draft VANCHCS PWS VANCHS MOVING AND STORAGE SVCS- 1 plus 4 PWS 2026.docx

Draft Performance Work Statement (PWS) Relocation Services for Northern California Veteran Affairs HealthCare System

I. General:

a. The contractor shall provide installation and relocation services for the Northern California Health Care System’s (VANCHCS), the associated Community-Based Outpatient Clinics (CBOCs), and other outlying clinics and offices throughout Northern California. This requirement includes furniture move, relocation, installation and move services.

b. Normal work week is Mon-Fri; Depending on complexity of work assignment the number of required staff and necessary workdays will vary. The contractor shall provide all labor, materials, equipment, transportation, and supervision necessary to satisfy the moving and storage requirements of VA specified by the COR. As a Non-Personal Services contract, these personnel are not to be considered VA Employees for any purpose. Contractor retains all control over personnel and responsibility for direct supervision. Contract personnel may not supervise VA Staff but may provide direction and instruction as required by duties.

II. Scope of Work (Estimated Moves Annually)

a. Routine Small Moves: (Estimated 2 times weekly, days to be determined / Estimated personnel required 2-4)

i. Common work included within Routine Small moves include but not limited to:

1. The contents of a typically furnished administrative or clinical workspace of 2000-4000 square feet.

2. Furniture supporting up to 25 employees, to include items of the types described in Paragraph 3, for example, 25 desk-chair combinations with ancillary furnishings. 125 boxes of documents and desk effects.

3. Minimal equipment moves, to include movements of up to five pieces of equipment, such as medical-trade refrigerators and exam beds. Medical equipment to be moved will not be of a type requiring special training to move.

b. Non-routine Small Moves. (Estimated 5 times monthly/ Estimated Personnel required 2-4)

i. Non-routine Small Moves are identical in scope to Routine Small Moves, however, are performed on a non-recurring basis. These moves will be scheduled by the customer no later than one week prior to the date of service, which may be on any day of the week.

c. Non-Routine Medium Moves. (Estimated 6 times annually/ Estimated Personnel required 4-6)

i. Work which would fall under this classification includes movement of the contents of a typically furnished administrative or clinical workspace of 2000-4000 square feet. Items to be moved may include boxes, furniture, computer workstations, printers, and all required materials from one or more of the origin locations specified in Routine Small Moves or from Contractor’s warehouse to one of these sites, supporting up to 100 personnel to a single destination.

ii. Move may take place over several days but shall take place over no more than 5 days. Days may be required to be consecutive or non-consecutive.

iii. Customer will provide contractor with minimum of 2 weeks advanced notice prior to scheduled work date(s).

d. Large Move (Estimated 1 time annually / To be determined)

i. The work listed immediately below will be based on a quote to be provided by contractor at time of requirement.

ii. Movement to storage and/or disposal facility of most of the furniture and equipment of an outpatient clinic and associated administrative building, spanning approximately 30,000 to 50,000 square feet.

iii. Customer will provide contractor with minimum of 4 weeks advanced notice prior to scheduled work date(s).

III. Locations of items subject to moves:

a. Contractor’s warehouse

b. VA NCHCS sites include:

i. VA Yreka 101 E. Oberlin Rd, Yreka, CA 96097

ii. VA Redding 3455 Knighton Rd, Redding, CA 96002

iii. VA Redding Specialty Clinic (Annex) 760 Cypress Ave, Redding, CA 96001

iv. VA Chico 1601 Concord Ave, Chico CA 95928

v. VA Yuba City 425 Plumas Blvd Yuba City, CA 95991

vi. VA Auburn 11985 Heritage Oak Pl, Auburn, CA 95603

vii. VA McClellan

1. Bldg 98, 5342 Dudley Blvd, McClellan, CA 95652 (Main Clinic)

2. Bldg 88, 5401 Arnold Ave, McClellan, CA 95652 (Dental Clinic)

3. Bldg 949, 3401 Beech St, McClellan , CA 95652 (Admin Bldg)

4. Bldg 209, 3230 Peacekeeper Way, McClellan, CA 95652 (Admin Bldg)

5. Bldg 911, 5443 Dudley Blvd, McClellan, CA 95652 (Warehouse)

6. Bldg 29, 5015 Arnold Ave., McClellan, CA 95652 (Warehouse and Maintenance)

viii. VA Mather 10535 Hospital Way, Mather, CA 95655

ix. Old Placerville Road (ORP Admin Annex) 10365 Old Placerville Rd, Sacramento, CA 95827

x. VA Fairfield/Travis AFB

1. 103 Bodin Cir, Travis, CA 94535 (Main Clinic)

