36C26123R0063 Performance Work Statement_Warehousing.docx

FF&E Comprehensive Support Services VA Palo Alto Health Care System 3/5/23

PERFORMANCE WORK STATEMENT (PWS)

1.0 BACKGROUND

The Veterans Health Administration (VHA) Palo Alto VA Medical Center/Healthcare System (VAPAHCS) requires Furniture, Fixtures and Equipment (FF&E) support services including furniture installation, moves, minor repairs, inventory control management, IT field technician, electrical and data, electronic, carpentry, plumbing, commercial painting, flooring installation, activation/deactivation project management, and warehousing support services to supplement existing capacity at all project and facility request levels.

2.0 SCOPE OF WORK

2.1 The contract is to provide a full range of FF&E installation, ancillary specialized services and warehouse operations in support of the VAPACHCS.

· The Contractor shall attend (in person) a kickoff meeting expected to be scheduled within seven (7) calendar days of contract award date. The kickoff meeting will be held somewhere at VA Palo Alto campus to be determined by COR.

· Assembly, installation, and connections of fixtures, furniture, and equipment, and IT hardware.

· Disassembly, disconnection, and removal of fixtures, furniture, and equipment, and IT hardware.

· Relocation of existing FF&E, IT hardware items, and related materials from a location, transportation of the items to a new location and installation/placement of the items according to the direction of the Contracting Officer Representative (COR) or Designated Technical Expert (DTE).

· Perform minor repairs and/or modifications to existing furniture as required.

· Perform steam cleaning/wiping down of furniture items returned to the warehouse from the field and shrink wrap to protect from dirt/debris or damage while in storage.

· Provide ancillary construction services to include: interior wall repair, commercial painting, removal and installation of flooring materials to include carpet, VCT/LVT, tile and other commercial flooring products, lighting fixture installation, electrical and data line installation/relocation (low voltage), light carpentry, and minor plumbing.

· Comprehensive Activation and Deactivation project management services.

· Pre-move planning including onsite and offsite coordination with the COR and/or DTE, drawing review and quality control checks.

· Inventory and warehousing of Veteran Affairs’ property including a comprehensive inventory management (software) system.

· Provide a customized, web-based online comprehensive inventory system that captures, tracks, itemizes, reports and allows for daily validation and management of all products under the purview and possession of the warehousing facility.

· Provide a detailed daily schedule and reporting of pending and completed task orders.

· Provide loading, unloading, packing and crating services using eco-friendly materials and methods per VAPAHCS standards.

· Perform trash removal, recycling, excess, and disposal per VAPAHCS policy.

2.2 In support of this initiative, the contractor shall provide the minimum personnel specified below and provide a complete list of staff that includes position, title, qualifications, professional certifications, and detailed minimum years of experience in their respective field. Key Personnel (KP) shall be permanent full-time employees of the Contractor; these personnel shall not be subcontracted. As outlined below, staff members are required to be proficient in specific computer/software programs based on the position requirements. The table below identifies the anticipated labor-mix and labor hours required for the forthcoming contract: base year plus 4 option years (if exercised) - this is only an estimate and can be modified at any time during the course of the yearly contract.

Table 1: Minimum personnel & qualifications required

Senior Program Manager

Scheduler/ Administrative Assistant

Steelcase Furniture System expertise.

Min. 3 Yrs.

IT Field Technician – Hardware Support

Min. 3 Yrs.

Commercial Flooring Installer

Min. 3 Yrs.

Min. 5 Yrs.

Min. 3 Yrs.

2.3 Level of Expertise. The level of expertise required for delivery of project task services shall be identified by the Contractor in response to the Government proposal request and their associated scopes of work for planned requirements. The Contractor shall use the proper level of expertise required for all contract services. All levels of expertise included in subsequent requirements are subject to approval by the COR/DTE.

2.4 The services outlined in this PWS shall be provided to the following VAPAHCS facility locations, including but not limited to:

· VA Palo Alto Division, 3801 Miranda Ave., Palo Alto, CA 94304

· VA Menlo Park Division, 795 Willow Road, Menlo Park, CA 94025

· VA Livermore Division, 4951 Arroyo Road, Livermore, CA 94550

· VA Capitola Community Based Outpatient Clinic (CBOC), 1350 41st Ave, Suite 102, Capitola CA 95010

· VA Fremont CBOC, 39199 Liberty Street, Fremont, CA 94538

· VA Modesto CBOC, 1225 Oakdale Road, Modesto, CA 95355

· VA Monterey CBOC, 201 9th Street, Marina, CA 93933

· VA San Jose CBOC, 5855 Silver Creek Valley Place, San Jose, CA 95138

· VA Sonora CBOC, 13663 Mono Way, Sonora, CA 95370

· VA Stockton CBOC, 7777 South Freedom Road, French Camp, CA 95231

· VA Mountain View Site, 1776 Old Middlefield Way, Mountain View, CA 94043

· VA Sunnyvale Research Center, 1080 Innovation Way, Sunnyvale, CA 94089

· VA Cooperative Studies Program Coordinating Center, 701 N. Shoreline Blvd., Mountain View, CA 94043

