Inactive Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)

This Sources Sought Notice is for planning purposes only and shall not be considered as an invitation for bid, request for quotation, request for proposal, or as an obligation on the part of the Gover... This Sources Sought Notice is for planning purposes only and shall not be considered as an invitation for bid, request for quotation, request for proposal, or as an obligation on the part of the Government to acquire any products and/or services. Your response to this Sources Sought Notice will be treated as information only. No entitlement to payment of direct or indirect costs or charges by the Government will arise because of contractor submission of responses to this announcement or the Government use of such information. This request does not constitute a solicitation for proposals or the authority to enter negotiations to award a contract. The information provided may be used by the Department of Veterans Affairs in developing its acquisition approach, statement of work/statement of objectives and performance specifications. Interested parties are responsible for adequately marking proprietary or competition sensitive information contained in their response. The Government does not intend to otherwise pay for the information submitted in response to this Sources Sought Notice. The submission of pricing, capabilities for planning purposes, and other market information is highly encouraged and allowed under this Sources Sought Notice in accordance with (IAW) FAR Part 15.201(e). The purpose of this Sources Sought Notice announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HUBZone and other Small Businesses interested and capable of providing the products and/or services described below. Responses to this notice shall include the following: Does your company rent out pool tables? Does your company deliver, set up and breakdown afterwards? What geographic area of the United States will your company deliver rented pool tables and provide set up and breakdown services? If the answers to questions 1-3 are yes, is your company available to deliver and perform at any of the following locations and at the dates specified? Portland, Oregon: July 2 10, 2023 for up to three [3] consecutive days, including set up New Orleans, Louisiana: July 25 30, 2024 for up to three [3] consecutive days, including set up Additional Questions: In addition to the above questions where responses are utilized to determine a businesses technical ability and relativity, the following questions are asked in order to utilize the responses to identify any potential small businesses with an emphasis on SDVOSBs and VOSBs within the open market place as encouraged by the VA. In response to this RFI, please provide answers to the following questions: What is your Company Point of Contact Information? What is your Company s Socio-Economic Status? Please include: Size: Large or Small? If you are Small: Associated Economic Categories such as SDVSOB, VOSB, WOSB, etc.? Are you registered at www.SAM.gov ? Are you verified as a SDVOSB or VOSB at www.Vetbiz.gov ? What NAICS codes are associated with your business? Requirement: National Veterans Wheelchair Games [NVWG] - Billiards.  Please see attached Performance Work Statement for more specifics and details. The qualifying North American Industry Classification System Code [NAICS Code] is 713990 Lease or Rental of Equipment Recreational and Athletic Equipment and the 2022 SBA Size Standard of $ 9.0 Million. Important Information: The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this source sought synopsis request. 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 an acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. Currently a total set-aside for Service-Disabled Veteran Owned Small Business firms is anticipated based on the Veterans Administration requirement with Public Law 109-461, Section 8127 Veterans Benefit Act. However, if response by Service-Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open may be used. Affirmative responses to this notice shall be submitted via email to Orangella Bittick at Orangella.Bittick@va.gov. Telephone responses will not be accepted. Responses must be received no later than Tuesday, 10 January 2023, at 11:00 AM ET. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this sources sought. Responses to this sources sought notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation. PERFORMANCE WORK STATEMENT Title of Contract: National Veterans Wheelchair Games [NVWG] Billiards Scope of Work: The Contractor shall provide all labor and equipment to support a Nine Ball tournament for the National Veterans Wheelchair Games [NVWG] in various locations / states [Refer to Place(s) and Period(s) of Performance]. The Contractor will be responsible for delivery, set-up [including unloading, pre-leveling and leveling of tables], breakdown, and removal / loading of all equipment. The Contractor will provide an on-call point of contact during the Games who will be available on-site, if needed, for questions, troubleshooting and/or addressing any issues that may occur during the events. The requirement is to support a Nine Ball tournament and will necessitate the tables and accessories to be of regulation [Reference: Nine Ball Billiard Congress of America]. Awardee must be able to provide services for both event years in various locations per the event schedules. The contractor shall provide: 16 Pool Tables [7 only] does not have to be same style, just same angle and size 6 Hand Chalks 50 Pool Cues 16 Sets of Balls 16 Racks, specifically 8 ball racks 16 Bridges 16 Pool Cue Extenders The Contractor will be responsible for delivery and ensure equipment is set-up and ready for tournament a minimum