2. 101 Bodin Cir, Travis, CA 94535 (JPG)

xi. VA Mare Island 201 Walnut Ave, Vallejo, CA 94592

xii. VA Martinez 150 Muir Rd, Martinez, CA 94553

xiii. Taylor Blvd Admin Annex 391 Taylor Blvd, Pleasant Hill, CA 94523

xiv. VA Stockton 7777 Freedom Rd, French Camp, Ca 95231

xv. VA Modesto 1225 Oakdale Rd, Modesto, CA 95355

xvi. VA Sonora 13663, Mono Way, Sonora, CA 95370

IV. Typical items to be moved and their dimensions:

a. Modular Systems Furniture

i. Panels (Monolithic and Frame and Tile)

ii. Worksurfaces

iii. Overhead Storage 24-60”w

iv. Personal Underdesk Storage Pedestals and Laterals

v. Sit-Stand Tables/Components 36-60”w x 20-30”d x 30”h

vi. Trim, poles, slat-wall, tail, and accessories

b. Patient/Exam Room Furniture

i. Wall mounted computer arm systems

ii. Whiteboards/Corkboards/Artwork

iii. Patient side/guest chairs

iv. Physician Stools 24”diam x 20-34”h

v. Overbed Tables

vi. Nightstands

vii. Sleeper Chairs/Sofas/Benches 24-58”w x 86 (+/- 6”)d

c. Filing and Storage

i. Lateral Files: 30-42”w x 18-20”d x 24-60”h

ii. Vertical Files: 15-18”w x 18-28”d x 24-60”h

iii. Lockers: 12”w x 12-18”d x 12-72h”

iv. Cabinets, freestanding 24-48”w x 10-36”d

v. Wire Shelving: 24-60”w x 12-36”d x 6-96”h

vi. Mail Sorters: 30-60”w x 24-36”d x 30-36”h

vii. Bookcases: 24-60”w x 12-18”d x 30-72”h

viii. Combination Storage Cabinets (cabinet or shelves over drawers)

d. Tables

i. Conference (Veneer, Laminate, and/or Glass): 36-240”w x 30-60”d x 30”h

ii. Meeting

iii. Training 42-96”w x 18-36”d x 30”h

iv. Breakroom/Dining 24-60”w x 24-60d x 30”h

v. Occasional (Coffee, End, Console) 16-48”w x 17”d x 15-30”h

vi. Sit-Stand/Height Adjustable 36-96”w x 24-30”d x 30”h

vii. Stainless Steel/Process/Utility Tables 18-36”w x 21-24”d x 31-40”h

viii. Shop Workbenches 18-36”w x 21-24”d x 31-40”h

e. Carts

i. Media/Computer 18-36”w x 21-24”d x 31-40”h

ii. Hospitality 24”-48”w x 16-24”d x 29-36”h

iii. Medical Supply Storage and Procedure 24”-48”w x 16-24”d x 24-72”h

f. Chairs

i. Office Task

ii. Guest/Side (Stacking, Bariatric, Standard)

iii. Conference (Stacking, Nesting, Task, Executive)

iv. Counter/Bar Stools (Task, Shop, Physician, Café )

v. Patient Side/Guest (Basic high-back, Glider, Bariatric)

vi. Recliner (Basic, Advanced, Advanced Bariatric)

vii. Sleeper 24-58”w x 86 (+/- 6”)d

viii. Folding

g. Magazine/Brochure Holders

h. Artwork

i. Whiteboards, Corkboards, Display Cabinets, Display Boards, Rail Mount Panels

j. Clocks

k. Hooks

l. Computer Support Items

i. Keyboard Trays

ii. Monitor Arms

iii. CPU Mounts

iv. Height Adjustable sit-to-stand, stationary desk top converters

m. Lighting

i. Personal Desk Lamps

ii. Table Lamps

iii. Floor Lamps

n. Trash and Recycling containers

o. Shred Containers

p. Medical Equipment

i. Exam table 100 lb.

ii. Exam Chair 175 lb.

iii. Industrial Refrigerator 84”x72”x40”

V. Requests for Services:

a. All requests for services will come directly from the Contracting Officer Representative (COR) or Alternate COR. Work performed at the direction of anyone other than the COR or Alternate COR is at the Contractor’s own risk and not subject to payment under this task order.

