Draft SOW Furniture Installation Storage and Moving.pdf

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STATEMENT OF WORK

EL PASO VETERANS AFFAIRS HEALTH CARE SYSTEM (EPVAHCS)

FURNITURE INSTALLATION, STORAGE AND MOVING

1. OBJECTIVE

El Paso Veterans Affairs Health Care System (EPVAHCS) requires asset inventory management services, storage, and labor/installation. The contractor must have the capabilities to provide labor (technically trained personnel) for the inventory data capture management, product handling inventory management of VA’s multi-manufacturer complicated systems furniture and freestanding furniture and for installation throughout the facility. Knowledge of multi-manufacturer systems furniture (Haworth, Herman Miller, Knoll, Steelcase, etc.) with a minimum of 3 years’ experience of working with product is a must.

2. SCOPE OF WORK

The Contractor shall furnish all labor, tools, equipment and trucks to provide and execute the pickup of complex furniture systems, moving of complex furniture systems, freestanding furniture, and the computer data management of these complex systems and furniture. The VA will supply the furniture systems and freestanding furniture to be picked up and inventoried at the vendor’s inventory management center.

All work performed under this contract shall come in the form of service requests by the COR. The Contractor shall provide a quote which will be evaluated and approved by the COR. Payment shall only be made on work previously quoted, approved by the VA and completed 100% by the Contractor, including any inspections required. All work performed under each option year shall not surpass the threshold limit. If the threshold is reached, and the COR determines that additional work is needed, a contract modification shall be requested to the CO to increase the threshold for that respective option year. If the threshold is not reached, the COR will request a contract modification to the CO to decrease the threshold for that respective year.

The EPVAHCS reserves the right to add or delete service based on demand. Changes shall be addressed in a written bilateral modification to this contract issued by the Contracting Officer.

The contractor shall provide furniture moving, installation, and storage services for EPVAHCS for the facilities listed below.

A. Medical Centers:

1. EPVAHCS 5001 N. Piedras Street, El Paso, TX 79930

B. Community Based Outpatient Clinics (CBOC):

1. East Side CBOC, 2400 Trawood Dr Suite 200 El Paso, TX 79936

2. Las Cruces CBOC, 3401 Del Rey BLVD Las Cruces, NM 88012

3. Las Cruces HBPC, 2123 Telshor CT. Las Cruces, NM 88011

4. Northeast CBOC, 5229 Sanders Ave., El Paso, Texas 79924

5. Sleep Center, 1250-B East Cliff Dr., El Paso, Texas 79902

6. South Central Wellness Facility, 350 Revere Street El Paso, TX 79905

7. Warehouse, 6 Founders Blvd., Suite B, El Paso, Texas 79906

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8. Westside CBOC, 1870 Northwestern Dr., El Paso, Texas 79912

C. Administrative Facilities:

1. Fort Bliss Building 116, 116 Pershing Rd. Fort Bliss, TX 79906

2. Fort Bliss Building 117, 117 Pershing Rd. Fort Bliss, TX 79906

D. Future Locations

1. Fort Bliss Building 7304 – Pending

2. Women’s Veterans Health Clinic

3. Las Cruces (Categorical)

4. Northeast CBOC Replacement

5. Central CBOC

6. Horizon City CBOC

7. Las Cruces CBOC Replacement

8. Sterile Processing Services (SPS)

9. Las Cruces Dental Clinic

10. El Paso Dental Clinic

3. PERIOD OF PERFORMANCE

This procurement is programmed for a base + 4 option year award as follows:

A. Contract Year Periods

1. Base Ordering Period: 12/31/2024 to 12/31/2025

2. Ordering Period 1: 12/31/2025 to 12/31/2026

3. Ordering Period 2: 12/31/2026 to 12/31/2027

4. Ordering Period 3: 12/31/2027 to 12/31/2028

5. Ordering Period 4: 12/31/2028 to 12/31/2029

B. Normal Duty Hours: Monday through Friday, 8:00am to 4:30pm, Mountain Standard Time, excluding Federal Holidays and any other day specifically declared by the President of the United States to be a national holiday.

Non-Duty Hours: Monday through Friday 4:30pm to 8:00am, Mountain Standard Time, and Saturdays and Sundays. There may be non-duty hours or weekends where work is needed in this contract. The contractor shall be required to start urgent/non-duty work within three hours of notification from the Contracting Officers Representative (COR). Any exceptions require a Contracting Officer’s (CO) approval.

