HQ - GAO - Glass Tops SOW (07JUL26).pdf

VA OIG – Washington, D.C. - SES and IG Glass Tops Procurement Washington, D.C.

STATEMENT OF WORK

WASHINGTON, D.C.

SES and IG Suite

Glass Tops Procurement

Department of Veterans Affairs Office of Inspector General

GAO Building 441 G Street NW

Washington, D.C. 20548

Table of Contents

1. Scope of Work

2. Market Research Schedule

3. Market Research Information Needed

4. Contractor Requirements

5. Glass Tops Requirements

6. Attachment – Procurement Data Sheet Example

1. SCOPE OF WORK

Department of Veterans Affairs, Office of Inspector General (VA-OIG) intends to acquire “turn-key” solutions for the purchase, delivery and installation of glass tops depicted within this scope of work.

2. SCHEDULE

This project is anticipated for delivery and installation of furniture to be completed for two separate installation dates as stated within this scope of work.

3. MARKET RESEARCH REQUIRED INFORMATION

The market research shall include the following items:

Cover Letter to include:

A) Tax Identification number (TIN) B) Dun & Bradstreet Number (DUNS) C) Complete Business Mailing Address D) Contact Name E) Contact Phone Number F) Contact Fax Number G) Contact email address H) GSA Schedule Number I) Sam’s Registration Information

Shop Drawings:

Electronic document submission required Submit manufacturer’s shop drawings to scale (AutoCAD 2020) including plans and elevations, indicating overall dimensions; supply 3D isometric views for all

TYPICALS

Finish Samples:

Electronic document submission required Include catalog cut sheets for selection of finishes and fabrics; indicate finish options available or price category selections to meet the proposed pricing

Past Performance:

Electronic document submission required Furnish proof of a satisfactory record of performance, integrity, and business ethics by providing client references for Federal contracts of similar size, scope, and complexity. Work must have been performed as the Prime Contractor within the last 3 years. Provide references not to exceed a total of five.

4. CONTRACTOR REQUIREMENTS

The contractor shall furnish, deliver and install all items as listed:

SITE LOCATION: VA OIG - WASHINGTON, D.C.

SITE ADDRESS: GAO Building, 441 G Street NW, Washington, D.C. 20548

BLDG LOCATION: 2nd Floor Location

a. LOADING DOCK: There is a secure outside loading dock at this site and the installation will require a direct street off-load. There is a 300’ minimum travel distance between the loading/unloading area and the installation locations on the 2nd floor. The loading dock area is slightly raised for standard truck bed height. A lift is available for use from the truck bed to the raised loading dock.

b. ELEVATOR AVAILABILITY: A freight elevator is available for this project. All wall and floor protection will be the vendors responsibility.

c. NO DROP SHIPMENTS TO SITE: No product for this RFP shall be drop shipped directly to the project site. All deliveries shall be shipped directly to the installer and coordinate installation with OIG Space Manager and vendor.

d. BRAND NAME OR EQUAL: The products in this procurement shall be fulfilled with a brand name or equal product solution. If submitting an OR EQUAL product, the vendor must supply a demo sample to the OIG on the same day as bid submission; demo shall remain onsite for up to three weeks to undergo a determination of parity for construction quality and end user comfort. Items that require demo sample are noted in the ‘Furniture Requirements’.

e. PRODUCT LEAD TIME: The timeframe requirement for delivery receipt shall be no later than 75 business days following award of contract, with coordination of specific dates mutually agreed upon by the OIG Space Manager and the selected contractor. All lead times shall include COM selections made during the final finish selection meeting.

c. INSTALLATION SCHEDULE/PHASING: This installation shall be conducted with the following phasing:

INSTALLATION TRIP 1: Installation shall include the following offices:

Room 2059, 2075, 2083, 2085, 2095, 2Y09, 2Y13, 2Y19, 2492, 2488, 2480, 2T27, 2T35, 2T43, 2T47, 2T55, 2T59 (17 Spaces).

Installation shall be required to be scheduled during normal business hours, Monday – Friday between 7:00am and 4:30pm.

Installation for this procurement shall be completed within 3 business days.

Installation timeframe shall be August 25, 2026.

INSTALLATION TRIP 2: Installation shall include the following offices:

Room 2970, 2964, 2960, 2958, 2956 (5 Spaces).

Installation shall be required to be scheduled during normal business hours, Monday – Friday between 7:00am and 4:30pm.

Installation for this procurement shall be completed within 2 business days.

