J080--Floor Covering Installation Services

Active

Contract Opportunity

1. This is a combined synopsis/solicitation for commercial services/items prepared in accordance with the format in FAR Subpart 12.6 in conjunction with FAR Part 13, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a separate written solicitation will not be issued.

1.a. Project Title: Floor Covering Installation Services
1.b. Description: VA Greater Los Angeles Healthcare System is seeking a contractor to provide a full range of services to verify site, assess, measure existing, provide estimate, procure related materials, transport and install new flooring and wall base to the direction of the COR at various locations within the VA Greater Los Angeles Healthcare System.
1.c. Project Location: VA Greater Los Angeles Healthcare System
1.d. Solicitation Type - Number: Request for Quotes (RFQ) - 36C26225Q1005.
1.e. Set Aside: This solicitation is issued as an SDVOSB set aside.
1.f. Applicable NAICS code: 238330, Flooring Contractors.
1.g. Small Business Size Standard: $19 million
1.h. Type of Contract: Firm Fixed Price
1.i. Period of Performance: Base year plus 2 options
1.j. Wage Determination applicable to this project: SCA WD 2015-5613 revision 29
1.k. Request for Information (RFI) should be submitted via email no later than 2pm PST Friday, June 13th, 2025, to ositadima.ndubizu@va.gov
1.l. Company info and quote should be on the attached Enclosure 1 form. All other forms of offers will not be accepted. Your enclosure form, capabilities statement/experience and any certifications/Training should be sent in one email on separate email attachments, or it will not be accepted
2. Statement of Work

2.1. Objective. VA Greater Los Angeles Healthcare System is seeking a contractor to provide a full range of services to verify site, assess, measure existing, provide estimate, procure related materials, transport and install new flooring and wall base to the direction of the COR at various locations within the VA Greater Los Angeles Healthcare System.

2.2. Background. - New flooring and wall base is needed at the different facilities within the VA Greater Los Angeles Healthcare System.
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2.3. Scope. The Contractor shall provide staffing, equipment, transportation, storage and other necessary materials to perform services including air handlers or negative air machine. The Contractor shall perform services as requested by COR or designated representative.
Contractor shall include, but not limited to, verify & assess, measure existing area, provide estimate of removal of existing flooring and base, and provide labor to install new. If necessary, order related materials, store ordered items if necessary, and transport items to the site.
Contractor shall also repair any existing floor/base to working condition.
The services will be provided mainly in the West Los Angeles Facility on Wilshire Blvd, but will also include servicing to the following facility locations:
VA Greater Los Angeles Healthcare System (VAGLAHS)
11301 Wilshire Blvd., Los Angeles, CA 90073

VA Downtown LA Ambulatory Care Center (LAACC)
351 E. Temple St., Los Angeles, CA 90012
VA Sepulveda Ambulatory Care Center (SACC)
16111 Plummer St., Sepulveda, CA 91343

VA Community Based Clinic Santa Barbara
4440 Calle Real, Santa Barbara, CA 93110

VA Community Based Outpatient Clinic - Santa Maria
1550 E. Main Street, Santa Maria, CA 93454

VA Community Based Clinic San Luis Obispo
1288 Morro St., Ste 200, San Luis Obispo, CA 93401

VA Community Based Outpatient Clinic ELA
5426 East Olympic Blvd, Los Angeles, CA 90040

VA Community Based Clinic Gardena
1251 Redondo Beach Blvd, 2nd Fl., Gardena, CA 90022

VA Community Based Outpatient Clinic (Oxnard)
1690 Universe Cir. Oxnard, CA 93033

VA Community Based Clinic Lancaster
340 E. Avenue I. Lancaster, CA 93535

VA Community Based Clinic Bakersfield
1801 Westwind Dr., Bakersfield, CA 93301

Ordering Procedures. Request for services will be coordinated by the COR or designated representative. The number of requests will vary from month to month and small to large orders. Contractor shall generate an estimate to be approved by the COR.

