S208--FY27 Holiday Decor Annual Contract

Good day, SDVOSB s, VOSB s, SB s 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 a SDVOSB set-aside if feasible. If insufficient SDVOSB responses are received to establish the basis for setting this requirement aside for SDVOSB s, the requirement may be solicited as a VOSB or a SB set aside in which case all interested parties responding shall be eligible to compete.
Please direct 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 the 15th of October 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.
Location: Bay Pines VA Healthcare System main campus & VA Regional Office 10,000 Bay Pines Blvd Bay Pines, Florida 33744
Lee County Healthcare Center 2489 Diplomat Parkway East Cape Coral, FL 33909
2.0 PERFORMANCE REQUIREMENTS The contractor shall provide and be responsible for the technical assistance, development and generation for 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 7:00am 3:30pm. The Government recognized US 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 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 one-million-dollar liability insurance policy. All potential vendor employees must be state certified with BMP Best Management Practices. All employees of potential vendor must always be in company uniform when on the VA property. All potential vendors must let POC when on site at all times. Potential vendor vehicles must park in designated areas only. Potential vendor 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 hrs. Damage or theft seasonal decorations is at the potential vendor s liability and will provide immediate replacement. Holiday decorations will be used for no more than four holiday seasons. Reselection of the color and design of the 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 potential vendor. Vendor assumes all liability for installation of plants and holiday seasonal decorations to 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 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 complete emailed electronic copy 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 8 in silver container
Building 100: Lobby / Information Desk
1 each- Kennedy Fir Trees 9 tall x 65 width; 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 Lame Tree Skirt (4 yards per tree) 14 each- Medium Wrapped Packages 12 x12 x12 (7 per tree) in white and silver wrapping paper with silver bow for accent Menorah
Building 100: Cobb Room / Stage
1 each- Cambridge Spruce Trees 12 tall x 62 width; 3,950 tips 1250 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 Lame Tree Skirt (5 yards per tree) 14 each- Medium Wrapped Packages 12 x12 x12 (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 x 51 width; 1,617 tips 750 warm LED white lights; Un-Decorated 2 each- Metal Tree Stand with Wheels 29 Menorah
Building 100: Outpatient Entrance 1st Floor Glass windows at Pharmacy
1 each-Balsam Fir Slim Trees 7.5 tall x 44 width; 1,185 tips 550 warm LED white lights 2 each- Metal Tree Stand 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 Lame Tree Skirt (3 yards per tree) Menorah
CLC West/Open Area 1 Balsam Fir Slim Trees 9 tall x 51 width; 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 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 Trees 9 tall x 51 width; 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 tree) Menorah
Building 111 -Atrium 1 each- Kennedy Fir Trees 10 tall x 65 width; 3,128 tips 425 warm LED white lights 1 each- Metal Tree Stands 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 Lame Tree Skirt (4 yards per tree) 14 each- Medium Wrapped Packages 12 x12 x12 (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 Trees 7.5 tall x 44 width; 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 Trees 12 tall x 62 width; 3,950 tips 1250 warm white lights 1 Metal Tree Stands 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 containers, 2 - 24 Wreaths with silver and white ornaments and a bow
St. Petersburg CBOC Distribution and Pick-up 6 - 8 Red Poinsettias in white containers, 2 - 24 Wreaths with silver and white ornaments and a bow
Bradenton CBOC Distribution and Pick-up 12 - 8 Red Poinsettias in white containers 4 - 24 Wreaths with silver and white ornaments and a bow
Sarasota CBOC Distribution and Pick-up 6 - 8 Red Poinsettias in white containers 2 - 24 Wreaths with silver and white ornaments and a bow
Port Charlotte CBOC Distribution and Pick-up 6 - 8 Red Poinsettias in white containers 2 - 24 Wreaths with silver and white ornaments and a bow
Sebring CBOC Distribution and Pick-up 6 - 8 Red Poinsettias in white containers 2 - 24 Wreaths with silver and white ornaments and a bow
Naples CBOC Distribution and Pick-up 6 - 8 Red Poinsettias in white containers 2 - 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. Location of 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 with the COR a staging area. The contractor shall be responsible for restoring the area to its original condition at the competition 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 VHA mission. Work Required by Others
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.