REVISED_STATEMENT OF REQUIREMENTS.pdf

1. Purpose

The Department of Veterans Affairs (VA), Veterans Health Administration (VHA), Robert J. Dole VA

Medical Center (VAMC) requires pharmacy shelving, related design support, delivery, installation, removal of identified existing fixtures, and closeout services for a VA pharmacy space.

The Contractor will furnish all labor, supervision, materials, equipment, tools, transportation, design support, and incidentals necessary to provide a complete and usable shelving solution ready for

Government acceptance.

2. Background

The Government requires shelving and related fixtures to support safe, efficient, and organized pharmacy operations in a healthcare environment. The shelving solution must support day-to-day pharmacy workflow, maintain a professional healthcare appearance, withstand routine cleaning with hospital-grade cleaning agents as applicable to furnished surfaces, and be installed in a manner that minimizes disruption to patient care and facility operations.

Section 20 of this Statement of Requirements is for the installation portion of this requirement. The VA pharmacy shelving requirement will include layout support, field verification, phased delivery, installation outside normal patient-care hours when needed, removal of existing fixtures, as-built drawings, maintenance information, and punch-list correction.

3. Scope of Work

The Contractor will provide a complete pharmacy shelving solution, including but not limited to site verification, design/layout support, product submittals, delivery, assembly, installation, anchoring or securing as required by the approved design and manufacturer instructions, removal and lawful disposal or recycling of identified existing fixtures, cleanup, closeout documents, warranty support, and correction of deficiencies identified during inspection.

The scope includes shelving units and associated components for active pharmacy dispensing areas, wall-mounted or gondola-mounted shelving, bulk storage shelving, workstation-associated shelving or storage components, and accessories necessary for a complete installation, if required by a Contractor's proposed solution and accepted by the Government.

Unless otherwise stated, the Contractor will provide all incidental items required for a complete and usable installation, including fasteners, brackets, trim pieces, leveling components, hardware, connectors, and protective materials.

4. Objectives

The objectives of this requirement are to:

• Provide safe, durable, healthcare-appropriate pharmacy shelving that supports VA pharmacy operations.

• Obtain a complete installation with minimal disruption to staff, patients, and ongoing medical center operations.

• Ensure the shelving solution is properly measured, coordinated, delivered, installed, tested as applicable, and turned over with required documentation.

• Establish clear performance expectations, acceptance standards, and vendor responsibilities so multiple vendors can compete on an equal understanding of the requirement.

5. Applicable Requirements

The Contractor will perform in accordance with the current versions of all applicable federal, state, and local laws, codes, and regulations, and with the contract terms and conditions. Applicable requirements include, but are not limited to, the Federal Acquisition Regulation (FAR); applicable VA Acquisition

Regulation (VAAR) requirements incorporated in the solicitation and resulting contract; Occupational

Safety and Health Administration (OSHA) requirements; National Fire Protection Association (NFPA) life safety requirements; applicable building and fire codes; accessibility requirements under the

Architectural Barriers Act and Americans with Disabilities Act standards where applicable to the installed configuration; and VA facility policies and procedures provided at the task or site level.

The Contractor will comply with VA-specific security, privacy, information protection, infection control, safety, and access procedures applicable to the medical facility where work is performed. If contractor personnel may encounter VA sensitive information, personally identifiable information (PII), protected health information (PHI), restricted areas, networked equipment, badge-controlled spaces, or electronic records during performance, the contractor will comply with all contractually applicable VA requirements and site instructions, including any required training, background screening, escorting, and incident reporting procedures identified by the local facility Program Manager and/or Security officials.

The Contractor will comply with Section 508 and VA accessibility requirements for any required electronic deliverables, such as manuals, reports, schedules, drawings converted to PDF, and other digital documents submitted under the contract, to the extent applicable.

6. Place of Performance

Performance shall occur at the VA facility identified, including designated pharmacy work areas, storage areas, loading or staging areas, and any other approved locations necessary for performance. The

Government will identify points of access, staging constraints, work hours, and local coordination procedures after an award.

7. Government-Furnished Information and Access

The Government may provide available drawings, room numbers, existing layout information, access procedures, and points of contact for coordination. Any Government drawings or room data are for general reference only. The Contractor remains responsible for verifying all field conditions and measurements before ordering, fabricating, or installing products.

8. Contractor Responsibilities

The Contractor will:

• Provide a program manager who is responsible for coordination from award through final acceptance.

• Upon award of a contract, the Contractor will perform an initial site visit and field verification of dimensions, obstructions, clearances, access paths, and installation conditions before finalizing product selections and drawings.

▪ Develop and submit layout drawings, product data, bill of materials, finish information, and installation approach for Government review before ordering products.

▪ Coordinate manufacturing, shipping, delivery, staging, installation, punch-list correction, and warranty support.

