9905--Notice of intent to solicit and negotiate with only one source under authority 38 USC 8127(c) for signage

Special Notice Notice of intent to solicit and negotiate with only one source under authority 38 USC 8127(c) for signage. Notice of intent to solicit and negotiate with only one source under the authority of 38 USC 8127(c). The Department of Veterans Affairs, Veteran Health Administration, Veterans Integrated Service Network (VISN) 8, Network Contracting Office 8, C.W. Bill Young Healthcare System, 10,000 Bay Pines Boulevard, intends to solicit and negotiate a sole source requirement with SDV Office Systems, 26 Macallan Lane, Asheville, NC 28805, under the Authority 38 U.S.C. 8127(c)), to direct award to a service-disabled veteran owned small business; sole source awards above the simplified acquisition threshold, (Citation: 41 U.S.C. 3304(a)(5), as authorized by 38 U.S.C. 8127(c)). VAAR 819.7007(a) states A contracting officer may award contracts to SDVOSB concerns on a sole source basis provided: (1) The anticipated award price of the contract (including options) will not exceed $5 million; (2) The requirement is synopsized in accordance with FAR part 5; (3) The SDVOSB concern has been determined to be a responsible contractor with respect to performance; and (4) Award can be made at a fair and reasonable price. NAICS code: 339950 Signs, Advertising Displays, and Identification Plates, (SBA Size Standard 500 Employees). SDV Office Systems, LLC is the only one responsible source and no other supplies or services will satisfy agency requirements. This requirement is a follow-on to an ongoing project competitively awarded last year under General Services Administration (GSA) delivery order #47QSMA18D08QQ 36C24821F0428 for updates, replacements, and new signage to match the existing signage at the VA Bay Pines campus. The agency s minimum needs can only be satisfied by unique supplies or services available from only one source or only one supplier with unique capabilities, as named herein. Work shall be performed under a one task order, against a GSA contract at a firm fixed price. Work performed on the facility shall be undertaken with the utmost care to ensure to match existing interior and exterior signage. Work undertaken at the site shall minimize disruption of on-going VA operations. SDV Office Systems, LLC previously was selected the as the existing and already approved component system. As the designer of record, this is the only firm with knowledge and information to perform the required follow-on supplies/services. Another firm would be required to duplicate the entire design effort, creating unnecessary and substantial delays and costs to the Government that are not warranted or recoverable. The time it would take a new signage firm to ascertain/encapsulate all the design elements would create unacceptable delays in fulfilling the agency s requirements. The estimated costs are anticipated to be above the simplified acquisition threshold and award is expected to be completed in the summer of 2022. THIS NOTICE OF INTENT IS NOT A REQUEST FOR COMPETITIVE QUOTES. However, interested parties may identify their interest and capability to respond to this requirement no later than July 7, 2022, 11:00 AM, Eastern Standard Time (EST). A determination not to compete this requirement, based upon responses to this notice, is solely within the discretion of the Government. Information received will be considered solely for the purpose of determining whether to conduct a competitive procurement. The Department of Veterans Affairs, NCO 08 will NOT be responsible for any costs incurred by interested parties in responding to this notice of intent. Only written responses will be considered. All responses from responsible sources will be fully considered. As a result of analyzing responses to this notice of intent, the Government shall determine if a solicitation will be issued. Any prospective contractor must be registered in the System for Award Management (SAM) to be eligible for award. Also, the prospective contractor shall be an Original Equipment Manufacturer (OEM) authorized dealer, authorized distributor, or authorized reseller to the Department of Veterans Affairs for the proposed signage system such that OEM warranty and products/services are provided and maintained by the OEM. All software licensing, warranty and service associated with the products/system shall be in accordance with the OEM terms and conditions. All documents submitted will not be returned. All interested parties shall submit clear and convincing documentation demonstrating their capabilities to satisfy the requirements listed to Janice Fornaro by email at [email protected]. The capability documentation should include general information and technical background describing in detail the prospective contractor's capabilities and experience that will demonstrate the ability to support this requirement. Instructions for Submitting Responses: DUE DATE AND TIME: JULY 7, 2022, at 11:00 AM EST SUBMISSION: