Department of Veterans Affairs
Sources Sought Notice Furniture Move, Installation, Inventory, and Storage Ann Arbor VA Healthcare System
This is a Sources Sought notice and not a request for quotes. This request is solely for the purpose of conducting market research to enhance VHA s understanding of the market s offered products, services and capabilities. The Government will not pay any costs for responses submitted in response to this Sources Sought.
The Department of Veterans Affairs (VA), VA Healthcare System, Network Contracting Office (NCO) 10, on behalf of Ann Arbor Healthcare System in Ann Arbor, MI, is conducting market research through this sources sought notice to seek sources that can provide Chiller Plant Maintenance and Services for the Louis Stokes Cleveland VA Medical Center.
The NAICS Code for this acquisition is 484210, size standard of $34.0M. The product service code is 7195. The contracting office is contemplating award of an Indefinite Delivery/Indefinite Quantity (IDIQ) contract for this service.
This Sources Sought notice provides an opportunity for respondents to submit their notice of ability, and their available services in response to the requirement described below. Vendors are being invited to submit information relative to their potential of fulfilling the requirement below, in the form of a capability response that addresses the specific requirement identified in this Sources Sought. This notice in no way obligates the Government to any further action.
This is a "REQUEST FOR INFORMATION" only. Requests for a solicitation will not receive a response.
DESCRIPTION
The Ann Arbor VA Healthcare System located at 2215 Fuller Road, Ann Arbor, MI 48105 is seeking a qualified contractor to furnish all labor, tools, equipment and trucks to provide and execute the pickup of equipment, complex furniture systems, moving of complex furniture systems, freestanding furniture, and the computer data management of these complex systems and furniture. The contractor shall provide equipment moving, furniture moving, furniture installation, and storage services for VAAAHS locations as described in the Statement of Work attached in this contract opportunities document.
GENERAL REQUIREMENTS
Please provide the requested information with any responses:
1. Company Name and POC information.
2. SAM.gov UEI number.
3. GSA contract number if these services are offered on Federal Supply Schedule.
4. Socioeconomic category (SDVOSB, VOSB, WOSB, 8a, Small Business or Large Business). If this contract is set-aside, it will be subject to the Limitations on Subcontracting rules per FAR 52.219-14, 13 CFR 125.6 and VAAR 852.219-75.
5. Please provide a capability statement that addresses the organization s qualifications and ability to perform as a contractor for the work described below.
6. Statement ensuring any licenses, insurances, training, certifications, or special accommodations necessary to perform this task will be met. If there are specific requirements, please provide rationale.
7. Any questions, comments, or concerns, that may otherwise assist us.
RESPONSE COMMITMENT
Please send all inquiries NLT 07/16/2026 15:00 EST to: elizabeth.koses@va.gov. Phone calls will not be accepted.
Eligibility in participating in a future acquisition does not depend upon a response to this notice.
STATEMENT OF WORK
ANN ARBOR VETERAN AFFAIRS HEALTH CARE SYSTEM
PERFORMANCE WORK STATEMENT FOR
ASSET INVENTORY MANAGEMENT AND LABOR/INSTALLATION
1. OBJECTIVE
Veterans Affairs Ann Arbor Healthcare System (VAAAHS) requires asset inventory management services and labor/installation. The contractor must have the capabilities to provide labor (technically trained personnel) for the inventory data capture management, product handling inventory management of VA s multi-manufacturer complicated systems furniture and freestanding furniture and for installation throughout the facility. Knowledge of multi-manufacturer systems furniture (Haworth, Herman Miller, Knoll, Steelcase, etc.) with a minimum of 3 years experience of working with product is a must.
2. SCOPE OF WORK
The Contractor shall furnish all labor, tools, equipment and trucks to provide and execute the pickup of equipment, complex furniture systems, moving of complex furniture systems, freestanding furniture, and the computer data management of these complex systems and furniture. The VA will supply the furniture systems, freestanding furniture, and equipment to be picked up and inventoried at the vendor s inventory management center. The contractor shall provide equipment moving, furniture moving, furniture installation, and storage services for VAAAHS for the facilities listed below.
