ATTACHMENT I - Furniture IDIQ Templates.pdf

VHA Healthcare Furniture IDIQ Procurement Checklist Taken from: Volume 3/Chapter II/Customer Service Guide/Procurement Package

Attachment 3: Equipment & Supply

VHA Procurement Process SOP Revision 02 Page 1 of 3 Original Date: 06/25/2010 Revision 02 Date: 07/07/2014

Purpose: To ensure standardization of the submission process for healthcare furniture projects the below check list will accompany the request for procurement.

ALL DOCUMENTS ARE TO BE PROVIDED ELECTRONICALLY.

DATE: 2237#

COR (if applicable) COR PHONE #

COR TRAINING COMPLETE Link to: COR Nomination Memo

Enclosed Not Required

1. 2237 FUNDED UNFUNDED

Is the 2237 corresponding to this request funded or unfunded at this moment?

2. List any VA Directives or policies that the supply or equipment being purchased must comply with:

Mandatory IDIQ use VHA Directive 1761.1

X available

3. Sole Source: Use contract hierarchy when determining the source of supply.

Compete for open market requirements to the maximum extent possible unless otherwise directed to a required source, such as a Service Disabled Veteran Owned Small Business (SDVOSB).

Competition maximizes quality and drives down cost.

VA Acquisition Circular 2008-01

If a sole source is requested, a justification document is required. The justification document is a collaborative effort between the requiring activity and the contracting office and must be initiated by the requirements office by filling out the required portions of the form and submitting it to the contracting office for completion and subsequent approval. Please contact your NCO to determine which Attachment in the table below is required for your sole source request. (Reference: VHA SOP for Other Than Full and Open Competition.)

Attachment: Sole Source Templates:

VHA Procurement Process SOP Revision 02 Page 2 of 3

Revision 02 Date: 07/07/2014

Attachment 1: Justification for Limiting Sources $10K up to $250K for Orders

Attachment 2: Justification for Limiting Sources over $250K for Orders

Attachment 3 Justification for Other Than Full and Open Competition greater than $250K for Open Market Items/Services

Attachment 4: Single Source Award Justification for Simplified Acquisitions Procedures (SAP) under $250K for Open Market Items/Services

Attachment 5: Justification for an Exception to Fair Opportunity for Open Market Items/Services

Attachment 6: JHCR Approval Memo with Justification for all sole source for HCR under 38 USC 8153.

Note: If the item you are purchasing must be provided by only one company- a specific item only offered by one supplier for example - you must provide convincing and thorough evidence that only that one company can meet the needs of the project. This justification should demonstrate that the specific equipment or product you are requesting is not only a preference but that it is also a necessity.

4. IDIQ Contract # ___(Refer to Ordering Guide) X

5. Functional/Performance/Specification: (SOW) Describe equipment/supply use. If brand name items are requested, it must be supported by a sole source justification. (See Template in the Toolkit)

6. Applicable Drawings: Provide any applicable drawings, maps, schematics in electronic format (if required) – example furniture or kitchen equipment purchases where space is a critical element for dimension or installation location requirements.

7. Market Research: Market Research was conducted by the IPT establishing the IDIQ. Market Research is not needed on a Task Order per SAC.

VHA Procurement Process SOP Revision 02 Page 3 of 3

Revision 02 Date: 07/07/2014

8. Independent Government Estimate:

The IGCE serves as an important basis for determining the reasonableness of an offeror’s proposed costs and understanding of a given solicitation. The IGCE is considered source selection information, and it should not be shared with anyone outside the VA Acquisition Team, absent the express consent of the CO. Please provide the methodology and data used to develop the estimate. A sample template is located in Chapter 10 (IGCE) of the Customer Reference Guide.

9. Recommended Source List: See IDIQ Awarded Contractors.

10. Security: The Checklist for Information Security (“Appendix A”) of VA Handbook 6500.6 was completed for the IDIQ and is not needed for each task order per the SAC.

11. Detailed Evaluation Criteria: Provide a list of recommended technical evaluation panel members.

Provide evaluation criteria to always include Price and Past Performance. Additional factors, such as Management Approach, Technical Capability and Quality Assurance may also be included. For each factor, please describe the information to be requested from the offerors that will be used to evaluate the proposals. Based on the complexity of the procurement, sub-factors may also be developed for each of these. (Refer to TOOLKIT )

12. Evaluation Team: Provide names to serve on the evaluation team. Make sure they are subject matter experts.

If estimate is above $5M This requirement has been met through the IPT for IDIQ Competition. No additional IPT is required per the SAC.

