Responses must be received no later than Tuesday, July 23, 2026, at 10:00AM EST.
THIS SOURCES SOUGHT NOTICE IS ISSUED SOLELY FOR INFORMATION AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION.
THE SUBMISSION OF PRICING, CAPABILITIES FOR PLANNING PURPOSES, AND OTHER MARKET INFORMATION IS HIGHLY ENCOURAGED AND ALLOWED UNDER THIS SOURCES SOUGHT NOTICE IN ACCORDANCE WITH (IAW) FAR 15.201(e).
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 Sources Sought Notice that is marked as proprietary will be handled accordingly. IAW FAR 15.201(e), 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 Sources Sought Notice.
SOURCES SOUGHT DESCRIPTION
This is NOT a solicitation announcement. This is a sources sought notice only. The purpose of this sources sought notice is to gain knowledge of potential qualified sources and their size classification relative to NAICS 337214. Responses to this sources sought notice will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought notice, a solicitation announcement may be published. Responses to this sources sought notice are not considered adequate responses for a solicitation announcement.
The Department of Veterans Affairs (VA), VISN 5 Network Contracting Office, is seeking sources that can provide Serenity Shell Patient Room Furniture for the Martinsburg VA Medical Center.
ITEM INFORMATION
ITEM NUMBER
DESCRIPTION OF SUPPLIES/SERVICES
QUANTITY
UNIT
UNIT PRICE
AMOUNT
0001
6.00
EA
__________________
__________________
Patient Bedside Cabinet with Pouf seat that sits under drawer. h. Braking safety casters k. No spill edge l. Drawer interiors to be clear finished MDF, wood, or laminate covered plywood with same material drawer bottoms. Paperboard is not acceptable. 22.25"W,21.50"D,30.50"H Casegood Finish: TBD "Pouf Fabrics: Architex / Hush / SilverLeaf (GradeC)Outside Back (0.875 yards perunit)/ Fabric: CF Stinson / Lattice / Sage(GradeC)Seat (1.125 yards per unit)" Drawer Hardware: Arch Matte Gold
LOCAL STOCK NUMBER: ETNBP10SSCL
0002
6.00
EA
__________________
__________________
Patient Over Bed Table b. Low profile c. gas assist cylinder Materials to be Solid Surface with spillproof edge. Backs of freestanding units shall be fully finished. Solid Surface Top: Snow White Base Paint: Graphite Grey U base 32.00"W,18.00"D,28.50"H Spillproof edge; rectangular top
LOCAL STOCK NUMBER: OTLP5
0003
6.00
EA
__________________
__________________
Advanced Recliner Salient Characteristics: To include minimum of the following specifications: a. Recliner chairs shall have antimicrobial, water resistant, healthcare grade fabric b. Recliner shall have a weight capacity of a minimum of 500 lbs. c. Single point assist lever for recline and foot rest e. Break-away foot rest f. Quick release to removable back g. Recliners shall have a back handle push bar Durable Finish Durable and resilient, ProteaT and Protea Fusion deliver the beauty of wood without any of the drawbacks. The finish is moisture impervious, easy to clean, and maintenance-free. i. Clean-out space between seat and back Central Locking System- Single Control Locks all four casters Options: Trendelburg Mechanism Adjustable headrest pillow that moves up and down or can be removed when not in use Movable arms (flip-down, swing away, or removable) Transfer Arm- Open Arm. Pull-out footrest Textile options ranging from moisture resistant fabric to vinyl to include COM/Healthcare grade fabric and the ability to clean using germicide or bleach solution n. Field replaceable back and seat upholstery Warranty: Limited Lifetime Warranty 24/7 use
LOCAL STOCK NUMBER: ELI21B11R
0004
6.00
EA
__________________
__________________
3 Drawer Dresser a. A coordinating line of medical grade furniture to include bedside tables, small table desks, dressers, wardrobes, TV cabinets, head and foot boards, headwall back panels for housing Medical Gases, over-bed light bridges, and may also include benches, sleepers, overbed tables, patient lighting, and wall storage units that combine several functions. Drawers All constructed with both dowel and mechanical fasteners for additional strength. Ball bearing removable slides are fully extendable Reverse Quarter Bevel Edge Top Anti-Tip Kit An anti-tip device is included to minimize the risk of tip-over and enhance the overall safety of the product Durable Finish Durable and resilient, ProteaT and Protea Fusion deliver the beauty of wood without any of the drawbacks. The finish is moisture impervious, easy to clean, and maintenance-free. 33.50"W,21.50"D,30.50"H
LOCAL STOCK NUMBER: ETNCH30CL
0005
3.00
EA