Non-duty hours shall also include the following Federal Holidays:

1. New Year’s Day (January 1)

2. Martin Luther King, Jr. Day (Third Monday in January)

3. President’s Day (Third Monday in February)

4. Memorial Day (Last Monday in May)

5. Juneteenth (June 19)

6. Independence Day (July 4)

7. Labor Day (First Monday in September)

8. Columbus Day (Second Monday in October)

9. Veterans Day (November 11)

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10. Thanksgiving Day (Fourth Thursday in November)

11. Christmas Day (December 25)

4. CONTRACTOR GENERAL REQUIREMENTS

It is the intent of these specifications to govern receiving of furniture and furnishings, maintain a current inventory of existing furnishings, and perform moves to include:

1. Moving furniture.

2. Disassembly and assembly of furniture.

3. Removal, storage, inventory, and delivery of existing furniture.

A. The contractor is responsible for ensuring that its company and personnel 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. 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. The contractor must have certification to provide installation services for the following manufacturers, at a minimum:

1. Herman Miller

2. Steelcase

3. Knoll

4. Haworth

B. The Contractor shall furnish all labor, equipment, materials, tools, supervision, and expertise required to receive, move, disassemble, and assemble furniture for EPVAHCS. The contractor will be responsible for installing wall mounted sit-stands and accessories to include literature racks, bullet boards, and marker boards in addition to systems furniture items. The placement of all wall mounted items shall be coordinated with the COR prior to installation.

C. If applicable, the COR will provide the contractor with an electronic copy of the furniture component listings and installation drawings so the contractor can coordinate receiving, storage, and installation. The COR shall enter inventory orders to be delivered by the contractor in the contractor’s inventory system and include these in the daily task lists.

D. The contractor shall assign a single point of contact that will consistently be a project manager as needed, manage the work performed under the contact and shall coordinate work with the other contractor personnel. The project manager shall have a cell phone with e-mail capabilities to simplify communication between the contractor personnel and VA personnel.

The contractor’s project manager shall be responsible for providing the installation crew with copies of furniture component listing and installation drawings previously provided by the COR. The contractor’s project manager shall coordinate sequencing and staging with the COR on larger projects.

E. The contractor’s lead installer shall ensure that the job is completed and inspect the job site before notifying the COR that the work is complete. The lead installer must clearly communicate with VA personnel. The lead installer should be the same person for each VA project to the maximum extent practicable.

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F. The contractor personnel shall be dressed professionally to include at a minimum attire such as the contractor’s uniform or the contractor’s company logo.

G. Work schedule will vary with workload. When called for projects, the contractor will be requested to work no less than two hours per call. The individual projects could extend several days depending on size of the project. When contacted to respond to an urgent move or installation request, the contractor must be available within two days of an urgent request.

H. The contractor shall provide cleaning services of product (ex: fabric panels) as needed/directed by VA staff.

I. The contractor shall also provide minor repairs to damaged furniture when possible.

Examples of minor repairs include replacing a wheel on a chair, re-gluing castors, cuts to work surfaces around columns, re-edge banding, etc.

J. The contractor shall provide sufficient and consistent personnel and crews based on workload as required to accomplish assigned tasks in the time frame stated per the project timeline.

K. The contractor shall provide, operate, manage and maintain a trained, uniformed team of personnel to provide the services.

L. The contractor’s personnel shall have the ability to meet and communicate with the general public; ability to physically perform the functions required in the performance of the assigned duties; ability to read English; understand and apply printed rules, detailed orders, instructions, and furniture drawing layouts. They shall also be familiar with a variety of commercial furniture product disassembly/assembly parts and components.

M. The contractor is responsible for identifying when a project is complete, per plans and specifications, and reporting to the COR for inspection when required. The contractor is only to take instruction from the COR or VA CO during any assignment. The contractor shall notify the COR regarding any schedule implications (if work is taking longer or is completed quicker than scheduled), if there are missing products, or if there is a warranty issue.

N. If electronic task list cannot be completed as a result of government delay, the contractor will notify the COR to reschedule.

O. Furniture Inventory Software – The contractor is responsible to input the existing inventory into a web-based solution (SnapTracker for example) that is accessible by VA staff. All data must be fully available to VA staff within thirty days after contract award. The contractor shall own and maintain the database throughout the life of the contract. At the end of the contract the contractor will provide a digital and printed copy of the inventory. Digital copy must be provided such that it is easily transferrable to another system.

5. CONTRACTOR’S STORAGE OR WAREHOUSE FACILITY

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A. The contractor shall receive and store new furniture. The square footage of storage space required for new and existing furniture will vary between 1,200 square feet and 2,500 square feet. It is dependent on workload and timing of large projects. On average there is approximately 1,800 square feet of space required for storage at the contractor’s warehouse.