VA PROVIDED STANDARD FLOOR / BASE FINISHES:
Luxury Vinyl Tile (LVT) Flooring
Mannington Spacia, Warm Teak, Straight Edge
Mannington Amtico, Quill Sable Straight Edge
Rubber Flooring
Mannington ColorSpec Sculpted, Iced Field Straight Edge
Carpet
Mannington Linen Weave, Infinity Modular
Base
Mannington Optimum Edge Type TS 4 & 6 Otter Brown
Adhesive
Mannington R101G4 Base Adhesive
Mannington R911G4 Tile Adhesive
Mannington 373-4 LVT Adhesive
CONTRACTOR RESPONSIBILITIES

The Contractor shall take necessary precautions to avoid damaging walls, floors, elevators and lobbies and window when performing activities. The Contractor shall be responsible for all costs associated with damages related to installation activities.

Additional Specifications:
The Government shall not be charged for arrival of Contractor s personnel and/or delivery of contractor-provided supplies or materials. VA Medical Centers and their associated Outpatient Clinics and Community Based Outpatient Clinics for VAGLAHS shall not pay for travel time to and from the work site but shall pay for transportation between different VA locations during the workday.
Work starts and end times shall be performed by full staffing, and have materials, and supplies available. In the event, operations must stop due to shortfall of materials, staff or supplies, hours shall not be charged to the Government. Contractor staff shall report for duty at the Interior design office. Contractor shall review workday assignments and scheduling with Interior Design prior to the start of each workday. The normal workday shall be 7:30am thru 3:30pm, and on occasion, evenings and weekends.
The Government shall not pay for the Contractor employee wait times or equipment failure. The Contractor s shall have a quality assurance plan to address these circumstances.

Debris. All debris shall be removed and disposed of by the Contractor in the VA provided trash dumpsters and scrap cage. Cardboard shall be delivered to the waste management building for recycling. No debris shall be thrown from the windows or doors on any VA property. Contractor is required to keep area floor and work area free of debris and clean.

Unpacking/ Uncrating and Placement of Property: Any Government furnished property that requires the contractor to wrap or take additional precautions, while in transport or temporary storage, shall be returned assembled upon arrival at the new location with debris removed.

Equipment and Tools: The Contractor shall provide necessary tools and equipment to complete task. Assuring security of tools is the responsibility of the contractor. Any equipment or tools left unattended or in an unsecured area shall be at the risk of the contractor and/or his employees. The Government accepts no liability for loss/damaged/stolen contractor s tools and equipment.

Work Areas: Contractor-owned equipment or tools may not block exits, corridors, or impede access to entrances/exits or rooms and shall always be in the control of the contractor. If contractor leaves the work site, all tools shall be removed as well.

Safety and Security Precautions: Contractor shall provide his/her employees safety equipment which is required for performance of the contract. The contractor shall take precautions regarding fire and safety policies/procedures within VA Medical Centers and their associated Outpatient Clinics and Community Based Outpatient Clinics for VAGLAHS. The Contractor is responsible for immediately notifying the COR of any existing or potentially unsafe conditions, i.e., frayed electrical cord, dripping or seeping of fluids, etc. Contractor shall comply with all Occupational Safety and Health Act (OSHA) and applicable laws/regulations for the protection of his/her employees. The Government shall assume no liability or responsibility for the Contractor s compliance or noncompliance with such requirements.

SAFETY AND SECURITY

Personnel Qualifications/Policy: All work shall be performed by Fully Qualified personnel to perform the tasks for installation services. Contractor s employees shall have:
The ability to meet and deal with the public.
The ability to read English, understand detailed orders, instructions and flooring drawings and layouts.
Familiarity with a variety of window treatments and window covering products, parts and components.

The Government reserves the right to accept or reject Contractor s staff for the rendering of services. Complaints concerning Contract Personnel s performance or conduct shall be dealt with by the Contractor and COR with the final decision being made by the Contracting Officer.

Contractor Personnel Security Requirements: The Office of Security and Law Enforcement provides Department-wide policy on the assignment of appropriate position sensitivity designations associated with Department of Veterans Affairs (VA) positions involving national security and public trust responsibilities, and on the level of background investigations required for applicants for, and incumbents of, those positions.Â

Personal Hygiene and Clothing: In performance of this contract, Contractor personnel shall be neat, clean, well-groomed and shall otherwise exercise good personal hygiene. Appropriate and professional attire shall always be worn. Athletic and athletic-style garments (i.e., jogging suits, sweat suits, running shorts, tee-shirts) shall not be worn by Contractor s employees.

