SOURCES SOUGHT NOTICE
REQUEST FOR INFORMATION (RFI)/SOURCES SOUGHT
Mobile Shelving Units
THIS IS A REQUEST FOR INFORMATION (RFI) / SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposals abstracts, or quotations. The purpose of this RFI/Sources Sought Notice is for market research purposes only, to obtain information in regards availability of specified products, services, or a combination of both products and services, and to identify potential sources capable of providing products or performing services in accordance with the requirements below. Responses to this notice will be used by the Government to make appropriate acquisition decisions.
DISCLAIMER: This RFI/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 RFI/Sources Sought Notice that is marked as proprietary will be handled accordingly. 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 RFI.
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 response to this RFI/Sources sought notice. Responses to this sources sought notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.
Submission of price, delivery, other market information, or capabilities for planning purposes are authorized. However, responses to these notices are not offers and cannot be accepted by the Government to form a binding contract IAW FAR 15.201(e).
RESPONSES TO THIS NOTICE:
Responses to this notice must be submitted to Ariana Englehart via email at Ariana.Englehart@va.gov. Telephone responses shall not be accepted.
Responses must be received no later than August 4, 2026, at 04:00 PM CST.
BASED ON THE BELOW REQUIREMENT PLEASE PROVIDE RESPONSES TO THE FOLLOWING:
A. RESPONSES FOR ALL REQUIREMENT TYPES:
1. Company Name:
2. Company Address:
3. SAMS UEI:
4. Company POC:
5. Phone Number:
6. EMAIL:
7. Is your company considered a small business IAW the NAICS identified in this RFI/Sources Sought Notice? If so, 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.)?
NAICS: 337215 NAICS SIZE STANDARD: 500 Employees
8. If your company is considered a large business, does your company have any authorized small business distributors/suppliers, service providers, and/or does your company sub-contract to small business concerns?
a. If so, please provide the company name, company POC, and small business status (if available):
9. Does your company have the required staffing, equipment, licenses, certification, and/or authorization letters to provide the products and/or services for this sources sought?
10. Is your company an authorized distributor/supplier and/or service provider (or equivalent) of the products and/or services identified in this sources sought? NOTE: Please provide authorization letters and/or agreements from manufacturer.
11. Does your company currently hold a Federal Supply Schedule (FSS) contract with GSA, the VA National Acquisition Center (NAC), or NASA SEWP; or does your company hold a contract with the VA Strategic Acquisition Center (SAC); or have any other federal contract that can be utilized to procure the products and/or services identified in this sources sought?
a. If so, please provide the name of the agency, contract number, contract start date, and contract end date.
b. Are the products and/or services identified in this sources sought available on the contract/agreement schedule? Please explain if all or part of the deliverables of this sources sought are available by the contract/agreement schedule.
12. Please submit a capabilities statement that provides clear, compelling, and convincing evidence that your company can meet the requirements outlined in this sources sought.
13. COMMENTS: Please provide recommendations that may be pertinent to the improvement of the Statement of Requirements and potential solicitation.
B. RESPONSES FOR PRODUCTS (I.E. SUPPLIES AND EQUIPMENT)
1. Is your company the manufacturer of the product(s) identified in this sources sought?
IF NOT:
a. Is the manufacturer of the products identified in this sources sought considered to be a small business concern IAW the NAICS Size standard for this sources sought.
b. Is your company primarily engaged in retail or wholesale trade for the products identified in this sources sought?
c. Is your company an authorized distributor/supplier (or equivalent) of the products identified in this sources sought? NOTE: Please provide authorization letters and/or agreements from manufacturer.
d. Non-Manufacturer rule compliance: If Applicable, please confirm that your company complies with the Non-Manufacturer rule in that:
1. The products your company provides are manufactured by a small business.
2. The total number of employees at your company does not exceed 500.
3. Your company is primarily engaged in the retail or wholesale of the products identified in this sources sought.
4. Your company takes ownership/possession of the products in a manner consistent with industry standards.
2. Does your company offer comparable products other than the brand identified in this sources sought?
IF SO:
a. Do the products your company provide meet or exceed the salient characteristics of the brand identified in this sources sought in terms of functions to be performed; performance requirements; and/or essential physical characteristics?
b. Please provide a factual comparison of your company s alternate products and explain how those products can provide equal or better value to the Government when compared to the brand identified in this sources sought.
