36E77618Q0032-013.docx

PERFORMANCE WORK STATEMENT

FOR THE DELIVERY & INSTALLATION OF FURNITURE

AT THE PUGET SOUND MENTAL HEALTH AND RESEARCH

BUILDING (101), SEATTLE, WASHINGTON

Project Title: Supply Furniture and Associated Services for the Activation of VA Puget Sound Mental Health and Research Building (101), Seattle, WA

6150 Oak Tree Blvd., Suite 300 Independence, OH 44131 Phone: 216-447-8300 x3592 Email: Grace.Kelly-Burnsworth@va.gov

Contractor shall provide furniture and ancillary items including installation, installation planning, project management services, and for the removal and recycling of packaging materials for the activation of a 200,000 gross square foot Puget Sound Mental Health and Research Building (101) in Seattle, Washington. This is a new facility currently under construction. All items purchased under this contract shall be new.

1.0 GENERAL REQUIREMENTS:

1.1 Vendor shall completely prepare site for furniture installation, including labor, materials, tools, and equipment for the complete delivery, un-packaging, assembly, installation of furniture, and removal of debris as outlined in the furniture specifications and drawings, or as further outlined in this Performance Work Statement.

1.2 Project Management: This project will require a high level of coordination with VA staff. Regularly scheduled project meetings shall be required in order to facilitate this communication. Meeting attendance of the successful offeror shall be mandatory.

1.3 Delivery “Will Call” Date: The expected delivery “Will Call” date is Monday May 14, 2018. The building construction is anticipated to be completed April 1, 2018. The Contractor maybe be required to adjust the start date if there is delay in completion of the building at no additional cost to the government. Furniture delivered prior to the “Will Call” date will not be accepted at the site. The Vendor shall provide an adequate workforce to complete the delivery and installation of furniture. The project shall be completed within 8-12 weeks from the Will Call delivery date.This time constraint is required due to other VA onsite construction projects scheduled and for the VA IT Department to get computers, monitors, and telephones installed and on the VA network.

1.4 Deliverables to be submitted with this offer:

The Vendor shall provide as part of this offer:

1. Detailed installation plans which shall include the following:

a. Include a complete set of phasing plans with associated dates (these plans shall be updated as needed during the course of the project and each time submitted electronically and in hard copy to the VA POC for approval prior to any changes in scheduling).

b. The detailed installation plans and associated schedule submitted to the VA shall include incorporation of staging areas, the various manufacturers, product lines, dealers, etc. into the plan and schedule. Upon award of the contract, the Vendor is required to update the detailed installation plan as needed, coordinate deliveries, oversee the installation, scheduling and coordination of the various manufacturers, product lines, dealers, etc.

2. Detailed Project Schedule to include phasing, critical path, and completion dates identifying how the work will be executed within the following phased schedule parameters:

Phasing: The installation of items noted below are the top priority during each phase, as their installment is the constraint to starting the IT installation.

IT Coordination Items: A-08, A-11, A-15 Installation shall occur based on the following schedule:

3. Submit a written narrative of the Management Approach (2 page maximum) and an example format of the Vendor’s Weekly Tracking Report. During the course of the project, the Vendor shall provide a weekly report to the VA POC. This shall include, but not limited to, tracking deliveries, status of items completed, issues for clarification with critical response dates, potential changes, and all items relevant to executing the scope of work.

4. Key Personnel responsible for executing the scope of work:

Submit a one page resume (maximum), listing relevant project experience, and short narrative of qualifications for each person. Any changes to proposed personnel after award of contract shall be reviewed and approved by the VA POC prior to any staffing adjustments.

a. Project Manager:

i. Vendor shall assign an experienced project manager, as the main point of contact for the entire project.

ii. Project managers will have 10 or more years of documented experience in supervising staff and organizing large furniture assembly and moving projects similar in size and scope to the proposed work. Experience will include projects upwards of 200,000 square feet and working in sensitive environments, such as a hospital.

iii. Project manager is responsible for submitting the weekly tracking reports, and responsible for ensuring the work is being executed in accordance with the approved VA schedule.

iv. Project manager is responsible for verifying with each of their team leads for complete and thorough installation execution on a weekly basis. This shall include quality control measures to ensure that all furnishings operate properly, and are ready for move-in occupancy.

v. At the end of each week, the Vendor’s project manager is responsible for submitting a weekly tracking report to the VA that has been verified and checked prior to submittal.

b. Installation Leads:

i. Vendor shall assign experienced “installation leads”.

ii. Installation leads shall be responsible for installing per the plan layouts and task requirements, and verifying that all furnishings are installed per manufacturer warranty specifications, and are ready for move-in occupancy. This shall include, but is not limited to, proper final adjustments to all furnishings (for example: sit-to-stand desks, storage pedestals, monitor arms tension adjustments, filing cabinets with placement of interior drawer rails, and bookcase shelving, etc. )

iii. Resumes will be provided for each installation lead and include the following minimum requirements:

Installation leads will have 5 or more years of documented commercial furniture installation experience in furniture assembly in the role of a lead installer.

iv. Individual leads will have experience on at least 10 relevant projects.

