Attachment A - SOW_rv1.docx

STATEMENT OF WORK (SOW)

WINDOW SHADES AND INSTALLATION

PART A - GENERAL INFORMATION

1 INTRODUCTION - This requirement is for a contractor to provide all labor, tools, materials, equipment, transportation and supervision to fabricate and install 224 dual layer and 2 single layer manually operated roller shades in Building 86 at Sheridan VA Health Care Center, 1898 Fort Road, Sheridan, WY 82801.

2 BACKGROUND – Building 86 is a three-story building constructed in 1946. It houses Physical Therapy and Veterans Canteen Services on the first floor, a community care center (nursing home) on the second floor, and an inpatient mental health unit on the third floor.

It is anticipated that third floor will be unoccupied at the time of installation. Second floor and first floor will be occupied spaces. The contractor will need to work with the COR and unit managers to minimize disruption to Veteran residents and employees on the first and second floors.

Note: Eagle Living Center, on the north side of the first floor, is excluded from this procurement. Please disregard the measurements on Appendix A for room numbers 152-196B; these rooms and corresponding 26 windows are not included in the total number for this procurement.

The C&A requirements do not apply, and a Security Accreditation Package is not required.

Unique challenges:

Replacement windows were installed over the previous three summers. Occupants of the building have been utilizing temporary window coverings ever since. As is typical in older buildings, the window openings are not necessarily square, and the aluminum window trim casing may not be perfectly perpendicular to the adjacent walls. Window shades shall be installed as close to the glass as possible to reach the structural wood window header. Headrail brackets shall be screwed to the top and the sides of the window openings to reduce the likelihood of resident vandalism. All windows shall have a control chain long enough to enable the controls to be reached by a Veteran in a wheelchair. In the lower portions of the window, installers may encounter empty space behind the aluminum window trim. Self-tapping screws may be required in these locations to ensure that the bead chain control is securely attached. Photographs of sample windows are attached, identified as SOW Appendix B.

Sheridan is located in a rural area. Contractor shall be capable of providing an initial response to requests for warranty work/service within 72 hours. Contractor shall coordinate with the COR on delivery date for manufacturer warranted products and the scheduling of warranty services not to exceed the manufacturer’s standard production time.

Disposal of existing window coverings:

The only window coverings on the new windows are temporary curtains hanging from tension rods. These shall be removed and discarded by the contractor on a room-by-room basis as installation progresses. Contractor may place discarded coverings in the VA dumpsters on-site.

Basis of Design:

The basis of design example is Draper Clutch-Operated dual roller FlexShades, as currently installed in our Building 87, Building 64, Lab, and Dental departments. Photographs of several existing dual window shades are attached, identified as Appendix C.

· Primary shade (visible from the room) is Phifer Sheerweave SW2000, colorway p04 white/bone in 5% openness.

· Liner shade (closest to the window glass) is Phifer Sheerweave SW7500 blackout fabric, colorway 7500 R39 Cloud.

· Single layer shades are the same material as the liner shade.

Healthcare Setting Requirements:

Window shades shall comply with regulatory healthcare setting requirements to include; medical-grade cleanability, safety, accessibility, patient comfort and privacy to support healing and operational efficiency to protect patients and staff and the salient characteristics listed in the SOW.

Infection Control Compliance

· Non-porous, seamless surfaces (e.g., PVC, PETG, vinyl) to prevent pathogen accumulation

· Antimicrobial coatings (≥99.9% pathogen reduction) to resist bacterial growth

· Chemical resistance to hospital-grade disinfectants, including 10% bleach and quaternary ammonium cleaners

· Zero-porosity materials and bonded seams only to avoid dust and microbial harborage Safety & Fire Standards-

· Shades shall have a chain mechanism accessible to Veterans in wheelchairs.

· Flame retardancy meeting NFPA 701 or UL 94V-0 standards Cleanability & Maintenance

· Smooth, wipeable surfaces that can be sanitized daily with sporicidal antiviral agents

· Shades shall be inside mounted.

Light Control & Privacy

· Adjustable light control for patient comfort (e.g., blackout for recovery rooms, light-filtering Accessibility

· ADA-compliant controls for patients and visitors: wall switches at 36–44" height, large easy-grip wands, or voice control for mobility-limited residents

· Roller shades with longer control chains may be required in some locations to make the shades accessible to Veterans in wheelchairs.

