P09 SOW - 10.11.2024 REVISED.pdf

STATEMENT OF WORK

MOVING SERVICES FOR DECOMMISSIONING OF BRICK CBOC

Introduction The Department of Veterans Affairs NJ Health Care is seeking for a contractor to provide the manpower to disassemble, relocate, reassemble, store, or discard furniture and equipment from two New Jersey VA Healthcare System Community Based Outpatient Clinics (CBOCs).

Description/Scope/ Objective The Contractor shall provide all labor, transportation, materials, supplies, equipment, and supervision required to perform the on-demand move of all furniture and medical equipment from the VA New Jersey Health Care System clinics VA James J. Howard Veteran’s Brick CBOC and VA Annex Brick CBOC to a temperature-controlled storage unit or a non-temperature-controlled storage unit provided by the vendor. The VA must have access to the storage units as needed, with no limitations. There will be two phases for the movement of equipment and furniture, from the Brick CBOCs to the assigned VA Medical Centers or other CBOCs. The Contractor shall be available when the VA have the dates finalized to move the furniture from the storage unit to the CBOCS. All equipment must be delivered directly to the assigned deposition. All furniture that the disposition is set for Lyons or East Orange can be delivered directly to the VA Centers. Furniture that has CBOC has a disposition must follow the Phase One and Phase Two plan.

Site Visit A site visit occurred on October 08, 2024, at 10:00 AM to ensure that both the VA and the Contractor fully and mutually understand the scope and the need of this procurement. The Contractor’s point of contact (POC) met with the VA’s Representative and Contracting Officer(s) to walk through and review the Brick CBOCs prior to developing a plan for contract performance.

Glossary: Acronyms used in this SOW are listed below for easy reference:

CO Contracting Officer COR Contracting Officer’s Representative

VA Veterans Affairs VAMC Veterans Affairs Medical Center NTP Notice to Proceed

SOW Statement of Work

Performance Requirements The Contractor must ensure that both Brick Clinics must be protected from any damages caused by the move. This will include protecting the interior of all elevators being used to move furniture and equipment. Please cover elevators and any areas that require protection.

The Contractor shall make the necessary measures to safely move all VAMC property furniture and equipment to a commercial warehouse or directed areas within our Medical Centers and CBOCs.

The Contractor shall provide services, which include moving furniture, equipment, and office contents and storage, as well as the disassembly of assorted furnishings.

The Contractor shall be responsible for providing and using the proper equipment to ensure an efficient and expeditious move. Proper equipment will include, but not limited to, closed moving vans, closed security carriers for transporting equipment, rubber-wheeled dollies (in good condition and free of grease and dirt), aluminum or magnesium ramps of various sizes, cartons, and bins (including labels), motorized pallet jacks, and a safe jack.

The Contractor shall be responsible for disassembling and reassembling identified equipment and furniture as identified on the equipment and furniture lists. Equipment and Furniture inventory list provided with notations.

The Contractor shall pack, protecting all furniture and equipment, and ensure that the furniture and equipment are handled with care and must avoid any damage to the facility and the furniture and equipment being moved.

The Contractor shall provide a provisional 15,000 sq. ft. of secured storage space for VA furniture, of that 15,000 sq. ft. a provisional unit storage of approximately 5,000 sq. ft. must be climate/temperature controlled. The VA medical equipment will no longer be stored in storage. The equipment must be delivered to its destination as indicated in the equipment inventory list.

The secured storage space shall be within a reasonable traveling distance from the Brick, NJ CBOC.

Contractor must be able to provide unrestricted access to the designated VA personnel with no limitations.

The Contractor is no expected to clean the Brick facility. However, the Contractor shall remove all debris and clean after themselves after movement of furniture as well as dispose of any and all materials, supplies, boxes, etc., provided by the Contractor for packing within seven (7) days of move.

Contractor shall provide a dumpster for all furniture and/or equipment being discarded by VA New Jersey Healthcare System to be located at the Brick CBOC. The Contractor shall provide two dumpsters each 20 yards, one per location. The dumpster for Annex shall be located in the rear of the building near the generator and must be removed by 10/26/2024. The dumpster for James J. Howard shall be located in the of the building and can be removed by 10/31/2024.

The Contractor shall coordinate with the VA, the movement of additional furniture from the secured storage space to East Orange VA Medical Center, Lyons VA Medical Center, and CBOCs.

• The Contractor will be required to assist the VA with moving additional equipment that is considered heavy, large, and/or bulky items. These items will be identified on the equipment and furniture lists. All equipment and furniture must be properly protected and safe from any damage.

• The contractor will be required to include the movement of these items in their moving and storage plan.

The Contractor shall coordinate the removal of all pictures and furniture located on the walls and ceilings.

