7110--Furniture Moving Services
FY21 Furniture Relocation and Storage Services _FY21 654-21-3-6135-0107 Statement of Work Furniture Installation, Relocation, Design & Layout and Storage VA Sierra Nevada Health Care System 975 Kirman Avenue Reno, Nevada 89502 General The VA Sierra Nevada Health Care System (VASNHCS) has a requirement for Facility movers for furniture and misc. Hospital equipment will be moved from the main campus to an off-campus location. Off-campus locations includes the storage of some furnishings into VASNHCS designed storage rooms or in the vendors storage space. The Government will inventory all items prior to any move. The contractor is required to provide a detailed inventory of all items after completion of the move to an off-site storage. An accurate count of Government property is imperative. The contractor will be liable for any missing or damage equipment/furniture. Movers must have experience with healthcare equipment to provide a full range of services to disassemble/reassemble, repair and remove existing office furniture, medical and non-medical equipment and related materials from a location, transport the items to a new location and install/place them according to the direction of the COR. The contractor shall provide a minimum of four (4) movers once a week every month. A separate line item will allow on-call hours for additional movers if needed. The contractor s office, warehouse(s), Project Manager, and movers must be within the local area of Reno, Nevada. The contractor must be a commercial furniture mover contractor and not just a moving company, these are specialized services requiring factory trained installers. Additionally, a third line item will be for Interior Design services for Furniture Design/Layout, space planning and to ensure the furniture will fit in specific room or groups of rooms and this individual must be have a degree in interior design or a credentialed interior designer. Schedule 71 II K | Comprehensive Furniture Management Services (provided by current GSA CFMS holders required) Services must cover the following SIN codes: IN 712-1 Project Management (Furniture and Furniture Related) Services include comprehensive management support for projects covering design, reconfiguration, relocation, re-sizing of office spaces and similar facilities. Additionally, includes the determination of manpower, equipment, scheduling/coordination of subcontractors and other related project requirements. Project Manager - Manages the activities of the project to ensure quality installations, and provides motivation and support of Operations staff, while providing the highest level of customer service and satisfaction. Ensures completion of project within the triple constraint: on time, within budget, and according to specifications. Corresponding functional education and experience: Bachelor s degree with a minimum tee (3) years of related experience. SIN 712-3 Reconfiguration, Relocation and Installation Management (Furniture and Furniture Related) Services included on the installation, reconfiguration and/or consolidation of furniture or related furnishings within existing facilities and/or the opening of new facilities. Factory Trained installers required. SIN 712-4 Furniture Design and Layout Services include complete interior design, product specifications and furniture consultation services utilizing AutoCAD program. Additionally, specific services include, but are not limited to, space utilization analysis, workflow analysis, establishing furniture and space standards, developing furniture budgets, providing preliminary and final drawings, generating furniture and space renderings. Furniture Design and Layout Specialist - Responsible for accurately designing, product specifying and space planning of projects. Serves as a product and furniture specification consultant to client. Corresponding functional education and experience: Bachelor s degree with minimum 3 years of related experience. Contractors must submit a sample of the following: Schedule of an actual move, Move packing instructions with labeling instructions Move check List Employee Post Move Survey Move Plan overview document 1.1 Period of Performance (POP): Base Year 1.2 Hours of Performance The Contractor shall perform duties during normal work hours which is Monday tough Friday, 7:30 am to 4:00 pm unless otherwise notified due to off hours operating requirements within the hospital or off campus sites. A Project Manager will need to be available upon request. 1.3 Contracting Officer s Representative (COR) will be assigned to represent the Contracting Officer (CO) in furnishing technical guidance and advice under this contract. The delegation letter will specify the limits of the COR s authority. The letter is not to be construed as authorization to interpret or furnish advice and information to the Contractor relative to the financial or legal aspects of the contract. Those matters are the responsibility of the Contracting Officer and shall not be delegated. 