This Sources Sought Notice is for planning purposes only and shall not be considered as an invitation for bid, request for quotation, request for proposal, or as an obligation on the part of the Government to acquire any products or services. Your response to this Sources Sought Notice will be treated as information only. No entitlement to payment of direct or indirect costs or charges by the Government will arise because of contractor submission of responses to this announcement or the Government use of such information. This request does not constitute a solicitation for proposals or the authority to enter negotiations to award a contract. No funds have been authorized, appropriated, or received for this effort. The information provided may be used by the Department of Veterans Affairs in developing its acquisition approach, statement of work/statement of objectives and performance specifications. Interested parties are responsible for adequately marking proprietary or competition sensitive information contained in their response. The Government does not intend to award a contract based on this Sources Sought Notice or to otherwise pay for the information submitted in response to this Sources Sought Notice. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) Company Name (b) Address (c) Point of Contact (d) Phone, Fax, and Email (e) UEI number (f) Cage Code (g) Tax ID Number (h) 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), Large Business, etc.)? (i) Is your company considered small under the NAICS code identified under this SSN/RFI? (j) Are you the manufacturer, distributor, or an equivalent solution to the items being referenced above? (k) 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). (l) 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? (m) 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. (n) Does your company have an FSS contract with GSA or the NAC or are you a contract holder with NASA SEWP or any other federal contract? If so, please provide the contract number. (o) If you are an FSS GSA/NAC or NASA SEWP contract holder or other federal contract holder, are the items/solution you are providing information for available on your schedule/contract? (p) Please provide general pricing of your products/solution for market research purposes (q) Does your company have an FSS contract with GSA or the NAC or are you a contract holder with NASA SEWP or any other federal contract? If so, please provide the contract number. (r) Please provide general pricing of your products/solution for market research purposes (s) Must provide a capability statement that clearly addresses the organization s qualifications and ability to perform as a contractor for the work described below. Requirement: The VA Heartland Network 15 Contracting Office located at 3450 South 4th Street, Leavenworth, KS, 66048-5055 is seeking a potential qualified contractor to provide Floor Repair Restraint Rooms, St. Louis Jefferson Barracks VA Medical Center, 1 Jefferson Barracks Dr., St. Louis, MO 63125. Please see the Performance Work Statement for more specific details. The North American Industry Classification System Code (NAICS Code) is 238330 (Flooring Contractors), size standard $19.,. Based on this information, please indicate whether your company would be a Large or Small Business and have a socio-economic designation as a Small Business, VOSB or SDVOSB. Important Information: The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this source sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to an acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. Currently a total set-aside for Service-Disabled Veteran Owned Small Business firms is anticipated based on the Veterans Administration requirement with Public Law 109-461, Section 8127 Veterans Benefit Act. However, if response by Service-Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open may be used. Responses to this notice shall be submitted via email to Lisa A Buchanan at lisa.buchanan1@va.gov. Telephone responses will not be accepted. Responses must be received no later than Tuesday, November 17, 2026 at 3:00PM. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this sources sought. Responses to these sources sought notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation. PERFORMANCE WORK STATEMENT St. Louis VA Medical Center Jefferson Barracks GENERAL SCOPE: Background: The existing padded flooring in the Building 51 In-Patient Mental Health Ward Restraint RoomsSatisfies Guide §3 Element 1 requirement for "Background" as a distinct SOW component and Golden Rule 7.1 (assume the reader has no prior knowledge of what's being acquired). Add: MHEOCC inspections has deteriorated through normal wear and use, resulting in surface damage that poses patient safety and infection-control risks consistent with findings under MHEOCC inspections. [cite specific inspection, safety report, or design-guide deficiency, if applicable]. This flooring is subject to the VA Behavioral Health Design Guide, Facility Guidelines Institute (FGI), and Office of Mental Health (OMH) standards governing safety, durability, and hygiene in high-risk patient care environments. The purpose of this Service Contract is to obtain qualified vendor services to repair damaged flooring surface in Building 51 In-Patient Mental Health Ward Restraint Rooms. The purpose of this Service Contract is to obtain qualified vendor services to repair damaged flooring surface in building 51 In-patient Mental Health Ward Restraint Rooms. The padded flooring in the Restraint rooms has become worn or damaged, creating potential safety and infection control issues for patients and staff. The STLVAMC Facility Engineering team will remove damaged flooring and prepare the surface for the vendor to overlay with new padded, welded-seam flooring that meets safety, durability, and hygiene requirements for high-risk patient care environments. Flooring will be compliant with VA Behavioral Health Design Guide Standards, FGI (Facility Guidelines Institute) and OMH (Office of Mental Health) approved. Please see below for clarification of the scope and specifications. 