VI. Relocation Services:

a. The Contractor shall perform all of the services required to remove the existing office furniture, equipment, and related supplies (at times hereinafter called "property") from the existing location, transport the property to the designated areas within the new location and place them in accordance with the ordering agency’s direction and timelines. The person who will interface with the Contractor for each move shall be determined upon issuance of the order.

i. The Contractor shall:

b. Provide furniture installations and reconfigurations including 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 require the COR’s approval.

c. Move and transport products between multiple sites within the applicable Health Care System. Moving activities include 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 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.

d. Maintain an inventory of VA furnishings for redistribution at the VA’s storage facility or warehouse.

e. Collaborate with the 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.

f. Not accept any instructions issued by any other person(s) other than the Contracting Officer, the COR, or the COR’s delegated representative acting within the limits of his/her authority.

g. Furnish all packing containers and related supplies including, but not limited to, boxes and cartons, crating material, padding material, marking material, sealing tape, and color-coded marking tags to the moving activity. It shall be the responsibility of the Contractor to determine the number and size of packing containers to be utilized for individual relocations. Delivery of same will be at no extra cost to the Government. The contractor shall plan on at least five hundred boxes per year to be reused for all VA NCHCS moves. Packing containers will be returned and re-used.

i. Other Supplies commonly required but not limited to:

1. Plastic wrap

2. Corrugated cardboard boxes of various sizes, to include Banker’s Boxes, with an estimated annual requirement of 1200 Banker’s boxes.

3. Industry-standard floor, wall and corner protection

h. Ensure all materials are clean and of a quality sufficient to ensure protection of the property.

i. Provide a supervisor. The supervisor will be responsible for directing the daily activities of the workers provided for the relocation. This individual will also be responsible for coordinating phases of the relocation with the ordering agency on a daily basis. The supervisor will also function as a mover/laborer in addition to supervising the work.

j. Perform packing and/or crating necessary for the protection of the property to be moved. Computer, audiovisual, laboratory, and hi-tech equipment shall be pad-wrapped.

k. Remove all padding, packing, and crating materials from the premises of the government as directed.

l. Furnish dollies, hand trucks, book-carts, typewriter/computer carts, and glass packing/cartons, and any other type of equipment commonly used for relocation services. Hand trucks, dollies and book carts MUST have soft rubber wheels. No metal or hard rubber wheels shall be used in the performance of this task order.

i. Other equipment commonly required but not limited to:

1. Equipment and Supplies Required of Contractor at Each Move

2. Four-wheel mover’s dolly

3. Hand truck

4. Panel cart

5. Machine Cart

6. Tools for disassembling furniture, system furniture, etc.

7. Moving Blankets/pads

8. Industry-standard floor, wall and corner protection

m. Disassemble property when necessary for safe and efficient transportation, as determined by VA NCHCS. Reassemble property after transporting to the new location. For systems and specialty furniture/equipment, the Contractor shall ensure it has the necessary special tools, equipment, or technically-trained personnel to assemble or reassemble.

n. Remove empty packing containers for re-use. The contractor shall return to the delivery site two business days after delivery to collect packing containers for re-use. The contractor shall account for all missing boxes.

o. Remove rubbish from the government's premises after move is completed.

p. Provide storage for property in a secured location in the event of a delay in availability of new space. The contractor will be responsible for keeping accountability of all unused furniture in the warehouse.

q. Provide any other service which would normally be included with a complete office relocation/moving service.

r. Contractor shall provide his/her employees safety equipment which is required for performance of the contract, proper personal protection equipment (PPE). The contractor shall take precautions regarding fire and safety policies/procedures within VANCHCS and clinics. Contractor shall comply with all Occupational Safety and Health Act (OSHA) and applicable laws/regulations for the protection of their employees. The government shall assume no liability or responsibility for the contractor’s compliance or noncompliance with such requirements.