1.4 Contractor Key Personnel: The Move Contractor shall provide a list of employees that are key to their organization and who will provide services under this contract. Provide full name, position, title and the required certifications. 1.5 The Move Contractor shall designate a Move Contract Liaison (CL, project manager) to work with the COR. The CL shall have a comprehensive knowledge of furniture moving, furniture installation including systems workstations, cubicles, storage, repair of furniture including seating, reupholstery of furnishings and cleaning services and possess administration skills. The CL shall have at least five years of experience in this type of work and must be approved by the COR. 1.5.1 The CL shall have the authority to negotiate and accept job requests on the Contractor's behalf. The CL shall have technical and administrative knowledge of all job requests pending, in-progress and completed and knowledge of the VA inventory existing. 1.6 The Contractor shall maintain sufficient staff, four (4) movers every Wednesday/per week. On-call hours will account for any extra days in addition to the required weekly scheduled moves. The contractor will be notified one (1) week in advance for any additional moves toughout the week. The contractor s staff shall be US citizens or have appropriate work permits. The Move Contractor shall comply with VA security, access and badging requirements. The move Contractor staff shall wear company attire that clearly identifies them as Contractors and present a professional appearance at all times. 1.7 The Move Contractor shall assure that its staff are fully certified, trained for systems furniture installation and licensed to perform their duties where required by their company, state and federal laws. 1.8 Storage requirements. Storage 1500 SF secured storage with restricted access in contractor s local (within 25 miles of our facility) warehouses (1500 sf (maximum area available) x 2.00 sf per month; including the in and out of the palettes). This service covers removing storable items from the facility, transporting to the contractor storage facility and palletizing (4 x4 x4 cube) them, adding sink wrap to seal, labeling and recording, then palettes will be forklifted to a storage rack and any need for the said palettes will require removing, unpacking and transportation to designated locations for the reuse of said stored items incurring additional costs to do so. 2.0 Scope of Work 2.1 The Contractor shall provide supervision, staffing, equipment, vehicles, transportation, storage, packing supplies, tools and all materials necessary to perform moving, installation, storage and relocation services. The Contractor shall perform all relocation services as requested by facility COR and/or designated representative. The services shall include, but are not limited to, assembly/disassembly of furniture, providing packaging materials, packing/crating, loading/unloading, delivery, set-up, and miscellaneous wall-mounted item removal and replacement. The services shall be provided to the following facility locations: 2.1.1 Ioannis A. Lougaris VA Medical Center, 975 Kirman Avenue, Reno, NV 89502 2.1.2 VA Reno Vet Center, 5580 Mill Street, Suite 600, Reno, NV 89502 2.1.3 VA Carson Valley Outpatient Clinic, 1330 Waterloo Lane, Suite 101, Gardnerville, NV 89410 2.1.4 VA Lahontan Valley Outpatient Clinic, 1020 New River Parkway, Suite #302, Fallon, NV 89406 2.1.5 VA Diamond View Outpatient Clinic, 110 Bella Way, Susanville, CA 96130 2.1.6 East Campus, 1201 Corporate Blvd, Reno, NV 89502 2.1.7 Eye Clinic, 2295 Kietzke Lane, Reno, NV 89502 2.1.8 Winnemucca Rural Outreach Clinic, 3298 Traders Way, Winnemucca, NV 89445 2.1.9 VASNHCS Double Eagle, 575 Double Eagle Court, Reno, NV 89521 2.1.10 VASNHCS Kietzke Call Center, 5370 Kietzke Lane, Suites 103 and 205, Reno, NV 89511 2.1.11 VASNHCS Mental Health Homeless Outreach, 350 Capitol Hill Avenue, Reno, NV 89502 2.1.12 VA North Campus (under construction) 1140 Selmi Drive, Reno, NV 2.1.13 Additional leases are currently pending. Addresses will be provided once the information is available. 2.2 Requests for Services - The COR will coordinate with the contractor on each and every relocation project to ensure that all resources assigned to the project are properly managed as required. The majority of the requests will be discussed and scheduled by the Interior Designer and Planning team and communicated to the Moves Contractor. 