Amended Statement of Work 04-13-2026 Flooring Replacement Services.pdf

Amended Statement of Work (SOW) 04-13-2026 Flooring Replacement Services

Gulf Coast Veterans Health Care System (GCVHCS) 400 Veterans Avenue, Engineering Service

Biloxi, MS 39531

1. OBJECTIVE: The Gulf Coast Veterans Health Care System (GCVHCS) (Biloxi, MS) requires the following services for the facility: Flooring Replacement Services. Flooring in three (3) buildings at the facility require replacement in various capacities as described in further detail in Section 4 (Description/Overview) and Section 5 (Scope of Services) of this Statement of Work.

2. GENERAL: This is a non-personnel services requirement. The contractor shall provide all labor, management, supervision, tools, and equipment to successfully perform all work, to successfully execute all services, and to successfully complete all deliverables as contained within this Statement of Work. The Government shall not exercise any supervision and/or control over contractor personnel (which includes contractor service providers, contractor representatives, and/or subcontractors employed with (and/or being utilized by the prime contractor) during all active performance periods of the final contract when executed. All contractor personnel shall be accountable solely to the Contractor, who in turn is responsible to the Government.

3. OVERVIEW: Contractor shall remove existing flooring and rubber base, prepare substrates, and install new carpet tile or glue-down LVT in the service areas described herein. Also included is reinstallation of benches with anchors in the Chapel, minor wall touch-up where base is removed and reinstalled, final cleaning, and protection of adjacent finishes. Contractor is responsible for the proper disposal of all removed items. Use of government equipment and dumpsters is not permitted. The government will provide dumpsters for use by the contractor during the execution of this project for disposal of waste.

This acquisition encompasses labor efforts only for flooring replacement services. Materials (carpet squares & luxury vinyl tile (LVT)) and finishes are to be provided by the government for use by contractor for services execution.

The government will provide the following: Luxury Vinyl Tile (LVT), Carpet, Adhesives, Glue, Patching Systems, Floor Leveling Materials, Rubber Base, and Anchoring Systems needed for completion of the work specified. For efforts that involve deinstallation and reinstallation of anchoring systems the existing anchoring systems should be used if found to be in good condition for continued use. If new anchoring systems are needed due to the condition of the existing anchors (i.e., worn out, broken, unsafe etc.) the government will provide the new anchoring systems needed. Materials to be provided by the Government to the contractor are to be stored/housed at Engineering Services, Building 10. Delivery of materials to the contractor (at the site locations/service areas) may be possible but is not guaranteed.

4. DESCRIPTION/OVERVIEW: The following buildings (and rooms within these select buildings) require flooring replacement.

1). Chapel (Main Hospital) – Carpet Squares 2). Building 15, Luxury Vinyl Tile (LVT) Replacement

Rooms:

-1st Floor 1C-05 Corridor -2nd Floor 2C-01 Corridor -2nd Floor 2C-27 Corridor

-2nd Floor 2A-102 Magnolia 3). Building 30, Urology and Eye Clinic - Luxury Vinyl Tile (LVT) Replacement -2nd Floor Urology Suite -2nd Floor Eye Clinic Waiting Room

Drawings/schematics of the service areas are provided and it is recommended that these drawings/schematics be referenced or otherwise utilized by Contractors supporting this acquisition.

B1 Chapel sq ft-7-31-25 B15 CLC Floor Covering In house project-5-22-25 Bldg 30 Urology and Eye Clinic

On attachment Bldg 30 Urology and Eye Clinic there are two (2) hallways not highlighted that are included in the service area.

Contractors shall to updated drawings/schematics listed below which have been incorporated into the solicitation.

B15 CLC Floor Covering In house project - 5.22.25

BL-30-02

Chapel

5. SCOPE OF SERVICES: Reference item 4. Description/Overview, the specific flooring replacement services needed (areas and quantities) for the buildings and rooms identified are annotated below.

1). Chapel (Main Hospital) -Carpet Squares

• Remove existing furniture and anchors inside the Chapel.

• Remove rubber base throughout, avoid wall damage.

• Remove existing carpet tile, 5,700 square feet.

• Substrate preparation: remove old adhesive and apply feather-finish patch as needed to level surface.

• Install new carpet tile, 5,700 square feet.

• Install new rubber base, 300 linear feet.

• Reinstall all benches with new anchors and remaining furniture.

• Touch up walls as needed, vacuum, and final clean.

Schematic/Drawing: Chapel. While schematic/drawing lists 2375 square feet 5,700 square feet is the baseline for service coverage areas as listed in this section.