Medical Centers:
VAAAHS 2215 Fuller Road, Ann Arbor, MI 48105
Community Based Outpatient Clinics (CBOC):
Adrian VA Clinic, 770 Riverside Avenue, 1st floor, Adrian, MI 49221
Findlay VA Clinic, 1720 East Melrose Avenue, Findlay, OH 45840
Flint VA Clinic, 2360 South Linden Road, Flint, MI 48532
Green Road VA Clinic, 2500 Green Road, Suite 200, Ann Arbor, MI 48105
Howell VA Clinic, 3399 East Grand River Avenue, Suite 100, Howell, MI 48843
Jackson VA Clinic, 4328 Page Avenue, Michigan Center, MI 49254
Major General Oliver W. Dillard VA Clinic, 5900 North Lotz Road, Canton, MI 48187
Packard Road VA Clinic, 3800 Packard Road, Ann Arbor, MI 48108
Toledo VA Clinic, 1200 South Detroit Avenue, Toledo, OH 43614
Other Locations:
VAAAHS Offsite Warehouse, 844 Highland Drive, Ann Arbor, MI 48108
Domino Farms, 24 Frank Loyd Dr., Ann Arbor, MI 48105?
3. PERIOD OF PERFORMANCE
This procurement shall be for a single award indefinite delivery indefinite quantity contract with a base period of performance from 01 August 2026 to 31 July 2027 (estimated, finalized at time of contract award) with 4 option years. Funds will be obligated via issuance of written, unilaterally signed task orders against the indefinite delivery indefinite quantity contract. Only warranted VA contracting officers can issue task orders for services.
Ordering Periods (estimated, finalized at time of contract award):
Base Ordering Period: 08/01/2026 to 07/31/2027
Ordering Period 1: 08/01/2027 to 07/31/2028
Ordering Period 2: 08/01/2028 to 07/31/2029
Ordering Period 3: 08/01/2029 to 07/31/2030
Ordering Period 4: 08/01/2030 to 07/31/2031
Normal Duty Hours: Monday through Friday, 8:00am to 4:00pm, Eastern Standard Time, excluding Federal Holidays and any other day specifically declared by the President of the United States to be a national holiday.
Off Duty Hours: Monday through Friday 4:00pm to 8:00am, Eastern Standard Time, and Saturdays and Sundays. There may be overtime or weekends where work is needed in this contract. The contractor shall be required to start urgent/off duty work within three hours of notification from the Contracting Officers Representative (COR). Any exceptions require a Contracting Officer s (CO) approval.
Off duty hours shall also include the following Federal Holidays:
New Year s Day (January 1)
Martin Luther King, Jr. Day (Third Monday in January)
President s Day (Third Monday in February)
Memorial Day (Last Monday in May)
Juneteenth (June 19)
Independence Day (July 4)
Labor Day (First Monday in September)
Columbus Day (Second Monday in October)
Veterans Day (November 11)
Thanksgiving Day (Fourth Thursday in November)
Christmas Day (December 25)
4. CONTRACTOR GENERAL REQUIREMENTS
It is the intent of these specifications to govern receiving equipment, furniture and furnishings, maintain a current inventory of existing furnishings, and perform moves to include:
Moving furniture and belongings.
Moving equipment and belongings.
Disassembly and assembly of furniture.
Removal, storage, inventory, and delivery of existing furniture.
Storage, inventory, and delivery of existing equipment.
Pick and pull software provided to AAVAHCS to select items for use.
The contractor is responsible for ensuring that its company and personnel maintain any 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. The contractor is responsible for ensuring staff are trained and certified for planning an installing product to maintain the integrity of the manufacturer s warranty. The contractor must have certification to provide installation services for the following manufacturers, at a minimum:
Herman Miller
Steelcase
Knoll
Haworth
The Contractor shall furnish all labor, equipment, materials, tools, supervision, and expertise required to receive, move, disassemble, and assemble furniture for VAAAHS. The Contractor shall furnish all labor, equipment, materials, tools, supervision, and expertise required to receive and move equipment for the VAAAHS. The contractor will be responsible for installing wall mounted sit-stands and accessories to include literature racks, markerboards, tack boards, clocks, coat hooks, and any other wall mounted items as needed in addition to systems furniture items. The placement of all wall-mounted items shall be coordinated with the COR prior to installation. The delivery time and location shall be coordinated with the COR prior to shipping.