Attachment 1 Services

1.0 General Scope:

The Veterans Health Administration (VHA) has a recurring requirement for healthcare furniture for the Medical Centers, the Community-Based Outpatient Clinics (CBOCs), the Vet Centers, and other outlying clinics and offices throughout the United States and its territories. This is an effort by VHA to streamline the acquisition process and obtain further discounted commercial pricing.

This requirement includes healthcare furniture, design, project management, furniture removal, professional installation and maintenance/warranty services. A Contracting Officer Representative (COR) may be assigned at the IDIQ ordering level.

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

2.0 Delivery: All orders shall be delivered Free On-Board (FOB) destination to the delivery addresses listed in the individual orders placed against the IDIQ. Specific delivery/shipping information shall be determined at the individual order level.

6.0 General Requirements for Services: The dates and times for delivery, receipt and installation of furniture will be established by individual orders. Delivery, receiving and installation of furniture will be determined on the individual orders and may occur outside of normal duty hours to not interfere with patient care in accordance with the IDIQ order.

a. When the Contractor requests to deliver, receive and/or install furniture outside normal duty hours. When these instances occur a written request shall be submitted to the VA Contracting Officer’s Representative (COR) for authorization of the individual orders of this type. Written approval from the VA COR must be received before proceeding with the work. The request shall be submitted at least (5) five business days prior to the proposed performance of work, and it shall indicate the day(s), time, the amount of work, and the reason why performance is necessary outside normal duty hours.

b. 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.

c. The Contractor personnel shall present a professional appearance and shall have a uniform or some method of identifying them as an employee of the contractor. A VA badge will be provided and must be worn above the waist and be visible at all times while on government property.

d. 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.

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

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

g. 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.

SV1 – Furniture, Design, and Installation Support Services

Contract Tasks/Requirements

a. Contractor may be required to provide basic design services and layout for commodities purchased. All designs of furniture layouts, including original designs and any subsequent redesigns, must be accomplished by a qualified professional Interior Designer with either a four (4) year Interior Design degree from an accredited school by the Council for Interior Design Accreditation (CIDA/FIDER), or 5 years of experience, and one year experience using contractor’s software similar to that proposed for this contract.

b. Contractor is required to provide installation drawings for furniture purchased.

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

d. 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.

e. Contractor shall perform installation services per t a s k o r d e r SOW.

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

Project manager/lead installer must have a minimum of 2 years of experience performing installation services in healthcare facilities.

g. Contractor may be required to remove and/or relocate existing VA furnishings in coordination with VA Logistic Management Service and Interior Designer per the task order SOW.

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

i. Contractor shall be familiar with VA campuses and various VA Outpatient Clinics, regulations, loading dock locations and hours of operations.

j. Contractor must provide Proof of Insurance.

k. 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.

l. Contractor must notify VA of the specific location of any or all stored furniture.

m. Contractor shall provide all necessary materials, equipment, labor, supervision, and Management to: (A) coordinate delivery: (B) load and unload; (C) place/install items in designated rooms/locations; (D) assemble items as required; (E) secure as designated; and (F) properly dispose of all associated packing/crating materials outside the VA premises.

n. VA COR: to be specified at delivery/task order level.

Protection of Property

a. The Contractor shall perform an inspection of the buildings and grounds with the COR prior to commencing work. Contractor shall protect all items from damage. The Contractor shall take precaution against damage to the buildings, grounds and furnishings. The Contractor shall repair or replace any items related to buildings or grounds damaged accidentally, or on purpose due to actions by the Contractor, utilizing materials of the same quality, size, grade and color, to match existing work.

b. To ensure that the contractor shall be able to repair or replace any items, components, on the buildings or grounds damaged due to negligence and/or actions taken by the Contractor. The Contractor shall communicate with the COR to resolve all repairs beyond simple surface cleaning. Concurrence of the COR is required before the Contractor may perform any significant repair work. In all cases, repairs shall utilize materials of the same quality, size, texture, grade and color to match adjacent existing work.

c. The Contractor shall be responsible for the security of the areas in which the work is being performed at all times prior to completion. The Contractor shall maintain accountability and control of any keys provided, and shall return them to the COR upon completion of the work.