of 3 hours prior to start time / the event site set up schedule in order to give sufficient time for officials to prepare for event start. The Contractor will also be responsible for equipment breakdown and removal of equipment within 2 hours after event end time / the event breakdown schedule. Services will include coordination with event / location representatives for deliveries, set up and breakdown. Background: The National Veterans Wheelchair Games [NVWG] represents the largest annual wheelchair sports event in the world and will take place over a period of eight [8] days in the host location. Participation in the NVWG is open to Veterans with spinal cord injuries and other physical disabilities that require the use of a wheelchair for competitive sports. The NVWG has over 22 events, which include air rifle, air pistol, archery, adaptive fitness, adaptive E-Sports, basketball, boccia, bowling, field, disc golf, cycling, motor rally, nine ball, pickleball, power soccer, quad rugby, slalom, softball, swimming, table tennis, track, trap shooting and weightlifting for over 550 Veterans in wheelchair. An estimated 186 Veterans participate in the nine-ball event at the NVWG. Objectives: The Contractor shall perform the mandatory tasks and provide the specific deliverables described below within the performance period stated in this Performance Work Statement [PWS]. If, for any reason, any deliverable cannot be delivered on time according to the below schedule, the Contractor shall provide a written explanation to the Program Managers [PM]/Contracting Officer Representatives [COR] thirty days prior to deliverable described in 4.2, 4.3, and 4.4 [refer to tables below] due dates. All other deliverables listed below Contractor shall provide a written explanation to the Program Manager [PM] / Contracting Officer s Representative [COR] within five days to deliverable. This written transmittal shall include a firm commitment of when the work shall be completed and cite the reasons for the delay and the impact on the overall project. The Contractor shall not commit or permit any act that interferes with the performance of work awarded to another Contractor or with the performance of Government employees. In any case where, in the course of fulfilling the contract requirements, the Contractor disturbs any work guaranteed under another separate contract, the Contractor must restore such disturbed work. Task 4.1: Provide a Written Project Plan Contractors Plan is comprehensive; risks are identified and quantified and include a mitigation plan; schedules present a work set-up and breakdown structure including associated activities with start and finish dates; detailed list of equipment and types; communications address internal and external customers and stakeholders for NVWG, based on specific event(s) schedule(s). Updates are provided in a timely manner and are thorough and complete. Task 4.2: Provide Billiard Tables and Accessories per Regulations The Contractor must provide: 16 Pool Tables [7 only]- does not have to be same style, just same angle and size 6 Hand Chalks 50 Pool Cues 16 Sets of Balls 16 Racks, specifically 8 ball racks 16 Bridges 16 Pool Cue Extenders Task 4.3: Deliver, Set-up [including pre-leveling and leveling of tables] The Contractor will be responsible for delivery, equipment necessary to set-up and ensure equipment is set-up and ready for tournament a minimum of 3 hours prior to start time / the set-up schedule in order to give sufficient time for officials to prepare for event start. Task 4.4: Breakdown and Removal of All Equipment The Contractor will also be responsible for equipment breakdown, removal of equipment and equipment necessary for removal within 2 hours after event end time or per the event set up / breakdown schedule. Services will include coordination with event / location representatives for deliveries, set up and breakdown. Task 4.5: On-Site Point of Contact / Manager / Supervisor The Contractor will provide an on-site point of contact during the Games and will be available on-call for questions, troubleshooting and/or addressing any issues that may occur during the events. Table 1, Mandatory Deliverable Mandatory Deliverables 4.1 Provide a Contractors Project Plan, per Event and Prior to Each Event Year - within 3 months of Event Start Date, by 1st of the Month National Veterans Wheelchair Games 1 per event, per year April 1, 2023 4.2 Provide number of Billiard Tables and Accessories per Regulations for each event and each contract year. [see list above] See List Above 3 hours prior to event start time, per the event schedules 4.3 Contractor will deliver, set-up [including unloading, pre-leveling and leveling of tables] equipment and accessories for the event [s]. Tables must be set up and ready to go by this time. National Veterans Wheelchair Games Set Up See List above Thursday, 7/6/2023 by 6pm *First competition starts Friday 7/7/23 at 8am 4.4 Contractor will breakdown and remove all equipment for the event [s]. All tasks must be done by noon. National Veterans Wheelchair Games breakdown All Saturday 7/8/2023 after 5pm OR Sunday 7/9/23 in the morning. 