Attachment 2 - Statement of Work - Building 7 Furniture and Fixture.pdf

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STATEMENT OF WORK

(As of 06/23/2025)

Delivery and Installation of Furniture and Fixtures for Building 7 Remodel

Mann-Grandstaff VA Medical Center, Spokane, WA

Project Title: Supply Furniture and Associated Services for the

Activation of Project “Building 7 Remodel”.

Project Address: 4815 N. Assembly Street, Spokane WA, 99205

Contractor shall provide furniture materials for the activation of project “Building 7 Remodel Spokane, Washington.

1) GENERAL REQUIREMNTS:

a) Contractor shall complete the requested furniture order, or as further outlined in this

Statement of Work.

b) Project Management: Contractor to coordinate project meetings with the VA Point of Contact (POC) as required in order to facilitate proper installation.

c) Delivery “Will Call” Date: The expected delivery “will call” date is January 5th, 2026.

Furniture delivery to be coordinated with the VA Interior Designer POC. The Contractor maybe required to adjust the start date if there is a delay in completion of the building at no additional cost to the government. Furniture delivery prior to the “Will Call” date will not be accepted at the site. The Contractor shall provide an adequate workforce to complete the delivery and installation of furniture. The project shall be completed within 2 weeks of the installation date. Installation is scheduled to begin TBD. This time constraints are required for the VA OIT Department to get computer, monitors and telephones installed and on the VA network.

2) Deliverables to be submitted with this offer:

a) The Contractor shall provide detailed installation plans, product submittals and schedule.

The detailed installation plans, submittals and schedule submitted to the POC shall include incorporation of staging areas, the various manufactures, product lines, dealers, etc. Upon award of the contract, the contractor is required to update the detailed

P a g e 2 | 5 installation plan as needed, coordinate deliveries oversee the installation, schedule and coordination of the various manufactures, product lines.

b) Key personnel responsible for executing the scope of work:

1) Submit a one-page resume, listing relevant project experience and a 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.

c) Project Manager:

1) Contractor shall assign an experienced project manager, as the main point of contact for the entire project.

2) Project managers will have 10 years of documented experience in supervising staff and organizing large furniture assembly and moving projects similar in size and scope to the proposed work.

3) Project manager is responsible for submitting the weekly tracking reports and responsible for ensuring the work is being executed in accordance with the schedule.

4) 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.

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

d) Installation Leads:

1) Contractor shall assign experienced “installation leads.”

2) Team 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 not be limited to proper final adjustment to all furnishings.

3) Resumes will be provided for each installation lead and include the installation experience in furniture assembly in the role of a lead installer.

e) Hours of Work: The Contractor shall work whatever hours necessary to complete job/project at hand. Work start/stop times shall be specified on schedule submittals to

POC.

f) Storage and Staging Areas: For the purpose of this scope the Contractor should plan to coordinate in advance any required and staging with the POC.

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g) Contractor shall execute work in such a manner as to interfere as little as possible with work being done by others. Contractor shall keep roads and hallways clear of furniture, materials, debris, standing moving equipment and vehicles.

h) The Contractor shall require its employees always present a neat professional appearance and behavior while at the VA facilities and requires employees not to wear clothing that has pictures or words which could be considered indecent or inflammatory. The contactor’s employees and sub-contractor employees must wear company uniform shirts that have an identifying company logo.

i) The Contractor shall provide 30 days free storage, post delivery date.

i) VHA Directive 1085, Smoke-Free Policy for Patients, Visitors, Contractors and Volunteers and Vendors at the VA Health Care Facilities.

j) All employees of the Contractor and its sub-contractors shall with the 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. A VA issued identification badge will be provided to the Contractors at the site.

1) Contractor’s employees shall not enter the project site without appropriate badges.

2) Upon receipt/acceptance of the contract, the Contractor shall give a four weeks’ notice to VA facility POC, so that security arrangement can be provided for the employees. The Contractor shall provide a list of employee’s names to the POC, so that the badges can be made prior to the Contractor, or sub-contractor’s employees shall present a photo ID to security police in order to receive badges.

3) Upon Completion of the contracted services, and punch-list items the contractor shall return all VA property, including badges to the VA facility POC.

k) Fabric Coordination: The color pallet for all the furniture and fabric selections are part of the furniture specifications and shall not be charged. Substitutions typically will not be allowed; however special consideration will be given for any out-of-stock fabrics with long lead times which would significantly extend the project’s timeline. All pattern and color changes will be subject to VA’s Interior Designer review. Refer to section 2-l) below for substitution approval process. When the same fabric is used on separate furniture items, it shall be from the same dye lot.

l) Substitution after Award: Substitution 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 Contractor and has been received by the Contracting Officer (CO) as a separate offer. For any proposed substation 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, cut sheets, performance and test data and any other

P a g e 4 | 5 information necessary for an evaluation in a side-by-side comparison. A statement setting forth any changes in order 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 Contractor. The CO’s decision of approval a proposed substation shall be binding.

2) If any proposed substituted are approved, such approval will be set in writing.

Contractor shall not rely upon approvals made in any other manner. All Contractor will be allowed to submit an augment to their base offer for any approval substitutions after award of the contract.

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

n) All locks are to be keyed alike to each office/workstation, but different between office/workstations. The VA will require a minimum of two master keys and control keys at the completion of the project.

3) DELIVERY:

a) Survey: Before any work is started, the Contractor and POC shall 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. Upon completion of the walk-though, Contractor will notify the POC in writing that the Deliverables submitted.

b) Contractor shall coordinate and schedule with the POC at least 14 business days prior to delivery to ensure that the loading dock will be available to accept delivery. Final confirmation minimum of 72 hours prior to delivery.

c) If there are any changes to the delivery schedule, the Contractor shall notify the POC in timely manner. Only the Contracting Officer (CO) has the authority to accept such changes.

d) Protection: The Contractor shall always provide labor and materials to provide temporary protection of interior and exterior structures against damage of existing structures and grounds where work is to be done, materials handled, and equipment moved and/or relocated. Wherever work is preformed, 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 complete.

e) Restoration: Upon completion of the contract or the POC’s discretion, depending on the severity of the restoration required, the Contractor shall repair any damage to the

P a g e 5 | 5 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 Contractor and POC, shall make a thorough re-survey of the site. The result of the re-survey shall form from the basis for determining the extent of repair work required of the Contractor.

f) Removal and disposal of Furniture Packaging: The Contractor shall be responsible for the removal and proper recycling and disposal of all furniture packaging to include but not limited to cardboard, paper, Styrofoam, plastic, wood, pallets, metal, etc.

4) INSTALATION:

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

b) Adjustment and Cleaning: The Contractor shall adjust and check all desks, drawers, shelves, light fixtures, monitor arms and ergonomic chairs to ensure correct operation and function of the furniture installation. The Contractor 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 surfaces imperfections and ready for use by the VA. All areas shall be left in clean, neat condition and ready for occupancy.

c) A punch list walk through shall be performed by the Contractor and the VA POC. Items on the punch list shall be noted and a response for completion shall be provided by the Contractor. All punch list items shall be completed in 5 days.