3. Are the products your company provides in response to this sources sought considered Commercial Off the Shelf (COTS) items IAW FAR 2.101 Commercial Items ?
4. What is the delivery/lead time of the products your company provides?
5. Are there scaled delivery/lead times with greater quantities? Please elaborate.
6. What is the current life cycle of the products your company provides?
7. Are there any maintenance requirements/recommendations associated with the products your company provides in response to the sources sought? If so, please provide the recommended/required maintenance frequencies/schedule and estimated cost annual cost.
8. Does your company alter, modify, or change the products identified in this sources sought? If so, please identify how the products are altered, modified, or changed.
9. Are the products your company provides in response to this sources sought manufactured in the United States of America (USA) IAW FAR Part 25, FAR Clause 52.225.1, and FAR Provision 52.225-2?
If Not:
a. Please provide the name of the country where the products are manufactured.
b. Is the country where the product(s) are manufactured subject to any trade agreements with the United States of America IAW FAR Part 25?
SOURCES SOUGHT DISCRIPTION:
The Department of Veteran Affairs, Network Contracting Office 15 (NCO 15) is seeking sources that can provide dental furniture in accordance with (IAW) the below requirement and North American Industry Classification System (NAICS) code 337215 with a size standard of 500 employees.
REQUIREMENT:
SCOPE OF WORK
Mobile Shelving Units
Scope: The Kansas City VA Medical Center (KC VAMC) has a new requirement for Mobile Shelving Units for their Inpatient Pharmacy. This is an effort by KC VAMC to streamline the acquisition process through procurement, delivery, installation, including cleanup, and any necessary training.
This requirement includes healthcare furniture, design, project management, furniture removal, professional installation and maintenance/warranty services. The contractor shall provide all labor, materials, equipment, transportation, and supervision necessary to satisfy the needs of each ordering activity.
All equipment will be delivered to KC VAMC warehouse #6 (delivery dock) and will be thoroughly inspected by warehouse and pharmacy staff upon delivery.
Background: The KC VAMC Pharmacy requires high-capacity mobile shelving units to safely store bulky pharmaceuticals, contrast containers, and large units of fluids while also effectively utilizing space within the inpatient pharmacy. The existing wire shelving cannot safely support the weight, and the castors are crumbling which causes safety hazards. This procurement aligns with our goal to maintain high standards for medication storage by investing in essential infrastructure upgrades which are critical to operational efficiency at our facility.
Period of Performance: All objectives must be completed as specified within the agreement. Lead times are subject to change until the time of purchase. Acceptable lead time is 14 to 16 weeks (after receipt of order).
Duty hours will be 8:00am - 4:30pm. The Government recognized US holidays are:
New Year s Day Labor Day
Martin Luther King, Jr. Day Columbus Day
Presidents Day Veterans Day
Memorial Day, Thanksgiving Day
Juneteenth Christmas Day
Independence Day
If the holiday falls on Sunday, it is observed on Monday.
Kickoff Meeting: The prime contractor(s) shall participate in a kickoff meeting within ten (10) days of the task order issuance. Time and date will be determined by VA Point of Contact.
Submission of Questions: All questions must be received by August 4, 2026, by 4:00 PM CST. All questions must be submitted electronically to the following email address: Ariana Englehart, Ariana.Englehart@va.gov. Questions received after the stated date and time may be addressed at the discretion of the Contracting Officer.
Bid Formatting Requirements: All quotes are to be formatted appropriately to ensure a consistent basis for comparison as shown in the following example:
Line-Item Description Quantity Cost Extended Cost
0001 Guest Chairs 5 $100 $500 Pieces
Parts
Fabric @ $60/yd
Etc
General Requirements for Service: The Contractor shall ship the shelving materials, parts, and components with a freight service of their choice to KC VAMC warehouse #6 (delivery dock).
Vendor to ship equipment to KC VAMC warehouse #6 (delivery dock) and avoid federal holidays as the expected delivery date.
KC VAMC warehouse and pharmacy staff will inspect and sign upon equipment arrival.