Material & Durability

· Durable, low-VOC, and UV-resistant fabrics or plastics

· Long-term resistance to wear in high-traffic clinical zones Regulatory & Accreditation Alignment

· Compliance with Joint Commission(TJC), Health Insurance Portability and Accountability Act (HIPAA), National Fire Protection Association (NFPA) and American Society for Testing and Materials (ASTM) and International Organization for Standardization (ISO) American Disabilities Act (ADA), American Hospital Association (AHA), American Society for Healthcare Engineering (ASHE), Occupational Safety and Health Administration (OSHA) GREENGUARD and GREENGUARD Gold standards, RoHS Directive 2002/95/EC, US Consumer Product Safety Commission Section 101, ANSI/WCMA A 100.1-2007 for lead content and REACH (EC1907/2006) compliant.

3 SCOPE OF WORK –Contractor shall conduct an onsite review of areas and verification of measurements and quantities of required window shades. Upon verification of measurements/quantities, the Contractor shall procure and install new inside mount dual layer roller shades to the following specifications:

· Window shades shall completely fill existing openings from head to sill and jamb to jamb.

· For large window openings over 75” in width, a 1-shade solution is not required and a 2-shade solution may meet the government need.

· Controls should be placed adjacent to window mullions, and the gap between the shades shall be as small as possible.

· Shade cloth shall hang flat without buckling or distortion.

· Shade edges shall hang straight without curling or raveling.

· Shade shall operate by a bead chain mechanism that allows the shade to be raised to any level desired. There are no pre-set stopping points.

· Shade hardware shall allow for removal of the shade roller tube from brackets without removing hardware from the opening.

· The window shade fascia shall cover the roller(s) so that roller(s) are not visible from the inside of the room.

· ADA compliant controls are required in all feasible locations.

· Electrified/wired or voice controls are not required in any location.

· Controls should be easily operated from a standing or seated position with exceptions for locations where the window sill is more than 5’ above the floor.

· Shade colorway shall coordinate with standard wall paint color is Sherwin Williams SW7036 Accessible Beige.

4 SPECIFICATIONS-SALIENT CHARACTERISTICS

The following specifications apply to the Draper shades example identified as the basis for design. Vendors should use these specifications to determine whether their proposed solution meets regulatory requirements.

EQUIPMENT:

Bead chain clutch operator: DuPont Zytel nylon resin (glass fiber reinforced) black or white, 20 lb. standard, 24 lb. as necessary. Bi-directional for mounting at either end of roller. Control loop, of any length is plastic or stainless steel bead chain (standard). Plastic chain in ivory, grey, or black. Never needs adjusting. Patent pending.

Operator location: Right hand standard, left hand available.

Optional spring-assist bead chain clutch: Adjustment-free system includes spring-assist components to reduce lifting forces required to raise the shade. Manufacturer shall provide estimated torque for shade unit. Spring-assist is not recommended on estimated non-spring-assist torque above 6 lb-in; required on shades with an estimated torque higher than 15 lb-in.

COMPONENTS:

Rollers: Size 1 ½” dia. with 0.65 wall, 2” dia. with .080 wall, up to 3.12” dia. with .95 wall, in steel or extruded aluminum. Roller assembly easily removable without removal of mounting hardware.

Universal mounting brackets: 1018 plated steel stamping. Sizes 1 5/8” and 2.14”. Mount to face, ceiling, or jamb. Brackets do not require additional adapters. Powder coated white or black to match selected clutch color.

Roller idler assembly: Fiberglass reinforced polyester thermopolymer (PBT), with spring-loaded pin to interlock with mounting bracket.

Fabric attachment: Fabric connected to the roller tube with LSE (low surface energy) dougle sided adhesive specifically developed to attach coated textiles to metal.

Hem bar options:

· Closed pocket elliptical slat: 1” aluminum elliptical slat: 1” aluminum elliptical slat inside of a 1 5/8” heat sealed pocket. Sewn pockets are not acceptable

End caps: 1018 steel stamping. Two sizes: 3 ½” x 3 ¾” and 4 ½” x 4 ½”. Complete with adapter roller bracket. Installs to face, ceiling, or jamb. Accepts box covers and fabric guide.

Endcap covers: Plastic covers snap onto end caps. Available in silver, ivory, bronze, black, or white to match fascia.

Fascia: “L” cover of extruded aluminum, .060 wall. Fascia snaps onto endcaps without exposed fasteners. Clear Anodized (standard), black, white, ivory, or bronze powder coat finish available. Custom powder coat colors available.

Surface Headbox: Consists of fascia, “L” shaped pack/top cover of extruded aluminum. Endcaps slide into extrusion without exposed fasteners.

Pocket Headbox: For pocket installation, includes a “U” shaped extruded aluminum back/top/front cover with removable bottom closure panel.

Small headbox size: 3 7/16” x 3 15/16”.

Large headbox size: 4 11/16” x 4 11/16”. Some exposed fasteners required.