Interested parties are encouraged to furnish information by email only using Signage 36C24822Q1160 in the subject line. Submit all responses via electronic mail to Janice Fornaro, Contract Specialist at [email protected]. See Statement of Need below: Department of Veterans Affairs (VA) C.W. Bill Young Health Care System Bay Pines, Main Campus Signage Replacements and New Signage Statement of Need/Salient Characteristics Brand Name Only PART 1 GENERAL GENERAL SCOPE & VENDOR REQUIRMENTS The VA C.W. Bill Young Healthcare System (Bay Pines Campus) has a requirement for updates to the existing interior and exterior sign system for the Bay Pines main campus which will involve wayfinding in Building 71 & 101: CLC (Community Living Center), including Buildings 100 and 106. The solution must be brand name and function and match finishes and sizes exactly that are currently VA approved, designed, and installed; therefore, continuing to provide the VA patients with a consistent, interchangeable, and unfailing signage system. The scope of this project includes sign updates in buildings on campus, changing room numbers, updating room names, replacing out of date sign panels/messages, creating new sign inserts to fit existing sign holders, converting some screen-printed panels to pockets, replacing signage (within the sign standard below), updating all stairwells, and National Fire Protection Association (NFPA) signage to meet the latest VA and code requirements, performing additional exterior signage changes/ replacements and refreshing the signage on Floors 2-5 of Building 100, main hospital. The existing signage must be upgraded with only the current Contractor s signage and software as this requirement is a follow-on to an ongoing project competitively awarded last year. It requires the same standards that are throughout the facility from the last sign project. This is a brand name procurement with authority under 38 USC 8127(c) to direct award to a service-disabled veteran owned small business. Sole source awards above the simplified acquisition threshold. (Citation: 41 U.S.C. 3304(a)(5), as authorized by 38 U.S.C. 8127(c)). VAAR 819.7007(a) states A contracting officer may award contracts to SDVOSB concerns on a sole source basis provided: (1) The anticipated award price of the contract (including options) will not exceed $5 million; (2) The requirement is synopsized in accordance with FAR part 5; (3) The SDVOSB concern has been determined to be a responsible contractor with respect to performance; and (4) Award can be made at a fair and reasonable price.  The importance of implementing a consistent and interchangeable system is stressed in the VA Central Office Signage Guidelines (Technical Information Library (TIL)) stating, (1) Implementation of a component system requires commitment to a specific manufacturer s system , (2) Once a component system from a manufacturer is selected, it should become the standard for the facility and, (3) Once a particular manufacture s system is selected for a sign program, ongoing maintenance and replacement signs will need to come from that same manufacture s component system . See below excerpts from the VA TIL: There will be considerable cost savings and non-cost advantages updating the already existing and approved component-based system. This includes faster procurement and implementation for critical items; at a fraction of the cost of full system replacement and minimized facility disruption. The proposed signage and wayfinding package must meet all Federal and Department of Veterans Affairs requirements for safety and compliance including Americans with Disabilities Act (ADA), Architectural Barriers Act Accessibility Standard (ABAAS), Commission on Accreditation of Rehabilitation Facilities (CARF), Joint Commission on Accreditation of Healthcare Organizations (JACO) and NFPA. This project requires the Contractor to have significant experience with healthcare signage, wayfinding analysis and design, programming, and installation specific to the already existing signage, interchangeable and readily available without duplication of efforts to complete this project in a timely, cost-effective manner. The wayfinding system to matching the existing system are of the utmost importance and value to this project. Signs shall meet all salient characteristics, match and be interchangeable with the C.W. Bill Young Healthcare Systems (Bay Pines) Sign Standard. Drawings, Specifications and Estimated Sign Quantities are provided below. 1.0a REPLACEMENT AVAILABILITY All signs must be American made and warrantied by the manufacturer. All work shall be closely coordinated with the designated VA personnel. The various phases shall be closely supervised by the design/build contractor and regular on-site planning meetings between all parties are mandatory. 1.0b ENVIRONMENTAL INITIATIVES It is important to the VA that the vendor and the products provided are manufactured with sustainability and environmental attributes in mind. Aluminum and extruded products for interior and exterior must feature 75% recycled content or higher. All composite board or hard board products should be EPP Downstream certified for low formaldehyde content and sustainable practices. 