__________________
__________________
Single Wardrobe-Left Hinged Drawers All constructed with both dowel and mechanical fasteners for additional strength. Ball bearing removable slides are fully extendable. 4 adjustable shelves behind door in 1" increments Door Hinges Features a 110? opening for easier access and smooth motion. Anti-Tip Kit An anti-tip device is included to minimize the risk of tip-over and enhance the overall safety of the product. Options: Locking- all units keyed alike Durable and resilient, ProteaT and Protea Fusion deliver the beauty of wood without any of the drawbacks. The finish is moisture impervious, easy to clean, and maintenance-free. SPECIAL: 4 adjustable shelves behind door in 1" increments "BOD- Kwalu Ethan Single Wardrobe, 2Drawers, 1 Door, Classic Leg,Left HingedMoasdfadel: ETNWR21CLL26.5W 24.25D 72H" Tag: Rooms 109, 115, 116
LOCAL STOCK NUMBER: ETNWR21CLL
0006
3.00
EA
__________________
__________________
Single Wardrobe-Right Hinged Drawers All constructed with both dowel and mechanical fasteners for additional strength. Ball bearing removable slides are fully extendable. 4 adjustable shelves behind door in 1" increments Door Hinges Features a 110? opening for easier access and smooth motion. Anti-Tip Kit An anti-tip device is included to minimize the risk of tip-over and enhance the overall safety of the product. Options: Locking- all units keyed alike Durable and resilient, ProteaT and Protea Fusion deliver the beauty of wood without any of the drawbacks. The finish is moisture impervious, easy to clean, and maintenance-free. SPECIAL: 4 adjustable shelves behind door in 1" increments "BOD: Ethan Single Wardrobe, 2Drawers, 1 Door, Classic Leg,Right HingedMoasdfadel: ETNWR21CLR26.5W 24.3D 72H" Tag rooms: 111, 113, 114
LOCAL STOCK NUMBER: ETNWR21CLR
0007
6.00
EA
__________________
__________________
Lighting, Table Lamp Salient Characteristics: To include minimum of the following specifications: a. Bases to be metal, b. Halogen, LED, and fluorescent lamps c. Height 20"-40" d. USB port option on some models e. UV stabilized transparent cord f. Electronic ballast g. Shade to be wipeable healthcare grade h. Styles to range from modern to traditional i. UL/CUL Listed/grounded Options c. 3-way dimmer option TAG rooms: 516-109, 516-111, 516-113, 516-114, 516-115, 516-116
0008
1.00
JB
__________________
__________________
Installation Services. Product to be shipped to Installer. Installer to bring product on date of coordinated installation.
LOCAL STOCK NUMBER: INSTALL
0009
1.00
JB
__________________
__________________
SLA Fee/ IDIQ Mandatory
LOCAL STOCK NUMBER: SLA
GRAND TOTAL
__________________
STATEMENT OF WORK
1.0 GENERAL SCOPE
The Veterans Health Administration (VHA) has a requirement for healthcare furniture for [Serenity Shell Build Out] that meet the VHA IDIQ specifications and high-quality threshold while integrating excellent environmental stewardship.
This requirement includes [healthcare furniture, design, project management, professional installation and maintenance/warranty services] Service required is detailed in [SV1] Healthcare Furniture technical requirements per VHA Healthcare Furniture multiple award IDIQ. The Contracting Officer Representative (COR) is Dayna Shallis, Interior Designer
Healthcare furnishings include, [case goods, Patient Room Furniture]
The contractor shall provide all labor, materials, equipment, transportation, and supervision necessary to satisfy the needs of each ordering activity.
2.0 PERFORMANCE REQUIREMENTS
The contractor shall provide and be responsible for the technical assistance, development and generation for final specifications.
Furniture delivery will be required December 2026- Award needed by 09/30/26
510 Butler Avenue
Martinsburg, WV 25405
( Bldg 516- Serenity/ Rooms 516-109, 111, 113, 114, 115, 116)
Duty hours will be [8am- 4:30p Monday thru 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.
The contractor shall:
Coordinate and provide project management of all products and services to manage, design, order, ship, deliver and install new furniture from the manufacturer until final acceptance by (COR is Dayna Shallis).
Contractor is required to have on site staff supervisor with OSHA 10 certification
Furniture to be shipped to installer and installer will bring to job site at time of scheduled installation.
Coordinate project phasing and scheduling requirements to include planning, manufacturing, project management and installation
Only include products specified within the IDIQ.
Prepare and provide as built furniture drawings in PDF and AutoCAD.
Provide maintenance manuals for all products specified.
3.0 KICKOFF MEETING
The prime contractor(s) shall participate in a kickoff meeting within ten (10) days of task order issuance, in person or via TEAMS at [VAMC Martinsburg]. Time and date will be determined by Dayna Shallis, Interior Designer.