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

Delivery

a. Contractor shall contact the COR at least 14 business days prior to the start of work/shipping to ensure that the building is ready for install.

b. In the event there is a delay in delivery, Contractor must notify the assigned VA COR immediately in writing, preferably via email.

c. Contractor shall provide the COR with scheduled date and time that the delivery truck will be arriving at least 24 hours minimum in advance.

d. 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.

Receive and Unload

a. 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 work day. The Contractor will be responsible for moving the items from the overnight storage site to its designated position in the building.

b. 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 CO in writing, preferably via email, immediately upon identification.

c. The Contractor shall store damaged items in the location designated by the COR. The Contractor shall maintain a complete file of all documents relating to each discrepancy and copies of all Discrepancy Reports shall be forwarded to the COR on a daily basis.

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

Assembly and final acceptance

a. 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.

b. The contractor shall install all items in accordance with each requirement statement and basic component floorplan, panel plan and electrical plan, designed and provided by the contractor with each task order.

c. Contractor shall uncrate all items received and perform all required assembly in accordance with the manufacturers’ instructions.

d. Contractor shall prevent its personnel from entering any area other than the designated work area.

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

f. 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.

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

Jobsite Cleanliness

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

b. 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.

c. 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.

d. Packing materials will not be stored in the buildings for any period exceeding 24 hours.

e. The Contractor shall ensure its personnel eat, drink, or smoke only in designated areas.

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

Warranty Items

a. The warranty of an item is to start on thethe date of acceptance of the products/services by the Government VA COR..

b. The Contractor agrees to furnish, without cost to the Government, replacement of all parts and material which are found to be defective during the warranty period. The cost of installation and travel of replacement material and parts shall be borne by the Contractor.

SV2 – Installation and Reconfiguration Services

a. Contractor to provide installation and reconfiguration services per the Statement of Work. Furniture installations and reconfigurations include, but are not limited to the following: free-standing, panel-hung systems, and modular furniture disassembly, relocations, reassembly, and configurations, the disassembly and reassembly of shelving, and special items such as rotary cabinets and mobile rolling file cabinet systems. All furniture installations and reconfigurations requires the COR’s approval of a plan provided by the Contractor.

b. Contractor will be required to move and transport products between multiple sites within the applicable Healthcare System. Moving activities include, but are not limited to moving miscellaneous free-standing furniture items, file record boxes, employee property such as boxed files, records and computers, equipment, filing cabinets of various types and sizes of pallets to a different locations, delivering and picking up empty moving boxes, minor furniture repair and disposal of designated items such as removal of trash from work sites. If movement of PHI and PII (records and computer equipment) is required contractor must have a Business Associate Agreement (BAA).

c. Contractor to provide storage, inventorying, stocking and distribution services per the SOW. Storage and Stocking Services include but not limited to maintaining an inventory of VA furnishings for redistribution within the applicable Healthcare System per the SOW and providing ongoing storage at an approved and conditioned storage facility per SOW.

d. Contractor to provide hauling, excessing and recycling services of VA furnishings in coordination with the VA COR per SOW.

e. The Contractor shall provide final move, installation, configuration plans 5-14 days prior per the SOW.

f. The Contractor may be required to provide basic furniture design layout AutoCAD and/or PDF drawings of final furniture layouts as directed by the VA COR.

g. Contractor shall collaborate with VA COR to coordinate compliance with any in-house service that may be affected by installation such as IT, Housekeeping, Facilities, and In- House Construction Teams. Specific, required meetings will be identified at the order level.

h. Contractor shall be solely responsible for all field measurements and may not rely on AutoCAD files or drawings for final measurements.

i. The Contractor shall designate an on-site project manager/lead installer. An on-site project manager/lead installer will require a cell phone or other means of communication coordinate each moving service activity with the VA COR. The project manager/lead installer will be responsible for oversight for all aspects of the project.

j. The Contractor shall provide sufficient and consistent personnel/crews based on workload as required accomplishing assigned tasks in the time frame stated on task order. Requests for additional personnel/crews will be made a minimum of five calendar days in advance of the moving service activity.

k. The Contractor shall provide, operate, manage and maintain a trained, uniformed Moving Services crew.

l. The Contractor shall ensure that crew members have the technical capability to assemble and disassemble all types of furniture and specialized equipment before performing such tasks.

m. 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.