Installation timeframe shall be completed in October/November 2026.

Exact Installation dates for Installation Trip 1 and 2 shall be determined with OIG Space Manager.

This installation shall be completed in phases as stated above.

The final dates for installation shall be determined by the VA prior to installation within the above stated product lead time requirement.

During installation the space will be shared during installation with other activation contractors.

c. INSTALLATION DURATION: Installation shall be completed within the timeframe duration outlined above. This shall include from arrival of truck through the punch list completion. Installation shall be fully completed prior to depature time for each Installation Trip (1 & 2).

d. PROJECT MEETING/ACTION REQUIREMENTS with TIMELINES: (Post Award) The winning vendor shall meet the following project timeline, deliverable, meeting and action requirements:

1.) PROJECT KICK-OFF MEETING: Awarded vendor must attend a project kick-off meeting at the OIG address for installation as stated in the Scope of Work. Shall be schedule with OIG Space Manager by vendor within 7 business days of project award. Final layout to be determined and approved by the OIG Space Manager. Attendance at the project kick-off meeting shall include the following vendor personnel:

a. OIG Space Manager

b. Sales Representation

c. Installation Manager

2.) CONDUCT SITE VISIT(S)/FIELD MEASUREMENT VERIFICATION: Prior to installation conduct site visit(s) to become familiar with site for the accurate order of the product and check for potential installation problems. Site visits/field measurement verifications are to be scheduled with OIG Space Manager. During this time the awarded vendor is responsible to gather all accurate dimensions of the physical space. Translation of these dimensions to the vendors floor plans, drawings, specifications, etc. are the responsibility of the vendor. The vendor is solely responsible to guarantee the fit of their products into the space as stated in the SOW. All descrpancies of field dimension information is the responsibility of the vendor to rectify.

3.) FINAL FINISH MEETING: This meeting shall be scheduled by the vendor within 7 business days of project award unless directed by the OIG Space Manager. This meeting shall serve as the conduit to complete all final finish selections. Vendor is responsible at this meeting to bring all actual finish selections for a working session to drive toward completion and selection of all finishes as well as a complete and through review of the project specifications. The OIG Space Manager will assist with coordination of finish selections with the building finishes. Based on this scope of this project the final finish meeting and the kick-off meeting can be conducted at the same time if desired by the awarded vendor. Attendance at the final finish meeting shall include the following vendor personnel:

a. Project Interior Designer

b. Sales Representation

4.) FINAL FINISH DOCUMENT: An overview document declaring all final finish selections shall be sent within 5 business days of the FINAL

FINISH MEETING.

5.) FINAL FINISH DOCUMENT SIGN-OFF: Once the OIG Space Manager has received the FINAL FINISH DOCUMENT, it will be signed off on or a confirmation e-mail will be sent to the vendor to approve the finishes. This action will indicate to the awarded vendor has the approval to place orders. No orders should be placed by the awarded vendor prior to this final finish document sign-off has been completed/approved by the OIG Space Manager.

6.) ORDER ENTRY: Shall take place upon completion of signed FINAL FINISH DOCUMENT. Vendor shall coordinate all order entry, production schedule and shipping with all Manufacturers.

7.) SHIP DATE DOCUMENT: An overview spreadsheet shall be provided to the OIG Space Manager that includes all manufacturers included within the project and the associated ship dates for their products.

This shall include all manufacturers’ products ordered for the project. This document shall be received within 10 business days of

FINAL FINISH DOCUMENT SIGN-OFF.

8.) INSTALLATION SCHEDULING: Installation scheduling shall occur within 7 business days after receipt of SHIP DATE DOCUMENT received by the OIG Space Manager unless otherwise directed. This date shall be scheduled in the future to accommodate transit time for shipping time of products.

9.) INSTALLATION: Shall occur at the date and time mutually agreed to with the vendor and OIG Space Manager. In the event there is a delay in installation the awarded vendor shall notify the OIG Space Manager immediately. The installation shall meet all requirements within this scope of work.

10.) PROCUREMENT DATA SHEETS and OWNERS INFORMATION:

Procurement data sheets shall be submitted on final day of installation. These shall be submitted both electronically and (2) physical hard copies to the OIG Space Manager. (Example attachment included within). The contractor shall ensure that all owner’s manuals, warranty information, assembly instructions, maintenance and care instructions, operating instructions and any other information shall be provided to the OIG Space Manager upon completion of the installation.