4.0 SUBMISSION OF QUESTIONS
Questions: All questions must be received by [date determined by acquisitions]. All questions submitted for this solicitation must be electronically sent to the following email address: [insert CO email or contact information here]. Questions received after the stated date and time, may be addressed at the discretion of the Contracting Officer.
5.0 SUBMISSION OF CAPABILITY STATEMENT
Cap[ability Statement Submission: The contractors shall submit complete emailed electronic copy portable document format Microsoft Word or PDF format to match MTR document describing technical needs.(Please see the attached Acad drawing )
Volume 1: (technical)
drawings, (floorplans, isometrics, shop drawings, typicals etc.)
complete manufacturer s product specifications
Bill of Materials tagged per CLIN/ floorplan department and room etc.
quantity of man hours for labor/installation
project management plan
product literature
project staffing plan
physical finish samples (If different than Basis Of Design)
sustainability certification documents
complete testing results / certificates
mock up samples (list any needed here)
warranty.
Self-certifying statement confirming ability to meet project deadlines
Volume 2: (pricing)
price quote with separate line for labor/installation
Bill of Materials with subtotals and tagged per CLIN/ floorplan
Submissions can be sent in multiple emails to avoid computer system email size limitation, to [TBD] Quotes submitted by any other method will not be considered. All proprietary information shall be clearly marked. The use of hyperlinks in quotes is prohibited. Late quotes will not be accepted for evaluation. The contractor is responsible for confirming the Government s receipt of the contractor s quote.
Pricing must be within the established IDIQ Pricing.
6.0 PRODUCT
General
All finished surfaces shall be free of scratches, mars, dents, or blemishes, and withstand staining, and exhibit to flaking, cracking, or loss or adhesion.
Furnishings shall have smooth finishes with no hazardous projections, sharp corners, or detail, which can be hazardous and cause personal injury or damage to clothing.
See attachment for technical requirement of products. Basis of Design may be used, but are provided for technical characteristics/ layout and aesthetic purposes only and does not indicate a preferred manufacturer by the VA.
7.0 SERVICES
Design Contract Tasks/Requirements
The contractor shall attend a minimum of three (3) TEAMS meetings to review final award with VA Interior Designer and End Users and to make necessary revisions.
During first meeting the contractor shall provide the Interior Designer with the Auto-Cad drawings to [1/4 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 Interior Designer.
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 Interior Designer.
The product must not be placed into production without clearance from the VA COR.
The contractor shall provide final, clean [1/4 1/8 ] scaled drawings of product layout for sign-off prior to scheduling manufacturing.
The contractor shall track manufacturing schedule and notify VA Interior Designer with updates of estimated completion date by email.
The contractor shall attend (in person) a post-installation meeting to assess, address, and document any punch-list items and shall submit to the VA Interior Designer a remediation plan within 5 business days of installation.
The contractor shall provide 60 days free storage if needed for completion of Construction.
The Government maintains the option to modify the normal work week, days and hours, as necessary for the accomplishment of VHA mission.
Work Required by Others
All work required by other trades shall be identified under this section by the Bidder.
Place of Performance:
Department of Veterans Affairs
Martinsburg VA Medical Center
510 Butler Ave
Martinsburg WV 25405
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The information identified above is intended to be descriptive, not restrictive and to indicate the quality of the supplies/services that will be satisfactory. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the required specifications. If you are interested and are capable of providing the sought-out supplies/services, please provide the requested information as well as the information indicated below.
If you are interested and are capable of providing the sought-out supplies/services, please provide the requested information as well as the information indicated below. Response to this notice should include company name, address, point of contact, size of business pursuant to 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), Large Business, etc.
(2) Is your company considered small under the NAICS code identified under this RFI?
(3) Are you the manufacturer or distributor of the items being referenced above (or equivalent product/solution)? What is the manufacturing country of origin of these items?
(4) If you are a small business and you are an authorized distributor/reseller for the items identified above (or equivalent product/solution), do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified?
(5) 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 type and number.
(6) If you are an FSS GSA/NAC or NASA SEWP contract holder or other federal contract holder, are the referenced items/solutions available on your schedule/contract?
(7) Please provide general pricing for your products/solutions for market research purposes.
(8) Please submit your capabilities in regard to the salient characteristics being provided and any information pertaining to equal to items to establish capabilities for planning purposes?
*** Submissions addressing Section (8) should show clear, compelling, and convincing*** evidence that all equal to items" meet all required salient characteristics.
Responses to this notice shall be submitted via email to Michael.Jones16@va.gov. Telephone responses shall not be accepted. Responses must be received no later than Tuesday, July 23, 2026, at 10:00AM EST. 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 request for information. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.
