PERFORMANCE WORK STATEMENT updated 9-13-25.docx

PERFORMANCE WORK STATEMENT

1.0 General Scope:

The Veterans Health Administration (VHA) has a recurring requirement for healthcare furniture for the Medical Centers, the Community-Based Outpatient Clinics (CBOCs), the Vet Centers, and other outlying clinics and offices throughout the United States and its territories. This is an effort by VHA to streamline the acquisition process and obtain further discounted commercial pricing.

This requirement includes healthcare furniture removal, professional installation, relocation, reconfiguration, and maintenance/warranty services. A Government Point of Contact (GPOC) may be assigned at the IDIQ ordering level.

The contractor shall provide all labor, materials, equipment, transportation, and supervision necessary to satisfy the needs of each ordering activity.

2.0 Delivery: All orders shall be delivered Free On-Board (FOB) destination to the delivery addresses listed in the individual orders placed against the IDIQ. Specific delivery/shipping information shall be determined at the individual order level.

3.0 General Requirements for Services: The dates and times for delivery, receipt and installation, relocation, reconfiguration of furniture will be established by individual orders. Delivery, receiving and installation of furniture will be determined on the individual orders and may occur outside of normal duty hours to not interfere with patient care in accordance with the IDIQ order.

1. When the Contractor requests to deliver, receive and/or install furniture outside normal duty hours. When these instances occur, a written request shall be submitted to the VA GPOC for authorization of the individual orders of this type. Written approval from the GPOC must be received before proceeding with the work. The request shall be submitted at least (5) five business days prior to the proposed performance of work, and it shall indicate the day(s), time, the amount of work, and the reason why performance is necessary outside normal duty hours.

1. The Contractor shall be made aware of and must comply with local security policies and procedures in the task order. The Contractor will comply to these standards during all site visits on Governmental property. Contractor shall contact the GPOC at least 14 days prior to work start date to ensure compliance to any local security policies.

1. The Contractor personnel shall present a professional appearance and shall have a uniform or some method of identifying them as an employee of the contractor. A VA badge will be provided and must always be worn above the waist and be visible while on government property.

1. The Contractor shall ensure policies and procedures are established that protect the safety and welfare of customers, employees, and the community to minimize or eliminate safety or environmental risks.

1. The Contractor shall be knowledgeable of and shall comply with all applicable federal, state, and local laws, Building Codes, Life Safety Codes, Occupational Health and Safety Administration (OSHA), ADA/ADAG, permits, VA design standards (www.cfm.va.gov/til/dguide.asp), and instructions required for the performance of the duties in the PWS.

1. The Contractor is responsible for ensuring that its firm and staff maintain any generally required professional certification, accreditation, license, bond, and proficiency relative to their area of expertise. The Contractor shall retain documentation of such records. The Government will not pay for expenses to meet this requirement.

1. The Contractor is responsible for ensuring staff are trained and certified for planning and installing product to maintain the integrity of the manufacturer’s warranty.

4.0 Installation and Reconfiguration Services

4.1 Contract Tasks/Requirements

1. Contractor to provide installation and reconfiguration services per the PWS. Furniture installations and reconfigurations include, but are not limited to the following: free-standing, panel-hung systems, and modular furniture disassembly, relocations, reassembly, and configurations, the disassembly and reassembly of shelving, and special items such as rotary cabinets and mobile rolling file cabinet systems. All furniture installations and reconfigurations require the GPOC’s approval of a plan provided by the Contractor.

1. Contractor will be required to move and transport products between multiple sites within the applicable Healthcare System.

1. Contractor to provide inventorying, stocking and distribution services per the PWS. Stocking Services include but not limited to maintaining an inventory of VA furnishings for redistribution within the applicable Healthcare System per the PWS and providing ongoing storage at an approved and conditioned storage facility per PWS.

1. Contractor to provide hauling, excessing and recycling services of VA furnishings in coordination with the GPOC per PWS.

1. The Contractor shall provide final move, installation, configuration plans 5-14 days prior per the PWS.

1. The Contractor may be required to provide basic furniture design layout AutoCAD and/or PDF drawings of final furniture layouts as directed by the GPOC.

1. Contractor shall collaborate with GPOC to coordinate compliance with any in-house service that may be affected by installation such as IT, Housekeeping, Facilities, and In-House Construction Teams. Specific, required meetings will be identified at the order level.

1. Contractor shall be solely responsible for all field measurements and may not rely on AutoCAD files or drawings for final measurements.

1. The Contractor shall designate an on-site project manager/lead installer. An on-site project manager/lead installer will require a cell phone or other means of communication coordinate each moving service activity with the GPOC. The project manager/lead installer will be responsible for oversight for all aspects of the project.

