SAM #36C24827Q0040

VA market research for annual holiday decoration rental, installation, and removal services

The Department of Veterans Affairs is researching an annual holiday-decoration rental and installation service for its Bay Pines-area facilities and community clinics. - Government buyer: Department of Veterans Affairs, Network Contracting Office 8 (NCO 8), for Bay Pines VA Healthcare System, the VA Regional Office, Lee County Healthcare Center, and associated community-based outpatient clinics. William Penhallegon is identified as the Contracting Officer. - Opportunity status: Sources Sought market research, not a request for bids or quotes. The VA is seeking capability information from qualified small businesses, particularly SDVOSBs. - OEMs and vendors: No decoration manufacturers, OEMs, or commercial vendors are named in the provided materials. - Requested decorations: Artificial Kennedy fir, Cambridge spruce, and balsam fir slim trees; warm-white LED lights; wheeled metal stands; white and silver ornaments and skirts; wrapped packages; poinsettias; wreaths; bows; and menorahs. The detailed schedule includes 2 Kennedy fir trees, 2 Cambridge spruce trees, 6 balsam fir slim trees, 13 stands, 795 filler ornaments, 520 minor ornaments, 490 major ornaments, 42 wrapped packages, 56 red poinsettias in white containers, 18 silk poinsettias, 18 additional poinsettias, 18 scheduled wreaths, and 8 bows. Menorah and skirt quantities are not specified. - Services and notable requirements: The contractor is responsible for project coordination, design and specifications, ordering, delivery, installation, removal, storage, and replacing damaged or defective decorations. The work also includes removing light-pole banners, installing VA-provided holiday banners, and returning the original banners after the season. Decorations must be installed no later than one week before Thanksgiving and removed no later than one week after New Year’s Day. Other stated requirements include $1 million liability insurance, relevant state certification, compliance with VA security and facility requirements, and 24-hour response capability.

Description

Good day, SDVOSBs, VOSBs, and SBs This Sources Sought is issued solely for informational and planning purposes only. It does not constitute the issuance of a solicitation or a promise to issue a solicitation in the future. The purpose of this notice is to conduct market research and obtain information from qualified SDVOSB businesses. This is not a request for bids, quotes, offers, or proposals. The responses to this announcement will assist in determining the socio-economic status, such as an SDVOSB set-aside if feasible. If insufficient SDVOSB responses are received to establish the basis for setting this requirement aside for SDVOSBs, the requirement may be solicited as a VOSB or an SB set-aside, in which case all interested parties responding shall be eligible to compete. Please reply in the affirmative via email if you are interested and can provide the required service/product for this requirement. Please provide your capability statement. I will accept responses for this Sources Sought until October 15, 2026, at 14:00 EST. Thanks.

Statement of Work

1.0 General Scope Annual rental contract for seasonal holiday decorations as outlined in the following scope of work. Firm Fixed Price contract for base year and four one-year options. A site visit is highly recommended in order to accurately price your bid due to the number of buildings, locations, and the quantity of decorations involved. The seasonal decorations, quantities, and locations are subject to change due to construction, renovation, occupancy type, or activations. Changes will be provided in writing to the contract holder. Locations: Bay Pines VA Healthcare System main campus & VA Regional Office10,000 Bay Pines BlvdBay Pines, Florida 33744 Lee County Healthcare Center2489 Diplomat Parkway EastCape Coral, FL 33909

2.0 Performance Requirements The contractor shall provide and be responsible for the technical assistance, development, and generation of final specifications. Seasonal decorations are to be installed at 10000 Bay Pines Blvd, Bay Pines, FL 37344, and will be required in November 2026. Duty hours will be 7:00 am–3:30 pm. The Government-recognized U.S. holidays are: New Year's Day, Martin Luther King, Jr. Day, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. If the holiday falls on Sunday, it is observed on Monday. The contractor shall: Provide specific information needed by the contractor to further detail task order/project needs. Coordinate and provide project management of all products and services to manage, design, order, ship, deliver, and install holiday decorations from the contractor until final acceptance by Point of Contact (POC).