2.0 Scope of Services/Specifications: The Contractor shall provide all labor, tools, equipment and materials needed to perform flooring overlay with welded seam resilient sheet flooring. Specifications below: Flooring must meet the specifications for behavioral health environments Provide continuous sheet vinyl with foam backing and heat-welded seams. Seamless, padded PVC or urethane surface with heat welded seams, such as, Gerflor Taraflex Sport M performance. Flooring will have 7mm maximum thickness (vinyl plus padding) 9MM padding Color will be Light Cherry or close match as selected by end users. 6350 No integral cove base (Facility Engineering team will install base with pick proof caulk) Tamper and pick resistance seams. Ensure transition points to other floor surfaces are tight ,and adhered properly and break under the door when closed. Infection control complaint, compatible with hospital cleaning protocols Flooring must be level and securely bonded to floor being overlaid All work must comply with relevant building codes, and VA regulations Building 51 In-Patient Mental Health Restraint Rooms needing flooring: Bldg 51 West Room 1W153: approximately 160 square foot Bldg 51 North 3 Room 1A122: approximately 120 square foot Bldg 51 North 2 Room 1A130: approximately 255 square foot Bldg 51 North 1 Room 1A155: approximately 90 square foot The Contractor's work shall be deemed acceptable only when it meets all of the following measurable criteriaConverts a vague "quality check" into measurable, inspectable standards per Guide §8.2 8.3 (performance requirements must be defined in measurable terms, tied to a quality assurance standard) and Checklist item "Have you described how you will measure the contractor's quality/performance?" . The COR shall inspect and document conformance against this table prior to final acceptance of each phase: Inspection Item Acceptable Standard Test/Inspection Method Rejection Criteria Seam integrity Fully heat-welded, continuous bead with no visible gaps or voids Visual inspection + manual pull test at 3 random points per seam Any gap, bubble, or separation visible or detectable under pull test Surface bonding/adhesion Flooring fully and uniformly bonded to substrate, no lifting, bubbling, or voids Visual inspection + tap test (hollow-sound check) across 100% of installed area Any area of delamination, bubbling, or hollow response under tap test Flatness/level Surface variance not to exceed manufacturer's published tolerance (not to exceed 1/8 inch over 10 feet, or per manufacturer spec, whichever is stricter) Straightedge/level check at minimum 3 points per room Variance exceeding stated tolerance at any tested point Transition points Tight, secure, and flush with adjoining floor surfaces; no trip hazard Visual and tactile inspection Any visible gap, height differential exceeding 1/16 inch, or movement under foot pressure Color/material match Matches specified Light Cherry 6350; material matches approved submittal Visual comparison to approved sample/submittal Visible color mismatch or use of unapproved substitute material Infection control compliance Surface is non-porous, seamless, and compatible with hospital-grade cleaning agents per ICRA protocol Visual inspection; manufacturer compliance documentation review Any visible seam porosity or failure to provide compliance documentation The Contractor shall correct, at no additional cost to the Government, any item failing to meet the above standards within five (5) business days of written notice from the COR. Final acceptance of each phase shall not occur until all items in this table are confirmed conforming and documented in writing by the COR. COR shall verify quality of completed work before final acceptance via periodic walk-through, flooring integrity check, seam integrity check as well as craftsmanship check. 3.0 SPECIAL REQUIREMENTS: All work shall be conducted according to manufacturer guidelines and industry best practices for behavioral health facilities Work shall be coordinated by VA Facility Engineering team members and performed with minimal disruption to staff/patients. Vendor/Contractor personnel shall comply with all VA safety, infection control (ICRA) and confidentiality protocols, as well as any special behavioral health requirements. Vendor/Contractor staff shall be escorted by FES personnel/COR Contractor shall remove existing overlay flooring in 1W153 and 1A155 Government-furnished services/property: FES/IHC shall remove overlay flooring in all rooms.1A122 and 1A130. Floor prep and cove-base shall be furnished/completed and installed by FES IHC Substrate Acceptance Prior to InstallationCloses the liability gap identified in the audit, without this clause, responsibility for flooring failure due to poor substrate prep is undefined. Satisfies Checklist item "Are the responsibilities of both VA and the contractor detailed adequately?" and Golden Rule 7.11 Before beginning overlay installation in any room, the Contractor shall inspect the FES/IHC-prepared subfloor for conformance with manufacturer installation