1.1 DELIVERY AND STORAGE A. Deliver materials to job in manufacturer's original sealed containers with brand name marked thereon. Protect materials from damage. B. Package to prevent damage or deterioration during shipment, handling, storage, and installation. Maintain protective covering in place and in good repair until removal is necessary. C. Deliver signs only when the site and mounting services are ready for installation work to proceed. D. Store products in dry condition inside enclosed facilities. E. The VA will not receive or store any containers for the project. Contractor is to be on site for receiving and storing of all shipments. 1.2 APPLICABLE PUBLICATIONS A. The publications listed below form a part of this specification to the extent referenced. The publications are referenced in the text by the basic designation only. B. American Society for Testing and Materials (ASTM): B209-01.................Aluminum and Aluminum-Alloy Sheet and Plate. B221-05.................Aluminum and Aluminum-Alloy Extruded Bars, Rods, Wire, Shapes, and tubes. C. Federal Specifications (Fed Spec): MIL-PRF-8184F...........Plastic Sheet, Acrylic, Modified. MIL-P-46144C..............Plastic Sheet, Polycarbonate. D. Federal Highway Administration Manuals on Uniform Traffic Control Devices for Street and Highways. E. Americans with Disabilities Act 1990. 1.3 SALIENT CHARACTERISTICS A. ARCHITECTURAL Series Wall Mounted Signage (Refer to Attached Drawings for Sign System Standards below): 1. Tactile and Braille Characters, raised minimum 0.793 mm (1/32 in). Characters shall be accompanied by Grade 2 Braille where required by ADA. 2. Type Styles: Refer to Drawing Standards for Approved Design 3. Character Height: Comply with ADA regulations and sign standards. 4. ADA Required Symbols (Pictograms): Equivalent written description shall be placed directly below symbol, outside of symbol's background field. Border dimensions of symbol background shall be minimum 150 mm (6 in) high. 5. Finish and Contrast: Signs shall be non-glare acrylic finish with adequate contrast. Refer to Drawing Standards for Approved Design 6. Mounting Location and Height: Mount on wall adjacent to the latch side of the door in accordance with ADA and to avoid door swing / protruding objects. 7. Aluminum frame is clear anodized with a minimum of 75% recycled content. 8. Signs / pockets shall be magnetically mounted into extruded aluminum sign frame. 9. Signs must mechanically fasten to the wall (no adhesive mounting unless special exception in area exists). Approval by VA Point of Contact (POC) is required. 10. Room ID signs shall have an insert software program with unlimited licenses that auto scales copy allowing signs to be updated in house on any standard computer and printer. A Microsoft word program is not acceptable in lieu of the software. 11. Subsurface color and graphics unless required otherwise for ADA. 12. Color and graphics shall be subsurface digitally printed direct to substrate with a variable dot pattern, UV Ink containing NO VOCs and LED curing. Painting, screen printing and laminates shall NOT be used. B. CONTINUUM Series Wall Mounted Signage (Refer to Attached Drawings for Sign System Standards below): 1. Tactile and Braille Characters, raised minimum 0.793 mm (1/32 in). Characters shall be accompanied by Grade 2 Braille where required by ADA. 2. Type Styles: Refer to Drawing Standards for Approved Design 3. Character Height: Comply with ADA regulations and sign standards. 4. ADA Required Symbols (Pictograms): Equivalent written description shall be placed directly below symbol, outside of symbol's background field. Border dimensions of symbol background shall be minimum 150 mm (6 in) high. 5. Finish and Contrast: Signs shall be non-glare acrylic finish with adequate contrast. 6. Mounting Location and Height: Mount on wall adjacent to the latch side of the door in accordance with ADA and to avoid door swing / protruding objects. 7. Signs / pockets shall be mounted into extruded aluminum sign frame system with a spring clip loading feature to accept varying material thicknesses during in field operation from 1/16 to 1/2 . 8. Aluminum frame/system to be clear anodized with a minimum of 75% recycled content. Profile depth shall be .75 with a subtle radius and chamfer profile. Aluminum holder shall have precision mitered corners that are mechanical assembly via concealed fasteners. 9. Signs must mechanically fasten to the wall (no adhesive mounting unless special exception in area exists). 10. Room ID signs shall have an insert software program with unlimited licenses that auto scales copy allowing signs to be updated in house on any standard computer and printer. 