The COR will provide the contractor with an electronic copy of the furniture component listings and installation drawings so the contractor can coordinate receiving, storage, and installation. The COR shall enter inventory orders to be delivered by the contractor in the contractor s inventory system and include these in the daily task lists.
The contractor shall assign a single point of contact that will consistently be a project manager as needed, manage the work performed under the contact and shall coordinate work with the other contractor personnel. The project manager shall have a cell phone with e-mail capabilities to simplify communication between the contractor personnel and VA personnel.
The contractor s project manager shall be responsible for providing the installation crew with copies of furniture component listing and installation drawings previously provided by the COR. The contractor s project manager shall coordinate sequencing and staging with the COR on larger projects.
The contractor s lead installer shall ensure that the job is completed and inspect the job site before notifying the COR that the work is complete. The lead installer must clearly communicate with VA personnel. The lead installer should be the same person for each VA project to the maximum extent practicable.
The contractor personnel shall be dressed professionally to include at a minimum attire such as the contractor s uniform or the contractor s company logo.
The contractors schedule will vary with workload. When called for projects, the contractor will be requested to work no less than four hours per call. The individual projects could extend several days depending on size of the project. When contacted to respond to an urgent move or installation request, the contractor must be available within two days of an urgent request.
The contractor shall provide cleaning services of product (ex: fabric panels) as needed/directed by VA staff.
The contractor shall also provide minor repairs to damaged furniture when possible. Examples of minor repairs include replacing a wheel on a chair, re-gluing castors, cuts to work surfaces around columns, re-edge banding, etc.
The contractor shall provide sufficient and consistent personnel and crews based on workload as required to accomplish assigned tasks in the time frame stated per the project timeline.
The contractor shall provide, operate, manage and maintain a trained, uniformed team of personnel to provide the services.
The contractor s personnel shall have the ability to meet and communicate with the general public; ability to physically perform the functions required in the performance of the assigned duties; ability to read English; understand and apply printed rules, detailed orders, instructions, and furniture drawing layouts. They shall also be familiar with a variety of commercial furniture product disassembly/assembly parts and components. able to.
The contractor is responsible for identifying when a project is complete, per plans and specifications, and reporting to the COR for inspection when required. The contractor is only to take instruction from the COR or VA CO during any assignment. The contractor shall notify the COR regarding any schedule implications (if work is taking longer or is completed quicker than scheduled), if there are missing products, or if there is a warranty issue.
If electronic task list cannot be completed as a result of government delay, the contractor will notify the COR to reschedule.
Furniture and Equipment Inventory Software The contractor is responsible to input the existing inventory into a web-based solution (SnapTracker for example) that is accessible by VA staff. All data must be fully available to VA staff within thirty days after contract award. The contractor shall own and maintain the database throughout the life of the contract. At then end of the contract the contractor will provide a digital and printed copy of the inventory. Digital copy must be provided such that it is easily transferrable to another system.
Turn ins Will work with team to coordinate the delivery of items to Ann Arbor to support turn in process as well as offsite warehouse to assist in the coordination of official excess procedures. All paperwork and coordination to be completed by interior designers.
5. CONTRACTOR S STORAGE OR WAREHOUSE FACILITY
The contractor shall receive and store new furniture and equipment in their warehouse. The square footage of storage space required for new and existing furniture and equipment will vary between 1,200 square feet and 2,500 square feet. It is dependent on workload and timing of large projects. On average there is approximately 1,800 square feet of space required for storage at the contractor s warehouse.
The contractor shall store furniture and equipment inventory until installation of product is scheduled by the COR. The contractor will notify the COR upon receiving VA furniture and equipment to initiate receiving reports and schedule installation.