▪ Provide personnel who are trained and qualified to install the proposed shelving system in accordance with manufacturer instructions and applicable safety requirements.

▪ Protect Government property and adjacent finishes, maintain clean work areas, and repair or replace contractor-caused damage at no additional cost to the Government.

▪ Remove all packaging, debris, and remove fixtures identified for disposal, and leave the area clean and ready for use.

9. Technical Requirements

9.1 General

The shelving system will be new, not used or refurbished, and suitable for healthcare pharmacy use. The proposed solution will be commercial-grade and designed for repetitive daily use in a high-traffic clinical support environment.

The shelving system and related components will be capable of being cleaned with cleaning agents appropriate to the manufacturer's instructions and the intended healthcare environment without premature degradation of finishes. Exposed surfaces shall be free from sharp edges, burrs, protrusions, cracks, visible defects, and other conditions that may create safety hazards or interfere with routine use and cleaning.

Where locks are required, by approved layout, lock hardware shall be durable, functional, and provided with any required master keying information at turnover. Finishes, materials, and accessories shall be of consistent quality and appearance throughout the installation.

9.2 Performance Characteristics

Unless otherwise specified elsewhere, the shelving solution shall, at a minimum:

• Support safe storage and retrieval of pharmacy stock in the configured spaces.

• Fit within the verified field conditions and maintain required means of egress and code-required clearances.

• Include adjustable or otherwise functionally appropriate shelving, trays, or storage elements consistent with the intended pharmacy use areas.

• Be stable, level, and securely installed in accordance with manufacturer instructions and applicable code requirements.

• Be durable enough to withstand normal loading and routine healthcare operational use.

• Be coordinated so that the final arrangement does not block doors, thermostats, electrical devices, fire protection devices, or other building elements that must remain accessible.

10. Delivery and Installation

Delivery will be FOB destination unless otherwise stated in an award. The Contractor will coordinate delivery dates and installation sequencing with the Government point of contact in advance.

The Contractor will provide all labor and equipment necessary to receive, unload, move, assemble, install, level, anchor or secure as required, and place all items in their final locations. If performance must occur outside normal duty hours to avoid disruption to patient care, the Contractor will comply with the approved schedule and local access procedures.

Material handling equipment used inside the facility will be appropriate for interior healthcare environments and will not damage floors, walls, elevators, or other building features. The Contractor will maintain safe paths of travel and code-compliant egress throughout performance.

11. Removal, Disposal, and Protection of Property

If the contract requires removal of existing fixtures, the Contractor will disconnect, dismantle, remove, transport, and dispose of or recycle those items identified by the Government for removal, unless the

Government directs otherwise. Property designated for retention by the Government shall be protected and relocated or staged only as directed.

The Contractor will inspect work areas with the Government before and after performance as requested.

Any contractor-caused damage to the facility, finishes, furnishings, or equipment shall be corrected by the

Contractor at no additional cost to the Government using materials that match existing conditions as closely as possible.

12. Security, Privacy, and Facility Conduct

Contractor personnel will comply with all VA facility access, identification, escort, parking, loading dock, badging, infection control, and safety rules applicable to the site. Personnel will present a professional appearance and display required identification while on Government property.

Contractor personnel will not access medical records, information systems, medication storage, or restricted areas except as specifically authorized for contract performance. Any actual or suspected exposure to sensitive information, security incidents, or safety incidents shall be reported immediately in accordance with local procedures and contract requirements.

13. Sustainability and Environmental Considerations

To the maximum extent practicable and consistent with market availability and the Government's minimum needs, the Contractor should provide products and packaging that support environmentally preferable purchasing, waste reduction, and recycling. If available for the product line, the Contractor will identify low-emission or comparable indoor air quality certifications and other sustainability attributes in product submittals.

14. Deliverables

The contractor will provide the following deliverables unless otherwise tailored by the solicitation:

Deliverable Minimum Content Due

Project schedule Key milestones for site verification, submittals, ordering, delivery, installation, punch-list correction, and closeout

Within 10 calendar days after award [file:2]

Site verification report Verified dimensions, constraints, discrepancies, and coordination issues

After site visit, prior to final order [file:2]

Layout drawings Proposed shelving layout, dimensions, components, and clearances

Prior to product order

[file:2]

Product submittals Manufacturer data, salient characteristics, finish information, and bill of materials

Prior to product order

[file:2]

Delivery and installation plan

Delivery dates, access needs, sequencing, staging, and after-hours work requests if needed

Before delivery [file:2]

Punch-list response Corrective action plan for deficiencies identified during inspection

Within 5 business days after inspection [file:2]

As-built drawings Final installed configuration in PDF and, if required by solicitation, editable format

At closeout [file:2]

O&M / maintenance information

Manufacturer maintenance and care instructions, warranty information, and keying data if applicable

At closeout [file:2]

15. Quality Assurance and Acceptance

The Government will inspect deliverables and completed installation services to determine whether the work conforms to the contract requirements. Acceptance will be based on successful completion of required deliverables, installation of all required items in the correct locations, correction of deficiencies, proper cleanup, and submission of closeout documentation.