B. The contractor shall store furniture inventory until installation of product is scheduled by the COR. The contractor will notify the COR upon receiving VA furniture to initiate receiving reports and schedule installation.

C. The contractor is responsible for unpacking and disposing of all packaging materials. All debris and rubbish not specified to become Government property shall be disposed of by the contractor off Government property. Disposal will adhere to all applicable Federal, State and local hauling and disposal regulations. All items that can be recycled shall be recycled. The contractor shall leave workspaces clean and vacuum workspace if necessary, after work is completed.

D. The contractor shall inventory all existing furniture that is stored in their warehouse and continually keep the inventory database up to date as items are added and removed from inventory. The inventory program shall be available on a website and shall always be accessible to both VA personnel and contractor personnel. The inventory shall include a naming convention assigned to each inventoried item, photograph(s) of each piece or type when quantities apply, a description, size (width x height x depth), quantity, manufacturer, model, number of finish specifications, and location stored in warehouse. The inventory shall be updated weekly to reflect accurate information. The categories for inventory shall be coordinated with the COR. The inventory system shall allow the COR to create furniture orders from inventory to include delivery dates.

E. The contractor’s storage or warehouse facility is required to be no more than fifty miles from the EPVAHCS at 5001 N. Piedras Street, El Paso, TX 79930.

F. The contractor’s warehouse must be able to receive product Monday through Friday (excluding federal holidays), between 7:00am to 5:00pm Mountain Standard Time.

6. CONTRACT INVOICES

A. The services listed in the Price/Cost Schedule are estimates and may be increased or decreased according to need. The prices include all labor, resources, and incidental/related services to provide the storage, moving, and installation services. There shall be no extra costs to the Government for services that are detailed and required of the contractor within this Statement of Work.

B. The contractor shall provide individual quotes for services requested to the COR. COR will review and accept or reject quotes. Payment will be made when services are completed and invoices are submitted. Invoices submitted prior to completion of a service will be rejected.

7. SPECIAL CONTRACT REQUIREMENTS

A. The services in this contract may only be changed by written modification. The modification shall be bilateral and binding when signed by a VA Contracting Officer.

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B. The services to be performed by the contractor shall be performed in accordance with VA policies and procedures of the VA facility. Under no circumstances will the contractor’s employees be considered VA employees.

C. The contractor shall have insurance for general liability, worker’s compensation, and vehicle insurance. After contract award, the contractor shall furnish a certificate of insurance proving all required coverage has been obtained to the VA. The contractor is responsible for maintaining insurance coverage for the duration of the contract.

8. CONTRACTOR QUALIFICATIONS

A. Personnel assigned by the contractor to perform the services covered by this contract shall be experienced in installing a variety of different manufacturers’ products, to include systems furniture. The contractor’s Project Manager and Lead Installer must have a minimum of two years of experience performing furniture and systems furniture installation services.

B. All certifications held by the personnel working on this contract shall be full and unrestricted. The qualifications of such personnel shall also be subject to review by the COR. Each person assigned to work under this contract shall be certified and trained in furniture installation services and operation of any equipment used.

9. CONTRACTOR PERSONNEL

A. Contractor will assign a Project Manager (PM) in writing, who will be the key point of contact for VA when communication with Contractor is necessary throughout the performance of this contract. All proposed substitutions are to be submitted to the COR in writing, at least 30 calendar days in advance of the proposed effective date. Contract personnel working on-site at any VA location shall adhere to the rules and regulations in place at the specific VA location.

B. Contractor's employees are required to wear VA’s visitor’s tag or badge while on the premises of the VA. Police Services, 3rd floor, Room A308 will provide Contractor's employee with a visitor’s badge. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. Parking at the South parking lot is prohibited since this is a patient reserved area. The VA will not invalidate or make reimbursement for parking violations of the Contractor or Contractors' employees under any conditions. The COR will not be responsible for monitoring employee attendance on the job. The VA’s Safety Service shall brief Contractor's employees on emergency procedures, such as Fire Safety. Possession of weapons is prohibited. Enclosed containers, including personnel items, shall be subject to search. Violations of VA regulations may result in citation answerable in the United Sates (Federal) District Court, not a local district, state, or municipal court.

10. NONPERSONAL SERVICES:

A nonpersonal services contract is defined in FAR 37 as a contract under which the personnel rendering services are not subject, either by the contract’s terms or by the manner of its

7 | P a g e administration, to the supervision and control usually prevailing in relationships between the Government and its employees.