Service Calls: Contractor shall provide in the space provided below, the name, location, and telephone number of the office where services calls are to be placed.

Ordering Activities and Officers: The Contractor shall not accept any instructions issued by any other person(s) other than the Contracting Officer, the COR, or his/her delegated representative acting within the limits of his/her authority.

Changes: Only those services specified herein are authorized. Before performing any service of a non-contract nature, the Contractor shall advise the Contracting Officer, COR and Interior Designers of the reasons for the Additional work. Changes to the resulting contract are not authorized, unless in writing by the Contracting Officer.
2.4. Performance Monitoring. The Contracting Officer Representative (COR) will monitor contractor performance and certify the work was done in accordance with the SOW.
2.5. Period of Performance. The period of performance will be Base year plus 2 option years.

Work Hours

Delivery. Delivery is to occur between the hours of 8:00 am to 12:00 pm, during normal working hours.

Installation. Installations hours from 7:00 am to 4:00 pm and on occasion weekends and evenings. All installation is done properly to manufacturer s specification. Incorrect assembly or an improper installation that damage or alters the product, voids the product warranty. This includes any product damaged incurred while transporting, assembling or installing the product on-site.

Contractor shall install flooring from shipments and warehouse stock scheduled by the Strategic Office and Interior Design Departments.

Overtime: Any overtime shall be approved by the Office of Planning Department Chief (Interior s Supervisor or Environmental Management Services Chief) before services are rendered.

a. National Holidays:
New Year s Day January 01
Martin Luther King s Birthday Third Monday in January
President s Day Third Monday in February
Memorial Day Last Monday in May
Independence Day July 04
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

b. If the holiday falls on a Sunday, the following Monday will be observed as a national holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National holiday by U.S. Government Agencies, and any day specifically declared by the President of the United States of America.

Overtime & Holiday Pay: Overtime pay is at the rate of one and one-half times the employee's regular rate of pay for all hours worked in excess of eight up to and including 12 hours in any workday, and for the first eight hours of work on the seventh consecutive day of work in a workweek. Overtime pay also includes Federal Holidays.
2.6. Contractor Personnel Background Requirements.

a. The Office of Security and Law Enforcement provides Department-wide policy on the assignment of appropriate position sensitivity designations associated with Department of Veterans Affairs (VA) positions involving national security and public trust responsibilities, and on the level of background investigations required for applicants for, and incumbents of, those positions. In addition to VA employees, the policy and investigative requirements are applicable to Contractor personnel who require access to VA computer systems designated as sensitive.

b. Personnel who require access to VA computer systems shall be subject to all necessary background investigations and receive a favorable adjudication from the VA Office of Security and Law Enforcement to ensure compliance with such policy. If such investigation has not been completed prior to contract commencement, the Contractor shall be responsible for the actions of those individuals performing under the contract.

c. Should the contract require Contractor personnel to maintain U.S. citizenship, the Contractor shall be responsible for compliance. Regardless of U.S. citizenship requirements, Contractor personnel are required to read, write, speak, and understand the English language, unless otherwise specified in this contract or agreed to by the Government.

d. The cost of such investigations shall be borne by the Contractor, either in advance or as reimbursement to the Government. The level of sensitivity shall be determined by the Government on the basic of the type of access required. The level of sensitivity will determine the depth of the investigation and the cost thereof. Currently, the current estimated costs for such investigations are as follows:

Level of Sensitivity Background investigation level Approximate Cost
Low Risk National Agency Check with Written Inquiries $ 231.00
Moderate Risk Minimum Background Investigation $ 825.00
High Risk Background Investigation $ 3,465.00

e. The Contractor shall be required to furnish all applicable employee information required to conduct the investigation, such as, but not limited to, the name, address, and social security number of Contractor personnel. The VA will provide all the necessary instructions and guidance for submission of the documents required to conduct the background investigation. Background investigations shall not be required for Contractor personnel who will not be required to access VA computer systems nor gain access to sensitive materials.
2.7. Contractor Employees

a. The Contractor shall not employ persons for work on this contract if such employee is identified to the Contractor as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population. Contract Personnel shall be subject to the same quality assurance standards or exceed current recognized national standards as established by the Joint Commission (JC).

b. Badge. Contractor shall obtain a Contractor I.D Badge from the VA Police. All Contractor personnel are required to wear I.D Badge during the entire time on VA facility. The I.D Badge MUST have an identification picture and shall state the name of the individual and the company represented.

c. PARKING: It is the responsibility of the contract personnel to park in the appropriate designated parking areas. Parking information is available from VA Police & Security Service Office. The Contractor assumes full responsibility for any parking violations.

d. Smoking is strictly prohibited on the grounds of any VHA facility. Per VHA Directive 1085 dated March 5, 2019, it is VHA policy that all VHA health care facilities, including hospitals, community clinics, administrative offices, and Vet Centers, will be smoke-free for patients, visitors, contractors, volunteers, and vendors effective October 1, 2019. There will no longer be designated smoking areas.

2.8. Insurance Coverage

a. The Contractor agrees to procure and maintain, while the contract is in effect, Workers Compensation and Employee s Public Liability Insurance in accordance with Federal and State of California laws. The Contractor shall be responsible for all damage to property, which may be done by him, or any employee engaged in the performance of this contract.

b. The Government shall be held harmless against any or all loss, cost, damage, claim expense or liability whatsoever, because of accident or injury to persons or property of others occurring in the performance of this contract.

c. Before commencing work under this contract, the Contracting Officer shall require the Contractor to furnish certification from his/her insurance company indicating that the coverage specified by FAR 52.228-5 and per FAR Subpart 28.307-2 has been obtained and that it may not be changed or canceled without guaranteed thirty (30) day notice to the Contracting Officer.

d. The Contractor shall furnish to the Contracting Officer within fifteen (15) days of award an Official Certification from the insurance company indicating that the coverage has been obtained and that it may not be changed or cancelled without guaranteed thirty (30) day notice to the Contracting Officer. New certifications shall be furnished at least thirty (30) days prior to the expiration date of the current insurance policy. The phrase will endeavor is not acceptable terms to the Government and such coverage carrying that phrase will be rejected and services may not be rendered until proper certificate is issued.

3. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2019-01, dated 10/10/2019. The following provisions and clauses apply to this solicitation and can be found in enclosure 2.
3.a. FAR 52.212-1, Instructions to Offerors Commercial Items
3.b. FAR 52.212-2, Evaluation -- Commercial Items
3.c. FAR 52.212-4, Contract Terms and Conditions -- Commercial Items
3.d. FAR 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items
3.e. Supplemental Insurance Requirements
3.f. VAAR 852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside
3.g. VAAR 852.219-74, Limitations on Subcontracting Monitoring and Compliance
3.h. FAR 52.233-2, Service of Protest
3.i. VAAR 852.233-70, Protest Content/Alternative Dispute Resolution
3.j. VAAR 852.233-71, Alternative Protest Procedure

4. Submit written offers in accordance with the following instructions, as well as Addendum to FAR 52.212-1, Instruction to Offerors. Oral offers will not be accepted. Complete and submit enclosure 1 via email no later than 10am PST Monday, June 23rd, 2025, to ositadima.ndubizu@va.gov. Ensure the following are completed and/or included in the quote packet:

4.3.a. Vendor Information with UEI number (Company info and quote should be on the Enclosure 1 form)
4.3.b. Acknowledgement of amendments
4.3.c. Concurrence/non-concurrence with solicitation terms, conditions, and provisions
4.3.d. Schedule of services
4.3.e. FAR 52.212-3, Offeror Representations and Certifications -- Commercial Items
Your quote evaluation will be based on Special Standards of Responsibility. Please provide the following:
Refer to the Special Standards of Responsibility on the enclosure 1 form for the evaluation criteria.

Attachments/Links