4.5 Contractor will provide an on-site point of contact / manager / supervisor to troubleshoot issues. All During event(s), per the pre-determined event schedule(s) Period of Performance: National Veterans Wheelchair Games [NVWG] 2023 Oregon Convention Center Portland Oregon July 2 - 10, 2023 for up to three [3] consecutive days, including set up 2024 New Orleans Morial Convention Center New Orleans, Louisiana July 25 -30, 2024 for up to three [3] consecutive days, including set up Contractor shall provide services during event day hours which is defined as 5:30 a.m. to 11:59 p.m. during the defined week of the event, excluding Federal holidays. Contractor must be able to provide services during specific scheduled times during the event. Unless specifically authorized in writing by the Contracting Officer, no services will be provided, and no charges will be incurred and/or billed to any order on this contract on any of the Federal Holidays listed below. New Year s Day Labor Day Martin Luther King Day Columbus Day Presidents' Day Veterans' Day Memorial Day Thanksgiving Day Juneteenth Day Christmas Day Independence Day Place of Performance: National Veterans Wheelchair Games [NVWG] 2023 Oregon Convention Center [OCC] 777 NE Martin Luther King Jr Blvd, Portland, OR 97232 2024 New Orleans Morial Convention Center 900 Convention Center Blvd, New Orleans, LA 70130 On occasion, the Contractor shall be required to attend meetings at which may occur via teleconference for event planning purposes. Type of Contract: The Government anticipates to award of a Firm Fixed-Price contract for this service. General Requirements The Contractor agrees to procure and maintain insurance, while the contract is in effect, Workers Compensation and Employee s Public Liability Insurance in accordance with Federal and State laws. 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. 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. The Contracting Officer Representative [COR] 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 cancelled without guaranteed thirty [30] days notice to the Contracting Officer. For every task, the contractor shall identify in writing all necessary subtasks [if any], associated costs by task, and along with associated sub-milestone dates. The contractor's subtask structure shall be reflected in the technical proposal and detailed work plan. All written deliverables shall be phrased in layperson language. Statistical and other technical terminology shall not be used without providing a glossary of terms. Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor s quality control program is the means that the work complies with the requirement of the contract. Formal Acceptance or Rejection of Deliverables: The Government will conduct quality reviews within five days of each deliverable and provide feedback/comments to the Contractor. The Contractor shall have five business days to incorporate feedback/comments and make appropriate revisions. The Contractor shall provide the revised version of each deliverable within two days to the Contracting Officer s Representative [COR]. The COR will review and determine final acceptance by the Government. The COR will notify the contractor of final acceptance within five business days. Changes to the PWS Any changes to this PWS shall be authorized and approved only through written correspondence from the Contracting Officer. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor. Contractor Reporting Requirements Contractor will report ALL incidents / injuries to the Events Operational Center [i.e.- Command Center] as soon as possible. Contractor will report to the Command Center if event schedule is expected to be impacted in any manner. Travel Travel and per diem cost reimbursement is not applicable to this contract, any travel associated costs to support this contract will be the Contractor s responsibility. Government Furnished Equipment / Support The Government shall provide trained volunteer personnel to assist during the implementation of the nine-ball event. The Government will provide loading / unloading venue access and forklift equipment at no cost to the Contractor. Contracted Personnel Requirements The Contractor shall provide an on-call Point of Contact who will be responsible for troubleshooting issues during the event scheduled time and set up / breakdown. The name of this person will be designated in writing to the Contracting Officer in the offer submission along with a resume describing experience with similar events. The Point of Contact will be on-site at the convention center during event hours. 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 wellbeing or operational mission of the installation and its population. Contractor personnel shall present a neat appearance and be easily recognized as contractor employees. This may be accomplished by wearing distinctive clothing bearing the name of the company. Contractor field service engineers shall be dressed to present a clean, neat appearance at all times when performing under this contract. Contractor personnel shall smoke only in designated areas. Contractor personnel must be able to communicate in English. Contractor will provide replacement point of contact in the event there is an employee call out. Contractor will follow VHA Supplemental Contract Requirements for Ensuring Adequate COVID-19 Safety protocol and will follow NVSP&SE event COVID playbook requirements. Security Requirements The Contractor must wear badges bearing the Contractor s company name, identification picture and name of the individual employee in English during performance of services under this contract. The C&A requirements do not apply, a Security Accreditation Package is not required. Fees/Costs Contractor shall be responsible for variations in employee hourly pay resulting from shift or weekend differential and possible overtime, as well as administrative and overhead expenses. The Government will not pay a different rate in the event of individual employee overtime. The Contractor assumes full responsibility for any parking or other moving violations. The VA Medical Center will not invalidate or make reimbursement for parking or other moving violations of the contractor s personnel under any circumstances. This includes additional security or permitting. No additional costs to the government will be allowed. END OF PERFORMANCE WORK STATEMENT