1. The Contractor shall provide enough, and consistent personnel/crews based on workload as required accomplishing assigned tasks in the time frame stated on task order. Requests for additional personnel/crews will be made a minimum of five calendar days in advance of the moving service activity.

1. The Contractor shall provide, operate, manage and maintain a trained, uniformed Moving Services crew.

1. The Contractor shall ensure that crew members have the technical capability to assemble and disassemble all types of furniture and specialized equipment before performing such tasks.

1. The Contractor’s personnel shall have the ability to: meet and deal with the general public; ability to read, understand and apply printed rules, detailed orders, instructions and furniture drawing layouts. The contractor’s personnel shall also have familiarity with a variety of commercial furniture product disassembly and assembly parts and components; and be able to physically perform the functions required in the performance of their assigned duties.

1. Storage will be provided by the government.

4.2 Protection of Property

a. The Contractor shall perform an inspection of the buildings and grounds with the GPOC prior to commencing work. Contractor shall protect all items from damage. The Contractor shall take precaution against damage to the buildings, grounds and furnishings. The Contractor shall repair or replace any items related to buildings or grounds damaged accidentally, or on purpose due to actions by the Contractor, utilizing materials of the same quality, size, grade and color, to match existing work.

b. To ensure that the contractor shall be able to repair or replace any items, components, on the buildings or grounds damaged due to negligence and/or actions taken by the Contractor. The Contractor shall communicate with the GPOC to resolve all repairs beyond simple surface cleaning. Concurrence of the GPOC is required before the Contractor may perform any significant repair work. In all cases, repairs shall utilize materials of the same quality, size, texture, grade and color to match adjacent existing work.

c. The Contractor shall be responsible for the security of the areas in which the work is always being performed prior to completion. The Contractor shall maintain accountability and control of any keys provided and shall return them to the GPOC upon completion of the work.

d. Contractor shall provide floor protection while working in all VA facilities. All material handling equipment shall have rubber wheels.

4.3 Assembly and final acceptance

1. Contractor shall be responsible for following all safety and security guidelines within the area in which work is being performed, to include securing any contractor-owned tools or equipment, and any on-site storage being utilized.

1. The Contractor shall maintain a means of egress within all designated work areas to comply with fire codes.

1. Contractor shall inspect to ensure that the furniture is free of surface dirt, clean and polished, free of defects, and that the installation is complete and ready for use.

1. The Contractor shall do a final walkthrough with GPOC. The Contractor will correct deficiencies at no additional cost to the government.

4.4 Contractor Furnished Materials and Equipment

1. On-site supervisor must be available via telephone while working on-site.

1. Specialty moving materials, tools, and supplies, including but not limited to padding, packing, crating, dollies/hand trucks, and any other type of equipment commonly used for moving services activities, as required for the safe transportation of the property.

1. Boxes necessary to move and pack as required in individual order.

1. Vehicles/Trucks necessary for meeting the transportation and delivery needs of the individual order.

4.5 Jobsite Cleanliness

a. Contractor will be responsible for the removal and disposal of all trash/debris connected with uncrating and assembling all items installed under this contract.

b. Final Acceptance by the Government will not occur until all installed items have been wiped cleaned and debris/dust connected with installation is removed from the VA site.

c. Recyclable cardboard products shall be disposed of in accordance with applicable statutes, in respective containers. The contractor is responsible for providing trash containers at an offsite facility.

d. Packing materials will not be stored in the buildings for any period exceeding 24 hours.

e. The Contractor shall ensure its personnel eat, drink, or smoke only in designated areas.

f. Personal trash (food wrappers, drink containers, etc.,) shall be removed from the site on a daily basis by the Contractor

5.0 Hours of Operation

Normal hours of operation for Miami VAHS facilities are from 7:30 a.m. to 4:30 p.m., Monday through Friday except Federal Holidays. The following holidays are observed by the Department of Veterans Affairs.

Table 5.1

5.2. If the holiday falls on a Sunday, the following Monday will be observed as a national holiday. When a holiday falls on s Saturday, the preceding Friday is observed as a National holiday by the U.S. Government Agencies, and any day specifically declared by the President of the United States of America.

6.0 Kickoff Meeting

The prime contractor(s) shall participate in a contract kickoff meeting, in accordance with the terms of the first task order.

7.0 Quality Control Plan

The Contractor is responsible for Contract Management and 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 by which the contractor ensures their work complies with the requirement of the contract.

The Contractor shall be responsible for quality control (QC) for all work accomplished during the performance of this contract. Work and documentation produced by the contract personnel may be regularly reviewed by the GPOC.

[END OF DOCUMENT]