a. The Contractor shall perform an inspection of the buildings and grounds with the COR prior to commencing work. Contractor shall protect all items from damage. The Contractor shall take precaution against damage to the buildings, grounds and furnishings. The Contractor shall repair or replace any items related to buildings or grounds damaged accidentally, or on purpose due to actions by the Contractor, utilizing materials of the same quality, size, grade and color, to match existing work.

b. To ensure that the contractor shall be able to repair or replace any items, components, on the buildings or grounds damaged due to negligence and/or actions taken by the Contractor. The Contractor shall communicate with the COR to resolve all repairs beyond simple surface cleaning. Concurrence of the COR is required before the Contractor may perform any significant repair work. In all cases, repairs shall utilize materials of the same quality, size, texture, grade and color to match adjacent existing work.

c. The Contractor shall be responsible for the security of the areas in which the work is being performed at all times prior to completion. The Contractor shall maintain

a. Contractor shall be responsible for following 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.

b. The Contractor shall maintain a means of egress within all designated work areas to

c. Contractor shall inspect to ensure that the furniture is free of surface dirt, clean and

d. The Contractor shall do a final walkthrough with COR. The Contractor will correct deficiencies at no additional cost to the government.

Contractor Furnished Materials and Equipment

a. On-site supervisor must be available via telephone while working on-site.

b. Specialty moving materials, tools, and supplies, including but not limited to padding, packing, crating, dollies/hand trucks, and any other type of equipment commonly used for moving services activities, as required for the safe transportation of the property.

c. Boxes necessary to move and pack as required in individual order.

d. Vehicles/Trucks necessary for meeting the transportation and delivery needs of the individual order.

with uncrating and assembling all items installed under this contract.

b. 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.

d. Packing materials will not be stored in the buildings for any period exceeding 24 hours.

e. The Contractor shall ensure its personnel eat, drink, or smoke only in designated areas.

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

SV3 – Industrial Design Services

a. As part of the request for design service quotes the contractor will provide a quote on a specifically requested scope of work/Project and provide a firm-fixed price.

b. Contractor to provide end-user programming services, space planning, product specifications, and attend in-person end-user meetings with VA COR.

c. Contractor to develop and provide detailed specifications, conduct product research and assemble materials/finishes as approved by VA COR. Contractor to provide finished specification binder with cut sheets and material samples to the VA per the

SOW.

d. Contractor to provide design services such as space planning, schematic design, specifications, finish boards, 2D/3D Rendered models, construction drawings, installation layouts in AutoCAD, Sketch Up, Revit, and Adobe Creative Suite Programs.

e. Contractor to provide expert support in Environmental Product specifications, tracking, and documentation building to obtain LEED Credits for ongoing projects as needed.

f. Contractor to provide Professional Project Management Services including field support, design, move and installation coordination and management of small to large scale projects per the SOW.

g. Contractor shall act in collaboration with VA COR and multi-disciplinary services such as IT, Housekeeping, Facilities, and In-House Construction Teams.

h. Contractor will provide a quote on a specifically requested scope of work/project and provide a firm-fixed price.

i. The contractor shall define and furnish the necessary hardware, software, and all other equipment necessary to accomplish design tasks. Standard equipment in addition to the hardware and software shall include but not limited to: reproduction machines, plotters, paper, pencils/pens/markers/highlighters, fax machines, email and appropriate work space.

j. The contractor shall be responsible for participating with the COR during the collection of information relevant to the design/redesign of a space. Examples could include personnel interviews, questionnaires and walk-through inspections of the facility, as well as the existing furniture database (if available). Access to an existing furniture database will be determined at the task order level, as needed.

k. Services shall include site evaluation to ensure proper fit of the furniture within the given space and that all structural and other anomalies are taken into account.

l. The contractor is responsible for notifying the VA COR of all power requirements regarding location of communication, LAN and power junction boxes, with the expectation that the user will be responsible for providing and locating those junction boxes within 4'- 0" of the ceiling penetration of the power pole location provided by the contractor and within the required distance on the wall for J-boxes.

m. If electrical power poles are needed in the design, the design shall ensure that power poles do not protrude into main walkways.

n. The design shall ensure that all outlets included in the design are accessible to the user, free and clear of obstacles.

o. The design shall not allow more than four cubicles to be served by a single circuit.

p. The design shall ensure that no existing wall outlets or thermostats are covered or concealed by panels or other systems furniture components.

q. The contractor shall utilize any existing government product to its maximum as applicable when the project includes add-on parts to existing systems furniture.