Documentation of completed installations and signed acceptance by KC VAMC representatives.
The vendor shall coordinate with Pharmacy Administrative Officer (COR) or anybody else listed in the Points of Contact section of this Statement of Work for smooth transitions and minimal disruption to ongoing operations.
Detailed project plan outlining the timeline for delivery, installation, and setup.
If applicable, comprehensive training sessions for relevant staff.
Salient Characteristics:
CLIN 0001: Two single-faced stationary units, 10 0 L x 18 D x 80-3/4 H (larger system)
CLIN 0002: Two single-faced stationary units, 5 0 L x 16 D x 80-3/4 H (smaller system)
CLIN 0003: Two double-faced moving units, 10 0 L x 30 D x 82-5/8 H (larger system)
CLIN 0004: Two double-faced moving units, 5 0 L x 30 D x 82-5/8 H (smaller system)
All double-faced moving units must have hand-crank/mechanical-assisted functionality.
Hand crank carriers must have safety recessed shelving retainers and ergonomic 3-spoke operators with push pin anti-roll mechanisms.
All shelving must have five (5) adjustable openings per face.
All shelving materials must be cleanable and non-absorbent. No carpet, cardboard, wood, composites, etc. or any other materials that can absorb/harbor harmful contaminants.
Exposed ends of units must be finished with high pressure laminate face panels. Standard color options will vary depending on the selected manufacturer. The desired color is French Linen [5016-38] from the Spacesaver® color pallet.
Exposed shelving must be powder coated with a smooth finish. Standard color options will vary depending on the selected manufacturer. The desired color is Blue Grey [BG (25)] from the Spacesaver® standard color pallet.
High-capacity shelving needs to support the weight of fluid bags, large vials of contrast, and other bulky pharmaceuticals. Larger system weight capacity for media storage should be around 9,200lbs, and the total equipment weight should be around 4,000lbs. Smaller system weight capacity for media storage should be around 4,600lbs, and the total equipment weight should be around 2,100lbs. Wire shelving cannot safely support the weight load of these pharmaceutical supplies, thus these high-capacity shelving units are needed.
Shelving must be installed on low profile half-inch tall, beveled edge ADA compliant floorless rail systems.
Preventative Maintenance, Services, and Repairs:
Vendor will provide training, on-site and phone support as needed for repairs and preventative maintenance of equipment until the manufacturer s warranty expires. There is an offer for an optional extended warranty and service agreement, however, that offer will not be included within the scope of this contract.
Acceptance Criteria:
All shelving materials, parts, and components must be intact and free from any visual damage upon delivery and inspection/receiving.
All shelving materials, parts, and components must pass certification and functionality tests upon installation.
Training must be completed to the satisfaction of the KC VAMC pharmacy staff and COR.
Location: The Contractor shall provide services and support at the location(s) identified in this Statement of Work. The Government reserves the right to add, remove, or modify locations and facilities as mission requirements evolve across the current and future operational footprint. The Contractor shall accommodate these changes within the scope of the contract without disruption to services. Any adjustments to pricing, schedule, or resources resulting from such changes shall be addressed through the appropriate contractual modification process in accordance with the applicable Changes clause.
The warehouse #6 is located on the KC VAMC campus. Warehouse #6 is specifically a delivery dock for unloading shipment. The mobile shelving units will be installed in the Inpatient Pharmacy, room V2.710.
Kansas City VA Medical Center
Attention: Warehouse #6 (Pharmacy)
4801 E Linwood Boulevard
Kansas City, MO 64128
Deliverables:
Larger high-capacity mobile shelving system with hand-crank functionality.
Smaller high-capacity mobile shelving system with hand-crank functionality.
Detailed project plan outlining the timeline for delivery, installation, and setup.
Comprehensive training sessions for relevant staff.
Documentation of completed installations and signed acceptance by KC VAMC representatives.
Personnel Qualifications: Contractor personnel performing maintenance, repair services, installation, training, and customer support must be fully qualified and trained.
Performance Monitoring:
Performance will be monitored through regular status meetings and reports.
Any issues or delays shall be immediately communicated to the KC VAMC Pharmacy COR or NCO15 Contract Specialist for prompt resolution.