2.5 The Contractor’s administrative offices and warehouse shall be co-located in the same building and shall be within a 25-mile radius from the VA Palo Alto main campus, located at 3801 Miranda Ave., Palo Alto, CA 94304

2.6 The estimated number of yearly projects/task orders is 1,600- 1,800 which will include varying complexities of scope and a combination of services. The table below lists the number of projects from historical data from October-December 2022 by complexity – small, medium and large and the projections for the upcoming fiscal year are provided below:

2.7 The Contracting Officer’s Representative (COR) will be assigned to represent the Contracting Officer (CO) in furnishing technical guidance and advice under this contract. The delegation letter will specify the limits of the COR’s authority. The letter is not to be construed as authorization to interpret or furnish advice or provide information to the Contractor relative to the financial or legal aspects of the contract. Those matters are the responsibility of the CO and shall not be delegated.

2.8 The Contractor shall provide supervision, project management, reporting at regular intervals (daily, weekly, monthly and ad hoc), a web-based inventory management system and interface, onsite office space, staffing, equipment, computer hardware and software, transportation, warehousing including a climate-controlled section, storage, packing supplies/materials, tools, and supplies to perform all tasks outlined herein.

2.9 The Contractor shall ensure that all work by staff/crew/employees comply with all contract requirements and with Federal, VA, State & local regulations.

3.0 PROVISIONS AND SUPPLIES

3.1 The Contractor shall provide an effective communication system to their employees for their use during service hours. The communication system shall include cellular phones that are in good working order with charging capabilities. Due to anticipated cellular frequency issues and possible interference, the Contractor shall provide employees with 2-way radios as a safeguard. Contractor’s staff and crew shall be reachable during the periods of task performance.

3.2 The Contractor shall ensure their staff including subcontractors arrive at job sites with all necessary tools, supplies and equipment that are in good working condition, necessary to complete required tasks without the support of VA tools, supplies, equipment and labor. Tools, supplies and equipment shall be in the possession of the Contractor’s employees in sufficient quantity and quality, that enables them to perform the tasks assigned within a prescribed period, so as not to prolong the duration of the tasks, due to sharing or lack of quality of tools, supplies, equipment or transportation.

Examples of tools and equipment (not inclusive) to be provided by the Contractor for their employees:

· Various sizes of hand trucks, pallet jacks, forklifts and dollies

· Floats

· Speed pack boxes

· Wheel carts (enclosed and open)

· Roller lifts

· Heavy lifting and furniture moving equipment – straps, glides

· Steam cleaning equipment for furniture upholstery along with cleaning solution

· Power wash equipment to clean outdoor furniture, concrete walkways/pathways etc.

· Stair crawlers

· Various sizes of ladders

· Line laser and handheld levelers

· Tractor-trailer

· Electrical tools

· Plumbing tools

· Wall repair tools/materials, patching compound, joint tape

· Painting equipment and supplies, masking/painter’s tape, brushes, rollers, drop cloths

· Assortment of nuts, bolts, screws, nails & fasteners

· Wall hanging tools, zip ties, cable ties and security installation hardware

· Full range of handheld and motorized tools

· Shrink wrap, moving blankets, labels for communicating/tagging products returned to inventory

· Wooden pallets

3.3 The Contractor shall be responsible for providing office software and equipment (e.g., laptops, tablets) and internet connectivity to all Contractor staff assigned to Activation Projects.

3.4 The Contractor shall use a web-based software, such as PlanGrid or equivalent, to manage the installation of FF&E and information technology (IT) items for all Activation Projects.

3.5 The Contractor shall include twelve (12) PlanGrid licenses or equivalent, with unlimited sheet downloads/uploads for the VAPAHCS’s use for one year to include all projects, starting fourteen (14) calendar days after each activation project kick-off meeting.

3.6 The Contractor shall provide twelve (12) hand-held computing tablets with keyboard and folio case. PlanGrid or equivalent software shall be installed and an unlimited data plan, established on the tablet for the VA’s use for one year, to start fourteen (14) calendar days after each activation project kick-off meeting. These items must include warranty for the duration of the contract per SOW. Once the twelve (12) hand-held computing tablets are acquired, the intent is to have them available for the duration of the service contract with the VA to include the base year plus 4 option years (if exercised); the tablets must be available for all Activation projects declared by the VA during this period. All technical issues shall be resolved by the Contractor within 24 hours of notification.

3.7 The Contractor shall include the procurement of the (12) tablets and all requirements in Section 3.6 above, as part of their bid proposal but if the VA, for any reason, does not enforce or require this during the course of the contract year due to delays with Activations, all that applies to Section 3.6 will be de-scoped from the contract and adjustments will be made at the end of that contract period for final payment.

4.0 PERFORMANCE PERIOD

The period of performance (POP) of this Firm Fixed Price contract is as follows:

Base period: 10/01/2023 – 9/30/2024 plus 4 option years thereafter (if exercised)

5.0 HOURS OF PERFORMANCE

5.1 Approximately 90% of task orders occur during normal business hours, Monday through Friday, 8:00 am to 4:30 pm and approximately 10% of task orders occur during non-business hours including weekends, due to access restriction and areas of direct patient care. Specialized positions including electrician, electronics tech, flooring contractor, OI&T tech, plumber, and carpenter shall perform duties during both business and non-business hours given 72-hour notice by the COR or DTE.