Period of Performance Base Year: 11/15/2026–11/14/2027 Option Year 1: 11/15/2027–11/14/2028 Option Year 2: 11/15/2028–11/14/2029 Option Year 3: 11/15/2029–11/14/230 Option Year 4: 11/15/2030–11/14/2031

Vendor Requirements All potential vendors must carry a one-million-dollar liability insurance policy. All potential vendor employees must be state certified with BMP (Best Management Practices). All employees of potential vendors must always be in company uniform when on VA property. Potential vendors must notify the POC when on site at all times. Potential vendor vehicles must park in designated areas only. Potential vendors must follow all VA background requirements as necessary. Potential vendors must adhere to all VA rules and regulations and limit interaction with patients, visitors, and employees. Potential vendors are to respect patient privacy, facility safety, and infection control practices at all times. Potential vendors are never to interfere with or disrupt medical center operations. Potential vendors are to have active commercial accounts in similar size and scope, providing references of those accounts. Potential vendors must be able to respond to service needs within 24 hours. Damage to or theft of seasonal decorations is the potential vendor's liability, and the vendor will provide immediate replacement. Holiday decorations will be used for no more than four holiday seasons. Reselection of the color and design of replacement decorations will be done by the medical center when requested. Holiday decorations must be installed no later than one week before Thanksgiving and removed no later than one week after New Year's Day. Holiday decorations are installed, removed, and stored by the potential vendor. The vendor assumes all liability for installation of plants and holiday seasonal decorations to ensure they do not harm or damage the physical environment.

3.0 Kickoff Meeting The prime contractor(s) shall participate in a kickoff meeting within ten (10) days of task order issuance, in person at [location]. Time and date will be determined by the VA Point of Contact.

4.0 Submission of Questions Questions: All questions must be received by [date determined by acquisitions]. All questions submitted for this solicitation must be electronically sent to the following email address: [insert CO email or contact information here]. Questions received after the stated date and time may be addressed at the discretion of the Contracting Officer.

5.0 Submission of Quotation Quote Submission: The contractors shall submit a complete emailed electronic copy in Portable Document Format (.pdf) or Microsoft Excel (.xls) format of:

3.0 Product Locations and Description of Seasonal Holiday Decorations

Building 100: Vestibule / Planter Beds 18 each — 8" silk red and white poinsettias in 8" silver containers

Building 100: Lobby / Information Desk 1 each — Kennedy Fir Tree, 9' tall × 65" wide; 3,128 tips 850 warm LED white lights 2 each — Metal tree stands with wheels, 29" Trees decorated in a white and silver color theme 100 filler ornaments, white and silver (50 per tree) 80 minor ornaments, 2"–3", white and silver (40 per tree) 60 major ornaments, 3"–6", white and silver (30 per tree) Silver lamé tree skirt (4 yards per tree) 14 each — Medium wrapped packages, 12 × 12 × 12 (7 per tree), in white and silver wrapping paper with silver bow for accent Menorah

Building 100: Cobb Room / Stage 1 each — Cambridge Spruce Tree, 12' tall × 62" wide; 3,950 tips 1,250 warm LED white lights 2 each — Metal tree stands with wheels, 34" Trees decorated in a white and silver color theme 180 filler ornaments, white and silver (90 per tree) 100 minor ornaments, 2"–3", white and silver (50 per tree) 100 major ornaments, 3"–6", white and silver (50 per tree) Silver lamé tree skirt (5 yards per tree) 14 each — Medium wrapped packages, 12 × 12 × 12 (7 per tree), in white and silver wrapping paper with silver bow for accent Menorah

Building (71): Hospice Family Room 2 each — Balsam Fir Slim Trees, 9' tall × 51" wide; 1,617 tips 750 warm LED white lights; undecorated 2 each — Metal tree stands with wheels, 29" Menorah

Building 100: Outpatient Entrance, 1st Floor Glass Windows at Pharmacy 1 each — Balsam Fir Slim Tree, 7.5' tall × 44" wide; 1,185 tips 550 warm LED white lights 2 each — Metal tree stands with wheels, 29" Tree decorated in a white and silver color theme 150 filler ornaments, white and silver (75 per tree) 100 minor ornaments, 2"–3", white and silver (50 per tree) 100 major ornaments, 3"–6", white and silver (50 per tree) Silver lamé tree skirt (3 yards per tree) Menorah

CLC West / Open Area 1 Balsam Fir Slim Tree, 9' tall × 51" wide; 1,617 tips 750 warm LED white lights 1 metal tree stand with wheels, 29" Tree decorated in a white and silver color theme 75 filler ornaments, white and silver 50 minor ornaments, 2"–3", white and silver 50 major ornaments, 3"–6", white and silver Silver or white tree skirt (4 yards per tree) 8 bows with tails (2 at each nurse station) 8 poinsettias (2 at each nurse station) Menorah