VII. Storage:

a. The contractor will be required to store the VA's excess on hand Furniture Inventory. Contractor must have a sufficiently capable Inventory Management and Reporting System to allow for the VA to request specific VA assets items stored within the contractor's warehouse storage inventory to be moved. Some items may be required to be pulled from the warehouse to be brought with them the movers to the designated site for any of the moves. Pull lists will be provided in advance and / or a VA POC may visit the contractor's warehouse to identify what assets are to be pulled from the warehouse for the moves. At the end of a given day of moves, assets (furniture, etc.) may also need to be sent back into the warehouse inventory for cataloging and storage. Warehouses must be sufficiently climatized to allow for the storage of medical equipment.

b. Contractor must have the capability to store up to 10,000 sq. ft., although the initial warehouse requirement may be less than 10,000 sq. ft., additional space may be required on relatively short notice. Contractor will be expected to accommodate additional warehouse space requested through contract modifications.

c. Multiple warehouse location(s) can be utilized however all locations must be within 150 miles of VA Sacramento Medical Center and 50% of capacity must be within 35 miles.

d. The contractor shall provide or have access to a secured warehouse with proper racking systems to store assets or materials that cannot be stored at VA NCHCS, outlying clinics, and all other VA NCHCS leased spaces.

e. The storage space/facility shall have closed circuit television security, fire, and safety alarm systems.

f. The storage space provided by the contractor shall allow for use of floor to ceiling space.

g. The contractor shall pickup and/or deliver assets such as facility equipment, furniture, computers without hard drives, monitors, and printers to and from the storage facility upon notification by the COR or designated representative.

h. The warehouse will be equipped with a three-level racking system. The racking system shall be adjustable so that the items that are bulky or large can be accommodated properly.

VIII. Vehicles:

a. The contractor shall provide a box truck(s) with at least 26 ft. loading capacity for the pick-up and delivery of equipment, furniture, etc. in accordance with the terms, conditions, and schedule of the contract. The Government may require as many as six 26 ft. trucks on any given day depending on the requirements for the day.

b. The 26 ft. trucks shall have lift gates.

c. VA NCHCS reserves the right to inspect the contractor’s vehicles and equipment, require documentation of compliance with contract specifications and State’s laws, and Veterans Affairs’ (VA) rules and policies governing transportation vehicles. VA NCHCS inspections of contractor equipment will not constitute a warranty that the contractor’s vehicles and equipment are properly maintained.

d. The Contractor is solely responsible for vehicle insurance. Vehicle(s) shall be in good repair and in compliance with all federal, state, and local laws and regulations for operation. All vehicles shall be equipped sufficiently with clean pads, covers, and other protective equipment to ensure safe transit and delivery of property. Protective covering shall be used during the loading and unloading operations in the event of inclement weather. The VANCHCS may reject any vehicle that is determined to be mechanically incapable of adequately protecting the government's property. However, failure to do so shall not release the Contractor from liability and from any damage caused by usage of such. The contractor shall obtain necessary clearances or permits required by the State of California.

e. All vehicles shall be smoke-free and non-smoking.

IX. Hours of Performance:

a. The typical tour of duty shall be Monday – Friday, 7:30 a.m. – 4:00 p.m. The supervisor required to sign in with the COR/alternate COR upon arrival on station. At times the contractor may be requested to change the tour of duty for the laborers due to the needs for moving and installing furniture on weekends, early, and/or late hours. If there are requests, outside of the normal tour of duty, the COR will notify the vendor in advance so the tour of duty may be adjusted. The tour of duty will be adjusted for a minimum of one (1) week.

b. In accordance with the Fair Labor Standards Act (FLSA), night, weekend, and federal holiday work does not, on its own, require overtime pay. Overtime must be specifically approved by the COR prior to overtime worked.

c. In the rare case of needed emergency services, the contractor must be notified as soon as possible as to when those services are needed and what is required i.e. hospital bed deliveries, emergency management, tents. The contractor shall respond within 24 hours to emergency requests.

d. The contractor shall not work on federal holidays which include New Year’s Day, Martin Luther King’s Birthday, Presidents’ Day, Memorial Day, Independence Day, Labor Day, Columbus’ Day, Veteran’s Day, Thanksgiving, Christmas and any other day specifically declared by the President of the United States to be a federal holiday.

e. At times the contractor’s labor will be assigned to warehouse management and organization. This time will be approved and scheduled with the COR.

