Sources Sought – Residential Furniture and Appliance Rental Services – New York State

THIS IS A SOURCES SOUGHT NOTICE FOR MARKET-RESEARCH AND PLANNING PURPOSES ONLY.

THIS NOTICE IS NOT A SOLICITATION, REQUEST FOR QUOTATIONS, REQUEST FOR PROPOSALS, INVITATION FOR BIDS, OR AUTHORIZATION TO BEGIN PERFORMANCE.

The Government does not intend to make an award based solely on responses to this notice or otherwise pay respondents for the information requested. Responses will be treated as information only and not as offers or proposals. Responses cannot be accepted by the Government to form a binding agreement.

This notice does not commit the Government to issue a future solicitation, use a particular acquisition or payment method, or make an award. The Government will not reimburse respondents for costs incurred in preparing or submitting a response.

PURPOSE

The Government is conducting market research to identify vendors capable of providing residential furniture, household-item, and appliance rental services within in Western New York.

The potential requirement may include delivery, setup, installation, maintenance, repair, replacement, exchange, pickup, and removal of rented items from one or more privately owned residential homes.

The residential homes would be leased and occupied by individual tenants under separate agreements with private landlords or property owners. The Government will not be the tenant, landlord, property owner, or property manager.

The Government is seeking information regarding:

• Vendor capabilities
• Available furniture and appliance inventory
• Geographic service areas
• Standard and expedited delivery lead times
• Minimum rental periods
• Monthly extension options
• Commercial pricing structures
• Installation capabilities
• Maintenance and replacement procedures
• Ability to support multiple residential locations

The number of residences, specific delivery addresses, exact quantities, furniture configurations, delivery dates, and rental periods have not been finalized.

Specific residential addresses will not be included in this public notice. Delivery information would be provided only as necessary in connection with future written authorization.

ANTICIPATED REQUIREMENT

The Government may require complete or partial furniture and appliance packages for residential homes ranging from approximately one to four bedrooms.

Anticipated rental periods may be approximately six months, with possible monthly extensions. Actual rental periods may vary by residential location.

Individual requirements may be authorized at different times. Vendors should identify whether they can support staggered deliveries and pickups to multiple homes.

Vendors are encouraged to respond even if they provide only furniture, only appliances, only household items, or only a portion of the anticipated requirement.

POTENTIAL RENTAL ITEMS

Potential rental items may include, but are not limited to, the following:

Living Room Furniture

• Sofa or sectional
• Loveseat
• Accent chairs
• Coffee table
• End tables
• Table lamps or floor lamps
• Television stand or media console
• Additional seating, as needed

Dining Furniture

• Dining table
• Dining chairs appropriate for the household size
• Bar stools or counter-height seating, when needed

Bedroom Furniture

• Bed frames
• Headboards
• Mattresses
• Foundations or box springs
• Dressers or chests
• Nightstands
• Bedside lamps
• Additional bedroom storage, when needed

Office and General Household Furniture

• Desks
• Desk chairs
• Bookcases
• Storage furniture
• Occasional tables
• Additional seating
• Other standard residential furnishings

Electronics and Household Items

• Televisions
• Basic cookware
• Pots and pans
• Kitchen utensils
• Dishes
• Glasses and cups
• Flatware
• Bed linens
• Pillows
• Blankets
• Towels
• Shower curtains
• Basic household accessories

Appliances

• Washing machines
• Electric or gas clothes dryers
• Refrigerators
• Freezers
• Electric or gas ranges
• Ovens
• Microwave ovens
• Dishwashers
• Portable air-conditioning units
• Dehumidifiers
• Other standard residential appliances

Vendors should identify whether furniture and appliances are new, previously rented, refurbished, or a combination of these conditions.

Vendors should also describe their cleaning, sanitation, inspection, and pest-prevention procedures, particularly for mattresses, upholstered furniture, and previously rented appliances.

DELIVERY, SETUP, AND INSTALLATION

Potential services may include:

• Delivery to residential locations within New York State
• Carry-in service
• Furniture assembly
• Furniture placement in designated rooms
• Appliance installation using existing compatible utility connections
• Provision of standard hoses, cords, vents, connectors, and similar installation components
• Verification that appliances are operational following installation
• Removal of delivery packaging and debris
• Preparation of a delivery inventory identifying all rented items
• Documentation of item condition at delivery
• Coordination of delivery dates and times with designated Government representatives and residential occupants

Vendors should identify:

• Standard delivery lead time after written authorization
• Fastest available expedited-delivery lead time
• Availability of weekend or after-hours delivery
• Ability to support more than one residence at the same time
• Geographic limitations within New York State
• Minimum order requirements
• Minimum rental-period requirements
• Any additional charges for expedited delivery, difficult access, stairs, or extended travel

RESIDENTIAL PROPERTY AND INSTALLATION REQUIREMENTS

The residential properties will be leased by individual tenants from private landlords or property owners.

The Government will not be a party to the residential leases and cannot authorize alterations to privately owned property on behalf of a tenant, landlord, or property owner.

Furniture delivery and appliance installation must comply with:

• The applicable residential lease
• Landlord or property-owner requirements
• Property-management rules
• Manufacturer installation instructions
• Existing property conditions
• Applicable federal, state, and local requirements

Appliance installation should be limited to existing, compatible, and serviceable utility connections unless otherwise approved.