Emergent Task: Emergent requests include, but are not limited to, support services for patient and staff safety issues, or as otherwise determined by the VA. Examples: removal of damaged furniture or equipment, presence of mold in an area, COVID related issue, flooding. Urgent moves, incoming staff and patient care requirements. The Contractor and all positions listed in Table 1, shall be available to perform duties (7) days a week, (24) hours a day and within less than 24-hour notice.

5.2 Federal Holidays – The Contractor shall not be required to perform duties on Federal holidays as observed by the VAPAHCS and any other day specifically declared by the President of the United States to be a Federal holiday.

6.0 KICKOFF MEETING

6.1 The Government will host an in-person or virtual kickoff meeting within seven (7) business days after contract award with the vendor, to be attended by the Contracting Officer, Contracting Officer Representative, Contractor Senior Program Manager and other key personnel as determined by the COR.

7.0 SERVICES AND TASKS

7.1 Contractor Senior Management and Administrative Support Services

7.1.1 The Contractor Senior Program Manager shall act as Point of Contact (POC) to work with the COR or Designated Technical Expert (DTE). The Senior PM (POC) shall have a comprehensive knowledge of the full scope of required services.

7.1.2 The Senior Program Manager shall be responsible for oversight of all services, program support, and provide comprehensive staffing coordination to meet all requirements as detailed in the contract, per the required timelines.

7.1.3 The Senior PM (POC) shall be responsive within (4) hours of contact during normal business hours for routine tasks. The Senior PM (POC) shall be responsive within 2 hours of contact for emergent issues as outlined in Section 5.0 and be available for site visits by either the COR or DTE within 24 hours of notice.

The Senior PM (POC) shall immediately notify the VA COR, by cellphone and email of his/her absence or inability to perform his/her duties. The Contractor shall immediately designate and inform the VA of the Acting-Delegate and follow up with an action plan to resume scheduled and future projects and tasks assigned to the Senior PM (POC). The action plan shall be provided within 2 hours of notice for review and immediate coordination with the VA COR.

7.1.4 The Senior PM (POC) shall attend all related project and status update meetings requested by the COR or DTE. These meetings may be held in person or virtually.

7.1.5 The Senior PM (POC) shall have the authority to accept and manage all service requests on the Contractor's behalf.

7.1.6 The Senior PM (POC) shall have technical and administrative knowledge of all job requests pending, in-progress and completed.

7.1.7 The Contractor shall include all costs in the contract price related to warehousing and business operations including relevant software licenses and required hardware.

7.1.8 The Contractor’s staff must be legally authorized to work in US. The Contractor shall comply with VA security, access, and badging requirements.

7.1.9 The Contractor shall ensure that the appropriate resources - equipment, tools, manpower and required skillsets assigned to each project are communicated to the COR/DTE within 24 hours for routine tasks and within 72 hours for projects/activations.

7.1.10 The Contractor shall provide a shared online calendar of task order requests with emailed confirmation of task orders, including but not limited to, confirmation of product availability and reservation hold, date, time, estimated hour(s) for task order completion, assigned crew members’ names, assigned project/team/move/installer lead, name of DTE, required tools and materials, project location and starting point location. Calendar to be updated within 24 hours of task order request. Contractor shall update the online calendar daily and make it available to VA COR for VA visibility at all times. Contract bidders shall provide screen shots of proposed calendar and its capabilities at the time of bid submission.

7.1.11 The Contractor shall prepare a monthly summary status report including the following data points: work performed during the month, work planned for the following month(s), a listing of all job requests showing the Task/Work Order number(s), date of issue, estimated or actual date of completion and completion status. The monthly summary status report must indicate the requestor (COR/DTE), work order number, site location, building, room number, crew size, names of the crew members, tasks performed. The monthly summary status report shall be delivered via email, to the COR by the 7th business day of the following month.

7.1.12 The Contractor shall provide a functional hoteling workstation and internet connection for at least one (1) VA COR/DTE located at the warehouse for the use by the COR/DTE while performing his/her onsite duties. The hoteling workstation shall be a designated and air-conditioned office space, separate and apart from the warehouse space and include a meeting area, a minimum 8-person conference room, a breakroom and a restroom.

7.2 Task Order Support Services

7.2.1 The Contractor shall perform daily Facility Request services to support VAPAHCS end-user FF&E requirements which may require deploying multiple, varying size crews to VA sites as scheduled by COR/DTEs. The COR or DTE shall submit Task/Work Orders no later than 48 hours prior to the scheduled date of installation. Only the COR (VA) or the awarded vendor can make requests within the 48-hour time period, not the DTE. Emergent work orders shall be solely requested and submitted to the Contractor by the VA COR.

7.2.2 The Contractor shall coordinate with the COR/DTE in planning, execution and completion of scheduled tasks. The Contractor shall provide the COR/DTE with a minimum of the following:

· Estimated labor hours to complete the task(s)

· Required quantity and skill set of Contractor staff to perform the task(s) requested

· Required materials and supplies to perform the task(s)

· Required vehicles

· Required break/lunch schedules during service period

· Confirmation of crew lead

7.2.3 The Contractor shall review task order requests daily to verify availability and submit confirmation and any deficiencies to the COR/DTE no later than noon the day prior. The Contractor shall ensure that the assigned Lead person meets the requested timeline unless some unforeseen event occurs.