11. Subsurface color and graphics unless required otherwise for ADA. 12. Color and graphics shall be subsurface digitally printed direct to substrate with a variable dot pattern, UV Ink containing NO VOCs and LED curing. Painting, screen printing and laminates shall NOT be used. SPECIFIC minimum requirements to patient notification signs (CareTabs) 13. Patient specific information messages (i.e., Fall Risk, Fluid Restrictions, Wheelchair Required, etc.) shall be printed on a tear and water-resistant card stock substrate. 14. Patient specific information messages shall be quickly and easily revealed or concealed via a tamper resistant face requiring at least two directions of motion. 15. Patient specific information messages shall be storable and interchangeable within a sign component which matches the frame finish to maximize the number of available message options. 16. The sign component which houses the patient specific information messages shall have a containment feature which keeps all housed contents held securely within while also providing a means for simple removal of all contents. 17. Patient information messages and holders must match other Continuum signs for a cohesive esthetic. B. Exterior Signage (Refer to Attached Drawings for Sign System Standards): 1. All aluminum extrusions MUST contain 75% recycled content. 2. All pylon signs must be supported using two interior steel schedule 40 poles direct buried into concrete footing. 3. Post and Panel minimum sign cabinet depth 3.25 4. All illuminated signs to have routed aluminum faces. 5. All signs to be component based with changeable faces. 6. All Illuminated signs to use GE Tetra Mini LEDS. 7. Style: Curve & Asymmetrical Curve 8. Posts: 3 ¾ Round Black Posts w/ Key Slot 9. Post & Panel Mounting: Direct Burial with above ground concrete pad 10. Pylon Mounting: Direct Burial w/ schedule 40 steel poles. PART 2 DETAILED SCOPE Detailed Scope is in Addition to the General Scope Listed Above: A. Interior Room Identification Where required the vendor shall program, manufacture, and install new or updates to existing interior room and identification signs. This will involve programming and sign location plans being prepared including a complete sign message schedule identifying each sign, its message, and its type. Interior Room Identification should follow the standard already set by the VA per attached drawings, below. Room Identification signs must feature an open license application that auto scales the copy to fit each sign approximately for creating new sign inserts in house on any standard computer or printer. B. Directional and Wayfinding Signage Where required the vendor shall program, manufacture, and install new or updates to existing directional and wayfinding signs. These signs shall be programmed, manufactured, and installed including a complete sign message schedule identifying each sign, its message, and its type. Sign location plans shall be prepared showing the placement/location of directional signs. A report must accompany this identifying the general wayfinding theory, themes and plan being implemented. Directional and Wayfinding signage should follow the design standard already set by the VA per attached drawings below. This is more than a sign replacement and requires an experienced wayfinding designer. C. Life Safety and Regulatory Signage Where required the vendor shall program, manufacture, and install new or updates to existing life safety and regulatory signs. These signs shall be programmed manufactured and installed including life safety, code, and regulatory signage. This will involve programming and sign location plans being prepared for regulatory, code and life safety signs. Life Safety and Regulatory signage should follow the design standard already set by the VA per attached drawings below. D. Exterior Signage Where required the vendor shall program, manufacture, and install new or updates to existing exterior signage. This shall include a complete sign message schedule identifying each sign, its message, and its type. Sign location plans shall be prepared showing the placement/location of directional signs. A report must accompany this identifying the general wayfinding theory, themes and plan being implemented. Directional and Wayfinding signage should follow the design standard already set by the VA. This is more than a sign replacement and requires an experienced wayfinding designer. PART 3 PRODUCTS 3.1 GENERAL A. Signs of type, size and design shown on the drawing below and as specified represent the intent and guideline for the new signage system. B. Signs complete with lettering, framing and related components for a complete installation. C. Provide graphics items as completed units produced by a single manufacturer, including necessary mounting accessories, fittings, and fasteners. D. Do not scale drawings for dimensions. Contractor is to verify and be responsible for all dimensions and conditions shown by these drawings below. Resident Engineer to be notified of any discrepancy in drawing, in field directions or conditions, and/or of any changes required for all such construction details. E. The Sign Contractor, by commencing work of this section, assumes overall responsibility, as part of his warranty of work, to assure that assemblies, components, and parts shown or required within the work of the section, comply with the Contract Documents. The Contractor shall further warrant that all components specified or required to satisfactorily complete the installation are compatible with each other and with conditions of installations. 