5. Provide 3 copies of the manufacturer's Operation and Maintenance (O&M) manuals, and furniture installation instructions no later than15 days after award to the Contracting Officer and POC.

1.6 Deliverables to be Submitted Throughout the Contract Throughout the POP:

Deliverable Section 1.4.2 Phase 1

Deliverable Section 1.4.2 Phase 2

Deliverable Section 1.4.2 Phase 3

Deliverable 1.4.1.b

Installation Plans and Associated Schedule

Updated when changes are needed throughout the period of performance (PoP).

Electronic Submission to: VA PM, COR, CO Inspection:

Acceptance: destination FOB: destination

Deliverable 1.4.3

Electronic Submission to: VA PM, COR, CO Inspection:

Acceptance: destination FOB: destination

Deliverable 1.4.4

CLIN 0001

Deliverable 1.4.5

Electronic Submission to: VA PM, COR, CO Inspection:

Acceptance: destination FOB: destination

1.7 Hours of Work: The Vendor shall work whatever hours necessary to complete the job/ project at hand.

1.8 The Vendor shall require its employees present a neat, professional appearance and behavior at all times while at VA facilities, and require employees not to wear clothing that has pictures or words which could be considered indecent or inflammatory. The contractor’s employees and sub-contractor employees must wear company uniform shirts that have an identifying company logo.

1.9 All employees of Vendor and its subcontractors shall comply with VA security management program and obtain clearance from the VA police, prior to beginning work on the site, and must be identified by project and employer. VA issued identification badges will be provided to vendors/contractors at the site.

1.10 Operations and Storage Areas: For the purposes of this scope the Vendor should plan that there is no available storage on site or at the VA Seattle campus site. The Vendor shall confine all operations on Government premises to areas authorized or approved by the Contracting Officer or his/her authorized representative (POC).

1.11 Working space and staging areas shall be verified and pre-approved by the POC.

1.12 Vendor shall execute work in such a manner as to interfere as little as possible with work being done by others. Vendor shall keep roads clear of furniture, materials, debris, standing moving equipment and vehicles at all times.

1.13 Fabric Coordination: The color palettte for all the furniture and fabric selections are part of the furniture specifications, and shall not be changed. Substitutions will not be allowed. When the same fabric is used on separate furniture items, it shall be from the same dye lot.

1.14 Substitutions after Award: Substitutions will be considered only if they meet the design intent and original specification criteria.

1) No substitution will be considered unless written request for approval has been submitted by the Vendor, and has been received by the Contracting Officer (CO) as a separate offer. For any proposed substitution include the name of the material or equipment for which it is to be substituted, and a complete description of the proposed substitute, including drawings, dimensions, cut sheets, performance and test data and any other information necessary for an evaluation in a side-by-side comparison. A statement setting forth any changes in other materials, equipment or work that incorporates the substitute shall be included. The burden of proof to the necessity of the proposed substitute is upon the Vendor. The CO’s decision of approval a proposed substitution shall be binding.

2) If any proposed substitutions are approved, such approval will be set forth in writing. Vendors shall not rely upon approvals made in any other manner. All Vendors will be allowed to submit an augment to their base offer for any approved substitutions after award of the contract.

1.15 Vendor shall respond to this solicitation in its entirety. Partial offers will be considered ineligible. Incomplete offers will not be accepted.

1.16 Product quantities have been provided for convenience only. It is the responsibility of the Vendor to review all drawings and confirm correct quantities prior to submitting their proposal and submitting order.

2.0 DELIVERY:

2.1 The Vendor shall schedule delivery of materials and equipment to immediate construction working areas within buildings in use by Department of Veterans Affairs; in quantities contingent on space available to set, store and stage. Vendor shall provide unobstructed access to Building 101 areas at all times.

2.2 Survey: Before any work is started, the Vendor and POC are required to walk through the site to make a thorough survey of all areas of the building in which furniture installation and alterations shall occur; and areas which are anticipated routes of access.

2.3 Re-Survey: Two days before expected partial or final inspection date, the Vendor and POC together shall make a thorough re-survey of the areas of buildings involved. The POC shall furnish a report on conditions then existing, of resilient flooring, doors, windows, walls and other surfaces, as compared with conditions of same as noted in first condition survey report. The re-survey report shall also list any damage caused by the Vendor to such flooring and other surfaces, despite protection measures; and will form basis, for determining extent of repair work required of the Vendor to restore damage caused by Vendor's workmen in executing work of this contract.