2). Building 15, Luxury Vinyl Tile (LVT) Replacement (by room list)

1st Floor 1C-05 Corridor

• Remove carpet tile, 942 square feet.

• Remove rubber base, avoid wall damage.

• Substrate preparation: remove adhesive and apply feather-finish patch as needed.

• Install new glue-down LVT, 942 square feet.

2nd Floor 2C-01 Corridor

• Remove carpet tile, 644 square feet.

• Remove rubber base, avoid wall damage.

• Substrate preparation as above.

• Install new glue-down LVT, 644 square feet.

• Install new rubber base, 175 linear feet.

2nd Floor 2C-27 Corridor

• Remove carpet tile, 556 square feet.

• Remove rubber base, avoid wall damage.

• Substrate preparation as above.

• Install new glue-down LVT, 556 square feet.

• Install new rubber base, 175 linear feet.

2nd Floor 2A-102 Magnolia Room

• Remove carpet tile, 1,969 square feet.

• Remove rubber base, avoid wall damage.

• Substrate preparation as above.

• Install new glue-down LVT, 1,969 square feet.

• Install new rubber base, 215 linear feet.

*Services required are inclusive of the closets in this room.

3). Building 30, Urology and Eye Clinic - Luxury Vinyl Tile (LVT) Replacement

2nd Floor Urology Suite

• Remove carpet tile, 2,250 4597 square feet.

• Remove rubber base, avoid wall damage.

• Substrate preparation as above.

• Install new glue-down LVT, 2,250 4597 square feet.

• Install new rubber base, 192 400 linear feet.

Schematic/Drawing: 2nd Urology Suite: Coverage areas have been changed to match schematic/drawing with these values to be used as the baseline for areas requiring service.

2nd Floor Eye Clinic Waiting Room

• Remove carpet tile, 1,600 square feet.

• Remove rubber base, avoid wall damage.

• Substrate preparation as above.

• Install new glue-down LVT, 1,600 square feet.

• Install new rubber base, 125 linear feet

Schematic/Drawing: 2nd Floor Eye Clinic Waiting Room: While schematic/drawing lists 1366 square feet 1600 square feet is the baseline for areas requiring service as listed in this section.

Movement of Furniture:

The government will move and/or otherwise relocate furniture that is occupying areas where flooring services need to be completed. This includes furniture in waiting rooms and hallways and furniture in the alter area of the church.

Exclusions: The pews in the chapel require disassembly and reassembly for carpet installation by the contractor. Pews in the chapel are excluded from the furniture that the government will move for/on behalf of the contractor.

Products and Materials

• Flooring type, pattern, color, base height, and adhesive systems will be per Owner selections and submittal approvals.

• Provide compatible, manufacturer-recommended patch and adhesive systems for the specified flooring.

• Provide new anchors for bench reinstallation in the Chapel to meet code and manufacturer guidance.

Execution Requirements

• Protect adjacent finishes, furnishings, and equipment.

• Maintain clean, safe egress paths and control dust and odors.

• Remove existing adhesive to a firm, smooth surface. Perform moisture testing if directed by the Contracting Officer Representative (COR) and use moisture-tolerant adhesive if required.

• Feather-finish low areas to achieve a smooth, plane substrate suitable for resilient or carpet tile.

• Install flooring to manufacturer requirements, tight to vertical surfaces and penetrations with neat terminations at transitions and thresholds.

• Install rubber base continuously, tight to walls, with neatly mitered corners and fully bonded.

• Reinstall Chapel benches and any specified furniture in original locations unless otherwise directed. Anchor benches to substrate as required.

Baseboards: Some rooms contain baseboard structures along the walls where new carpet is to be installed. It is possible to install carpet under the baseboard structures without removal of the baseboards. Baseboards shall only be removed if absolutely necessary and if removed must be reinstalled back to their original position and condition.

6. PERFORMANCE LOCATION:

Gulf Coast Veterans Health Care System Chapel (Main Hospital), Building 15, and Building 30 400 Veterans Ave Biloxi, MS 39531

7. PERIOD OF PERFORMANCE: The expected period of performance of this acquisition is award date to project completion not to exceed 1 year / 12 months.

8. FEDERAL HOLIDAYS AND WORK HOURS AND SCHEDULE:

If allowable and feasible performance of work, execution of services, and completion of deliverables should be accomplished during the facility’s normal business hours, 7:30 a.m. to 4:30 p.m. Monday through Friday, Federal Holidays excluded. For all efforts required by the contractor under the final contract proper coordination shall be initiated between the contractor and the government to ensure that services, work, and completion of tasks/deliverables can be performed/executed/completed when scheduled. Any work, services, and/or other tasks performed during other than normal business hours must be approved in advance by the Contracting Officer Representative (COR), Contracting Officer, authorized facility representative and/or other authorized designee before such work begins. An alternative schedule (different from the schedule described above) may be utilized if there is mutual agreement between the government and the contractor regarding this alternative schedule if implemented. As this specific acquisition involves efforts performed in patient care, high traffic, and occupied areas it is highly likely the contractor may have to render support during non-standard business hours including weekends.