7.2.4 Contractor Team Lead must be assigned to task orders within 4 business hours of task order placement and the Contractor must provide Lead contact information to VA DTE upon assignment.

· Team Lead shall attend site walkthroughs and coordination meetings prior to installations upon request of VA-DTE.

· Team Lead shall ensure all required documentation, instructions, submitted task orders, and visual aids such as drawings and layouts are reviewed with their respective crew and the VA DTE for accuracy prior to installation date(s).

· Team Lead shall remain on site to supervise team of furniture installers, painters, flooring contractors, IT technicians, carpenters, electricians, electronic technicians and other ancillary staff by guiding, directing, managing and delegating work to his/her respective crew members.

· Team Lead shall meet all the requirements set forth in Section 7.3 below and have at minimum, 5+ years of experience as a regular furniture installer and be certified as a project manager professional (PMP).

· Team Lead shall ensure all task orders are completed within the prescribed work period according to the task order specifications, including ensuring all required components are delivered and installed correctly.

· Team Lead shall be responsible for all necessary communication with the VA DTE before, during, and at the close out of the task orders. Lead shall be responsible for accuracy and completion of task orders without direct VA DTE supervision.

· Team Lead shall ensure all assigned crew members are provided detailed instructions, visual aids, and preparatory installation meetings, and sign in and out of job site according to the full day schedule. Lead will notify VA DTE of any reported absences, tardiness, or early departures from the job site with justification.

· Team Lead shall ensure all required tools, supplies, and materials are delivered to the job site per task order and removed from the job site at close-out.

7.2.5 The COR shall provide the Senior PM (POC) the full names of DTEs authorized to submit task orders and work requests. The authorized DTEs shall be given user-level access to the web-based inventory system to complete task orders and work requests. The COR shall provide any updates of this master list to the Contractor and shall be maintained by the Senior PM (POC). The Contractor shall provide an up-to-date master list to the COR/DTE upon request.

7.2.6 The Contractor shall ensure that requests for services are received only from COR/DTEs. Services rendered in response to requests from other than authorized personnel, shall be at the risk of the Contractor and any cost related thereto, shall be borne by the Contractor.

7.2.7 The Contractor staff assigned to services shall report as required by the Senior PM (POC) at the start of scheduled services at the predetermined location of job site.

7.2.8 The Contractor shall adhere to all parking laws and park in designated parking spaces and coordinate, in advance, proposed loading/unloading locations with the COR/DTE.

7.2.9 The Contractor shall submit a monthly report of completed services to the COR which shall include:

· Task Order Number

· The VA COR/DTE (Interior Designer/Equipment Planner/COR)

· Crew Lead & Crew Staff Names

· Requested Start Date & Time

· Actual Start Date & Time

· Requested Completion Date & Time

· Actual Completion Date & Time

· Location(s) – site(s), building(s), room(s) of each work order

· Detailed description of services performed

· Type of personnel required/utilized (e.g. painter, move personnel, flooring personnel, IT or electrical personnel, furniture installers)

· Labor hours performed per specific personnel

7.2.10 The crew assigned to the daily work/task order must not leave the VA job site unless they get clearance from the designated Lead person that their job is satisfactory and complete. The Contractor shall ensure that the assigned crew remains at the VA job site until receipt of confirmation by the COR/DTE that the assigned work orders have been completed to a satisfactory level. Such confirmation, or any notes to the contrary of satisfactory completion, shall be documented by the COR/DTE on the form provided by the Contractor’s Lead person and signed by the COR/DTE prior to releasing the crew.

7.2.11 With regards to the form mentioned in 7.2.10 above, the Contractor shall provide this work order form in a digitized format, as the VA is committed to becoming a more conscious environmental entity by reducing its consumption of paper. The VA has launched its own ‘hot desking’ initiative since Covid, whereby employees no longer have their own personal workstation, but can go to any desk that has a docking station and connect their respective laptops to the VA network. Storage space has also been reduced as part of this initiative; therefore, the VA is striving for and making every effort to reduce its consumption of paper.

7.2.12 The Contractor shall notify COR/DTE of incomplete services no later than the next business day, unless otherwise directed by COR/DTE. The Contractor shall reference and provide details of any incomplete services from the day prior (by work order number) as part of the reporting to the COR due by noon each day. Rescheduling of incomplete tasks shall not interrupt nor delay completion of other scheduled tasks in queue.

7.2.13 The Contractor shall perform daily quality control checks of all items loaded into truck and/or scheduled for delivery to job sites and ensure all items are accounted for and free of damage prior to deployment.

7.2.14 The Contractor shall perform daily quality control of all items loaded for return to inventory/warehouse. Contractor shall assign return product(s) with an item number(s), brief description of product(s), photograph(s), statement of condition, name of DTE, disposition (i.e. project hold, open stock, etc.) and warehouse location. Contractor shall report this data to the COR/DTE in the daily report due to the COR/DTE the following day by noon.