2.4 Protection: The Vendor shall provide labor, and materials to provide temporary protection of interior and exterior structures at all times against damage of existing structures and grounds where work is to be done, materials handled, and equipment moved and/or relocated. Wherever work is performed, floor surfaces that are to remain in place shall be adequately protected prior to starting work, and this protection shall be maintained intact until all work in the area is completed.

2.5 Restoration: Upon completion of the contract, or at the VA POC’s discretion, depending on the severity of the restoration required, the vendor shall repair any damage to the facilities resulting from failure to comply with the requirements of this contract or failure to exercise reasonable care in performing the work. Two days before expected partial or final inspection date, the Vendor and POC, or his/her representative, together shall make a thorough re-survey of the site. The results of the re-survey shall form the basis for determining the extent of repair work required of the Vendor.

Existing work such as walls, ceilings, partitions, floors, carpeting, lawns, paving, roads, walks, etc., disturbed or damaged as a result of performing required new work, shall be patched, repaired, reinstalled, or replaced with new work, and refinished and left in as good condition as existed before commencing work. At the Vendors expense, Vendor shall immediately restore to service and repair any damage caused by the Vendor's workmen to the facility, interior/exterior finishes, and its premises. Damaged, broken, scratched, ripped, torn, or marred furniture will not be accepted at the site and shall be replaced by the installation Vendor at no additional cost to the Government.

2.6 Temporary Use Of Elevators:

The Vendor’s personnel and subcontractors shall be permitted use of elevator(s) subject to the following provisions:

2.7 Removal and Disposal of Furniture Packaging:

The Vendor shall be responsible for the daily removal, and proper recycling and disposal of all furniture packaging to include, but not limited to cardboard, paper, Styrofoam, plastics, wood pallets, metal, etc.

3.0 INSTALLATION

3.1 Vendor shall verify and be responsible for all critical dimensions prior to ordering the furniture. The specifications and documents provided in this contract are not intended to be used as final installation drawings.

3.2 Installation Phasing:

PHASE 1: Floors Ground, 1, and 2; Weeks 1-3 The contracted Vendor shall also plan that elevator access will be shared during this time, and staging areas will be verified as VA staff move into Building 101, as not to interfere with daily VA operations.

PHASE 2: Floor 3; Weeks 4-5

PHASE 3: Floor 4 and 5; Weeks 6-8

3.3 Adjustment and Cleaning: The Vendor shall adjust and check all desks, drawers, shelves, lighting fixtures, and ergonomic chairs to ensure correct operation and function of the furniture installation. The Vendor shall provide cleaning, polishing, and lubrication of furniture in accordance with the manufacturer’s recommendations, and using the manufacturer's approved cleaners, polishes, and lubricants. All items shall be free of defects, dirt, fingerprints and all other surface imperfections and ready for use by the VA. All areas shall be left in a clean, neat condition and ready for occupancy.

3.4 A punch list walk through shall be performed with Vendor's representative. Items on the punch list shall be noted and a response for completion time of each item shall be provided from the Vendor.

3.5 Vendor shall provide to POC electronic copies of each manufacturer’s written instructions for the care, repair and cleaning of their items. This shall be provided within (30) days of installation completion.

3.6 Vendor shall provide and schedule furniture training demonstrations for VA staff occupants. These demonstrations shall be scheduled once the furniture punchlists are complete, on a per floor basis, prior to move-in occupancy. The training is intended to provide instructions on proper furniture operation for the new occupants.

3.7 As built installation drawings:

Once the installation services and furniture punchlists are complete, the Vendor shall submit electronic copies of the as-built furniture floor plans in both CAD and .pdf format to VA.

4.0 GEMS:

The VA Puget Sound Mental Health and Research Building (101) has a Green Environmental Management System (GEMS). The facility is committed to protecting and improving the environment.

4.1 Our goals are:

4.2 Waste disposal in landfills shall be minimized to the greatest extent possible. Of the inevitable waste that is generated, as much as possible shall be salvaged, recycled or reused.

4.3 At a minimum, the following waste categories shall be diverted from landfills: clean dimensional wood, palette wood, cardboard, and paper packaging. Vendor shall provide the VA with a detailed report of recycled materials prior to final invoice.

4.4 Vendor shall assign a specific area to facilitate separation of materials for reuse, salvage, recycling, and return. Such areas are to be kept neat and clean at all times.

VA Puget Sound Mental Health and Research Building (101), Seattle, WA Performance Work Statement - Page 8