The Federal Holidays that are currently being observed by the facility are listed in the table below.

New Year’s Day January 1 Martin Luther King‘s Birthday Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Juneteenth Independence Day June 19th Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25

Other Federal Holidays (that could occur)

Any other day specifically declared to be a national holiday (per Federal Statute, Executive Order, or by the President’s Proclamation).

9. OTHER REQUIREMENTS:

9.1 Schedule and Coordination: Execution of services is to be done with minimal impact to patient care and public areas. Contractor shall coordinate with the facility prior to starting work to minimize disruption/interruption to facility operations. A look ahead schedule shall be provided to the facility if/when requested. Following award of contact and prior to commencement of work by the contractor the government and the contractor will develop a mutually agreeable schedule in order to complete the efforts needed at all service locations. This would or could include the following: Work during non-standard business hours that includes weekend work or night work.

9.2 Signage: Contractor shall place appropriate signage in work areas to restrict access to unauthorized individuals and to ensure the safety of individuals who are in or near these areas.

9.3 Safety and Environmental: Contractor shall comply with VA safety requirements and facility

ICRA and egress rules, as applicable which includes the following: use of low-VOC adhesives where available.

9.4 Quality Control:

-If requested, provide a minimum 25 square foot mockup in each distinct area for pattern and seam approval.

-Correct hollow spots, open seams, base gaps, or telegraphing prior to acceptance.

-The appearance of the service locations/site areas in pre-project and post project phases of this acquisition must be the same with the only change being the carpet and LVT that is installed by the contractor. For example, in the chapel, the pews that require disassembly and reassembly must be returned to their original position.

9.5 Housekeeping and Final Clean: Contractor shall perform housekeeping duties in work areas with debris removed daily. A final clean shall be performed by contractor for all installed areas following project completion.

9.6 Identification and Badges: Any individual performing work under this contract shall wear a badge or other identification while on site that is clearly displayed at all times. While on site, any person performing work directly or indirectly must be in a position to specify their authorized purpose for their presence at the facility in the event that such information is requested by VA facility personnel.

9.7 Parking: It is the responsibility of the contractor to park in the appropriate designated parking areas, to avoid ticketing or towing. Information on parking is available from the facility if requested by the contractor. Special parking accommodations for contractor vehicles near, or in the vicinity of the areas being serviced is not guaranteed and the government is not in a position provide special parking accommodations due to already limited parking availability at the facility (for patients and staff). At best the contractor may be allowed to temporarily park in service area locations for loading and unloading purposes only with the following conditions:

-Vehicles are not left unattended and vehicle drivers must be present in the vehicle in the event that vehicles must be moved immediately.

The government will do the following: Inform VA police services that contractor awardee XXXX is performing flooring replacement services at select buildings within the facility and to provide as much leeway as possible/allowable for contractor vehicles being used to support this project.

9.8 Contract Administration: The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that will affect price, quantity, or quality of performance of this contract. In the event the Contractor makes any such change at the direction of any person other than the Contracting Officer, this change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof. All changes to the contract will be issued via an amendment and/or modifications in writing from the Contracting Officer to the Contractor.

9.9 Invoicing and Payment: Contractor is authorized prompt payment IAW applicable regulation following the successful performance of work, execution of services, and completion of required deliverables. Contractor invoices shall be submitted IAW VAAR Clause 852.232-72 Electronic Submission of Payment Requests. Invoices submitted for payment must be detailed to the extent necessary to reflect the work done and the services performed during the time periods when completed so an accurate assessment can be made by the facility for certification of these invoices for payment. Advance payments are not authorized. Contractor is also not authorized payment for anticipated/expected work, for future work not performed, for work not contractually defined, not specifically authorized, or not officially incorporated within the final contract by the contracting officer, and/or for work that was not successfully completed.

9.10 Warranty: Contractor shall provide a minimum one (1) year / twelve (12) month workmanship warranty. (Workmanship means the quality of work done or the quality of something resulting from work once it is done). Warranty period will begin immediately following successful project completion.

Amended Statement of Work (SOW) 04-13-2026 Flooring Replacement Services Gulf Coast Veterans Health Care System (GCVHCS) 400 Veterans Avenue, Engineering Service