2.2.1 The Contractor shall provide an estimate for the project to the COR prior to performance. The estimate shall adhere to the Price Delivery Schedule CLIN items. Once approved by the COR, the project shall commence as scheduled. Typical questions that will be asked of the Contractor will include but not be limited to the following: 2.2.1.1 How many hours to complete a move? Number of staff required from start to finish? What is the process for each move? 2.2.1.2 How many and what type of move Contractor staff will be required to perform the task? 2.2.1.3 What type of materials will be required to properly relocate/move the items? Provide a list of materials. 2.2.1.4 What is the estimated cost of the project cost labor and materials? For the example cited. 2.2.2 Move Contractor Availability - The Move Contractor shall be available within 24 hours of notification of job requests, furniture deliveries and equipment modifications. Due to the dynamic nature of the VASNHCS mission, a high degree of flexibility is required to meet changing needs that occur daily. The 24 hour notification is applicable for business day moves. 1 week notification is applicable for off hour moves. 2.2.3 Requests for service will be coordinated by the COR or designated representative. The COR will provide to the CL a list of individuals by name who will be authorized to Request Services and receive calls from the CL. The list will always be updated whenever there are changes to the list. Move staff are not to make any changes requested by individuals other than the list and may not alter any move plans by staff who occupy any space where a move is occurring. 2.3. The Contractor shall ensure that requests for services are received from authorized COR or Contracting Officer. Services rendered in response to requests from other than authorized personnel shall be at the risk of the Contractor and any cost related thereto shall be responsible by the contractor. 2.4 Overtime Work: The Contractor may be required to perform during off-duty hours. When this occurs, overtime must be approved by the COR prior to performance in writing and signed. 2.4.1 Overtime Projects - Some projects may only be performed during non-duty hours due to the changing dynamics of VASNHCS and to avoid possible disruptions to patient care. Overtime work must be first approved and assigned by the COR. 2.5 Federal Holidays - The Move Contractor shall not work on Federal Holidays which includes New Year s Day, Martin Luther King s Birthday, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving, Cistmas and any other day specifically declared by the President of the United States to be a Federal holiday. 2.6 Contingency/Back-Up Plan - The Move Contractor shall have a contingency and/or back-up plan in the event the Contractor is unable to perform services or have services performed as required. The Contractor shall immediately notify the COR or designated representative and provide a justification for non-performance and institute the contingency-back-up plan as quickly as possible. 3.0 Move Contractor Responsibilities 3.1 The Move Contractor shall take necessary precautions to avoid damaging walls, floors, elevators and elevator lobbies when performing move activities. The Contractor shall be responsible for all costs associated with damages related to move activities. 3.2 The Move Contractor shall provide a communications system, available at all times during the period of performance, to communicate requirements such as changes to location or objects of the movement, etc. with the VA. Use of this communication system will be mutually agreed upon after award but prior to contract performance. 3.3 The move Contractor shall provide sufficient and appropriate vehicles to meet the VA s requirements for the pick-up and delivery of equipment, furniture, etc. in accordance with the terms, conditions and schedule of the contract. 3.4 The Move Contractor s vehicles shall meet current applicable Federal, State and local specifications and regulations including, but not limited to, licensing, registration and safety standards. 3.4.1 Move Contractor s vehicles shall be clean and maintained in good repair in accordance with (IAW) manufacturer s instructions and specifications at all times. All vehicles shall be smoke-free. 3.5 The Moves Contractor s drivers shall possess valid and applicable operator s licenses IAW with Federal, State and local government laws. 4.0 Elements of Move Management 4.1 Furniture Moves - Moving single or multiple units including file and storage cabinets, pedestals, tables, chairs, lounge seating, desk units, workstation panel systems, lockers, keyboard trays, tack boards, whiteboards, displays, broken furniture items or other excess items which will be delivered to our Logistics group in their warehouse, if to be repaired the move contractor will remove the item (s). 