11.) WALK THROUGH & PUNCH LIST: A walk through of the installation shall take place at the end of the installation with a scheduled date and time and the furniture vendor representatives from installation crew, sales and design staff. Conduct walk-thru with OIG Space Manager and Service Line End User to address any discrepancies or damages. Have any replacements parts ready to be ordered with lead-time report within 5 business days of walk through completion.

Attendance at the final finish meeting shall include the following vendor personnel:

a. OIG Space Manager

b. Sales Representation

c. Installation Manager

12.) PUNCH LIST DOCUMENT: A punch list document shall be sent to the OIG Space Manager within 24 hours of WALK THROUGH completion.

13.) PUNCH LIST COMPLETION: Items identified during the WALK THROUGH shall be corrected within 6 business days of the WALK THROUGH completion.

14.) POST OCCUPANCY ORIENTATION SESSION: The day the end user moves into the newly installed space or as directed by the OIG Space Manager. The awarded vendor shall, instruct staff in proper use and adjustment of product, correct deficiencies in installation and coordinate replacement of defective product with Manufacturer.

5. GLASS TOP REQUIREMENTS:

GT-48R, -48L, -49, -50: GLASS TOPS for FREESTANDING WOOD PRIVATE OFFICE TYPICAL Preferred Manufacturer:

Dulles Glass

(866) 452-7707

This specification establishes the minimum requirements for the installation of glass tops on existing wood freestanding furniture. The new/existing furniture is composed of table desks, standard desks, and returns including options for height-adjustability.

The glass tops products shall provide protective glass tops for freestanding furniture.

Requirements and configurations shall be in accordance with the layouts and typical types shown in drawings and specified herein. If dimension variations are not mentioned after the called out dimension within this specification, nominal dimensions are acceptable.

General Requirements for the glass tops are as follows:

Vendor will be required to perform a field visit and site verification to verify all dimensions and cut-out locations prior to fabrication.

o Each phase will require a separate visit.

Glass tops shall include any cut-out and notching locations to match existing grommet locations in all pieces.

Glass shall be 3/8” in thickness and be tempered.

Glass shall be clear glass to allow vivid reflection of lights that falls on it.

Glass top edge shall be a flat polished edge.

Glass tops shall include silicone spacers between glass top and furniture top and shall be installed at time of installation.

Vendor shall include installation and delivery to specific office location.

Vendor shall wipe down and clean all existing furniture prior to glass top installation.

Vendor shall clean all glass tops prior to installation.

GT-48R – QTY 9:

Locations:

Location Room # Qty

Office 2480 1 Office 2492 1 Office 2Y19 1 Office 2Y09 1 Office 2095 1 Office 2085 1 Office 2075 1 Office 2T43 1 Office 2T55 1

Scale: 1/4” = 1’-0” Scale: Not To Scale

Scale: Not to Scale

Each Typical shall include:

ONE (1) Glass Top - 72”W x 36”D x 3/8” thick with two grommet cut-outs

ONE (1) Glass Top - 72”W x 24”D x 3/8” thick with two grommet cut-outs

ONE (1) Glass Top - 30”W x 24”D x 3/8” thick with one grommet cut-outs

GT-48L – QTY 7:

Location Room # Qty

Office 2488 1

Office 2Y13 1

Office 2083 1

Office 2T27 1

Office 2T35 1

Office 2T47 1

Office 2964 1

Scale: 1/4" = 1’-0” Scale: Not To Scale

ONE (1) Glass Top - 72”W x 36”D x 3/8” thick with two grommet cut-outs

ONE (1) Glass Top - 72”W x 24”D x 3/8” thick with two grommet cut-outs

ONE (1) Glass Top - 30”W x 24”D x 3/8” thick with one grommet cut-outs

GT-49 – QTY 1:

Location Room # Qty

IG Office 2970 1

Scale: 1/4" = 1’-0”

ONE (1) Glass Top - 84”W x 36”D x 3/8” thick with two grommet cut-outs

ONE (1) Glass Top - 108”W x 24”D x 3/8” thick with four grommet cut-outs

GT-50 – QTY 1:

Location Room # Qty

IG Recep 2956 1

ONE (1) Glass Top - 72”W x 30”D x 3/8” thick with two grommet cut-outs

ONE (1) Glass Top - 102”W x 26”D x 3/8” thick with four grommet cut-outs

GRT-10: GLASS TOP for ROUND FREESTANDING TABLE (36”D) – QTY 2

Location Room # Qty

Office 2095 1 Office 2083 1

Preferred Manufacturer:

Dulles Glass

(866) 452-7707

BRAND NAME OR EQUAL:

Shall include Round Glass Top - 36”D x 3/8” thick.