3.2 SIGN STANDARDS / CONSTRUCTION ARCHITECTURAL Series Interior Signage Signs are composed of a two ply and three ply construction, the first ply being 1/16" thick matte finish acrylic, the second ply being 4mm thick closed cell PVC, and the laminate adhesive being a double coated pressure sensitive polypropylene film rated at 56 oz/in minimum adhesion per PSTC-1.Pocket signs created using No. 38 -.080 separating rib(s) to form insert space for custom computer generated acetate (the use of adhesive strips instead of acrylic is not acceptable). Signs to nest into Type OS22 custom extruded, precision mitered, aluminum frame composed of clear anodized aluminum with a minimum of 75% recycled content. Frame is to be assembled with a two-part epoxy process using composite board back plate made of recycled content and EPP Downstream Certified. The room number portion to use injected molded ABS characters. Grade II Braille to be produced with high pressure surface beading directly below tactile number 3/16 minimum. Braille translation via Duxbury Braille translator. Wood accents shall be fabricated from multi-layered fire retardant thermo plastic sheet with a class A decorative embossed film in the finish specified. Color and graphics shall be subsurface digitally printed direct to substrate with a variable dot pattern, UV Ink containing NO VOCs and LED curing. Painting, screen printing, and laminates shall not be used. Surface color or copy is not acceptable unless required for ADA compliance. CONTINUUM Series Interior Signage Sign components shall utilize a component-based sign system with a type II class I extruded aluminum frame composed of clear anodized aluminum with a minimum of 75% recycled content. Aluminum holder shall have precision mitered corners that are mechanical assembly via concealed fasteners (gluing framing extrusions to a back-plate or other means for a non-mechanical assembly is not acceptable). Aluminum frame profile depth shall be .75 with a subtle radius and chamfer profile design elements for a modern and timeless aesthetic. Completed frame assembly must be available in size increments of not more than an ¼ in both length and width to provide unlimited holder dimension options to meet various needs. All extrusion and aluminum components shall be manufactured in the USA. System shall feature a spring clip loading feature or similar for sign contents. This will allow the system to: a) Readily accept sign parts and design elements of various thicknesses (room numbers, inserts, paper, dry erase, woods, metals, etc.) while in service after installation without customization to maximize system flexibility b) Feature a push and slide method for insert and component removal requiring no special tools. c) Allow sign inserts and components to be easily removed with no portion of the frame requiring disassembly. Interior Sign Parts to Go in Sign Holder System Acrylic parts are composed of a two ply and three-ply construction, the first ply being 1/16" thick matte finish acrylic, the second ply being 4mm thick closed cell PVC, and the laminate adhesive being a double coated pressure sensitive polypropylene film rated at 56 oz/in minimum adhesion per PSTC-1T. The room number portion to use injected molded ABS characters. Grade II Braille to be produced with high pressure surface beading directly below tactile number 3/16 minimum. Braille translation via Duxbury Braille translator. Wood accents shall be fabricated from multi-layered fire-retardant thermo-plastic sheet with a class A decorative embossed film in the finish specified. Color and graphics shall be subsurface digitally printed direct to substrate with a variable dot pattern, UV Ink containing NO VOCs and LED curing. Painting, screen printing, and laminates shall not be used. Surface color or copy is not acceptable unless required for ADA compliance. Exterior Signage: Signs shall be manufactured from extruded aluminum alloy --pre-assembled, precision machined sections then disassembled and primed with zinc chromate primer followed by electro-static painting using DuPont Emron two-part catalytic polyurethane 1.5 2.0 mils including primer. Oven baked for 20 minutes at 300 degrees. All extruded aluminum to have a minimum of 75% recycled content. (ASTM B221, B241, B209) UL listed and approved UL48 posted on sign. Site plans to be digitally produced and printed 3D replications of all necessary structures printed on Scotch cal exterior grade vinyl and laminated to 1/8 clear polycarbonate as back plate. Listings shall be digitally reproduced on vinyl and polycarbonate in a similar fashion. All sign extrusions must match existing. All pylon signs must be supported using two interior steel poles direct buried into a concrete footing. 