At a minimum, the work will be acceptable when:

• Products delivered match the approved submittals and bill of materials.

• Installed shelving is complete, level, secure, functional, and free of visible defects.

• Work areas are clean, debris is removed, and removed items are handled as required.

• Required documents have been submitted and any punch-list items have been corrected.

16. Performance Standards

Performance

Objective

Standard Method of Surveillance

Accurate field verification

Measurements and conditions are verified before ordering; no avoidable misfit due to failure to field verify

Review of site verification report;

inspection of final fit [file:2]

Timely coordination

Schedule, delivery coordination, and notices are submitted by required dates

Review of project schedule and correspondence [file:2]

Installation quality Shelving is properly assembled, level, secure, complete, and free of defects

Visual inspection and functional check [file:2]

Protection of property

No unresolved contractor-caused damage to facility or

Government property

Pre/post inspection and COR observation [file:2]

Closeout documentation

As-builts, maintenance information, and warranty data are complete and timely

Review of closeout package [file:2]

17. Warranty

The Contractor will provide the manufacturer's standard commercial warranty for all furnished products, plus any installation warranty customarily provided for the services performed, unless a greater warranty is specified in the solicitation. Warranty coverage shall begin upon Government acceptance unless the contract states otherwise.

During the warranty period, the Contractor will correct defects in materials, workmanship, installation, or damaged/missing components covered by the warranty at no additional cost to the Government, including any associated labor, travel, shipping, and replacement parts as applicable.

18. Safety

The Contractor will perform all work in a safe manner and shall comply with OSHA requirements and site-specific safety procedures. The Contractor will maintain control of tools, equipment, packaging, and work areas to prevent injury, infection risks, trip hazards, blocked exits, or interference with VA operations.

19. Meetings and Communications

The Contractor will participate in a kickoff meeting within ten calendar days after an award, unless otherwise directed by the Government. The Contractor will use that meeting to confirm schedule, site access, submittal expectations, work phasing, points of contact, and any local requirements that affect performance.

The Contractor's Program Manager will remain available during performance and will provide routine status updates as required by the contract. All requests affecting scope, schedule, or contract terms shall be directed to the Contracting Officer and Facility Program Manager.

20.0 The following is for installation purposes:

The Contractor will furnish all labor, materials, equipment, transportation, and supervision required to provide comprehensive incidental service support for this requirement. These should include design support, program management, delivery coordination, installation, removal of existing fixtures, and warranty support.

20.1 Design Verification

• Conduct accurate room measurements; AutoCAD will NOT be used in place of this verification.

• Provide installation drawings, floor plans, elevations, and shop details as required.

• Maintain responsibility for any errors related to incorrect room measurements.

20.2 Program Management

• Track manufacturing timelines and provide periodic updates to the Government Point of

Contract (POC) – to be determined at a later date.

• Develop phasing and scheduling to minimize disruption to pharmacy operations and coordinate with the Government POC.

• Attend kickoff meetings, coordination meetings, and post-installation meetings as required.

20.3 Delivery Coordination

• Coordinate all delivery logistics, including loading dock access, security procedures, and after-hours delivery approval when needed.

• Notify the Government POC of delivery dates and truck arrival at least 24 hours in advance.

• Ensure drivers have complete Bills of Materials and correct routing information.

20.4 Installation

• Provide qualified installers familiar with healthcare environments.

• Install all shelving systems, workstation components, and accessories according to manufacturer specifications and Government requirements.

• Remove and properly dispose of old fixtures and debris in a contractor-provided dumpster.

• Maintain jobsite safety, cleanliness, and proper egress requirements at all times.

20.5 Post Installation & Acceptance

• Conduct a final walkthrough with the Government POC and Interior Designer.

• Document all punch-list items and provide a remediation plan within 5 business days.

• Ensure all furniture/shelving is clean, polished, and ready for use prior to final acceptance.

20.6 Warranty & Support

• All services must comply with manufacturer warranty requirements.

• Provide warranty support beginning on the date of Government acceptance (NOT on Delivery

Date).

• Replace defective materials or parts at no cost to the Government, including any travel or labor.

20.7 Security, Compliance, and Conduct

• Contractor personnel will follow the Government’s VA Security protocols, including badge display and restricted-area access.

• Contractor personnel will comply with the Government’s VA Design Standards and OSHA, ADA/ADAG, Life Safety Codes and applicable Federal, State, and Local Laws.

• Ensure professional conduct and appearance of contractor personnel.

• No smoking or firearms on Government property.