r. All designs of furniture layouts, including original designs and any subsequent redesigns, must be accomplished by a qualified professional Interior Designer with either a four (4) year Interior Design degree from an accredited school by the Council for Interior Design Accreditation (CIDA/FIDER), or 5 years’ experience, and one year experience using contractor’s software similar to that proposed for this contract.

s. The contractor shall meet with the VA COR to review the installation drawings prior to submission of a final price quote. Specific, required coordination will be identified at the order level.

t. The contractor shall provide additional drawings of furniture layouts, if requested by VA organizations in an unlocked electronically transmitted AutoCAD drawing set complete with any attached layers in both .dwg and .pdf formats unless otherwise specified in the

u. The hardware/software utilized by the contractor shall perform computerized inventory, computer aided design, automated take-off function, and report generation for all product purchased. The software for this contract shall be compatible software for AutoCAD. The software shall be fully compatible with Microsoft Windows, the most current version.

v. Design service shall include an initial complete design with up to three additional revisions prior to final approval. Designs of each location shall include a Panel and

Hardware Layout sheet for system and modular furniture: to include all finish colors and fabrics, panel widths (30", 36", 42", etc), in 1/4" = 1'0" scale, in addition to display hardware, keys and locksets shall be included.

w. Design sheet layouts of each location shall include a Furniture Power Distribution sheet in 1/4" = 1'0" scale to include: the location of all powered panels, powered components, receptacles, communication ports, power poles, powered raceways, base electrical feeds and building connection points.

x. Designs of each location shall include a 3D drawing and/or elevations for clear understanding of objects that cannot be seen in floor plan view.

y. Design/redesign timelines shall be expected:

aa. Design sheet layouts for all phases of design (initial, revisions and final) of 1-10 workstations shall be received within 3 business days unless otherwise directed in the contract.

bb. Design sheet layouts for all phases of design (initial, revisions and final) of 11-25 workstations shall be received within 5 business days unless otherwise directed in

cc. Design sheet layouts for all phases of design (initial, revisions and final) of 26-50 workstations shall be received within 7 business days unless otherwise directed in

dd. Design sheet layouts for all phases of design (initial, revisions and final) of 51-100 workstations shall be received within 10 business days unless otherwise directed in

ee. Design sheet layouts for all phases of design (initial, revisions and final) of 101-200 workstations shall be received within 15 business days unless otherwise directed in

ff. Design sheet layouts for all phases of design (initial, revisions and final) of 200+ workstations shall be received within 20 business days unless otherwise directed in

gg. Within five (5) business days after the final design has been accepted by the requesting organization, a bill of materials detailing all inventory, and all plans including basic floor plan, moveable wall, panel and electrical layouts will be provided to the VA COR for the project.

hh. Drawing changes required to a layout due to contractor errors or omissions shall be the responsibility of the contractor and the corrected drawing and bill of materials shall be delivered to the government within three (3) calendar days of the request.

ii. Contractor shall make the government aware of any discrepancies to existing conditions not previously identified, immediately to the assigned VA COR in writing, preferably via email.

Project Manager (PM) Requirements

a. The Contractor PM shall be responsible for the performance of all the work the associated with the SOW issued with the individual task orders. The Contractor shall additionally, provided an alternate PM and the name of the primary and alternate who shall act for the contractor PM when the manager is absent shall be designated in writing to the COR.

b. Communication with VA COR as pertaining to Requests for Information (RFIs), updates, design changes, Quality Control concerns notifications and installation scheduling in writing by email in addition to any phone conferences or in-person meetings.

c. PM shall schedule arrival of the product and installation date.

d. PM shall perform an on-site review of space and installation plans at least 5 days in advance with VA Point of Contact (POC), COR or Interior Designer.

e. PM shall perform on-site visit and assess area for any encumbrances (loading dock, the path of travel, electrical/data need locations, etc.) that would be a potential delay to the project.

f. PM shall be on-site during installation to answer any questions regarding product installation or space/area.

g. PM shall perform on-site walk-through and punch list after installation with Lead Installer and VA POC, COR or Interior Designer.