4.1.1 The above items will be either transported on campus, between campuses, placed into VA inventory storage on campus, to off campus storage or other locations where designated. 4.1.2 Move tasks include removing and dismantling furniture, removal and hanging of miscellaneous items such as, pamphlet holders, coat hooks, whiteboards, tack boards, signs and displays etc. including securing all items required to be bolted for earthquake requirements. 4.1.3 The Move Contractor shall wear appropriate safety and personal protective equipment during moves and take precautions regarding fire and life safety and comply with all occupational, safety and health (OSHA/CALOSHA) laws/regulations for the protection of employees. 4.2 Installations The Move Contractor staff who will install furniture shall be fully qualified and have the necessary experience. When installing large furniture such as Steelcase, Herman Miller, Teknion, Haworth, and other manufacturer products, the installers certificates of training shall be provided to the COR prior to start of the actual first move when contract is awarded or as personnel change. 4.2.1 Installation tasks include assembly of new and used furniture components from existing inventory or shipments received. Assemble and install workstations, desk systems, panel systems, ergonomic accessories, storage and other units requiring field assembly. Modification may be required to pull parts from other stocked components to complete installations. 4.2.2 The Move Contractor equipment or tools shall not block exits, corridors, or impede access to entrances/exits or rooms and shall be in the control of the contractor at all times. When leaving the work site, tools shall be removed and secured. 4.2.3 The Move Contractor shall vacuum the floor and wipe down the furniture before installation is considered complete. 4.2.4 Any and all debris shall be removed and disposed on a daily basis as the Move Contractor leaves the VA facilities each day. Items such as cardboard, plastic, wood etc. shall be recycled. 4.3 Transportation The Move Contractor shall provide the necessary transports when moving to and from the VA facilities and warehouse or storage sites. 4.3.1 The Move Contractor shall provide the moving equipment and tools necessary to transport the furniture. Such tools and equipment include but not limited to dollies, floats, wheel carts, roller lifts, heavy lifting equipment, stair crawlers, ladders and levelers. Tractor-trailer rigs may be required based on the scope of the request. Provide full blanket wrapping of all furniture that is being relocated. All equipment must be operable and in good working condition. Additional personnel for transportation to be provided for added manpower, as work requires. The Move contractor may not use any VA equipment or tools. 4.4 Types of Projects - The Move Contractor shall support the various types of projects for Minor, Non-Recurring Maintenance or Station-Level in which all work and purchases that support our projects. This can include daily moves for just a single desk or person. 4.4.1 Activation Projects. The Move Contractor shall support moves related to activations however, not projects that have been awarded to IDIQ contractors for bid furnishings. 4.5 Repairs, Replacement parts, Reconfiguration, Modifications and Cleaning. The Move Contractor shall perform repairs and/or modifications to existing furniture, as required. Minor modifications shall include but not limited to tightening or loosening screws on pieces to resolve sticking or realignment, any reconfiguration required for furniture to be functional in new location and adjusting locking mechanisms, etc. Repairs shall include but not be limited to providing materials, parts (screws, glide stops, washers, wing nuts, wheels, etc.) and tools (hammers, mallets, screw drivers, drills, braces, etc.) necessary to accomplish the service. Cleaning services include washing down and removing all dirt, smudges, gum and tape residue from furniture. 5.0 Administrative Requirements Reports shall be delivered to the Facility COR/designated person at end of day of moves, (typically Fridays). This is so we can review the work completed and know what still needs to be completed. 5.1 The Move Contractor shall maintain an administrative office within 20 miles of the Ioannis A. Lougaris VA Medical Center. 5.2 Weekly Report. The Move Contractor shall prepare a weekly Summary Status Report for billing purposes that will identify the work performed during that week. This can be accomplished by creating a work order for each work day for that week, with projects listed on work order, along with designated number of man hours for listed projects for that week. This will be signed off, by the Interior Designer (or designated person by the Interior Designer) at end of day of work completed. This is so we can review the work completed and know what still needs to be completed as well as to keep track of hours used on contract. 