7.3 Furniture Installation and Relocation Support Services

7.3.1 Installation tasks include assembly and reconfiguration of new and used FF&E components from existing inventory or shipments received. Assemble and install workstations, desk systems, panel systems, ergonomic accessories, storage and other units requiring field assembly. Modification may be required to pull parts from other in-stock components to complete installations.

7.3.2 Installation of wall-mounted items including artwork with a 3 or 4-point anchor system, whiteboards, signage, displays, pamphlet holders and similar items which may require securing (bolting) all items to meet safety requirements. All installed items shall be level and plumb.

7.3.3 The Contractor’s furniture installation staff must meet the skills and qualifications listed in Table 1 and have years of experience installing Steelcase modular systems mostly and other FF&E. Proof of the installers’ qualifications to install Steelcase furniture items, accessories, components shall be provided to the CO and COR upon Award. The Contractor shall bear all costs of the furniture installation staff training to meet the qualifications and competency of the position.

7.3.4 Deinstallation and relocation services include but are not limited to furniture systems, storage cabinets, pedestals, tables, chairs, lounge seating, desk units, panel systems, lockers, keyboard trays, monitor arms, modular transaction stations (check-in stations, nurses stations, etc.), art, medical exam room furnishings and utilities (privacy curtains/tracks, scopes), tack boards, whiteboards, displays, pamphlet holders, coat hooks, signs and displays, broken FF&E and items for excess or return to inventory.

7.3.5 The Contractor shall assess, evaluate, verify, and confirm existing site conditions with the COR/DTE prior to FF&E/IT items delivery. The Contractor shall inform the COR/DTE of any issues in writing no later than one (1) business day prior to start of work.

7.3.6 The Contractor’s equipment or tools shall not block exits, corridors, or impede access to entrances/exits or rooms and shall always be in the control of the contractor. When leaving the work site, tools shall be removed from premises or secured in locked location at Contractor’s risk. VA is not liable for any damages or loss/theft of items left on VA premises. The Contractor shall be responsible for any damage, injury or loss incurred by the VA caused by mishandled or improperly secured equipment or tools.

7.4 Inventory Control Management Support Services

7.4.1 The Contractor shall provide a web-based inventory management system to be accessed by an unlimited number of designated VAPAHCS personnel as determined by VA COR.

· The inventory management system must be internet or cloud-based and include a calendar component.

· The inventory management system shall have the capability for the end user to select individual items from the database (e.g. furniture item) to various and multiple VA facilities/campuses, different buildings, different rooms and assign products, individually and grouped to a single Task/Work Order number.

· The inventory management system shall have the capability to customize notes/instructions by the user by item or for a group of items.

· The inventory management system shall have the ability to reserve/hold ‘open’ inventory items and incoming Purchase Order #s (POs) specific to each DTE.

· The inventory management system shall include the following:

· Work request/task order capability

· Detailed scheduling for multiple sites and jobs within a period of service performance

· Customizable reporting capabilities

· Display the full FF&E inventory availability and real-time statuses including quantity in stock, on order, and currently reserved, with associated dates.

· Check Out Cart feature similar to online shopping sites (example Amazon)

· Multiple photos of each item in inventory that clearly display major sides/angles/features

· Description, dimensions and features to be listed with the primary photo

· Real-time status of incoming and outgoing products

· Reservation/hold details which include DTE, date reserved and duration of reservation, project reference names/numbers

· Standardized naming codes/conventions to be agreed upon by the COR

· Query capability via multiple and unlimited data fields to be agreed upon the COR

· Username and enhanced password sign-in features

7.4.2 The inventory management system shall possess the ability of allowing the COR/DTE to select an item e.g. an electrical sit-stand desk (Steelcase Ology) without having to select each and every item (components) from the inventory list that makes up the complete desking system. Instead of having to select all items necessary e.g. 1 power box, 2 telescopic legs, desk top – 2’Dx4’W, 1 control switch, 1 cross bar etc., to make up 1 complete sit-stand desk, the software program should allow the requestor, COR/DTE to select the desk top only e.g. 2’Dx4’W and the system would automatically select all the other components required to complete the full assembly of this desking system. The software program shall allow a ‘bill of materials’ comprising all parts/components required to be inputted by the Contractor.

7.4.3 The Contractor shall provide evidence, as part of the bidding process, of the required capabilities and functionality detailed in 7.4.1. Evidence shall be provided to the VA in the form of screen shots, video clips, or via a live presentation that demonstrates the user interface and potential for customization.

7.4.4 The Contractor shall provide visibility of reserved items on hold in a calendar view format along with key identifiers and include the name of the DTE, work/task order number and other fields to be determined by the COR.

7.4.5 The Contractor shall include inventory management system software license and update services as part of the Contractor’s operational costs.

7.4.6 The Contractor shall ensure the inventory management system is maintained and fully operational throughout period of performance. In event of inventory system dysfunction, Contractor shall ensure restoration of system within (3) business days.

