Tally Floor Mat Services for Tennessee Valley VA Medical Centers (Alvin C. York and Nashville Campus)

This is a sources sought announcement only. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Responses in this sources sought notice must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential businesses interested and capable of providing the supplies described below. This requirement is for the TVHS Nashville and Murfreesboro. The Department of Veterans Affairs, Network Contracting Office located in Murfreesboro, Tennessee intends to issue a firm fixed priced base and four (4) option year contract the contractor shall provide service which includes but is not limited to mat pick up, cleaning, and placement weekly, on a rotating basis, in accordance with Statement of Work below. Contractors shall show clear, compelling, and convincing evidence that all equal to items meet all requirements as outlined in the included statement of work. Mat Requirement Listing: Alvin C. York VA Medical Center Weekly Mat Service [BASE YEAR 1 Apr 2026 31 Mar 2027] CLIN ITEM DESCRIPTION QTY UOM 1000AA 4 X 6 Standard Mat 82 EA 1000AB 3' X 5' Scraper Mat [Outside] 24 EA 1000AC 3 X 10 Standard Mat 9 EA 1000AD 4 x 6 Logo Mat 16 EA TN VA Clinic - Nashville Campus Weekly Mat Service [BASE YEAR 1 Apr 2026 31 Mar 2027] CLIN ITEM DESCRIPTION QTY UOM 1000AE 4 X 6 Standard Mat 19 EA 1000AF 3' X 5' Scraper Mat [Outside] 6 EA 1000AG 3 X 10 Standard Mat 3 EA 1000AH 4 x 6 Logo Mat 12 EA STATEMENT OF WORK A. GENERAL: The contractor shall provide all services, labor, supervision, materials, and equipment necessary to provide mat rental and cleaning for the Alvin C. York Campus in Murfreesboro, TN and the Nashville Campus in Nashville, TN weekly on a one-for-one exchange basis. B. WORK HOURS: Normal Work Hours: The service schedule will be developed between the contractor and Contractor s Representative (COR) prior to any service being performed. Generally, work will be performed prior to the start of the Medical Centers workday so that trucks and pickups will not interfere with the facility s functions. The following is a list of U.S. Government holidays. If the holiday falls on a Saturday, the proceeding Friday is observed as the holiday; if the holiday falls on a Sunday, the following Monday is observed as the holiday. New Year s Day Martin Luther King s Birthday President s Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day *And any other day specifically declared by the President of the United States to be a national holiday. C. SPECIFICATIONS: 1. Contractor shall provide contractor owned mats for all entrance ways specified in this contract. The mats shall be of a quality and condition acceptable to the VA. Mats shall be free of stains, tears and holes. Mats with minor tears, open seams, etc. are not acceptable. Mats that do not lay flat pose a safety hazard and will not be accepted for use at this facility. The company name and logo must be clearly labeled on the underside of all mats. 2. Mats shall be heavy traffic, rubber-backed, dirt and moisture trapping pile entrance mats. The color of the mats to be determined by the VA prior to implementation of the contract. 3. Exterior mats should be black with wide trap treads. 4. All mats must have appropriate backing for where they will be placed, (i.e. smooth back for tiled areas, gripper back for carpeted areas). 5. Any VA owned mats will be picked up, cleaned, and placed weekly as are the contractor mats on a rotating basis. D. QUALITY ASSURANCE: The Government will inspect mats daily; any found deficient in either cleanliness or wear will be requested to be removed immediately. Performance Objective Performance Threshold Contractor provides and maintains mats to meet the government s needs. No more than one failure per contract period E. PLACE OF PERFORMANCE: Alvin C. York Campus in Murfreesboro, TN: 3400 Lebanon Road Murfreesboro, TN 37129 Nashville VA Medical Center Campus in Nashville, TN: 1310 24th Ave. S Nashville, TN 37212 F. PERIOD OF PERFORMANCE: VA owned mats will be picked up, cleaned, and placed weekly as are the contractor mats on a rotating basis. Base Period: 04-01-2026 to 03-31-2027 Option Year 1: 04-01-2027 to 03-31-2028 Option Year 2: 04-01-2028 to 03-31-2029 Option Year 3: 04-01-2029 to 03-31-2030 Option Year 4: 04-01-2030 to 03-31-2031 G. CONTRACTOR PERSONNEL BADGES AND PARKING: 1. The contractor shall provide the COR with a list of contractor employees expected to enter the buildings to pick up confidential documents. While on VA premises, all contractor personnel shall comply with the rules, regulations, and procedures governing the conduct of personnel and the operation of the facility. 2. An access badge will be given to the contractor s employee upon entrance into VA buildings. The contractor employee must safeguard the access badge and immediately report any lost, stolen, or destroyed badges to the COR. All contract personnel must properly display their access badges. Access badges must be worn at or above the waist (facing forward.). The contractor s employees must return the access badge(s) to the COR or designee at the end of each pick up process. 3. The contractor shall be required to comply with all security policies/requirements of (your facility). 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. 4. It is the responsibility of the contractor s personnel to park in the appropriate designated parking areas. Parking information shall be coordinated with each facility COR. 5. Nashville nor Murfreesboro TVHS does not validate or make reimbursement for parking violations of the contractor s personnel under any circumstance. H. INTERFERENCE TO NORMAL FUNCTION: Contractors may be required to interrupt their work at any time so as not to interfere with the normal functioning of the facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment and carts. 1. In the event of an emergency, contractor services may be stopped and rescheduled at no additional cost to the government. 2. Contractor personnel shall inform the COR or the designee of the need to gain access to secured areas. If access is required to secure areas, prearranged scheduling will be made with COR or designee. I. SITE REGULATIONS: All work shall be performed in accordance with TVHS rules & regulations. The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this sources sought announcement. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service-Disabled Veteran Owned Small Businesses. However, if there are insufficient Service-Disabled Veteran Owned Small Business responses, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 8122332 ($47 million). Notice to potential offerors: Due to the government shutdown and delay in registration processes, all offerors who provide goods or services to the United States Federal Government must be registered and have an active registration in the System for Award Management (SAM) at www.sam.gov prior to response to this Sources Sought Notice. Additionally, all Service-Disabled Veteran Owned Small Businesses or Veteran Owned Small Businesses must be registered with U.S. Small Business Administration (SBA) located at http://veterans.certify.sba.gov. Responses to this notice shall be submitted via email to delaney.dickey@va.gov. Telephone responses will not be accepted. Questions must be submitted no later than 11/12/2025 12:00 PM Central Standard Time (CST). Responses must be received no later than 11/18/2025 10:00 AM CST.