SV4 –Project Management Turn Key Services with Furniture

a. Based on provided furniture specifications for the individual order, the contractor shall provide a separate, typed document that matches the VA line item: including unit price and total price per provided quantity. Products or services that include multiple parts shall be listed within each line item and only the totals for the whole unit and total price per quantity provided will be provided. No additional line items will be added.

b. Package to include PDFs of detailed and dimensioned: Plan, 2-D and 3-D drawings of each workstation (and/or) products with multiple parts list to represent exactly what is being included in the bid and to determine accuracy.

c. Package to include a cut sheet with product detail for any alternate products.

d. Package to list Labor/Services on a separate line item(s) than the product line items.

e. Contractor shall be responsible for ordering, tracking and installing all specified items, managing and coordinating all deliveries for the installation schedule as approved by the VA COR.

Design Contract Tasks/Requirements

a. As part of the request for design service quotes the contractor will provide a quote on a specifically requested scope of work/Project and provide a firm-fixed price.

b. Contractor to provide end-user programming services, space planning, product specifications, and attend in-person end-user meetings with VA COR.

c. Contractor to develop detailed specifications, conduct product research and assemble materials/finishes as approved by VA COR. Contractor to provide finished specification binder with cut sheets and material samples to the VA per the Statement of Work.

d. Contractor to provide design services such as space planning, schematic design, specifications, finish boards, 2D/3D Rendered models, construction drawings, installation layouts in AutoCAD, Sketch Up, Revit, and Adobe Creative Suite Programs.

e. Contractor shall comply with all Environmental Product specifications, tracking, and documentation building to obtain Leadership in Energy and Environmental Design (LEED) Credits for ongoing projects as needed.

f. Contractor to provide Professional Project Management Services including field support, design, move and installation coordination and management from small to large scale projects per the SOW.

g. Contractor shall act in collaboration with VA COR and multi-disciplinary services such as IT, Housekeeping, Facilities, and In-House Construction Teams.

h. The contractor shall define and furnish the necessary hardware, software, and all other equipment necessary to accomplish design tasks. Standard equipment in addition to the hardware and software shall include but not limited to: reproduction machines, plotters, paper, pencils/pens/markers/highlighters, fax machines, email and office furniture.

i. The contractor shall be responsible for the collection of information relevant to the design/redesign of a space. Examples could include personnel interviews, questionnaires and walk-through inspections of the facility, as well as the existing furniture database (if available).

j. Services shall include site evaluation to ensure proper fit of the furniture within the given space and that all structural and other anomalies are taken into account.

k. The contractor is responsible for notifying the COR/Government Project Manager of all power requirements regarding location of communication, LAN and power junction boxes, with the expectation that the user will be responsible for providing and locating those junction boxes within 4'-0" of the ceiling penetration of the power pole location provided by the contractor and within the required distance on the wall for J-boxes.

l. If electrical power poles are needed in the design, the Design shall ensure that power poles do not protrude into main walkways.

m. Design shall ensure that all outlets included in the design are accessible to the user, free and clear of obstacles.

n. Design shall not allow more than four cubicles to be served by a single circuit.

o. Design shall ensure that no existing wall outlets or thermostats are covered or concealed by panels or other systems furniture components.

p. The contractor shall utilize any existing government product to its maximum as applicable when the project includes add-on parts to existing systems furniture.

q. All designs of furniture layouts, including original designs and any subsequent redesigns, must be accomplished by a qualified professional Interior Designer with either a four (4) year Interior Design degree from an accredited school by the Council for Interior Design Accreditation (CIDA/FIDER), or 5 years’ experience, and one year experience using contractor’s software similar to that proposed for this contract.

r. The contractor shall meet with the VA COR to review the installation drawings prior to submission of a final price quote.

s. The contractor shall provide additional drawings of furniture layouts, if requested by VA organizations in an unlocked electronically transmitted AutoCAD drawing set complete with any attached layers in both .dwg and .pdf formats unless otherwise specified in the

t. The hardware/software utilized by the contractor shall perform computerized inventory, the computer aided design, automated take-off function, and report generation for all product purchased. The software for this contract shall be compatible software for AutoCAD. The software shall be fully compatible with Microsoft Windows, the most current version.

u. Design service shall include an initial complete design with up to three additional revisions prior to final approval.

v. Designs of each location shall include a Panel and Hardware Layout sheet for system and modular furniture: to include all finish colors and fabrics, panel widths (30", 36", 42", etc.), in 1/4" = 1'0" scale, in addition to display hardware, keys and locksets shall be included.

w. Design sheet layouts of each location shall include a Furniture Power Distribution sheet in 1/4" = 1'0" scale to include: the location of all powered panels, powered components, receptacles, communication ports, power poles, powered raceways, base electrical feeds and building connection points.