5.3 The Move Contractor shall provide consolidated weekly billings with copies of signed/verified job orders. This may be by the vendors existing digital processes. 6.0 Miscellaneous items 6.1 Personal Injury, Property Loss or Damage. The Contractor hereby assumes responsibility and liability for any and all personal injuries or death and/or property damage to include their property or losses suffered due to negligence of the move Contractor s personnel in the performance of services under this contract. 6.2 Liability and Vehicle Insurance. The Move Contractor shall provide evidence of insurance coverage to the CO before award of the contract. 6.3 Safety. The Move Contractor shall be responsible for the safe and proper transport of waste items from the pickup point to the authorized/legal disposal site. Some locations in the hospital will require safety Helmets, shoes, glasses and vests to enter construction work areas, the move contractor must provide these items. 6.4 Smoke Free Facilities. All Veterans Affairs Medical Centers and CBOCs are Smoke Free facilities. There is NO SMOKING allowed in any interior spaces, including all mechanical and electrical rooms/spaces and roofs. Smoking is only permitted in designated exterior smoking areas. 7.0 Security Considerations. The security requirements do not apply and a Security Accreditation Package is not required. The Move Contractor shall adhere to VAAR Clause 852.273-75, Security Requirements for Unclassified Information Technology Resources. 8.0 Move Contractor s Quality Control Plan (QCP) 8.1 The Move Contractor s Quality Control Plan (QCP) shall be provided during the pre-solicitation phase to the CO and any updated QCP shall be provided to the COR. 8.1.1 The COR will review the QCP and list any needed clarifications, and return to Move Contractor for revision, if necessary. The Move Contractor's QCP shall include the following or have incorporated into during performance of contract, at a minimum: 8.1.2 The inspection plan shall cover all services required by this contract. The inspection plan shall specify how often inspections will be accomplished and documented and the title of the individual(s) who will perform the inspections. 8.1.3 On-site records of all inspections conducted by the Move Contractor noting necessary corrective action taken. The Government reserves the right to request copies of any inspections. 8.2 The methods for identifying and preventing deficiencies in the quality of service performed before the level of performance becomes unacceptable and organizational functions with supervisory responsibilities and overall management responsibilities for ensuring total acceptable performance. 8.3 The move Contractor shall maintain on-site records of any complaints or problems with actions taken to allow for corrections and/or elimination before effects cause interruption of performance of contract. 8.4 The Move Contractor shall have a system that verifies the licenses of individuals operating the vehicles and the driving records of individuals operating the vehicles. The contractor shall make this system available for review by the VA. 9.0 Payments and Invoicing 9.1 Weekly Billing. The Move Contractor shall submit an invoice, weekly. This weekly invoice shall include the Contract number, the purchase order (PO) number, description of services provided, point of contact, location of services provided, time of arrival and departure for moving staff and copies of all moves that occurred during the week 9.2. Each Move. The Contractor shall submit to the COR within 48 hours (work day hours) of a move a proper invoice which shall contain the following information: 9.2.1 Date and time of the move 9.2.2 Location of the move 9.2.3 Who was in charge of the move, provide name, title, and phone number 9.2.4 Full description (itemized) of services provided 9.2.5 Full cost of the service (move, repair, storage etc.) 9.2 The Move Contractor shall then provide the weekly works submission to the COR for review prior to submitting it online to OB10 who will forward it to DFAS Austin for payment. 9.3 Payment of invoices may be delayed if the appropriate reports are not properly completed and submitted to the COR as stated in this SOW. These may be completed utilizing the move contractor s digital methodology for said services. The PO number, contract number and award numbers must be on each monthly invoice for tracking purposes.
36C26121Q0970 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 21
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