Description This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through the most current Federal Acquisition Circular. The most current Federal Acquisition Circular (FAC) 2024-03 can be found at Acquisition.gov. This solicitation is set-aside for Small Business (SB). The associated North American Industrial Classification System (NAICS) code for this procurement is 337110 Wood Kitchen Cabinet and Counter Top Manufacturing, with a small business size standard of 750 employees. The FSC/PSC is 7125 Cabinets, Lockers, Bins, and Shelving The VA Boston Healthcare System (BHS), Jamaica Plain Campus is seeking a contractor to provide Pharmacy Counter and Cabinets. All interested companies shall provide quotations for the following: Supplies/Services Line Item Description Quantity Unit of Measure Unit Price Total Price 0001 L-shaped Counter 1 EA 0002 Cabinets 4 EA 0003 Installation 1 JB Total Statement of Work BHS JP Pharmacy Counter & Cabinets 1st Floor D1-80 JUSTIFICATION The VA BHS Jamaica Plain Pharmacy requires new millwork to replace old and rusted cabinets and laminate that has delaminated in the Pharmacy. This has been designed for the 1st floor of Building 1. This new millwork will allow the Pharmacy to meet the VISN 1 brand standard and to promote a Veteran centered healing environment. New millwork will also meet the stringent EMS, Infection Control, and GEMS requirements of the VA Medical Center. II. SCOPE OF WORK The selected contractor will be required to furnish and deliver furniture to VA Boston Healthcare System (BHS), Jamaica Plain Campus, Building 1, 1st Floor, Jamaica Plain MA, 02130. An elevator is available, the hours are M-F 7:00AM 3:30PM. The timeframe for delivery and receipt shall be no later than 16 weeks following award of contract, with coordination of specific dates mutually agreed upon by the VA Boston Healthcare System and the selected contractor. Installation will be by the M&O team at the VA. III. BID REQUIREMENTS All bids shall be formatted appropriately as shown below to ensure a consistent basis for comparison: Line Item Description Quantity Cost Extended (Item 1) (Guest Chairs (5) ($100) ($500) Pieces Parts Fabric @ $60/yd. Etc.) Cost of item (as defined below, i.e. Guest Chairs ) shall be wholly inclusive of all required components. DO NOT break out costs for any parts, pieces, or COM s in either the cost or extended cost columns. Comprehensive freight, installation and any associated project management fees to be indicated as a single final line item amount. All Or Equal product bids must include a comprehensive technical package for review. The technical package shall include 2D and 3D drawings of the line items, cut sheets or other documentation supporting the item meets or exceeds all of the indicated required characteristics. IV. BID ITEM SPECIFICATIONS Reference Appendix A: Proposed Millwork Plan, dated 5/3/2025 1 - MODULAR CASEWORK MM1 &SC1 BRAND NAME OR EQUAL Location: Pharmacy Midmark - Synthesis Serenity Panel Casework, Counters, Sink, Model#: BS93, B107, (2) B120, AC08, (4) AC01 Dimensions: L shape 64.50 x 107.50 see floor plan and elevations Counter: Linen Solid Surface Frame Finish: 793 Pebble and PVC-Free Hardware: Stainless steel Edge pulls Includes: Cam locks, adjustable shelves, finished ends & filler strip Note: Submit shop drawing for approval prior to fabrication OR EQUAL SALIENT CHARACTERISTICS: Cabinets to have 5-year warranty with a 7-year extension for a total of 12 years. Finish to be thermofoil woodgrain aesthetic on a 18-gauge cold rolled steel; multi-piece; riveted and pressed joined (Tog-L-Loc). Cabinet bases to come n a variety of widths ranging from 12 to 48 , 18 and 24 deep, 30 -36 in height. Cabinets must have multiple drawer and door combinations. Door and drawers are to be 12mm seamless polymer-covered front; melamine back. Cabinets to have keyed and keyless lock options. Drawers to be one-piece, molded polystyrene drawer bodies with rounded corners. Requirements and configurations shall be in accordance with the layouts and typical types shown in drawings and specified herein. Components and hardware shall be provided by a single manufacturer and shall be a standard commercial product as shown in the vendor s pricelist. Although such work is not specifically indicated, furnish all supplementary or miscellaneous items, appurtenances, and devices incidental to, or necessary for sound, secure and complete installation by the M&O team. V. BID ITEM SPECIFICATIONS FREIGHT & INSTALLATION Reference Appendix A: Proposed Furniture Plan, dated 15 June 2018 The Vendor shall provide all necessary materials, equipment, labor, supervision, and management to: (1) coordinate pick/up: (2) load and unload; (3) place/install per provided floor plan in designated areas; (4) assemble items as required; (5) secure and store, as designated; and (6) properly dispose of all associated packing/crating materials. All items shall be freight in an environmentally responsible manner, i.e. blanket wrapped or equal, when available. All products shall be installed by manufacturer certified installers, as applicable. Installation shall be coordinated by Vendor with VA designated POC. A loading dock and freight elevator is available; the space will be supplied free and clear for an intensive furniture installation. Building hours are 7am 3:30pm. Vendor shall supply sufficient installation labor to complete the installation in a maximum of five (5) consecutive business days. The Vendor shall inspect to ensure that the furniture is free of surface dirt and defects, and that the installation is complete, and that the furniture is ready for use. Vendor shall furnish a written punch list, if necessary, to VA POC within five (5) business days of installation, with an action plan for completion. VI. OTHER CONSIDERATIONS FOR PROPOSAL If submitting an OR EQUAL bid manufacturer shall submit: Product Data: Submit manufacturer s product data, storage and handling requirements and recommendations, installation methods and available colors, styles, patterns and textures. Shop Drawings: Submit manufacturer s shop drawings, including plans and elevations, indicating overall dimensions. Samples: Submit manufacturer s samples of materials, finishes, and colors. Warranty: Manufacturer s standard warranty. If submitting an OR EQUAL bid on seating, vendor must supply a local available resource sample or sample demo to the VA Boston Healthcare System, Jamaica Plain Medical Center within ten (10) days of bid submittal; demo to remain onsite for two (2) weeks to undergo a determination of parity for construction quality and end user comfort. Potential vendors and/or all associated sub contractors are to be local to the metro Boston area within 100 miles to ensure ease of communication, demo