Vendors should identify any required property conditions before delivery, including:

• Electrical voltage and outlet requirements
• Gas or electric appliance compatibility
• Water-supply connections
• Drainage requirements
• Dryer-vent requirements
• Appliance clearances
• Doorway and stairway dimensions
• Other access or installation limitations

No drilling, structural alteration, cabinetry modification, permanent installation, electrical modification, plumbing modification, gas-line modification, venting modification, or other alteration to a residential property may be performed without:

1. Any required prior written approval from the landlord, property owner, or authorized property manager; and
2. Separate written Government authorization when the work would result in an additional charge or change to the approved services.

Approval or direction from a tenant, occupant, landlord, property owner, property manager, or Government representative does not independently authorize additional charges to the Government.

MAINTENANCE, REPAIR, AND REPLACEMENT

Potential services during the rental period may include:

• Repair of defective furniture or appliances
• Replacement of defective or nonoperational items
• Replacement of items that become unusable through normal use
• Exchange of individual items when authorized
• Addition or removal of items when authorized
• Emergency or expedited service for essential appliances
• Telephone and email support for service requests

Vendors should identify:

• Standard response time for service requests
• Emergency-response availability
• Replacement procedures for essential appliances
• Whether temporary replacement items are available
• Responsibility for ordinary wear and tear
• Damage-assessment procedures
• Charges for repair, replacement, or loss
• Any damage-waiver or insurance options

Access for maintenance, repair, replacement, or pickup must be coordinated with the residential occupant.

PICKUP AND REMOVAL

At the end of the authorized rental period, services may include:

• Coordination of pickup dates and times
• Disconnection of appliances from existing utility connections
• Disassembly of furniture when necessary
• Removal of all rented furniture, appliances, and related components
• Removal of resulting packaging or debris
• Final inventory reconciliation
• Documentation of item condition at pickup
• Confirmation that appliance connections and delivery areas were left in a safe condition

The vendor should identify required advance notice for pickup and any applicable early-pickup, extension, or cancellation charges.

ANTICIPATED PAYMENT PROCESS

The Government anticipates making direct payment to vendors for approved furniture, appliance, delivery, installation, maintenance, and removal costs after receipt of a properly supported invoice and verification that the authorized items or services were provided.

The specific written authorization, invoicing, vendor-registration, and payment procedures will be provided before performance.

Invoices may be required to identify:

• Vendor name and remittance information
• Applicable residential location or Government reference number
• Furniture and appliances provided
• Approved rental period
• Applicable monthly or per-item rental rates
• Delivery, setup, installation, service, and pickup charges
• Invoice period
• Total amount due
• Supporting delivery, service, or inventory documentation

Payment will be limited to reasonable and necessary costs approved in writing before they are incurred.

The Government will not be responsible for unauthorized:

• Upgrades
• Substitutions
• Additions
• Rental extensions
• Service charges
• Repairs
• Replacement charges
• Property modifications
• Delivery charges
• Cancellation charges
• Other costs not approved in advance

Vendors shall not deliver items, reserve inventory, enter a residence, begin performance, or incur charges based on this Sources Sought notice.

INFORMATION REQUESTED

Interested vendors should provide the following information:

1. Company name and business address.
2. Company website, if available.
3. Name, telephone number, and email address of the primary point of contact.
4. Unique Entity Identifier and CAGE Code, if available.
5. Business size and applicable socioeconomic status.
6. Counties, cities, regions, or other areas within New York State that the vendor services.
7. Whether the vendor provides furniture, appliances, household items, or a combination of these items.
8. Description of available furniture, appliance, and household-item packages.
9. Approximate inventory capacity.
10. Ability to support multiple residential locations concurrently.
11. Standard and expedited delivery lead times.
12. Minimum order and minimum rental-period requirements.
13. Monthly extension terms.
14. Early-pickup or cancellation terms.
15. General pricing information, commercial price lists, or approximate package rates.
16. Delivery, setup, installation, maintenance, replacement, and pickup capabilities.
17. Standard maintenance and emergency-service response times.
18. Cleaning, sanitation, inspection, and pest-prevention procedures.
19. Mattress and upholstered-furniture sanitation procedures.
20. Any geographic, installation, access, inventory, or service limitations.
21. Any services that would be provided through subcontractors or partner vendors.
22. Relevant experience providing residential furniture rental, appliance rental, corporate-housing support, emergency-housing support, or similar services.

A formal capability statement is not required.

Vendors may respond by brief email and may attach existing brochures, catalogs, commercial price lists, rental terms, or other readily available information.

Businesses are not required to have an active SAM.gov registration solely to respond to this notice. The absence of a Unique Entity Identifier or CAGE Code will not prevent the Government from considering a response for market-research purposes.

RESPONSE INSTRUCTIONS

Submit responses by email to the POC below with DACA31-R-26-1074 in the subject line. You may also upload responses to Smartsheet using the link below no later than August 5, 2026, at 4:00 p.m. Eastern Time.

Responses should be concise. Existing commercial information may be submitted in lieu of preparing a new capability statement.

The Government may contact respondents to clarify submitted information or request additional market information.

NOTICE DISCLAIMER

This Sources Sought notice is issued solely for information and planning purposes.

It does not constitute a solicitation, offer, commitment, promise of future work, or authorization to provide items or services.

Responses are not offers and cannot be accepted by the Government to form a binding agreement.

The Government is not obligated to issue a future solicitation or make an award as a result of this notice.

The Government will not reimburse respondents for costs associated with preparing or submitting information.

Before any performance begins, a vendor must receive separate written authorization through applicable Government procedures identifying the approved items or services, pricing or pricing basis, rental period, delivery location, and authorized amount.