X. Contractor Responsibilities:

a. The contractor must check-in with the COR at the start and finish of each day.

b. The contractor shall take necessary precautions to avoid damaging walls, floors, elevators, and elevator lobbies when performing move activities. The contractor shall be responsible for all costs associated with damages related to move activities.

c. The contractor shall have a contingency/back-up plan in the event, the contractor is unable to perform services or have services performed as required. The contractor shall immediately notify the COR or designated representative, provide justification for the inability to perform, and implement the contingency/back-up plan as quickly as possible.

XI. Communication:

a. The contractor shall be accessible through e-mail and/or phone during all work hours to communicate requirements such as changes to location, equipment to be moved, etc. Use of this communication system will be mutually agreed upon after award but prior to contract performance.

b. The contractor shall provide cell phones for its drivers and movers during an actual move. Communication between both parties will help minimize miss-communications that may occur. Moving company personnel are not required to have access to the Local Area Network (LAN) and Wide Area Network (WAN).

c. The contractor shall provide a roster that contains names, phone numbers, and email addresses prior to the contract performance.

d. The contractor shall send an updated roster to the Contracting Officer Representative (COR) within one (1) week of any changes made.

e. The information contained in the roster, provided to the COR, shall not be disseminated throughout the VANCHCS, CBOCs, San Francisco Downtown area, San Bruno, Clear Lake, Ukiah, Santa Rosa, Eureka, Palo Alto, and all other VANCHCS leased spaces.

i. Emergency Service Calls. Contractor’s point of contact where service calls are to be placed.

ii. Name:

iii. Address:

iv. Telephone Number:

v. Email address:

XII. Move Requirements:

a. Prior to each sub-phase or phase of relocating, the contractor shall provide an origin and destination crew to prepare the site(s) for the relocating effort. Each crew must commence its building preparation activities at least 2 hours prior to the commencement of the move activity, if requested.

b. Large scale office relocations will be preceded by one (1) employee preparation session and at least one (1) pre-move walk-through (dates to be mutually agreed upon between the contractor and the VANCHCS representative). The COR or its designate will lead each of these sessions, but the contractor will be required to attend and participate as necessary.

c. For furniture and equipment relocation requests the COR will provide to the contractor the necessary documentation to execute the relocation, for example, points of contacts, locations, and job description of each activity.

d. The contractor shall work with the COR to develop a move plan that will include multiple move schedules and a color keyed labeling system for boxes and equipment by VANCHCS sections and floors.

e. 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.

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

g. 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.

h. The COR will conduct post relocation inspection with contractor and document any issues that transpired during the relocation. The Contractor will correct deficiencies at no additional cost to the government.

XIII. Contractor Personnel:

a. The contractor shall utilize a sufficient number of capable and qualified laborers to properly and adequately complete the work required under this contract.

b. The contractor laborers shall wear and/or use appropriate protective clothing and equipment such as lifting gloves, safety shoes, and lumbar support in performing the work required under this contract. The contractor shall wear the company’s logo and/or uniform that will readily identify them as the contractor.

c. The Contractor’s personnel shall have the ability to interact professionally with the general public and have the ability to read, understand and apply printed rules, detailed orders, instructions and furniture drawing layouts. All staff shall have the ability to speak and read English in order to understand detailed orders and instructions. 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. The contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance, and integrity.

XIV. Supervisors:

a. The Supervisor is considered key personnel and shall be fluent in the English language. The Contractor shall designate a job supervisor to the COR seven (7) days after contract award. Any changes to this position shall be approved by the COR prior to any change.