Type “D” pocket: Type “D” shade pocket, extruded aluminum, for perimeter installation. Accepts flexShades installed with ceiling brackets. Finished in white paint, 5” x .125” tile support lip & removable bottom closure.

Light gap reduction hardware: Extruded aluminum. Accpets edges fo fabric, prevents light gaps. Interior of channel provides for use of flat head screws. Available with or without lining. “L” angle, “U” channel, “H” channel, and vinyl “L” angle available.

Interior cable guide kit: Includes slat, slat weight, slat endcaps, and cable guide. Slat/hem bar is a 5/8” round bar for use in a 1 5/8” open ended hem pocket.

INNER SHADE MATERIAL: Sheerweave SW2000 (5% openness) Standard widths: 63”, 98”, and 126” Roll length: 30 linear yards Composition: 37% Fiberglass, 63% vinyl on Fiberglass Mesh weight: 14.4 oz / yd squared Fabric thickness: 0.021” Openness factor: 5% UV blockage: 95% Acoustical value: NRC 0.10/SAA 0.11 Acoustical performance: NRC (Noise Reduction Coefficient) and SAA (Sound Absorption Average) tested in accordance with ASTM C423.09a.

Sheerweave SW2000 SPECIFICATIONS:

Fire Classification: California U.S. Title 19 (small scale), NFPA 701 TM#1 (small scale), NFPA 101 (Class A Rating), IBC Section 803.1.1 (Class A Rating), BS 5867 Part 2 Type B Performance, NFPA 701 TM#2 (large scale), CAN/ULC-S 109 (large and small scale), CAN/CGBS2-4.162-M80.

Bacteria and Fungal Resistance: ASTM E2180, ASTM G21, ASTM G22, AATCC30 Part 3, ASTM D 3273, GREENGUARD Mold and Bacteria Standard ASTM 6239; Includes Microban antimicrobial additives.

Environmental Certification: Certified to GREENGUARD and GREENGUARD Gold standards for low chemical emissions into indoor air during product usage.

Safe Use: RoHS Directive 2002/95/EC, US Consumer Product Safety Commission Section 101, ANSI/WCMA A 100.1-2007 for lead content and REACH (EC1907/2006) compliant.

Standard Uses: Roller shades and panel tracks.

Warranty: 10-year interior, 5-year exterior.

LINER SHADE MATERIAL: Sheerweave SW7500 (blackout) This blackout shade material is preferred for ease of cleaning and infection control.

Standard width: 118” Roll length: 30 linear yards Composition: 100% polyester with Acrylic Coating Mesh weight: 12.14 oz / yd squared Fabric thickness: 0.016” Openness factor: opaque Acoustical value: NRC 0.00/SAA 0.03

Sheerweave 7500 SPECIFICATIONS:

Fire Classification: California U.S. Title 19 (small scale), NFPA 701 TM#1 (small scale), BS5867 2008 Part 2 Type B Performance, CAN/ULC-S 109-03 (large and small scale), IBC Section 803.1.1 (Class A Rating), CAN/CGSB 2-4.162-M80.

Bacteria and Fungal Resistance: ASTM E 2180 and ASTM G21.

Environmental Certification: Certified to GREENGUARD and GREENGUARD Gold standards for low chemical emissions into indoor air during product usage.

Safe Use: RoHS/Directive 2002/95/EC, US Consumer Product Safety Commission Section 101 and ANSI/WCMA A100.1-2007 for lead content.

UV Protection: Seal of Approval by the Melanoma International Foundation (MIF) for effectiveness in preventing sun damage to skin or eyess

Warranty: 5-year interior.

Hardware finishes and options for this specific procurement:

Control loop: stainless steel bead chain that never requires adjustment.

Clutch location: right as seen from inside the room facing the window.

Clutch color: white.

Cord tension device: P-clip Fabric orientation: regular roll

· Hem bar style: 1” aluminum elliptical slat inside of a 1 5/8” heat sealed pocket.

End caps with fascia: standard Hardware finish: clear anodized (standard)

See the attached Excel document listing room numbers and window sizes, identified as SOW Appendix A. The VA provides this information as a courtesy only. The Contractor is responsible for confirming all measurements prior to manufacturing and/or placing the order with the manufacturer.

5 COMMUNICATION

The Contractor shall track the manufacturing schedule and notify the Contracting Officer Representative (COR) by email with the anticipated factory ship date and the date installation is expected to commence.

· *Contractor shall place the order with the manufacturer within 30 days after receipt of completed contract ARO. Installation shall commence within 90 days of completion of manufacturing and shipment of the shades. Installation shall be completed within 90 days of notification of shipment date.

