit within each room or space. Vendor is responsible for all field measurements to confirm furniture complies within the space and to make any adjustments necessary. These are to be Built-in Casework that works with modules upon production and installation. Modules and worksurfaces cannot be interchangeable and must have exact fit or be measured onsite prior fabrication and installation. MBDC Cradle-to-Cradle Certification to show environmentally-intelligent product design. (preferred not required) This project consists of the procurement, delivery, set up and installation of the following: GENERAL REQUIREMENTS FOR MODULAR MILLWORK AND CASEGOODS : a.      Surfaces must be cleanable with hospital grade germicides and bleach solutions without harm to finishes. b.     Contributes to LEED points c.      Warranty- Limited Lifetime Modular Millwork Salient Characteristics: To include the following specifications: a.      A component based line of cabinetry and coordinating work tops to be used in labs, patient rooms, storage rooms, pharmacy, supply areas, break rooms, dayrooms, and limited office spaces to supply a built- in look while maintaining the quality and flexibility of a modular approach. b.     A wide variety of fully modular cabinet components available for upper and lower storage on 6 modules, allowing cabinets to be moved and reconfigured. c.      Cabinets constructed of HPL or thermoform over a ½ minimal thickness low VOC substrate with all edges sealed with matching edge-band or thermo-formed radius edges. d.     Cabinet interiors fully melamine or LPL lined with no exposed substrate. e.     Drawer construction options of standard box type with replaceable drawer front and unitary interior box for use in healthcare. f.       Full extension steel ball bearing drawer glides. g.      Adjustable 4 way hinges. h.     Adjustable height shelving, fully wrapped melamine surface. j.       Integral seamless backsplash, caulked and sealed at side seams and at wall. k.      Integral sink and set in sink options. l.        Ability to coordinate with building plumbing Additional specifications * 1/2" thick solid surface material * 3/8" radius for outside corners of solid surface countertops * 1/2" standard countertop overhang for base cabinets Specific Requirements of Each Define Space 7th floor breakroom A7087 Combination of base and overhead cabinetry in varying configurations Solid surface countertop with solid integrated side splash Single stainless-steel drop-in sink Gooseneck faucet, chrome See above Modular Millwork table 7th floor Compounding area A-7086 Combination of base and overhead cabinetry in varying configurations Solid surface stainless steel countertop with integrated side splash. Sink must be integrated with minimal lips, seams, etc. for cleaning purposes Single stainless-steel sink Gooseneck faucet, chrome See above Modular Millwork table 7th floor vault outside A7086J Combination of base and overhead cabinetry in varying configurations Solid surface countertop with integrated side splash See above Modular Millwork table Pharmacy Vault C-1061A Combination of base and overhead cabinetry in varying configurations Solid surface countertop Mounted task lighting See above Modular Millwork table Narcotics Vault C-1069 Combination of base and overhead cabinetry in varying configurations Solid surface countertop Mounted task lighting One tall storage cabinet See above Modular Millwork table Compounding area C-1061 Combination of base and overhead cabinetry in varying configurations Solid surface stainless steel countertop with integrated side splash. Sink must be integrated with minimal lips, seams, etc. for cleaning purposes Single stainless-steel sink Gooseneck faucet, chrome See above Modular Millwork table 5.0 KICKOFF MEETING The prime contractor(s) shall participate in a kickoff meeting within ten (10) days of task order issuance, virtually or in person at Veteran Health Indiana, 1481 West 10th Street, Indianapolis, IN 46202-2803. Time and date will be determined by COR (Julie Webb
[email protected]). 6.0 SERVICES Design Contract Tasks/Requirements The contractor shall attend a minimum of three (3) in-person meetings at the Veteran Health Indiana medical center to review final award with VA Interior Designer and End Users and to make necessary revisions. During first meeting the contractor shall provide the COR with the Auto-Cad drawings to 1/8 scale drawings showing layouts of awarded product. 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. 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. The contractor shall be responsible for providing all sample materials for awarded product (2-Day Delivery) as requested by VA. The product must not be placed into production without clearance from the VA COR. The contractor shall provide final, clean 1/8 scaled drawings of product layout for sign-off prior to scheduling manufacturing. The contractor shall provide storage of casework until area is ready. Complete project phasing will be determined jointly with contractor and government after award. Design, and Installation Support Services Contract Tasks/Requirements a. Contractor may be required to provide basic design services and layout for commodities purchased. All designs, 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. b. Contractor is required to provide installation drawings for furniture purchased. 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 perform installation services per task order SOW. e. 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. f. Contractor may or may not be required to complete services outside of normal duty hours per the SOW. g. Contractor shall be familiar with VA campuses, regulations, loading dock locations and hours of operations. h. Contractor must provide Proof of Insurance. i. 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. j. VA COR: to be specified at delivery/task order level. Protection of Property a. 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. 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 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. 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 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. Delivery a. Contractor shall contact the COR 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 COR immediately in writing, preferably via email. c. Contractor shall provide the COR 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. Receiving and Unloading 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. Any and 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 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 COR on a daily basis. d. Contractor shall repair or coordinate with the COR 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 product 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 COR and provide a punch list before releasing crew for the day. The contractor shall attend a post-installation meeting to assess, address, and document any punch-list items and shall submit to the VA COR a remediation plan within 5 business days. 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 COR. 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.