x. Designs of each location shall include a 3D drawing and/or elevations for a clear understanding of objects that cannot be seen in floor plan view.

y. Design/redesign timelines shall be expected:

aa. Design sheet layouts for all phases of design (initial, revisions and final) of 1-10 workstations shall be received within 3 business days unless otherwise directed in

bb. Design sheet layouts for all phases of design (initial, revisions and final) of 11-25 workstations shall be received within 5 business days unless otherwise directed in

cc. Design sheet layouts for all phases of design (initial, revisions and final) of 26-50 workstations shall be received within 7 business days unless otherwise directed in

dd. Design sheet layouts for all phases of design (initial, revisions and final) of 51-100 workstations shall be received within 10 business days unless otherwise directed in

ee. Design sheet layouts for all phases of design (initial, revisions and final) of 101-200 workstations shall be received within 15 business days unless otherwise directed in

ff. Design sheet layouts for all phases of design (initial, revisions and final) of 200+ workstations shall be received within 20 business days unless otherwise directed in

gg. Within five (5) business days after the final design has been accepted by the base requesting organization, a bill of materials detailing all inventory, and all plans including basic floor plan, moveable wall, panel and electrical layouts will be provided to the COR/ Government Project Manager for the project.

hh. Drawing changes required to a layout due to contractor errors or omissions shall be the responsibility of the contractor and the corrected drawing and bill of materials shall be delivered to the government within three (3) calendar days of the request.

ii. Contractor shall make the government aware of any discrepancies to existing conditions not previously identified.

Project Manager (PM) Requirements

a. PM shall be responsible for all communication with VA Interior Designer as pertaining to Requests for Information (RFIs), updates, design changes, notifications and installation scheduling in writing by email in addition to any phone conferences or in- person meetings.

b. PM shall represent the Contractor, not the installation company.

c. PM shall perform an on-site assessment of product and replacement of damaged product due to freight delivery.

d. PM shall schedule arrival of the product and installation date.

e. PM shall perform an on-site review of space and installation plans at least 5 business days in advance with VA COR.

f. PM shall perform on-site visit and assess the area for any encumbrances (loading dock, path of travel, electrical/data need locations, etc.) that would be a potential delay to the project.

g. PM shall be on-site during installation to answer any questions regarding product installation or space/area.

h. PM shall perform on-site walk-through and punch list after installation with lead Installer and VA COR.

i. PM shall provide final sign-off for completion of installation.

a. The Contractor shall perform an inspection of the buildings and grounds with the COR prior to commencing work. Contractor shall protect all items from damage. The Contractor shall take precaution against damage to the buildings, grounds and furnishings. The Contractor shall repair or replace any items related to buildings or grounds damaged accidentally, or on purpose due to actions by the Contractor, utilizing materials of the same quality, size, grade and color, to match existing work.

b. To ensure that the contractor shall be able to repair or replace any items, components, on the buildings or grounds damaged due to negligence and/or actions taken by the Contractor. The Contractor shall communicate with the COR to resolve all repairs beyond simple surface cleaning. Concurrence of the COR is required before the Contractor may perform any significant repair work. In all cases, repairs shall utilize materials of the same quality, size, texture, grade and color to match adjacent existing work.

c. The Contractor shall be responsible for the security of the areas in which the work is being performed at all times prior to completion. The Contractor shall maintain

Delivery

a. Contractor shall contact the COR at least 14 business days prior to start of work/shipping to ensure that the building is ready for install.

b. In the event there is a delay in delivery, Contractor must notify the assigned VA COR immediately in writing, preferably via email.

c. Contractor shall provide the COR with scheduled date and time that the delivery truck will be arriving at least 24 hours minimum in advance.

d. The contractor must ensure that the driver of the delivery vehicle has copies of the delivery order and shall not attempt to deliver any items before the scheduled delivery date.

e. Contractor must be bonded and insured in accordance with standard commercial practices and state requirements for vehicles and trailers.

f. Contractor shall provide 30 Days Free Storage once all items have been received from the bill of materials 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.

Receive and Unload

a. 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 work day. The Contractor will be responsible for moving the items from the overnight storage site to its designated position in the building.

b. The Contractor shall verify and inspect all items. Any and all deficiencies (damage/overage/shortage) shall be brought to the attention of the COR.

c. The Contractor shall store damaged items in the location designated by the COR. The Contractor shall maintain a complete file of all documents relating to each discrepancy and copies of all Discrepancy Reports shall be forwarded to the COR on a daily basis.