requirements, including but not limited to surface cleanliness, moisture content, flatness, and cove-base installation quality. The Contractor shall document this inspection in writing (photographs and a brief inspection note are sufficient) and submit it to the COR prior to commencing work. If the Contractor identifies any non-conforming subfloor condition, the Contractor shall notify the COR in writing before beginning installation and shall not proceed with overlay work in the affected area until the condition is corrected and re-inspected. The Government shall be responsible for correcting subfloor deficiencies identified at this stage. If the Contractor proceeds with installation without providing written notice of a non-conforming condition, the Contractor assumes responsibility for any resulting flooring failure attributable to that condition, and corrective work shall be performed at no additional cost to the Government. 4.0 Period of Performance: Period of Performance is based on the phased construction schedule of the Facility Engineering In-Construction Teams renovation of each ward. These are estimated phasing dates that the vendor would need to be in to overlay the flooring in the restraint rooms. Estimated dates for Vendor floor overlay (subject to adjustment per paragraph 4.1 belowAddresses the audit's flagged risk that the contractor's schedule depends entirely on a third-party construction timeline with no defined notice period, duration estimate, or adjustment mechanism. Aligns with Guide §1.6.6 ("will the contractor and VA be able to negotiate a reasonable price, implies a fair mechanism for schedule-driven cost impacts) and Checklist item "Are completion dates for key tasks identified? Do time frames specify calendar days or work days?" (Note: the "[X] business days" placeholder should be filled in based on your facility engineering team's estimate; recommend basing it on square footage and manufacturer-stated cure/dry times.) ): Phase 1: North 3 room 1A122 December 15, 2026 Phase 2: North 1 room 1A155 February 2, 2027 Phase 3: North 2 room 1A130 March 29, 2027 Phase 4: West room 1W153 May 31, 2027 4.1 Notice, Mobilization, and Schedule Adjustment The COR shall provide the Contractor written notice of facility readiness for each phase no fewer than fourteen (10) (14) calendar days prior to the estimated start date above. The Contractor shall mobilize and begin overlay work within five (5) business days of the facility-ready notice. Each phase of overlay work is estimated to require no more than 3 [X] business days to complete per room, based on square footage listed in Section 2.0, excluding delays caused by Government-furnished prep work or facility access restrictions. The dates above are estimates tied to the Facility Engineering In-Construction Team's renovation schedule and are subject to change based on that schedule. If a phase start date shifts by more than fifteen (15) calendar days from the estimate above, the COR shall notify the Contractor in writing as soon as practicable. Schedule shifts of this nature shall not constitute a change requiring equitable adjustment unless they result in demonstrable additional cost to the Contractor (e.g., remobilization, material storage, or crew standby costs), in which case the Contractor may submit a request for equitable adjustment in accordance with the Changes clause of the contract. Estimated dates for Vendor floor overlay: Phase 1: North 3 room 1A122 December 15, 2026 Phase 2: North 1 room 1A155 February 2, 2027 Phase 3: North 2 room 1A130 March 29, 2027 Phase 4: West room 1W153 May 31, 2027 5.0 Deliverables The Contractor shall submit the following deliverables to the COR within five (5) business days of completionConverts non-mandatory "will provide" language to mandatory "shall," per Golden Rule 7.9, and ties each deliverable to a specific due date, per Checklist item "Have you identified what interim and final reports/deliverables are required?" of each phase, unless otherwise noted: Deliverable Due Date Written completion notice for the phase Within 2 business days of completing overlay work in that room Manufacturer warranty documentation Within 5 business days of phase completion Material certifications (confirming compliance with Section 2.0 specifications) Within 5 business days of phase completion Pre-installation substrate inspection documentation (per Section 3.1) Prior to commencing installation for that phase Final walkthrough sign-off, countersigned by COR At final acceptance of each phase, per Section 2.1 Final payment for each phase is contingent upon COR receipt and acceptance of all deliverables listed above. 5.0 Deliverables at end of each phase: Contractor will provide any manufacturer warranty documentation Contractor will provide material certifications Contractor will provide completion notice to COR Delivery Location: More detailed delivery/service information will be provided upon contract award. Jefferson Barracks VA Medical Center Bldg 57 Warehouse 1 Jefferson Barracks Drive St. Louis, MO 63125 7.0 COR/ POC at Location All questions concerning the scope and requirements of the VA Medical Center, shall be directed to the COR (see below): COR: Alternate COR: Jefferson Barracks Jefferson Barracks Todd Morgan Jeremy Hauck todd.morgan3@va.gov Jeremy.hauck@va.gov Tel: 314-728-2825 Tel: 314-630-9852 The In-House Construction Supervisor will be the contractors contact at Jefferson Barracks. The POC will assist and direct the contractor when scheduling walk throughs and all questions concerning coordination of training and commissioning of door systems.