XV. Drivers:

a. The Contractor shall ensure personnel are properly licensed and insured. The Contractor is responsible for all traffic tickets, parking violations, fines or citations received.

b. The contractor shall not operate or occupy the transport vehicles while under the influence of alcohol, legal controlled narcotic substances, illegal controlled narcotic substances, or while under the influence of any other inebriating substances that may impair vision, depth perception, mobility, and reasonable judgment.

c. The contractor shall be removed from performing services should they be identified as a potential threat to the security, safety, health or operational mission of VA NCHCS, outlying clinics, all other VA NCHCS leased spaces, and their population. The contractor shall replace any personnel removed or relieved from the performance of services.

d. The driver shall not excessively use their hands-free mobile communication devices while driving. Best practice is to pull over and conduct communication in a safe manner. The drivers shall not text or read messages while driving. See Federal Acquisition Regulation 52.223-18.

e. The contractor shall immediately notify VA NCHCS of any incidents involving injury to contractor personnel, VA NCHCS personnel, equipment, furniture, and/or property during transport. The contractor shall promptly complete and submit an Incident Report with all information felt to be necessary for any full review to the COR.

f. During the period of performance, if the contractor proposes to add-on or replace personnel to perform contract services, the contractor shall submit the required evidence of training, licensing, and any other qualifications to the COR. At no time shall the contractor utilize, add-on, or replace personnel to perform contract services who do not meet the personnel qualifications of this contract.

XVI. Mover / Laborer:

a. Contractor personnel shall have basic knowledge of installations of systems and modular furniture of various manufacturers. At times contractor will be required to move large equipment items, i.e., refrigerators, freezers, beds, exam table, shelving, etc. The contractor will also be required to assemble various pieces of furniture, lockers, shelving, etc. The contractor must be knowledgeable of the requirements of working in a healthcare environment.

XVII. Installer:

a. Installers shall have extensive experience and training in disassembly, reassembly, and installations office equipment and furniture. Installation shall consist of Government owned/preowned, new and existing equipment. Installers shall have previous experience with assembling of various manufacturers systems and modular furniture. Installers shall be able to read and understand furniture drawings and layouts. Installers shall have the knowledge and ability to modify systems and modular furniture when needed and shall be able to accommodate new configurations, including space planning assistance as needed.

XVIII. Contracting Officer Representative (COR):

a. The person has been designated as the authorized representative of the Contracting Officer acting within the limits of his/her authority. The COR advises the Contracting Officer on matters relating to this contract, verifies completion of the work, certifies invoices related to completed work, and ensures compliance with all provisions of the contract.

XIX. Warehouse/Inventory Management:

a. The contractor shall maintain an interactive, web based, electronic record of inventory of all items in the warehouse. The web-based system must include the following:

b. Include the EE Numbers, Serial numbers, POC, owning department, location of pick up to include site and location, date received, and a condition report of all furniture and equipment.

c. The web-based system shall have the ability to export reports into excel format.

d. The web-based system shall allow the COR to notify the warehouse of delivery information for each specific item.

e. The web-based system shall have an interactive search function to allow the Government to search for items. The system shall have a “virtual cart” or request function to allow the Government to create a list and include notes for delivery.

f. The system shall be secure and password restricted.

g. The inventory system shall include a handheld scanner and inventory software to track the customer’s property.

XX. Reports:

a. Provide VA NCHCS with standard commercial and custom reports as requested. This includes, but is not limited to, services ordered, number of transactions, price, shipping history, weight of shipments, returns, accessories, etc. The Contractor shall identify commercial reports that are available to enhance an agency’s ability to manage its domestic delivery services. Reports shall be available on a monthly, quarterly, and yearly basis, and have the ability to roll up data at an aggregate level for the agency.

b. The Contractor shall provide all reports (web based, electronically, hardcopy or as requested) on contract usage that it offers commercially.

XXI. 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. On major activations Contractor may need to provide floor protection while working in VA facilities. All material handling equipment shall have rubber wheels.