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

a. Contractor shall be responsible for following all safety and security guidelines within the area in which work is being performed, to include securing and contractor- owned tools or equipment, and any on-site storage being utilized.

b. The contractor shall install all furniture in accordance with each requirement statement and basic component floorplan, panel plan and electrical plan, designed and provided by the contractor with each task order.

c. Contractor shall uncrate all items received and perform all required assembly in accordance with the manufacturers’ instructions.

d. Contractor shall prevent its personnel from entering any area other than the designated work area.

e. The Contractor shall maintain a means of egress within all designated work areas to f.

Contractor shall inspect to ensure that the furniture is free of surface dirt, clean and

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

with uncrating and assembling all furniture items installed under this contract.

b. Final Acceptance by the Government will not occur until all installed furniture items have been wiped cleaned and debris/dust connected with installation is removed from the VA site.

d. Packing materials will not be stored in the buildings for any period exceeding 24 hours.

e. The Contractor shall ensure its personnel eat, drink, or smoke only in designated areas.

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

Warranty Items

a. The warranty of an item is to run from the date of acceptance of the products/services by the Government.

b. The Contractor agrees to, without cost to the Government, repair or replace of all parts and material which are found to be defective during the warranty period. The cost of installation and travel of replacement material and parts shall be borne by the Contractor.

7.0 Kickoff Meeting

The prime contractor(s) shall participate in a contract kickoff meeting, in accordance with the terms of the first task order.

8.0 Quality Control Plan

The Contractor is responsible for Contract Management and Quality Control. The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this SOW. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which the contractor ensures their work complies with the requirement of the contract.

The Contractor shall be responsible for quality control (QC) for all work accomplished during the performance of this contract. Work and documentation produced by the contract personnel may be regularly reviewed by the Contracting Officer Representative (COR).

[END OF DOCUMENT]

Facility Information Project Name

Item Repl Add'l

Repl Date

Life Expect Quantity Estimated Unit Cost Estimated Total Cost

Quantity Purchased Actual Unit Cost Actual Total Cost

Price Variance

INTERIOR DESIGN

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

Section Subtotal $0.00

Service Level Agreement (SLA) Fee (3%) $0.00

Project Total $0.00

Check one

Equipment All Other

VAMC Project Title

Station Name Project Name

POC NAME: Phone:

Email: Date:

Products and Installation

Line Item Description/Part Number* Qty Price

Extended Amount

1 -$ 2 -$ 3 -$ 4 -$ 5 -$ 6 -$ 7 -$ 8 -$ 9 -$ 10 -$ 11 -$ 12 -$ 13 -$ 14 -$ 15 -$ 16 -$ 17 -$ 18 -$ 19 -$ 20 -$ 21 -$

Project Management Service SUBTOTAL (Products) -$ Service Level Agreement (SLA) Fee 3% -$

Project Total -$

INDEPENDENT GOVERNMENT COST ESTIMATE (IGCE)

Attachment 2 to Acquisition Planning SOP Market Research Worksheet for Customers

Market Research Worksheet – Furniture IDIQ

Instructions: Provide the completed Market Research Worksheet and associated documentation as required in paragraph 3 below to the contracting office with your Acquisition

Requirements Package.

Market Research was conducted using the abbreviated document below due to this procurement falling within the parameters of the VHA Healthcare Furniture multiple award

IDIQ

1. Has the requirement been purchased by the Department of Veterans Affairs (VA) previously? (Check the appropriate block.)

a. Yes No Do not know

b. If you answered yes above, provide the following information, if known:

(i) List contract number and name of the contractor currently or previously performed the requirement.

Pomerantz GovSolutions

JohnsonDanforth

Veteran Office Design

JPL & Assoc.

The Russell Group

SDV Office Systems

Cuna Supply LLC

Coronado Distribution

2. In the space below, describe the Government's requirement(s) in terms sufficient to allow conduct of market research.

Statement of Need: Summary Statement:

3. Document actions you took to conduct market research, information obtained, and the proposed acquisition strategy to include the information described below:

a. Name, title, organization, and contact information of the individual(s) conducting market research:

a. ID / SME name here

b. Date(s) market research conducted: (date programming of the project was…