Statement of Work Meeting Pods Draft Copy.pdf

North Texas VA Medical Center 4500 S. Lancaster Road

Dallas, Texas 75216 Meeting Pods

549-24-3-040-0209

STATEMENT OF WORK

1.0 GENERAL SCOPE

The Veterans Health Administration (VHA) has a requirement for healthcare furniture for the VA North Texas Healthcare System that meet the specifications and high-quality threshold while integrating excellent environmental stewardship.

This requirement includes healthcare furniture, project management, assembly/ installation, and maintenance/warranty services.

This requirement is for meeting pods for VANTHCS. Healthcare furnishings include, modular furniture, height adjustable tables, and associated accessories. Please see attached specifications. These parts should be identified by room number. Layouts and installation instructions for each room should be provided. Finishes selections may be changed or selected post award.

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

2.0 PERFORMANCE REQUIREMENTS

The contractor shall provide and be responsible for the technical assistance, development, and generation for final specifications.

Duty hours will be between 8:00AM and 4:30PM. The Government recognized US holidays are:

New Year’s Day, Martin Luther King, Jr. Day, Presidents Day, Memorial Day, Independence Day, Juneteenth, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. If the holiday falls on Sunday, it is observed on Monday.

Delivery times and dates will be coordinated with the VA Designer and may occur outside of regular duty hours (weekends, late evenings, etc.…) to minimize impact on patient care.

Installations / deliveries may occur outside of regular duty hours without additional cost to the government.

The contractor shall:

a. Coordinate and provide project management of all products and services to manage, design, order, ship, and deliver new furniture from the manufacturer until final acceptance by the Contracting Officer Representative (COR)/ VA Point of Contact.

b. Provide maintenance manuals for any and all products provided.

***DRAFT COPY***

c. Sample of each item may be requested prior to large order being placed to ensure quality of product.

a. Additional finish samples

d. All finishes, and specifications should be selected, approved and confirmed by VA designer prior to manufacturing.

e. Prepare and provide as built furniture drawings in PDF and AutoCAD.

f. Provide maintenance manuals for all products specified.

g. Warranty:

a. The warranty item is to run from the date of acceptance of the products by the

Government

b. Contractor/ Vendor agrees to furnish, without cost to the Government, replacement of all parts and material which are found to be defective during the warranty period. Cost of installation and travel of replacement material and parts shall be borne by the Contractor/ Vendor.

c. The products will be free from defects in workmanship and materials for a period of at least one year.

d. Manufacture Limited lifetime warranty

h. Shipping Instructions:

a. Items shall be shipped directly to the address below:

Premiere Office Movers 1002 Avenue T #200 Grand Prairie TX 75050

b. After award, the winning bidder will need to coordinate with the COR and/or VA

Designer to plan out shipment and installation.

c. The contractor will coordinate all deliveries and installation times with the VA

COR or designated VA POC.

i. Installation may be descoped from the requirement depending on project timeline.

d. All shipping and handling charges shall be paid by the contractor. Responsibility and Liability for loss or damage shall remain with the contractor until final inspection and acceptance by the VA.

i. Inspection and Acceptance Criteria:

a. Contractor shall receive all products, complete inspections, and perform any damage reports as necessary.

b. All finished surfaces shall be free of scratches, mars, dents, or blemishes, and withstand staining, and exhibit to flaking, cracking, or loss or adhesion.

Furnishings shall have smooth finishes with no hazardous projections, sharp corners, or detail, which can be hazardous and cause personal injury or damage to clothing.

3.0 KICKOFF MEETING

The prime contractor(s) shall participate in a kickoff meeting within ten (10) days of task order issuance, in person. Time and date will be determined by VA Point of Contact.

4.0 SUBMISSION OF QUESTIONS

Questions: All questions must be received by date determined by acquisitions. All questions submitted for this solicitation must be electronically sent to the following email address: [insert

CO email or contact information here]. Questions received after the stated date and time, may be addressed at the discretion of the Contracting Officer.

5.0 SUBMISSION OF QUOTATION

Quote Submission: The contractors shall submit complete emailed electronic copy portable document format (.pdf) or Microsoft Excel (.xls) format of:

Volume 1: (technical)

a. complete manufacturer’s product specifications

b. Bill of Materials tagged per CLIN/ floorplan department and room etc.

c. quantity of man hours for labor/installation

d. project management plan

e. product literature

f. project staffing plan

g. physical finish samples

h. sustainability certification documents

i. complete testing results / certificates

j. mock up samples (list any needed here)

k. warranty.

l. Self-certifying statement confirming ability to meet project deadlines

Volume 2: (pricing)

a. price quote with separate line for labor/installation

b. Bill of Materials with subtotals and tagged per CLIN/ floorplan

Submissions can be sent in multiple emails to avoid computer system email size limitation.