7.4.7 Bi-annual physical inventory of all VAPAHCS goods shall be conducted by the Contractor utilizing a blind-double count methodology. Items delivered/received by the warehouse shall be tagged with an item number and given a designated location. The Contractor’s employees will count and enter the product information into a data collection device. This process will be performed by 2 individuals and at a date agreed upon by the Contractor and COR. A full written report of the inventory shall be provided by the Contractor to the VA COR within 72 hours. The Contractor will take such additional physical inventories as requested by the COR. Representatives of the VAPAHCS may be present during any inventory count or inspection.

7.4.8 Inventory Control Specialist shall ensure daily maintenance and tracking of all VA property located in warehouse, including confirming available and reserved stock updates in the inventory management system.

7.4.9 Inventory Control Specialist shall perform physical product checks and provide detailed information to COR/DTE upon request. At the request of the COR and with 48 hours notification from the COR, the Contractor shall perform physical product verifications. The Contractor shall provide the results and associated details of the physical product verification to the COR.

7.5 Warehouse & Receiving Management Support Services

7.5.1 Warehouse Lease: The Contractor shall provide a secure storage space with a minimum 2 loading docks within 25 miles of VAPAHCS. The warehouse shall be a minimum of 20,000 square feet and have a minimum of 22’ high ceiling capable of accommodating multi-level shelving (minimum 4 shelves high) during the Base Year of the contract plus 4 option years (if exercised). Of the 20,000 square foot space, a minimum area of appx. 1,000 square feet must be made available for administrative office space to include a break room/kitchen, bathroom(s) for staff and VA personnel, and a conference room with a table and chairs that seats 6-8 people comfortably. Final warehouse selection shall be reviewed and approved by the CO or COR prior to contract award. The Contractor shall provide an additional, secondary warehouse storage which may be in the form of alternate locations as project requirements dictate. The alternate or secondary warehouse may be in the form of storage containers, or as part of the primary warehouse location. Environmental and security requirements for additional storage shall be detailed by VA COR in advance.

7.5.2 Warehouse Lease: Contractor warehouse space shall be a commercial building of sound and substantial construction, well-maintained and watertight. The warehouse shall be compliant with current Federal, State, and local codes. The Contractor shall, as part of an ad hoc request, provide additional storage on an ‘as needed’ basis. The additional storage shall be climate-controlled, between 500-3,000 square feet and used to store sensitive items such as artwork, electronics, medical equipment, IT hardware and the like. The Contractor should quote for 3,000 s.f. in their bid proposal. If this additional storage is never requested during the yearly contract, then towards the end of that contract period, this item will be de-scoped entirely from the PWS and the final year end payment would reflect that. If only a portion of the 3,000 s.f. is utilized, whatever that amount of sq. footage is, the awarded Contractor will be paid only for that actual sq. footage and the remaining sq. footage will be de-scoped from the PWS and the final year payment would be adjusted accordingly.

7.5.3 Warehouse Conditions: The Contractor shall ensure that the temperature within the climate-controlled storage area shall be maintained between 50-75 degrees Fahrenheit with 50-60% relative humidity. As an exception, paragraph 7.5.14 that follows outlining VA Medical Equipment.

7.5.4 Warehouse Lease: The Contractor shall provide a valid occupancy permit for the intended use, and shall operate the building in conformance with federal, state and local codes and ordinances.

7.5.5 Warehouse Lease: The Contractor shall submit a copy of warehouse/storage lease to CO and COR. Period of lease shall not be discontinued nor interrupt continuity of services during the period of performance. Warehouse/storage lease shall include at a minimum, 12 months with an option to extend for up to 6 additional months.

7.5.6 Warehouse Security: The Contractor shall maintain a fully operational 24/7 monitored alarm access and surveillance system with cameras in all interior and exterior locations. The Contractor shall comply in accordance with the Code of Federal Regulations (CFR) Title 21, for inventory to be maintained in a controlled warehouse.

7.5.7 Regulatory Compliance: The Contractor shall comply with all applicable Federal, State and local laws, safety guidelines and regulations to include that which is regulated by OSHA and the Department of Labor (DOL) and any other agencies or authorities with oversight of the operations for warehousing and/or distribution of commodities.

7.5.8 Warehouse Maintenance: The Contractor shall ensure that the warehouse is clean and free from debris, pests, or any other items which may cause a hazard. The Contractor shall perform regularly scheduled cleaning and provide the CO and the COR a scheduled cleaning and maintenance plan to avoid contamination of VA property.

7.5.9 Reserve/Hold: New and used items will frequently be reserved for small or large scaled projects and stored at the primary warehouse and/or secondary or satellite storage locations. Items shall be palletized, shrink wrapped and stored to ensure it remains grouped, undamaged and tagged with a detailed inventory list for the specific project. Items shall be inventoried and tracked by Project Number, COR/DTE and any additional reference numbers or labels.

7.5.10 Warehouse Receiving: The Contractor shall deliver all packing lists or parts lists from incoming shipments and purchase orders when product is received, unboxed and placed into inventory or delivered to intended site.

7.5.11 Warehouse Receiving: The Contractor shall track all inbound shipment notices, track delivery status and provide receiving information to the intended recipient within 24 hours of receiving.

7.5.12 Warehouse Receiving: The Contractor shall be capable of receiving and processing an average of 50-60 pallets, Monday through Friday. The Contractor shall provide all necessary equipment (min. 2 pallet jacks and 2 re-chargeable forklifts that can reach a max. height of 20 feet) to safely move fully burdened wrapped pallets.