Vendor will be required to perform a field visit and site verification to verify all dimensions and cut-out locations prior to fabrication.

o Each phase will require a separate visit.

Glass tops shall include any cut-out and notching locations to match existing grommet locations in all pieces.

Glass shall be 3/8” in thickness and be tempered.

Vendor shall include installation and delivery to specific office location.

Vendor shall wipe down and clean all existing furniture prior to glass top

Vendor shall clean all glass tops prior to installation/placement.

GRT-11: GLASS TOP for ROUND FREESTANDING TABLE (42”D) – QTY 1

Location Room # Qty

Office 2Y19 1

Preferred Manufacturer:

Shall include Round Glass Top - 42”D x 3/8” thick.

Vendor will be required to perform a field visit and site verification to verify all dimensions and cut-out locations prior to fabrication.

o Each phase will require a separate visit.

Glass tops shall include any cut-out and notching locations to match existing grommet locations in all pieces.

Glass shall be 3/8” in thickness and be tempered.

Vendor shall include installation and delivery to specific office location.

Vendor shall wipe down and clean all existing furniture prior to glass top

GT-12: GLASS TOP for RECTANGULAR FREESTANDING TABLE with TOP ACCESS (36”x72”) –

QTY 12

Locations:

Location Room # Qty

Office 2480 1 Office 2488 1 Office 2492 1 Office 2Y13 1 Office 2085 1 Office 2075 1 Office 2T27 1 Office 2T35 1 Office 2T43 1 Office 2T47 1 Office 2T55 1

Deputy IG Office 2964 1

Preferred Manufacturer:

Shall include Rectangular Glass Top - 72”W x 36”D x 3/8” thick.

Vendor will be required to perform a field visit and site verification to verify all dimensions and cut-out locations prior to fabrication.

o Each phase will require a separate visit.

Glass tops shall include any cut-out and notching locations to match existing grommet locations in all pieces.

Glass shall be 3/8” in thickness and be tempered.

Vendor shall include installation and delivery to specific office location.

Vendor shall wipe down and clean all existing furniture prior to glass top

GT-13: GLASS TOP for TRACK CONFERENCE TABLE with CUT-OUT’S (120”x54”) – QTY 2

Location Room # Qty

IG Conf Room 2960 1 IG Office 2970 1

Shall include Rectangular Glass Top - 120”W x 54”D x 3/8” thick with two 6”x 9” cut-out’s.

Vendor shall be required to perform a field visit and site verification to verify all dimensions and cut-out locations prior to fabrication.

o Each phase will require a separate visit.

Glass tops shall include any cut-out and notching locations to match existing grommet locations in all pieces.

Glass shall be 3/8” in thickness and be tempered.

Vendor shall include installation and delivery to specific office location.

Vendor shall wipe down and clean all existing furniture prior to glass top

GT-14: GLASS TOPS for V-SHAPED CONFERENCE TABLE with TOP ACCESS (124”x216”) –

QTY 1

Locations:

Location Room # Qty

Conf Room 2T59 1

Preferred Manufacturer:

Shall include (5) Custom Shaped Glass Tops to equal overall sizing up to 216”w x 124”D x 3/8” thick. Each shape shall include a 8.75” x 4.5”D cut-out.

Vendor will be required to perform a field visit and site verification to verify all dimensions and cut-out locations prior to fabrication.

o Each phase will require a separate visit.

Glass tops shall include any cut-out and notching locations to match existing grommet locations in all pieces.

Glass shall be 3/8” in thickness and be tempered.

Vendor shall include installation and delivery to specific office location.

Vendor shall wipe down and clean all existing furniture prior to glass top

GTPM-1: GLASS TOP for LECTURN – QTY 1

Location Room # Qty

Conf Room 2T59 1

Preferred Manufacturer:

Shall Size: 36”W x 20”D x 43.1”H Shall include Rectangular Glass Top - 36”W x 20”D x 3/8” thick with notches to fit around inset and cut-out’s for cable and microphone access.

Vendor shall be required to perform a field visit and site verification to verify all dimensions and cut-out locations prior to fabrication.

a. Each phase will require a separate visit.

Glass tops shall include any cut-out and notching locations to match existing grommet locations in all pieces.

