Valor Point Bedroom Furniture Statement of Work.docx

DEPARTMENT OF VETERANS AFFAIRS

EASTERN COLORADO HEALTH CARE SYSTEM

1700 N. Wheeling St.

Aurora, Colorado 80045

(303) 399-8020

DEPARTMENT OF VETERANS AFFAIRS

EASTERN COLORADO HEALTH CARE SYSTEM

1700 N. Wheeling St.

Aurora, Colorado 80045

(303) 399-8020 Valor Point Domicillary Bedroom Furniture Replacement

Project: Valor Point Domicillary Bedroom Furniture Replacement Location: 7350 W. Eastman Place Lakewood, Colorado 80227

5/21/26

STATEMENT OF WORK

1. GENERAL SCOPE:

1.1. The Veterans Affairs Eastern Colorado Healthcare System (VA ECHCS) has a requirement for Kwalu bedroom furniture procurement for the 40 bed facility, Valor Point Homeless Domicillary. This facility is occupied and provides Veteran care 24-7. This SOW includes removal/disposal of existing furniture (38 twin beds, 2 queen beds, 40 mattresses, 40 wardrobes, and 40 bedside tables) and the installation of new furniture.

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

1.1.1.2. Only three rooms will be installed per day. Each day, we will discuss which rooms we are installing for the next business day. If there are more rooms open at that time, we will install more than three. VA will communicate the schedule in email as we go.

2. PERFORMANCE REQUIREMENTS:

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

2.2. Furniture delivery and installation is to be scheduled and confirmed by VA COR.

2.2.1.1. Duty hours at this site will be Monday- Friday 9:30am-3:00pm. The Government recognized US holidays are: New Year’s Day, Martin Luther King, Jr. Day, Presidents Day, Memorial Day, Juneteenth, National Independence Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day and Christmas Day. If the holiday falls on Sunday, it is observed on Monday.

2.3. Contractor may or may not be required to complete services outside of normal duty hours per the SOW.

2.4. 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 VA COR at least 14 days prior to work start date to ensure compliance to any local security policies.

2.5. 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.

2.6. Contractor must have a project manager/lead installer based on project size.

2.6.1.1. Project manager/lead installer must have a minimum of 2 years of experience.

2.6.1.2. Performing installation services in healthcare facilities.

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

2.8. 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.

2.9. Contractor shall:

2.9.1. Coordinate and provide management of all products and services to manage, design, order, ship, deliver, and install new furniture from the manufacturer until final acceptance by VA Interior Design.

2.9.2. Include only products specified within the specification.

2.9.3. Provide maintenance manuals for all products specified.

3. KICKOFF MEETING:

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

4. SUBMISSION OF QUESTIONS:

4.1. All questions submitted for this solicitation must be electronically sent to the Contracting Officer unless the Contracting Officer has directed otherwise.

5. SUBMISSION OF QUOTATION:

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

5.1.1. Pricing with separate line for labor, deinstallation/discarding of current furniture & installation of new furniture.

5.1.2. Any finish samples.

5.1.3. Product literature.

5.1.4. Physical finish samples.

5.1.5. Complete manufacturer’s product specifications

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

5.1.7. Warranty.

5.2. Submissions can be sent in multiple emails to avoid computer system email size limitation, to the Contracting Officer or in person at: Department of Veterans Affairs, Network Contracting Office 19, located at 6162 South Willow Drive, Suite 300, Greenwood Village, Colorado 80111. 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.

6. PRODUCT:

6.1. All finished surfaces shall be free of scratches, mars, dents, or blemishes, and shall withstand staining and exhibit no flaking, cracking, or loss of adhesion. Furnishings shall have smooth finishes with no hazardous projections, sharp corners, or details that could cause personal injury or damage to clothing. All finishes shall be Kwalu finish.

7. SERVICES:

7.1. The contractor shall be responsible for providing all sample materials for awarded product (2-Day Delivery) as requested by VA Interior Designer.

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

7.3. The contractor shall track manufacturing schedule and notify VA COR and Interior Designer with updates of estimated completion date by email.

7.4. The contractor shall attend a post-installation meeting to assess, address, and document any punch-list items and shall submit to the VA Interior Designer a remediation plan within 5 business days.

7.5. Contractor shall provide 30 Days Free Storage once the complete bill of materials has been received at a conditioned facility that meets all building requirements including but not limited to the sprinkler, security, safety, temperature and environmental controls – as not to void furniture warranties.

7.6. The Government maintains the option to modify the normal work week, days and hours, as necessary for the accomplishment of VHA mission.

8. FURNITURE, DESIGN, AND SUPPORT SERVICES:

8.1. CONTRACT TASK REQUIEMENTS:

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

8.1.2. Contractor shall be responsible for all field measurements whether in existing spaces or new construction. Contractor shall not rely on AutoCAD drawings for final measurements. Schedule onsite verification with the COR prior to order placement.

9. PROTECTION OF PROPERTY:

9.1. Contractor shall protect all items from damage during delivery and installation. The Contractor shall take precaution against damage to the building(s), grounds, and furnishings.

9.2. Contractor shall be responsible for providing adequate floor and wall protection to minimize damage to the facility during delivery/installation of all items. It is recommended that all material handling equipment have rubber wheels to minimize potential damage to floors.