XXII. Damages and Claims:

a. Responsibility - The Contractor will be liable for loss or damage to property caused by their failure to properly pack and crate the property.

b. Report or Damages: The VANCHCS will provide a written list of items found to be damaged during the move to the Contractor within 24 hours after the completion of the relocation. This list shall include both furnishings and building finishes, such as walls, carpet, etc., as well as damages to grounds landscaping such as shrubs, lawns, etc.

c. Repairs: The Contractor and VANCHCS shall visually inspect the damaged item(s) and mutually agree upon a time frame for repairing or replacing the damaged item(s). The repair or replacement of the item shall be completed within the time frame specified by the order agency. Except when loss and/or damage arises out of causes beyond the control and without the fault or negligence of the Contractor, the Contractor shall assume full liability for any and all goods lost and/or damaged in the relocation covered by the contract.

d. Claim Forms: The Contractor shall provide the VANCHCS with all necessary claim forms and instructions in the event that any damage is reported as a result of services performed under this contract. The Contractor is required to acknowledge claims within 30 calendar days and or either pay, decline or make a formal compromise settlement within 120 days after receipt of a claim. If for some reason beyond the Contractor’s control, action on the claim is delayed, the Contractor shall notify the VANCHCS as to its status and each 30 calendar days thereafter until final action is taken. The Contractor shall furnish the ordering agency with a copy of each claim filed, any related correspondence and any notice of final settlement or denial of any claim. The Contractor shall settle all claims for loss or damage attributable to carrier liability within 120 days (41 CFR 102-117.195).

XXIII. Insurance:

a. The contractor shall provide evidence of liability, warehouse, and all other insurance coverage within ten (10) days after contact award.

b. The contractor will adhere to the Federal Acquisition Regulation (FAR) 52.228-5, Insurance – Work on a Government Installation, CL-120 Insurance Coverage Requirements, 52.228-9, Cargo Insurance, and 52.228-10, Vehicular and General Public Liability Insurance.

XXIV. Computation of Time:

a. The hourly rates will be computed to the nearest quarter hour. Charges will commence when workers and equipment arrive at the ground floor entrance to the building or site where the work will be performed and will end when work has been completed or at the end of the workday if the job is more than one day’s duration.

b. No charges will be made by the Contractor for time lost in any way not required in the performance of the services ordered by the Government (excludes break periods required by Law, State or Federal law or by collective bargaining agreements between the Contractor and their employees).

c. Intra-office moves: There will be no charge for the truck and driver dropping off equipment/supplies and laborer at the site on the day of an interoffice move within the same building. Charges will be computed for laborers at the start of the move at the site. Charges for truck and driver will be allowed when supplies and materials are requested in advance in the move day. No charge for travel time is permitted.

d. More than one day duration: Computation of time will begin on arrival at the site on the first day and will end at the completion of work for that day. Each day following will be calculated the same. The Government shall not be charged for overnight storage of furniture, equipment, material, truck etc.

e. Same day using one truck: Arrival at one site - loading the truck - unloading the truck at another location. Computation of time for truck and driver shall begin at their arrival at the first site and will continue until completion of the job at the new location. Laborers computation of time shall begin at their arrival on site at the first location and shall continue until the completion of the job at the new location. Work beginning at the contractor’s warehouse loading or unloading government property shall constitute the “site where work will be performed” and charges will commence. Likewise, if the contractor leaves a government facility/site of work to transport government property to the contractor’s warehouse, charges do not end until work has been completed, either arrival at the contractor’s warehouse if property is to remain in the truck or when the government property has been unloaded and stored in the warehouse.

f. Long-distance transport: VA NCHCS occasionally requires work done at locations more than 60 miles away from the VA Sacramento Medical Center in Rancho Cordova, CA. These locations include:

1. VA Oakland Outpatient Clinic in Oakland, CA

2. VA Martinez Outpatient Clinic in Martinez, CA; to include annexes at 391 Taylor Road, Pleasant Hill, CA and 2860 Howe Road, Martinez, CA

3. VA Mare Island Outpatient Clinic in Vallejo, CA

4. VA Fairfield Outpatient Clinic in Travis AFB, CA

5. Chico Outpatient Clinic in Chico, CA

6. VA Redding Outpatient Clinic at Redding, CA, to include annexes at

a. 760 Cypress Ave., Redding, CA and 28888 Eureka Way, Redding, CA

g. Pursuant to GSA, travel time is not authorized for these long-distance transports. Charges will commence upon arrival at the ground floor of the entrance of the building or the site where work will be performed. Contractors may choose to sub-contract out work at these locations. If Government property will be transported from VANCHCS or the contractor’s warehouse to a long-distance location, then charges may commence at VANCHCS or the contractor’s warehouse and travel time is permitted.