Glass shall be 3/8” in thickness and be tempered.

Vendor shall include installation and delivery to specific office location.

Vendor shall wipe down and clean all existing furniture prior to glass top

BUF-1: STORAGE BUFFET, WOOD – QTY. 3

Location Room # Qty

IG Conf Room 2960 1 Conf Room 2T59 2

Shall include Rectangular Glass Top - 72”W x 20”D x 3/8” thick.

Vendor shall be required to perform a field visit and site verification to verify all dimensions and cut-out locations prior to fabrication.

a. Each phase will require a separate visit.

Glass tops shall include any cut-out and notching locations to match existing grommet locations in all pieces.

Glass shall be 3/8” in thickness and be tempered.

Vendor shall include installation and delivery to specific office location.

Vendor shall wipe down and clean all existing furniture prior to glass top

IN-1: INSTALLATION SERVICES – QTY 1

SERVICES REQUIRED:

Installation services shall meet the requirements as stated within this Statement of Work.

Installation shall take place during the hours stated in this SOW.

No deliveries of product shall be drop shipped to site.

All installation shall be scheduled with OIG Space Manager.

All questions during installations shall be brought to the OIG Space Manager for direction. No other individual is responsible for responding to installation questions unless directed by OIG Space Manager.

Installation Team shall provide all wall protection, floor, door and corner protection in order to protect the site from damage during the installation phase.

INSTALLER/INSTALLATION REQUIREMENTS

Installer Requirements:

Furnish proof of familiarity with equipment to be installed. All products will be installed by manufacturer certified installers. Contract shall employ their own installation teams to ensure expectations are met in every aspect of the project. The installation teams shall be comprised of people familiar and well-trained with the products being supplied.

Provide list of at least three previous projects, giving names of projects, scope, and name and telephone number of individual at facility to contact.

Provide competent installation supervision and installation personnel.

o An Installation Supervisor/Foreman must be onsite during entire installation at all times.

Installation Requirements:

The scope of work to include, but not limited to, provision of furniture, delivery and installation. The contractor shall not be alone in the designated installation space and shall be escorted by a OIG employee at all times unless all OIG badging procedures have been met.

DELIVER AND INSTALL as noted in Scope of Work for all product and services: The Contractor shall coordinate pick up of furniture from contractor company storage warehouses and deliver and install at the OIG. There will be no direct shipments received at the OIG. Any direct shipment that arrives at OIG will be declined by receiving.

Contractor shall provide all necessary materials, equipment, labor, supervision, management and manufacturer’s representation to: (1) coordinate pick/up at vendor warehouses; (2) load and unload; (3) place/install in designated areas; (4) assemble items as required; (5) work directly with the OIG IT Staff for installation coordination of hardware components; (6) secure and store, as designated; and (7) properly dispose of all associated packing/crating materials.

Contractor shall sign off on the condition of the space at the start of the installation and be responsible for any damages incurred during installation.

o Contractor shall provide all proper protection for all building surfaces during installation (flooring, walls, casework, etc).

Remove debris and packing materials from the site in accordance with LEED guidelines at the end of each work day. Contractor will be responsible for containing any rubbish/waste generated by the work force or material delivery at the end of each day. Job site shall be neat and organized to prior to daily departure.

Provide freight for all furniture in an environmentally responsible manner, i.e. blanket wrapped or equal. Remove and recycle or discard all packaging materials in an environmentally responsible manner.

Coordinate connection of any electrical system with the Leased Space Electrican.

Contractor shall have all workstations keyed alike. Contractor shall leave one key in one lock within the workstation and submit all duplicate keys to the OIG Space Manager upon completion of installation.

At completion of installation, inspect all products for proper operation/ defects and perform a final cleaning of furniture and all work areas.

This shall include wiping down all surfaces, vacuuming and mopping of all flooring surfaces, dusting all wood surfaces, etc. To include not only installed space but any areas that were along the path of travel to the installation space.

Vendor representatives and installers must comply with OIG guidelines for security, safety, and health requirements while on Government property.

The contractor shall perform all work under this contract in strict accordance with all safety codes to eliminate the possibility of damage or injury to patients, personnel and equipment or building structures.

6. ATTACHMENT: PROCUREMENT DATA SHEET EXAMPLE

Procurement Data Sheets shall be due to the OIG Space Manager on final day of installation. This shall also include any important owner information such as but not limited to owner’s manuals, warranty information, assembly instructions, maintenance and care instructions, operating instructions and any other important information.