7.5.13 Warehouse Receiving: The Contractor shall receive scheduled and unscheduled deliveries Monday through Friday during normal business hours (7:00am – 3:30pm), unless otherwise directed by COR.

7.5.14 Medical Equipment: VA Medical Equipment shall be stored separately from all other items, in a clearly labeled secure enclosure within the primary or secondary warehouse if needed. Equipment shall be stored in a temperature-controlled environment per manufacturer specifications. The Contractor shall provide electronic monitoring and reporting of out-of-range event capabilities and report out-of-range events within (1) business day. The Contractor shall provide a method of monitoring with the ability to be investigated in an electronic or manual process.

7.5.15 Medical Equipment: The Contractor shall provide delivery of Medical/Surgical Supplies/Equipment from the warehouse facility to the medical facility listed in this contract including any necessary packing material.

7.5.16 Warehouse Receiving: The warehouse shall have fully-functional and accessible receiving docks with loading areas capable of receiving 12’ – 53’ long and up to 15’ high delivery trucks. The loading dock receiving area shall feature motorized ramps and lifts, security access, 24/7 surveillance cameras with active recording function, security motion sensor lighting and commercial grade spot/task/ambient lighting 24/7. The warehouse shall be equipped with a minimum of 2 industry standard dock-height doors.

7.5.17 The Contractor shall be capable of delivering products from the warehouse to VA sites within (4) hours of notification of an Emergent request. Should the VA require an emergency delivery outside of the regular delivery timeframe, the Contractor shall have the capability of delivering items from the Contractor’s warehouse to a location determined by the COR within a 4-hour window, 24 hours a day, 7 days a week.

7.5.18 At the request of the VA, supplies and equipment shall be available via will call. Will call orders may be picked up by VA personnel with proper identification as designated by the COR.

7.5.19 Access Control Log: All individuals (DTE or other VA personnel) shall be required to sign- in and sign-out when accessing any areas where VA supplies or equipment are stored. A copy of the Access Control log shall be provided monthly to the COR by the Contractor. The Access Control shall be made available upon request by the COR.

7.5.20 Warehouse Access: The Contractor shall provide full access to the CO/COR for warehouse inspection during normal business hours (8:00AM - 4:00PM, Monday - Friday). Access to view VA property shall be available 24/7. If emergency access is required, the CO/COR shall ensure appropriate communication and coordination occurs between them and the Contractor prior to entry.

7.5.21 Warehouse: This warehouse facility shall function as an intermediate delivery point between manufacturers and VA for the FF&E and IT items identified in the VA provided lists.

7.5.22 Warehouse Equipment: The Contractor shall provide all appropriate Materials Handling Equipment (MHE) needed to receive, store, secure, and install typical FF&E/IT and high-end, sensitive medical equipment.

7.5.23 Warehouse Inventory: The Contractor shall develop and follow the approved Inventory Management Plan (IMP) during the receiving and installation phase unless otherwise directed by the COR/DTE.

7.5.24 Warehouse Receiving: The Contractor shall perform a thorough inspection of all incoming FF&E items from job sites and manufacturer deliveries to identify possible damage, flaws, and/or missing items prior to acceptance. The Contractor shall not accept visibly damaged packaging and/or goods.

7.5.25 Warehouse Receiving: The Contractor shall document and photograph any damages/missing items and provide COR/DTE a daily report of received goods including any items not accepted due to damage.

7.5.26 Warehouse Receiving: The Contractor shall immediately notify the COR/DTE within (1) business day of damage to items detected after acceptance.

7.5.27 The Contractor shall obtain sufficient insurance to cover unexpected losses or damages due to fire, natural disaster, Act of God, or theft of Government property as outlined in the FAR 52.245-1.

7.5.28 The Contractor shall provide a weekly report of all incoming shipments to the warehouse from manufacturers/vendors the week prior and sent to the COR for validation and verification. This report must be sent via email to the COR by the following Monday by early afternoon.

7.6 Examples of types of FF&E/Medical Equipment/IT Hardware Equipment The following are examples of FF&E, supplies and high-end items that could fall within this Support Services Contract, this list is not all inclusive:

· Office Workstations

· Office Partition Panels

· Systems Furniture Components

· Office, Patient, Multi-Use Seating

· Artwork/Signage

· Whiteboards

· Tables of varying sizes

· Acoustic Panels (walls, ceiling)

· Medical Equipment

· Storage Cabinets

· File Cabinets

· Bookcases and Shelving

· Carpet Tiles

· Stock Flooring Products (LVT, VCT, wall base, adhesive)

· Paint

· Lighting Fixtures (lamps, bulbs)

· Ceiling Tiles

· Ergonomic Equipment

· Boxes

· Electronic Equipment (surge protectors, power supply)

· Cabling Cords (CAT 6 cables or current)

· Building Materials

· Tools and Miscellaneous Supplies

· Casework

· Outdoor Furniture

· Awnings

· Interior Décor Accessories (wall clocks, signs)

7.7 IT Field Technical Support Services

7.7.1 The Contractor IT Field Technician shall perform installation services requiring disconnection, relocation, and/or reconnections of IT hardware including but not limited to computers, laptops, phones, headsets, printers, monitor arms, mounting brackets, and related workstation/clinical electronic equipment.