*Exceptions to these expectations should be noted in the proposal.

6 INSTALLATION

Contractor shall be responsible to collaborate with the COR to determine the installation needs/challenges based on building construction.

Place of performance: Installation shall take place at Sheridan VA Health Care Center, 1898 Fort Road, Sheridan, WY 82801, between normal business hours of 7:30 am to 4:00 pm. All orders shall be delivered Free on Board (FOB) destination. There is a freight elevator in Building 86 which measures 87.5” x 58.5”, with an extra 5” of length behind the door. The door is 48” wide.

Period of Performance: The Contractor shall perform all work during normal business hours (Monday – Friday, 7:30 am – 4:00 pm) unless otherwise stipulated by the COR. The Contractor shall coordinate installation with the COR, in collaboration with Unit Managers. Some rooms may not be accessible during scheduled installation times due to patient care requirements. The Contractor shall allow for some flexibility in completing installation. Government recognized US holidays are New Year’s Day, Martin Luther King Jr Day, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. If the holiday falls on Sunday, it is observed on Monday.

Contractor Furnished Materials: This refers to all labor materials, tools, and equipment needed to perform the job. When “furnish”, “provide”, “install”, or a similar term is used, it shall mean complete installation, ready for use.

Government Furnished Materials and Services: Government furnished property, if any, will be identified and will only be used for the performance of this contract if authorized by the Contracting Officer. The Contractor shall take all steps necessary for the maintenance and preservation of all Government-owned property and furnishings. The Contractor shall comply with all reasonable requests of the Contracting Officer to enclose or specifically protect Government-owned property.

7 CONTRACTOR QUALIFICATIONS AND RESPONSIBILITIES:

Contractor must have a Project Manager/Lead Installer with a minimum of two (2) years of experience installing window coverings in healthcare facilities and meeting the infection control standards of medical facilities and nursing homes.

· A Project Manager/Lead Installer may be employed by a subcontractor.

· Project Manager/Lead Installer experience may be demonstrated by, but are not limited to: professional experience, resume, training, certification, schooling, accreditation, references and detailed project lists providing the type, size and responsibilities of a project.

Contractor’s personnel shall present a professional appearance and shall wear a uniform or provide an alternative method of identifying them as an employee of the Contractor.

Contractor’s staff may be required to have a VA escort if they leave the immediate work area.

Contractor shall understand and comply with all applicable federal, state, and local laws, Building Codes, Life Safety Codes, Occupational Health and Safety Administration requirements, ADA/ADG, permits, and VA design standards www.cfm.va.gov/til/dguide.asp and instructions required for the performance of the duties in the Statement of Work (SOW).

Contractor is responsible for ensuring that the business and its staff maintain any generally required professional certification, accreditation, license, bond, and proficiency standards relative to their area of expertise.

Contractor shall retain documentation of such records. The Government will not pay expenses to meet this requirement. The Contractor is responsible for ensuring staff are trained and certified for installing the required product in a way that maintains the validity of the manufacturer’s warranty.

8 ARRIVAL ON SITE, RECEIVE AND UNLOAD:

The Contractor shall coordinate delivery with the COR. The contractor shall ensure that the driver of the delivery vehicle has copies of the Bill of Materials/delivery orders and shall not attempt to deliver any items before the scheduled delivery date.

The Contractor and their installers will need to report to Engineering in Building 5, second floor, to obtain temporary Contractor badges. Each person will require two forms of ID including a photo. The VA security badge provided must be worn above the waist and be visible while on government property.

Park only in designated areas. Yield to pedestrians. Obey posted speed limits and traffic controls. Seat belt use is mandatory on VA grounds.

There is no smoking allowed anywhere on VA property, including in personal vehicles.

No weapons are allowed on the property.

9 PROTECTION OF GOVERNMENT PROPERTY

Contractor shall perform an inspection of the building and adjacent grounds with the COR prior to commencing work. Contractor shall take precautions against damage to the building, grounds, VA equipment, and VA furniture.

Contractor shall repair or replace any items or surfaces damaged accidentally or intentionally due to the actions of the Contractor. The Contractor shall communicate with the COR to resolve all repairs beyond simple surface cleaning. Concurrence of the COR is required before the Contractor may perform any significant repair work. In all cases, repairs shall be done in accordance with the original installation method, and utilize materials of the same quality, size, texture, grade, and color to match adjacent existing work.

Contractor shall be responsible for compliance with all safety and security requirements within the work area, to include securing any contractor-owned tools or equipment, and any on-site storage being utilized. Under no circumstances should contractor tools be left unsupervised.