CLC East / Open Area 1 Balsam Fir Slim Tree, 9' tall × 51" wide; 1,617 tips; 750 warm LED white lights 1 metal tree stand with wheels, 29" Tree decorated in a white and silver color theme 75 filler ornaments, white and silver 50 minor ornaments, 2"–3", white and silver 50 major ornaments, 3"–6", white and silver Silver or white tree skirt (4 yards per tree) Menorah

Building 111: Atrium 1 each — Kennedy Fir Tree, 10' tall × 65" wide; 3,128 tips 425 warm LED white lights 1 each — Metal tree stand with wheels, 29" Trees decorated in a white and silver color theme 50 filler ornaments, white and silver (50 per tree) 40 minor ornaments, 2"–3", white and silver (40 per tree) 30 major ornaments, 3"–6", white and silver (30 per tree) Silver lamé tree skirt (4 yards per tree) 14 each — Medium wrapped packages, 12 × 12 × 12 (7 per tree), in white and silver wrapping paper with silver bow for accent 2 — 24" wreaths with silver and white ornaments and a bow Menorah

Building 102: DOM / Dining Room 1 Balsam Fir Slim Tree, 7.5' tall × 44" wide; 1,185 tips 550 warm LED white lights 1 metal tree stand with wheels, 29" Tree decorated in a white and silver color theme 75 filler ornaments, white and silver 50 minor ornaments, 2"–3", white and silver 50 major ornaments, 3"–6", white and silver Silver or white tree skirt (4 yards) Menorah

Building 20 2 — 24" wreaths with silver and white ornaments and a bow

Exterior Banners Remove light pole banners and install VA-provided holiday banners. Return original banners at the end of the holiday season.

Lee County VA Building: Lobby / Open Area 1 Cambridge Spruce Tree, 12' tall × 62" wide; 3,950 tips 1,250 warm white lights 1 metal tree stand with wheels, 34" Trees decorated in a white and silver color theme 90 filler ornaments, white and silver 50 minor ornaments, 2"–3", white and silver 50 major ornaments, 3"–6", white and silver Silver or white tree skirt (5 yards) 18 poinsettias Menorah

Palm Harbor CBOC Distribution and Pick-up 6 — 8" red poinsettias in white containers2 — 24" wreaths with silver and white ornaments and a bow

St. Petersburg CBOC Distribution and Pick-up 6 — 8" red poinsettias in white containers2 — 24" wreaths with silver and white ornaments and a bow

Bradenton CBOC Distribution and Pick-up 12 — 8" red poinsettias in white containers4 — 24" wreaths with silver and white ornaments and a bow

Sarasota CBOC Distribution and Pick-up 6 — 8" red poinsettias in white containers2 — 24" wreaths with silver and white ornaments and a bow

Port Charlotte CBOC Distribution and Pick-up 6 — 8" red poinsettias in white containers2 — 24" wreaths with silver and white ornaments and a bow

Sebring CBOC Distribution and Pick-up 6 — 8" red poinsettias in white containers2 — 24" wreaths with silver and white ornaments and a bow

Naples CBOC Distribution and Pick-up 6 — 8" red poinsettias in white containers2 — 24" wreaths with silver and white ornaments and a bow

4.0 Receipt of Materials The contractor must be on hand to accept shipments; the Government will not accept shipments. Seasonal decorations and materials shall be carefully handled, properly stored, and adequately protected to prevent damage before and during installation, in accordance with the manufacturer's recommendations. Damaged or defective items shall be replaced. The location of the storage and staging area shall be designated by the COR. The contractor will be responsible for security of all seasonal decorations and materials. The contractor will coordinate a staging area with the COR. The contractor shall be responsible for restoring the area to its original condition at the completion of the work. The contractor shall be responsible for repairing any damage incurred to buildings or pavement as a result of delivery and storage. The Government maintains the option to modify the normal work week, days, and hours as necessary for the accomplishment of the VHA mission.

Work Required by Others The contractor will be required to comply with physical security guidelines by either checking in with the VA Police or VA POC each time they come on site to perform contracted services, or by obtaining a VA Contractor ID badge from the VA Police.

Work Required by Others All work required by other trades shall be identified under this section by the Bidder.

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