7.7.2 The Contractor shall label all equipment/devices, cabling, and corresponding data ports/electrical outlets, and ensure accurate reconnection into designated sources.

7.7.3 The Contractor shall field test electrical outlets to confirm working condition in advance of services. Contractor may be required to include Electrical Support Services (7.11) as needed to restore working condition of ports and outlets in coordination with VA OIT and VA Engineering Services.

7.7.4 The Contractor shall ensure clean and neat cable management in all installations, applying appropriate designated cable management systems and products which will be provided by VAPAHCS.

7.7.5 The COR/DTE will coordinate final inspection and testing of devices with VA OIT Service (if required).

7.7.6 The Contractor shall ensure safe handling and provide all moving, transportation equipment, packing supplies, and tools that are specifically designed for IT hardware applications. The Contractor shall take every precaution to ensure hardware remains free from damage and/or theft/loss.

7.7.7 The Contractor shall be liable for any damage, theft, or loss of VA IT hardware caused by physical mishandling of hardware, improper tools and equipment, or other negligence.

7.8 Commercial Painting Support Services

7.8.1 The Contractor shall perform comprehensive commercial interior painting services including surface repair and preparation, area protection preparation, surface painting, and cleaning to be performed by credentialed, commercial painters at all times as required by the COR/DTE.

7.8.2 The Contractor shall apply taping methods to ensure sharp painting lines on surfaces. The Contractor shall perform quality control measures at each step of the painting task and shall correct any preparation and/or painting defects.

7.8.3 The Contractor shall perform job walks to confirm site conditions prior to performing work and provide estimates of required labor hours, materials and supplies to the COR/DTE. Refer to Section 7.6 for VA supplied materials. Refer to Section 3.2 for Contractor supplied materials. The Contractor shall report any unexpected or irregular site conditions to the COR/DTE immediately upon discovery and prior to the work being performed.

7.8.4 The Contractor’s painters shall be subject matter experts with in-depth knowledge and familiarity with paint manufacturers and manufacturers product lines, sustainable products, paint finishes and attributes, tools, and all commercial paint industry standards.

7.8.5 The Contractor shall take every precaution and ensure VA property is well protected from damage from paint/material spill, drips, over sprays by using appropriate cloths, plastic or other and immediately take measures to remediate such.

7.9 Flooring Installation Support Services

7.9.1 The Contractor shall perform removal, repair, and new installation of various commercial flooring products including, but not limited to carpet, luxury vinyl tile, vinyl composition tile, ceramic, porcelain, stone and terrazzo tile, rubber base, transition strips, wood planks, padded flooring, rubber flooring, rolled sheet vinyl, stained concrete, and similar commercial flooring for VA supplied flooring tasks and projects.

7.9.2 The Contractor shall be skilled and regularly engaged in the class and type of work that is recognized by the flooring industry. The Contractor shall use the methods and means for flooring installation including, but not limited to, flooring materials and types such as tongue in grove, repositionable adhesive, temporary applications, glue down, tack-tile carpet tape, heat welds, expert straight, curved, and serpentine cuts for all flooring types.

7.9.3 The Contractor shall ensure all materials are installed per manufacturer specifications and free from ripples, air bubbles, damage, tears, gaps and moisture.

7.9.4 The Contractor shall remove and reinstall, at no additional cost to the government, any defective or poorly installed product at the request and direction of the COR.

7.9.5 The Contractor shall perform substrate moisture testing (when needed) and flooring preparation prior to commencing any work.

7.9.6 The Contractor shall ensure that the work area is clean a the end of each phase of work which includes vacuuming, sweeping, and/or mopping new or repaired surfaces and the immediate adjacent areas and the removal of all trash, scrap and unused material. The Contractor shall maintain the work area in a neat, safe and orderly manner at all times and secure materials, equipment and trash so that items are out of the path and reach of staff and visitors. The Contractor shall properly and lawfully dispose of all excess materials off site.

7.9.7 The Contractor shall be responsible for confirming whether asbestos has been identified within the area(s) of work by referencing the VA supplied as-built drawings. The Contractor shall notify the COR/DTE if any additional tests are necessary prior to commencement of work.

7.10 Activation/Deactivation Project Management Support Services

7.10.1 The Contractor shall provide comprehensive Activation Project Management support to projects which require preplanning, tracking, warehousing, and coordination of multiple FF&E installations in accordance with multi-phased project schedules. The COR/DTE will provide 30-days’ notice of intent should Activation/De-activation Project Management support services be required.

7.10.2 The Contractor shall attend all planning and coordination meetings with the COR/DTE, VAPAHCS Project Manager (PM), project team members and construction contractors.

7.10.3 The Contractor’s Activation Project Manager shall ensure all labor hours and material purchases that support that project are tracked and invoiced separately to properly allocate all project costs to the applicable Project. The Contractor’s Activation Project Manager shall ensure all labor hours and material purchases in support of activation/deactivation projects are tracked and invoiced separately by project and submitted to the COR in the Activations Weekly Status Report (Deliverable #008) and Invoice…