The contractor is responsible for unpacking and disposing of all packaging materials. All debris and rubbish not specified to become Government property shall be disposed of by the contractor off Government property. Disposal will adhere to all applicable Federal, State and local hauling and disposal regulations. All items that can be recycled shall be recycled. The contractor shall leave workspaces clean and vacuum workspace if necessary, after work is completed.
The contractor shall inventory all existing furniture and equipment that is stored in their warehouse and continually keep the inventory database up to date as items are added and removed from inventory. The inventory program shall be available on a website and shall always be accessible to both VA personnel and contractor personnel. The inventory shall include a naming convention assigned to each inventoried item, photograph(s) of each piece or type when quantities apply, a description, size (width x height x depth), quantity, manufacturer, model, number of finish specifications, and location stored in warehouse. The inventory shall be updated weekly to reflect accurate information. The categories for inventory shall be coordinated with the COR. The inventory system shall allow the COR to create furniture orders from inventory to include delivery dates.
The contractor s storage or warehouse facility is required to be no more than fifty miles from the VAAAHS at 2215 Fuller Rd, Ann Arbor, MI 48105.
The contractor s warehouse must be able to receive product Monday through Friday (excluding federal holidays), between 7:00am to 5:00pm Eastern Standard Time.
The current VA contracted warehouse space is estimated at 1,200 square feet. The inventory includes equipment, systems furniture components, filing cabinets, and tables. The inventory must be moved by the successor contractor to their facility and inventoried by them within thirty days after contract award.
Equipment storage is based on project need. Contractor must be able to provide receiving and delivery of stored items, the space estimated should not exceed 1,200 square feet.
6. CONTRACT INVOICES
The services listed in the Price/Cost Schedule are lump sum requirements per hour. The prices include all labor, resources, and incidental/related services to provide the storage, moving, and installation services. There shall be no extra costs to the Government for services that are detailed and required of the contractor within this Statement of Work.
The contractor shall provide monthly invoices in arrears of services for all work performed in accordance with the line items of the contract. Invoices must be submitted to VA electronically via the Tungsten Network. Refer to VAAR Clause 852.232-72 for additional language.
Invoices shall be submitted no later than fourteen calendar days after the end of the month.
The contractor is responsible for tracking the hours for services provided. The contractor must submit an invoice with all hours completed the previous month, detailed per employee, project name where applicable, location of work performed, and project schedules.
Prior to submitting an invoice for payment, the contractor must provide the following information to the COR for review and concurrence:
An Excel spreadsheet with separate costs per hour, rate, and totals for VAAAHS and clinics; and lease facilities separately for each week of the month and the total cost for that month for all facilities combined.
The square footage of storage/warehouse space shall be determined precisely on the fifteenth day of each month. In other words, on the fifteenth day of each month, the square footage of space used to warehouse the VA s inventory shall be measured. That measurement shall be used to invoice the VA for the square footage of storage space for that month the measurement was taken.
Provide all backup documents, to include the schedule from each day worked along with hours per task.
7. SPECIAL CONTRACT REQUIREMENTS
The services in this contract may only be changed by written modification. The modification shall be bilateral and binding when signed by a VA Contracting Officer.
The services to be performed by the contractor shall be performed in accordance with VA policies and procedures of the VA facility. Under no circumstances will the contractor s employees be considered VA employees.
The contractor shall have insurance for general liability, worker s compensation, and vehicle insurance. The contractor shall furnish after contract award a certificate of insurance proving all required coverage has been obtained to the VA. The contractor is responsible for maintaining insurance coverage for the duration of the contract.
8. CONTRACTOR QUALIFICATIONS
Personnel assigned by the contractor to perform the services covered by this contract shall be experienced in installing a variety of different manufacturers products, to include systems furniture. The contractor s Project Manager and Lead Installer must have a minimum of three years of experience performing furniture and systems furniture installation services.
All certifications held by the personnel working on this contract shall be full and unrestricted. The qualifications of such personnel shall also be subject to review by the COR. Each person assigned to work under this contract shall be certified and trained in furniture installation services and operation of any equipment used.
9. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS
All contractor employees who require access to the Department of Veterans Affairs computer systems and/or sensitive information shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security, Information Security Officer and Law Enforcement prior to contract performance. This requirement is applicable to all subcontractor personnel requiring the same access.
The contractor shall be required to comply with all security policies/requirements. All security policies/requirements must be met, and employees cleared prior to the contractor performing work under this contract. Employees that cannot meet the security and clearance requirements shall not be allowed to perform work under this contract.
The position sensitivity has been designated as low risk.
The level of background investigation commensurate with the required level of access is a low-level National Agency Check with Inquiries (NACI).
Each contractor assigned work under the contract is required to annually receive and document completion of VA Privacy Awareness training. VA Privacy Training for Personnel without Access to VA Computer Systems or VA Sensitive Information. This TMS training course (VA20939) provides the mandatory yearly Privacy training requirement for any VA personnel such as volunteers or contractors without access to VA computer systems or VA sensitive Information. If employee has access to protected health information, whether paper or electronic, they must take the Privacy and HIPAA Focused Training. You may use this print version for an employee to read. The supervisor, in turn, must enter the training into TMS.
Contractor Responsibilities:
The contractor shall ensure all personnel requiring access to the computer systems are able to read, write, speak, and understand the English language.
Complete the Fingerprint Request Form furnished by the VA after award.
Complete the Background Investigation Request Worksheets furnished by the VA after award. The VA CO will send the documentation to the Veteran s Service Center to complete the fingerprint adjudication.
The contractor personnel will be required to complete an Electronic Questionnaire for Investigations Processing (e-QIP).
The contractor, when notified of an unfavorable adjudication determination by the Government, shall withdraw he contactor s employee from working under the contract.
10. QUALTIY ASSURANCE SURVEILLANCE PLAN
The monitoring of the contractor s performance shall be done by the COR. Incidents of contractor noncompliance, as evidenced by the monitoring procedures, shall be first discussed with the contractor by the VA Contract Specialist (CS). If no resolution can be found, incidents will then be forwarded to the VA CO for final resolution.
The Quality Assurance Surveillance Plan (QASP) shall outline the evaluation criteria to ensure the contractor is aware of the quality and criteria required to meet the terms of the contract.
The COR shall assess the contractor performance once per month and will provide a written assessment to the contractor and VA CS.
The evaluation criteria and standards are listed in the Services Summary section.
11. SERVICES SUMMARY
TASK #
CRITERIA
STANDARD
RATING
1
The contractor shall provide a timely, within two days, response time for urgent or off duty work requested by VA.
Per each calendar month, no more than two documented occurrences of the contractor not responding to urgent or off duty requests with two days notification by the COR or CO.
Pass/Fail
2
The contractor shall provide the timely submission of complete and accurate invoices to VA no later than fourteen calendar days after the end of the month.
Per each calendar month, no more than two documented occurrences of the contractor invoicing after the fourteenth calendar day after the end of a month.
Pass/Fail
3
The contractor shall be required to thoroughly complete each project before notifying the COR that the project s work is complete. The contractor shall notify the COR of any variance to the schedule, to include any work not completed and/or missing parts/components.
Per each calendar month, no more than two documented occurrences of the contractor not ensuring that a project is complete before project closeout. All punch list items and any other work must be complete before work is officially accepted by the COR.
Pass/Fail
4
The contractor shall adhere to scheduled work times unless notified by the COR. The order of the schedule shall be followed unless approved by the COR.
Per each calendar month, no more than two documented occurrences of the contractor not ensuring that all scheduled work is completed per agreed upon schedule.
Pass/Fail
5
The contractor shall accurately maintain an inventory and update the web-based inventory system on a weekly basis.
Per each calendar month, no more than two documented occurrences of the contractor not keeping an accurate inventory.
Pass/Fail
6
The contractor shall avoid contractor-caused delays to project schedules.
Per each calendar month, no more than four document occurrences of contractor-caused delays to project schedules.
Pass/Fail