Contractor shall prevent its personnel from entering any other area than the designated work area. A VA escort is required for Contractor employees outside the immediate work area.

The Contractor shall maintain legal paths of egress within all designated work areas to comply with fire codes.

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

Contractor must provide Proof of Insurance.

10 JOBSITE CLEANLINESS:

Contractor shall be responsible for the removal and disposal of all trash/debris generated by the uncrating and assembly of all items installed under this contract. Disposal will take place off VA property.

Window shades and hardware must remain in their original packaging during transportation, and not be unpacked until their arrival at the installation site.

Recyclable cardboard products shall be disposed of in accordance with applicable statutes, in respective offsite containers provided by the Contractor.

Packing materials shall not be stored on VA property for more than 24 hours.

The Contractor shall ensure their personnel eat and drink only in designated areas. Personal trash (food wrappers, drink containers, etc.) shall be removed from the site daily by the Contractor.

11 INSTALLATION:

Contractor shall perform installation services per task order SOW. Contractor shall provide all necessary materials, equipment, labor, supervision, and management to A) coordinate delivery, B) load and unload, C) place/install items in designated rooms/locations, D) assemble items as required, and F) properly dispose of all associated packing/crating materials off the VA premises.

The Contractor shall verify and inspect all items. All deficiencies (damage, overage, shortage) shall be brought to the attention of the COR by email immediately upon identification. The Contractor shall store damaged items in the location designated by the COR. The Contractor shall maintain a complete file of all the documents relating to each discrepancy and copies shall be forwarded to the COR daily. Contractor shall repair or coordinate with the COR for replacement of damaged, defective, or missing items.

Contractor is responsible for moving uninstalled items to a secure overnight storage location until the next workday. The Contractor shall be responsible for moving stored items back to the work site the following day.

The Contractor shall update the COR daily on progress and punch list items.

The Contractor shall ensure that their staff follow policies and procedures that protect the safety and welfare of Veterans, visitors, VA employees, and Contractor employees to minimize or eliminate safety or environmental risks.

12 FINAL ACCEPTANCE:

Contractor shall inspect items to ensure that window blinds and adjacent surfaces are clean, free of surface dirt, free of defects, fully operational, and that all debris is removed from the facility. Final acceptance by the Government will not occur until all installed items are accounted for, the installation is complete, punch list items have been addressed, and the furnishings are ready for use.

The Contractor or their representative shall attend a post-installation meeting to assess and document any punch-list items and shall submit to the COR a remediation plan within five business days. Punch list corrections must be done by a Contractor’s employee who was present at the original installation and has first-hand knowledge of all deficiencies.

13 WARRANTY ITEMS:

Warranties will vary according to the Manufacturer.

Warranty services: The Contractor shall coordinate, provide and install products under warranty without cost to the Government for all replacement of parts and material found to be defective during the warranty period. Contractor shall be responsible for all travel, services, personnel, shipping costs, parts, tools, and items needed to complete warranty work for the duration of all warranties.

Workmanship/Installation warranty: Contractor shall warrant installation workmanship a minimum 90-days after installation to include hardware mount installation, and installation of the products in compliance with Original Equipment Manufacturer (OEM) installation instructions. *Workmanship/Installation warranty duration shall be included in the offerors proposed solution.

See separate documents labeled as SOW Appendix A, estimated window sizes, SOW Appendix B, photos of window openings, and SOW Appendix C, photos of previous installations of similar blinds at this facility.

14 PERFORMANCE STANDARDS

The table below defines the Performance Standards and Acceptable Levels of Performance associated with this effort. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

· Personnel possess necessary knowledge, tools, skills, and abilities to perform tasks.

Satisfactory or higher

Acceptable Performance: The Government shall document positive or negative performance. Any report may become a part of the supporting documentation for any contractual action.

Unacceptable Performance: When unacceptable performance occurs, the COR shall work with the Contracting Officer (CO) inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case, the COR shall document the discussion and place it in the COR file.

To assure that the contractor receives impartial, fair, and equitable treatment under this contract, the COR will work with the contractor to increase performance to an acceptable level. When the COR and CO determines formal written communication is required, the COR and CO shall prepare a Notification (Letter or Concern (LOC), Cure Notice, Show Cause Notice) and present it to the Contractor.

1. The contractor shall acknowledge receipt of the LOC Notice in writing.

2. The LOC will specify if the contractor is required to prepare a corrective action plan (CAP) to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The Notice will also state how long after receipt the contractor shall present this corrective action plan to the CO.

3. The Government shall review the contractor's corrective action plan to determine acceptability.

Any Notice may become a part of the supporting documentation for any contractual action deemed necessary by the CO.