These items shall also be packed and stored appropriately by the contractor. In the inventory it will state how the Contractor shall handle it if required.

Crucial: The Contractor shall provide protection for all floors, walls, doors, and protruding corners where movement is focused.

• Contractor shall provide the necessary manpower to ensure a proper, efficient, and coordinated move.

• Contractor shall be responsible for the replacement and/or repair of any damaged for all equipment and/or all furniture during the entire moving process.

Notice to Proceed

Prior to the issuance of the Notice to Proceed, the Contractor is responsible for developing and providing a detailed plan to VA that is not limited to but includes supplies for packing, moving, storage, and disposal of VA equipment and furniture. Furniture on walls and ceilings that are identified shall be removed by the contractor and packed appropriately. The VA CO will issue the NTP once the plan is approved. The plan must also incorporate the following:

First phase: all furniture designated to go to a CBOC will be removed from the Brick Clinic and Brick Annex Clinic and stored in the secured storage. The storage unit must be free from humidity and/or moisture which can cause faulty, rust, discolor, mold, and mildew and in turn damage the furniture.

The items that must be discarded shall be labeled as discarded/disposed/disposal. These items will be discarded in the dumpster.

Second phase: periodically the vendor will be informed by the VA when to retrieve the furniture(s) out of storage, and where to deliver them. The delivery destination can be one of the New Jersey VA CBOCs which are Hackensack, Hamilton, Jersey City, Morristown, Tinton Falls, and Toms River. VA will notify the contractor one (1) to (2) weeks prior to needing aforementioned service each time. It is the responsibility of the Vendor to notify the POC/CO if they cannot meet this.

VA Centers and CBOCs Addresses.

VA Centers Addresses

Lyons 151 Knollcroft Road Lyons, NJ 07939-5001

East Orange 385 Tremont Avenue East Orange, NJ 07018-1023

VA CBOCs Addresses

Hamilton CBOC 3635 Quakerbridge Road Hamilton, NJ 08619-1247

Toms River CBOC 1051 Hooper Ave, Toms River, NJ 08753

Jersey City CBOC 115 Christopher Columbus Drive, Suite 201 Jersey City, NJ 07302-3551

Hackensack CBOC 385 Prospect Avenue, Prospect Plaza, 1st Floor Hackensack, NJ 07601-2570

Morristown CBOC 540 West Hanover Avenue, 2nd Floor Morristown, NJ 07960-2500

Brick CBOC (JAMES J. HOWARD) 970 Route 70 Brick, NJ 08724-3502

Annex CBOC 1608 Route 88, Suite 300, Brick, NJ 08724

Tinton Falls 55 North Gilbert Street, The Atrium, Building 4, 1st Floor, Suite 4101 Tinton Falls, NJ 07701-4961

Performance Location and Hours The Contractor must be ready to move Government property without any delay or hold up of meeting the requirements need.

Work shall be performed during working hours 8:00 AM- 4:30 PM, Monday through Sunday. During the weekends the Contractor must coordinate with the Point of Contact(s).

All equipment must be prioritized for the move, meaning all equipment must be ready at its disposition location as instructed in the equipment inventory list no later than 10/23/2024 as other vendors will be involved.

The offices that must be decommissioned and cleared out no later than 10/31/2024 are:

• VA James J. Howard Veteran’s Outpatient Clinic (CBOC) – 970 Rt. 70, Brick, NJ 08724

• VA Brick Annex – 1608 Route 88, Suite 300, Brick, NJ 08724

Period of Performance.

The estimated performance period is 10/18/2024 through 01/17/2025 with three provisional option months which will be exercised if needed no more than up to three months 04/17/2025.

Equipment and Furniture List.

The revised list is provided as an attachment.

Deliverables.

The VA New Jersey Healthcare system shall provide an inventory list of furniture and equipment as an attachment. Each item will provide the information such as description, size, location, quantity, disposition, and any other comments. The VA staff will provide assistance where needed. If there is something that vendor cannot do it is imperative that the vendor notifies the Contracting Officer and the POC immediately to rectify the matter and ensure that the time is being wasted.

Contractor Personnel and Management.

The Contractor shall be responsible for employing experienced personnel to perform the work specified in this SOW. The Contractor shall maintain the personnel, organization, and administrative control necessary to ensure that the work delivered meets the contract specifications and requirements. The Contractor must ensure that work will be completed within the timeframe.

Safety/Security Requirements.

The Contractor shall comply with all applicable federal, state, and local laws and ensure performance is secure while protecting material, equipment, and supplies from damage and loss. Government security personnel shall have the express right to inspect for security violations at any time during the term of the contract.

The Contractor shall not release any information (including photographs, files, public announcements, statements, denials, or confirmations) on any part of the subject matter of this contract or any phase of any program hereunder without the prior written approval of the COR and CO.