The Contractor will perform independently and not as an agent of the government. The ordering activity may evaluate the quality of professional and administrative services provided but retains no control over professional aspects of the services rendered.

11. NO SMOKING POLICY:

All Contractor personnel are subject to and must comply with all Federal, State, and Local Policies, Rule and Regulations. As an example, the South Texas Veterans Health Care System (STVHCS) is a non-smoking facility except in designated areas. Executive Order No. 13058 Protecting Federal Employees and the Public From Exposure To Tobacco Smoke in the Federal Workplace Applies.

STRICT ADHERENCE TO FEDERAL, STATE, AND LOCAL POLICIES, RULES, AND

REGULATIONS WILL BE ENFORCED. VIOLATORS MAY BE SUBJECT TO FINES.

If work is to be done outside of the Department of the Veterans Affairs, i.e., Leased Building, smoking is strictly prohibited in the building and on the rooftop. The Contracting Officer may remove Contractors not adhering to these rules.

The Contractor shall at all times keep the work area, including storage areas, free from accumulations of waste materials. Before completing the work, the Contractor shall remove from the work and premises any rubbish, tools, scaffolding, equipment, and materials that are not the property of the Government. Upon completing the work, the Contractor shall leave the work area in a clean, neat, and orderly condition satisfactory to the COR.

12. QUALTIY ASSURANCE SURVEILLANCE PLAN

A. The monitoring of the contractor’s performance shall be done by the COR. Incidents of contractor noncompliance, as evidenced by the monitoring procedures, shall be first discussed with the contractor by the VA Contract Specialist (CS). If no resolution can be found, incidents will then be forwarded to the VA CO for final resolution.

B. The Quality Assurance Surveillance Plan (QASP) shall outline the evaluation criteria to ensure the contractor is aware of the quality and criteria required to meet the terms of the contract.

C. The COR shall assess the contractor performance once per month and will provide a written assessment to the contractor and VA Contracting.

D. The evaluation criteria and standards are listed in the Services Summary section.

13. SERVICES SUMMARY

TASK # CRITERIA STANDARD RATING

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1 The contractor shall provide a timely, within two days, response time for urgent or off duty work requested by VA.

Per each calendar month, no more than two documented occurrences of the contractor not responding to urgent or off duty requests with two days notification by the COR or CO.

Pass/Fail

2 The contractor shall provide the timely submission of complete and accurate invoices to VA no later than fourteen calendar days after the end of the month.

Per each calendar month, no more than two documented occurrences of the contractor invoicing after the fourteenth calendar day after the end of a month.

Pass/Fail

3 The contractor shall be required to thoroughly complete each project before notifying the COR that the project’s work is complete. The contractor shall notify the COR of any variance to the schedule, to include any work not completed and/or missing parts/components.

Per each calendar month, no more than two documented occurrences of the contractor not ensuring that a project is complete before project closeout. All punch list items and any other work must be complete before work is officially accepted by the

COR.

Pass/Fail

4 The contractor shall adhere to scheduled work times unless notified by the COR. The order of the schedule shall be followed unless approved by the COR.

Per each calendar month, no more than two documented occurrences of the contractor not ensuring that all scheduled work is completed per agreed upon schedule.

Pass/Fail

5 The contractor shall accurately maintain an inventory and update the web-based inventory system on a weekly basis.

Per each calendar month, no more than two documented occurrences of the contractor not keeping an accurate inventory.

Pass/Fail

6 The contractor shall avoid contractor-caused delays to project schedules.

Per each calendar month, no more than four document occurrences of contractor-caused delays to project schedules.

Pass/Fail

14. RECORDS MANAGEMENT:

14.1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but

9 | P a g e not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

14.2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

14.3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law.

Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

14.4. El Paso Veteran Affairs Health Care System (EPVAHCS) and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of EPVAHCS or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701.

In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to EPVAHCS. The agency must report promptly to NARA in accordance with 36 CFR 1230.

14.5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to EPVAHCS control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

14.6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure

10 | P a g e of information, documentary material and/or records generated under, or relating to, contracts.

The Contractor (and any sub-contractor) is required to abide by Government and EPVAHCS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

14.7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with EPVAHCS policy.

14.8. The Contractor shall not create or maintain any records containing any non-public EPVAHCS information that are not specifically tied to or authorized by the contract.

14.9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

14.10. The EPVAHCS owns the rights to all data and records produced as part of this contract.

All deliverables under the contract are the property of the U.S. Government for which EPVAHCS shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

14.11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training, Talent Management System (TMS) Item #10176, Privacy and Information Security, Rules of Behavior. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.