coordination, final finish specification, installation, and all punch list and warranty issues. Additionally, all product bid must have a manufacturer s representative local within 100 miles of the metro Boston area. The Vendor shall provide a list of proposed sub contractors as part of the bid proposal. Potential vendors shall also supply a minimum portfolio of three (3) similar projects all in a healthcare environment. Alternately, potential vendors shall provide a list of three (3) VA references. VII. CONTRACTOR REQUIREMENTS The contractor shall perform all work under this contract in strict accordance with all safety codes to eliminate the possibility of damage or injury to patients, personnel, equipment, and building structures. The scope of work to include, but not limited to, provision of furnishings, delivery and installation. Furniture layout shall meet the requirements and design intent of ABA, NFPA, OSHA, ANSI, BIFMA, TB 117 2013, VA, for all accessibility, life safety, occupational safety, VA, and federal requirements for a business, healthcare, or residential occupancy, as applicable. All COM purchasing and coordination is to be the responsibility of the Contractor. The facility designated POC will work collaboratively with the Contractor to ensure COM choice meets the budget and schedule. Vendor shall conduct site visit (s) and field measurement verification prior to order entry. Site visits/field measurement verifications are to be scheduled with facility designated POC. At site visit the awarded vendor is responsible to gather all accurate dimensions of the physical space. Translation of field verified dimensions to floor plans, drawings, specifications, etc. are the responsibility of the vendor. The vendor is solely responsible to guarantee the fit of their products into the space as stated in the SOW. All discrepancies of field dimension information are the responsibility of the vendor for notification to the VA prior to order entry. Vendor shall provide an illustrated rendering of Office Typical (TYP 1) including selected furniture finishes and textiles for POC/Interior Designer approval prior to order entry. Track all orders to ensure timely delivery and communicate issues to facility designated POC. Vendor to provide furniture cut sheets, warranty and delivery schedule. Vendor to provide O&M manual including warranty, care, and manufacturer contact information to POC at completion of project. Final layout to be determined by POC/Interior Designer Contractor will be responsible for containing any rubbish/waste generated by the work force or material delivery at the end of each day. VIII. Records Management Language for Contracts When Federal agencies acquire goods or services, they need to determine what Federal records management requirements should be included in the contract. Federal contractors often create, send, or receive Federal records. Federal contracts should provide clear legal obligations describing how the contract employees must handle Federal records. Agency records officers, procurement counsel, and acquisitions officers must discuss how to integrate records management obligations into their existing procurement processes. NARA has developed the following language to be included as an agency-specific term and condition in Federal contracts for a variety of services and products. The majority of contracts should include language on records management obligations, but each contract should be evaluated individually. For example, the data-rights paragraph (Paragraph 10 below) may not be appropriate for all contracts. Instead, agencies may be better served by one of the established data-rights clauses in the Federal Acquisition Regulations. This language should not replace specific records management requirements included within Federal information system contracts. RECORDS MANAGEMENT OBLIGATIONS A.  Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.  B.  Definitions Federal record as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.  The term Federal record: includes [Agency] records. does not include personal materials. applies to records created, received, or maintained by Contractors pursuant to their [Agency] contract. may include deliverables and documentation associated with deliverables. C.  Requirements Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. In accordance with 36 CFR 1222.3, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. [Agency] and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [Agency] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of  any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [Agency]. The agency must report promptly to NARA in accordance with 36 CFR 1230. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [Agency] control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with [Agency] policy. The Contractor shall not create or maintain any records containing any non-public [Agency] information that are not specifically tied to or authorized by the contract. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act. The [Agency] owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which [Agency] shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. D.  Flowdown of requirements to subcontractors The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor. All quoters shall submit the following: 1. Questions: Any questions must be submitted in writing no later than Friday, September 5, 2025 at 3:00 PM EST. 2. Quote: Offeror shall provide a quote using the table above. Offerors must also provide all applicable labor rates for the solicited services so they can be compared to the applicable wage determination for compliance with the Service Contract Labor Standards. All quotes shall be sent to the Contract Specialist, Rosangela Pereira at Rosangela.Pereira@va.gov. Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government. The following are the decision factors: Price: Quotes will be compared by price. Technical: The offeror s quote shall be evaluated to determine if the organization has the experience and capabilities to provide the requested services IAW the Statement of Work in a timely efficient manner. Contractor shall provide specification sheets for proposed equipment and include within the solicitation response. The award will be made to the response most advantageous to the Government. Responses should contain your best terms, conditions. Submission of your response shall be received not later than Tuesday, September 9, 2025 at 3:00 PM EST. All quotes shall be emailed to Rosangela Pereira at Rosangela.Pereira@va.gov. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1. Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below. Point of Contact: Rosangela Pereira, Rosangela.Pereira@va.gov