9.3. The Contractor shall perform an inspection of the building(s) and grounds with the On-Site Point of Contact prior to commencing work. The Contractor shall be responsible for repairing or replacing any items that require simple repair, components, building(s), or grounds damaged due to negligence and/or actions taken by the Contractor or its employees. The source of all repairs beyond simple surface cleaning is the facility construction contractor (or appropriate subcontractor), so that building warranty is maintained. Concurrence from the VA Facilities Management POC and On-Site Point of Contact 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.

9.4. The Contractor shall be responsible for securing all items, and its own work tools and equipment during delivery/installation.

9.5. No ladders, tools or vacuum cleaners will not be loaned out, come prepared.

10. DELIVERY:

10.1. Delivery/Installation Timeframe: estimated to begin as soon as the furniture manufacturing is complete. Do not schedule until date is confirmed by VA COR/POC Interior Designer, Kate Rader.

10.2. Delivery Location: Contractor shall deliver all furniture directly to the Valor Point Domicillary at 7350 W. Eastman Place Lakewood, Colorado 80227

10.3. There is no loading dock present. Delivery Truck must have an operable lift gate or other means to safely offload products. Products will be delivered to the back of the building. No stairs or elevators will be used; it is all on the main level of the facility.

10.4. Wardrobes will need to be mounted to the walls in these rooms. Locations of wardrobes are indicated on the floor plan, but VA Interior Designer will identify location in field. Field verification may need to take place ahead of time to ensure that you have the proper tools & hardware to mount the wardrobes to drywall.

10.5. Delivery Markings: Contractor shall deliver items in manufacturer's original sealed containers with manufacture’s name marked thereon. Deliveries shall be marked with the PO and contract number. Contractor must unbox furniture prior to bringing it into the building and remove all trash.

10.6. Delivery and Installation will be coordinated through the VA Interior Designer, Kate Rader. Only three rooms will be installed per day. Each day, we will discuss which rooms we are installing for the next business day. If there are more rooms open at that time, we will install more than three per day.

10.7. In the event there is a delay the contractor must notify the assigned VA COR and VA Interior Designer immediately in writing, via email.

10.8. Contractor shall provide the VA Interior Designer and COR with scheduled date and time that the delivery truck will arrive at least 72 hours minimum in advance.

10.9. Contractor must 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.

10.10. Parking in the drop off area is not provided.

1. RECEIVE AND UNLOAD:

1.1. If the Contractor is unable to complete the assembly and placement of all unloaded items before the end of the workday, the Contractor will be responsible for moving these items to a secure location, until the next available workday. The Contractor will be responsible for moving the items from the overnight storage site to its designated position in the building.

1.2. The Contractor shall verify and inspect all items. Any and all deficiencies (damage/overage/shortage) shall be brought to the attention of the assigned VA COR and Interior Designer in writing, preferably via email, immediately upon identification.

1.3. Contractor shall repair or coordinate with the COR for replacement of damaged, defective, or missing items.

2. Installation Services/Deinstallation Services

2.1. Contractor to provide installation per the Statement of Work. Furniture installations include 45”, 36” and 24” wardrobes, small bedside tables, large bedside tables, twin beds, queen beds and mattresses. (installer must read installation instructions and have appropriate hardware to meet manufacturers’ installation requirements). All furniture installations require the COR’s approval of a plan provided by the Contractor.

2.2. The removal will include 38 twin platform beds/mattresses, 2 queen platform beds/mattresses, 40 bedside tables, 40 wardrobes. The VA can provide a picture of a twin room setup and queen set up so you can see what will need to be removed and discarded if you request it.

2.3. The Contractor shall provide, operate, manage, and maintain a trained, uniformed Installation Service crew.

2.4. The Contractor shall ensure that crew members have the technical capability to assemble all types of furniture before performing such tasks.

2.5. 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.

3. ASSEMBLY AND FINAL ACCEPTANCE:

3.1. 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.

3.2. The contractor shall install all items in accordance with each requirement statement and basic floor plan. Contractor is responsible for identifying additional hardware and tools required to complete assembly and installation.

3.3. Contractor shall uncrate all items received and perform all required assembly in accordance with the manufacturers’ instructions. Contractor is responsible for identifying additional hardware and tools required to complete assembly and installation.

3.4. Contractor shall prevent its personnel from entering any area other than the designated work area. Installers shall be accompanied by a badged VA employee only while in the building.

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

3.6. 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.

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

4. JOB SITE CLEANLINESS/EXPECTATIONS:

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

4.2. Proper floor, walls, door frame and other protections are expected to be provided and maintained for entrances to construction areas, and common areas located between the designated elevator and construction areas. If applicable, construction paths across common areas and/or lobbies must be always kept clean and such cleaning will be the responsibility of construction contractor. Proper dust control measures must be used and always maintained.

4.3. 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.

4.4. 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.

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

4.6. Smoking is not allowed at any location on the property including the building, parking garage, alleyway or within twenty-five (25) feet of any entrance or exit to the building.

4.7. No equipment or materials are to be stored onsite.

4.8. All construction debris shall be removed on a timely basis and shall not be allowed to produce a fire hazard. If contractor fails to keep the premises clean, the building property management reserves the right to remove the debris at the contractor’s expense.

4.9. NO radios or audible music will be allowed on the site.

5. WARRANTY ITEMS:

5.1.1. The contractor shall provide all manufacturer(s) warranties on all parts and labor at time of delivery.

5.1.2. The warranties shall include all travel and shipping costs associated with any warranty repair.

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