Standards of conduct.

Conduct of Personnel. Contractor personnel shall conduct themselves in a professional manner (i.e., timeliness, communication; spoken and written etc.). The Contracting Officer may require the Contractor to remove from the job site any employee working under this contract for reasons of suspected misconduct, a suspected security breach, or suspected to be under the influence of alcohol, drugs, or any other incapacitating agent. The Contractor employees shall be subject to dismissal from the premises upon determination by the Contracting Officer that such action is necessary in the best interest of the Government. The hospital director or designated representative has the authority to bar individuals from the Government facility. The removal from the job site or dismissal from the premises shall not relieve the Contractor of the requirement to provide sufficient personnel to perform the services as required by this SOW. The Government shall not reimburse the Contractor for travel and other expenses associated with the removal of personnel.

The Contractor’s personnel are not authorized to carry or possess personal weapons which include, firearms and knives, while assigned under this contract.

Working Attire and Appearance. The Contractor’s personnel shall present a professional appearance commensurate with standards delineated for Government civilian personnel acting in similar capacities.

Appropriate personal protective devices must be worn. Uniforms and Identification must be present so that VA staff can acknowledge them.

Lobby Check-In. Contractors must check in and sign at the front lobby, before beginning work.

Contractor vehicles. All vehicles must be identified by the Company name or logo.

Non-personal Service Statement Contractor employees performing services under this requirement must be managed, directed, and always supervised by management personnel of the Contractor.

Contractor management will ensure that employees properly comply with the SOW. Contractor employees must perform their duties independent of, and without the supervision of, any Government Official.

Contractor Supervisor must remain on property at all times when services are performed and must be available for when the VA POC has to communicate.

The Contractor shall be liable for all damages to Government equipment, property; utilities, etc., located at the site (e.g., sprinkler heads, manholes, fire hydrants, vehicles, windows, etc.) caused by negligence from the Contractor and its employees or its subcontractors.

The Contractor shall immediately report all damages to the COR and shall provide the Contracting Officer (CO) and COR, a written report, within 24 hrs. from the incident. The report shall include what occurred, how it occurred, date/time occurred, and the proposed means to repair or replace what was damaged.

Contractor is to maintain free and unobstructed access to facility emergency services and for fire, police, and other emergency response forces in accordance with NFPA 241.

Inspection The Government will control access to the facility and will perform the inspection and acceptance of the completed work.

Personnel Qualifications.

The Contractor shall maintain the personnel, organization, and administrative control necessary to ensure that the work delivered meets the contract specifications and requirements.

Personnel assigned to, or utilized by, the Contractor in the SOW shall be fully capable of performing the requirements contained in the SOW in an efficient, reliable, and professional manner.

Contractor shall provide a Supervisor who speaks English on site at all times.

Personnel should be properly trained for safety and performance of their respective duties.

Appropriate safety equipment shall be furnished by the Contractor-to-Contractor personnel and shall be used as prescribed by OSHA standards.

Personnel must be able to assemble and disassemble office furniture and fixtures.

Personnel must be able to lift / carry 80 pounds at a minimum throughout the day and follow proper protocol for lifting safety to protect the mover and VA property from harm and damage.

Experience.

The Contractor must have experience moving and handling large and heavy furniture and equipment from a large facility as required by this SOW.

Certification.

The Contractor shall have the 30 hours of OSHA course. The Contractor shall provide copy of certification to the CO.

Non-Compliance.

The Contracting Officer or his/her designee will notify the Contractor of any noncompliance with the foregoing provisions and the action to be taken. The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his/her representative at the site of the work, shall be deemed sufficient for the purpose aforesaid. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all and any part of the work and hold the Contractor in default.

Authorized Personnel.

No other person, including the COR, or any other VA personnel are authorized to request additional work be performed by the Contractor. Any additional services performed that are not authorized by the Contracting Officer with a bilaterally signed supplemental modification to the contract will be considered inclusive at no additional cost to the Government. The Contractor will be held accountable if they proceed without the approval of the CO.

Other Related Services (Not Included in the Scope of Work).

Any services not expressly stated in this Statement of Work are not authorized. Services out of the scope of work not mentioned in the SOW is not allowed and will not be performed by the Contractor. If the Contractor proceeds with providing services not within scope of the contract, the Contractor will be responsible for providing the service at no cost as the Contractor would have failed to notify the CO and did not get an authorized approval for services not mentioned in the SOW. The Contractor is also aware that any additional services performed that are not authorized by the Contracting Officer will be considered an unauthorized commitment. Contractor agrees and is aware that the only way that services not mentioned in the SOW can be added to the contract is through a written modification from the Contracting Officer before any services are rendered. Services performed that are not authorized by the contracting officer will be considered inclusive.

Period of Performance.