3.3 FABRICATION A. Design components to allow for expansion and contraction for a minimum material temperature range of 56 °C (100 °F), without causing buckling, excessive opening of joints or over stressing of adhesives, welds, and fasteners. B. Form work to required shapes and sizes, with true curve lines and angles. Provide necessary rebates, lugs, and brackets for assembly of units. Use concealed fasteners whenever and wherever possible. C. Shop fabricate so far as practical. Joints fastened flush to conceal reinforcement or welded where thickness or section permits. D. Contact surfaces of connected members are true; assembled so joints will be tight and practically unnoticeable, without use of filling compound. E. Signs shall have fine, even texture and be flat and sound. Lines and miters sharp, arises unbroken, profiles accurate and ornament true to pattern. Plane surfaces must be smooth flat and without oil-canning, free of rack and twist. The maximum variation from plane of surface is plus or minus 0.3 mm (0.015 inches). Restore texture to filed or cut areas. F. Level or straighten wrought work. Members shall have sharp lines and angles and smooth surfaces. G. Extruded members to be free from extrusion marks. Square turns and corners sharp, curves true. H. Drill holes for bolts and screws. Conceal fastenings where possible. Exposed ends and edges mill smooth, with corners slightly rounded. Form joints exposed to weather to exclude water. I. Finish hollow signs with matching material on all faces, tops, bottoms and ends. Edge joints tightly mitered to give appearance of solid material. J. All painted surfaces properly primed. Finish coating of paint to have complete coverage with no light or thin applications allowing substrate or primer to show. Finished surface must be smooth, free of scratches, gouges, drips, bubbles, thickness variations, foreign matter, and other imperfections. K. Movable parts, including hardware, are to be cleaned and adjusted to operate as designed without binding or deformation of members. Doors and covers centered in opening or frame. All contact surfaces fit tight and even without forcing or warping components. PART 4 EXECUTION 4.1 INSTALLATION A. Protect products against damage during field handling and installation. Protect adjacent existing and newly placed construction and finishes as much as possible during installation to limit wall damage. B. Mount signs in proper alignment, level and plumb according to the sign location plan and the dimensions given on elevation and sign location drawings. Where otherwise not dimensioned, signs shall be installed where best suited to provide a consistent appearance throughout the project. When exact position, angle, height, or location is in doubt, contact Resident Engineer for clarification. C. Existing signage removal and wall restoration if required is not part of this projects scope. E. Exterior - Vendor is responsible for having all public utilities marked prior to any exterior excavation work. The VA will provide the Contractor an underground utility map with clear data points for all private utilities. F. Exterior - Vendor shall be responsible for excavation, masonry plinths, and concrete foundations. G. Exterior - Area must be returned to original grade after sign installation. Landscape restoration (replanting of shrubs, flowers, etc.) and utilities to sign locations if required are outside the scope of this project. H. Prior to installation all location must be marked and approved by the COTR. Price: Pricing must be broken down by sign type, quantity, unit cost and extension. Installation and design shall be a firm fixed cost. There may be a variation in sign quantity for this requirement after the programming of each sign location is complete. Quantity of signs are not subject to change until after award and only with prior approval from the VA Interior Designer and the VA Contracting Officer. Labor/ Services must be listed on separate line item(s), other than the product line items Project Performance Time The contractor performance period shall be 730 calendar days which includes time needed to submit, review, and approve all drawings, submittals, installations, and final inspection. Location and Access Bay Pine VA Health Care System CW Bill Young Campus, Bldg. 100, Bldg. 101, 106 & Bldg. 71 10000 Bay Pines Blvd Bay Pines, FL 33744 POC: C.W. Bill Young, Bay Pines, FL Interior Design Work Hours The contractor shall perform the work at the site during or after clinical hours including weekends, unless hours are modified by the VA POC Interior Designer. The contractor will not access the job site for the performance of any portion of the work beyond these hours, nor during Federal holidays. Coordinator The contractor shall coordinate with the VA POC and all work shall be coordinated with other trades involved in the project. Signage System Standards Estimated Sign Quantities Security Language