XXV. Contractor’s Quality Control Program (QCP):

a. The contractor shall establish and maintain quality control to ensure all contract requirements are met. An original and one (1) copy of this QCP will be forwarded to the COR along with the requested initial proposal. The COR will review the QCP and list any needed clarifications, and return to the contractor for response, if necessary. The contractor's QCP shall include the following or incorporate them during performance of contract, at a minimum.

b. An inspection plan covering all services is required by this contract. The inspection plan must specify the areas to be inspected either on a scheduled or unscheduled basis, how often inspections will be accomplished, documented, and the title of the individual(s) who will perform the inspections.

c. On-site records of all inspections conducted by the contractor noting necessary corrective action taken. The VANCHCS reserves the right to request copies of any inspection.

d. The methods for identifying and preventing deficiencies in the quality of service performed, before the level of performance becomes unacceptable and organizational functions noting intermediate supervisory responsibilities and overall management responsibilities for ensuring total acceptable performance.

e. The contractor shall maintain on-site records identifying the character, physical capabilities certifications, and ongoing training of each employee performing services under this contract.

f. The contractor shall maintain on-site records of any complaints or problems, with procedures taken to allow for corrections and/or elimination before effects caused interruption of performance of contract.

g. The contractor shall participate in scheduled and/or non-scheduled conference calls with the COR to provide a report of on-going issues.

h. The contractor shall have a system that verifies the licenses of individuals operating the vehicles and the driving records of individuals operating the vehicles. The contractor shall make this system available for review by the VANCHCS.

XXVI. Performance Standards:

a. The performance threshold describes the minimum acceptable levels of service for each requirement. The contractor shall be aware that the absence of any contract requirement from the service summary does not detract from its enforceability nor limit the rights or remedies of the Government under any other provision of the task order.

b. The surveillance method for all performance objectives will be through random inspection by the COR and customer feedback.

XXVII. Payments and Invoicing:

a. Payment shall be made thirty (30) days in arrears, upon receipt of a proper invoice. Invoices shall include hours worked each week, number of staff, and truck. Invoices must be received monthly.

b. All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests. See below for additional information:

1. Tungsten e-Invoice Setup Information: 1-877-489-6135

2. Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

3. FSC e-Invoice Contact Information: 1-877-353-9791

4. FSC e-invoice email: vafsccshd@va.gov

c. NOTE: Payment of invoices may be delayed if the appropriate reports are not properly completed and submitted to the COR as stated in this PWS.

XXVIII. Smoke Free Facility:

a. The VANCHCS, outlying clinics, and all other VANCHCS leased spaces are Smoke Free facilities. There is NO SMOKING allowed on any VA property.

XXIX. Contractor Personnel Security Requirements:

a. The Office of Security and Law Enforcement provides Department-wide policy on the assignment of appropriate position sensitivity designations associated with Department of Veterans Affairs (VA) positions involving national security and public trust responsibilities, and on the level of background investigations required for applicants for, and incumbents of, those positions.

b. IAW VA 0710 Handbook, appointees and contract personnel appointed to Low/Moderate/High Risk positions must be subjects of a background investigation conducted by OPM and receive a favorable adjudication from the VA Office of Security and Law Enforcement to ensure compliance with such policy. If such investigation has not been completed prior to contract or BPA commencement, the Contractor shall be responsible for the actions of those individuals performing under the contract or BPA.

c. Should the contract require Contractor’s personnel to maintain U.S. citizenship, the Contractor shall be responsible for compliance. Regardless of U.S. citizenship requirements, Contractor’s personnel are required to read, write, speak, and understand the English language, unless otherwise specified in this contract or agreed to by the Government.

d. The Contractor shall be required to furnish all applicable employee information required to conduct the investigation, such as, but not limited to, the name, address, and social security number of the Contractor’s personnel. The VA will provide all the necessary instructions and guidance for submission of the documents required to conduct the background investigation. Background investigations shall not be required for contract personnel assigned to Low Risk/No sensitive positions for 180 days or less under a single contract/BPA or series of contracts/BPAs. However, a Security Access Clearance (SAC) background screening will be required for appropriate preliminary checks IAW VA Directive 0710.