Quotes submitted by any other method will not be considered. All proprietary information shall be clearly marked. The use of hyperlinks in quotes is prohibited. Late quotes will not be accepted for evaluation. The contractor is responsible for confirming the Government’s receipt of the contractor’s quote.

Pricing must be within the established IDIQ Pricing.

6.0 EVALUATION CRITERIA

Task order will be evaluated on:

a. Bill of Materials with subtotals and tagged per CLIN / floorplan department and room etc.

b. PDFs of detailed and dimensioned: Plan, 2-D and 3-D drawings of each workstation

(and/or) products with multiple parts list to represent exactly what is being included in task order and to determine accuracy.

c. Cut sheets with product detail for each line item.

d. Labor/Services appropriate to the scope of work. (no pricing included)

e. Project staffing plan appropriate to scope of work

f. Project management plan appropriate to scope of work

g. Sustainability Certification

7.0 PRODUCT

General

All finished surfaces shall be free of scratches, mars, dents, or blemishes, and withstand staining, and exhibit to flaking, cracking, or loss or adhesion.

Furnishings shall have smooth finishes with no hazardous projections, sharp corners, or detail, which can be hazardous and cause personal injury or damage to clothing.

A. PRODUCT DETAILS

Please see attachment with full product specifications and layouts. Finishes selections maybe changed or selected post award. All finishes must be verified with VA before production.

8.0 SERVICES

A. Delivery, Storage and Handling of Materials:

a. Contractor shall place all orders, track orders, schedule deliveries and coordinate with the manufacturer and delivery according to VA project schedule.

b. The product must not be placed into production without clearance from the VA

POC.

c. Contractor shall contact the POC at least 14 working days prior to start of work/ shipping to ensure that the space is ready for delivery.

d. In event there is a delay in delivery; Contractor must notify the VA POC immediately.

e. Contractor shall provide the VA POC the scheduled date and time that the delivery truck will be arriving at least 48 hour ahead of time.

f. Contractor must ensure that the driver of the delivery vehicle has copies of the delivery order and shall not attempt to deliver any item before the scheduled delivery date.

g. Contractor must cooperate with VA to properly receive all products and furnishings at VA facility.

h. Product shall be factory packed with adequate protection to all sides and corners to prevent transit and handling damage.

i. The Contractor/ Vendor shall provide (if needed) 45 days free storage in a conditioned facility that meets all building requirements including but not limited to sprinkler, security, safety, temperature and environmental controls- as not to void warranty.

j. The Contractor must notify VA of specific location of any stored parts.

B. Receiving and Unloading:

a. Contractor shall place all orders, track orders, schedule deliveries and coordinate trucks with the manufacturer and delivery according to VA project schedule.

b. Contractor shall receive all products, complete inspections and perform any damage reports as necessary and notify the VA POC.

c. If the Contractor is unable to complete the assembly and placement of all unloaded items before the end of the work day, the Contractor will be responsible for moving these items to a secure location until the next available work day. The

Contractor will be responsible for moving the items from the overnight storage site to its designated position.

d. Contractor shall store damaged items in the location designated by the POC. The

Contractor shall maintain a complete file of all documents relating to each discrepancy and copies of all Discrepancy Reports shall be forwarded to the

POC on a daily basis.

e. Contractor shall repair or coordinate for replacement of damaged, defective, or missing items.

C. Protection of Property:

a. Contractor shall protect all items from damage. The contractor shall take precaution against damage to 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. Contractor shall be prepared to provide floor protection while working in VA facilities. All material handling equipment shall have rubber wheels to help prevent damage to the floor.

D. Assembly and Final Acceptance:

a. Contractor shall be responsible for 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.

b. The contractor shall install all items in accordance with each requirement statement and basic component floorplan, panel plan and electrical plan, designed and provided by the contractor with each task order.

c. Contractor shall uncrate all items received and perform all required assembly in accordance with the manufacturers’ instructions.

i. Disposal of packing materials is the responsibility of the Contractor. If VA dumpsters are full, Contractor must be disposed materials off-site.

d. Contractor shall prevent its personnel from entering any area other than the designated work area.

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

f. 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.

g. The Contractor shall do a final walkthrough with COR and provide a punch list before releasing crew for the day.

E. 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.

F. Warranty Items

a. The warranty of an item is to start on the date of acceptance of the products/services by the Government VA COR.

b. The Contractor agrees to furnish, without cost to the Government, replacement of all parts and material which are found to be defective during the warranty period.

The cost of installation and travel of replacement material and parts shall be borne by the Contractor.

VHA Supplemental Contract Requirements for Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors

1. Contractor employees who work in or travel to VHA locations must comply with the following:

a. Documentation requirements:

1) If fully vaccinated, shall show proof of vaccination.

i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination

Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

2) If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within three calendar days prior to desired entry date.

Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test.

3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

2. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19

Screening Tool. Check regularly for updates.

a. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

3. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA

Facilities.

https://www.va.gov/covid19screen/