1.SOW__Pharmacy_Furniture.doc

PERFORMANCE

WORK

STATEMENT OF WORK

1. DESCRIPTION OF SERVICES

1.1. The 325TH Medical Support Squadron, Pharmacy Flight is changing its operations. Currently, provider order entry, civilian prescription, and electronic prescription are filled at the Medical Group Pharmacy. The Satellite pharmacy fills only refills. The change in operations will be as follows: All civilian and electronic prescriptions along with the refills will be processed at the Satellite pharmacy. The Medical Group Pharmacy will only fill provider order entry prescriptions. The Satellite must be renovated to accomplish this change in operations. The renovation will include modification to the existing pharmacy furniture. The pharmacy is requesting all currently furniture to be utilized to its maximum potential. The Pharmacy Flight is seeking companies who can modify and reutilize existing furniture and add additional furniture components to facilitate the new facility layout.

1.2. The furniture shall require design, production, delivery, and installation. It is not anticipated, however staging and warehousing may be required prior to installation.

2. SCOPE:

2.1. The contractor shall furnish all labor, supervision, materials, supplies, tools, equipment, and expertise necessary to perform the delivery, installation of all furniture. The contractor shall work in coordination with the Pharmacy, as well as other personnel of the 325th Contracting Squadron, 325th Medical Group Facilities and Medical Logistics offices. The services called for under this statement of work shall be performed in accordance with the terms, conditions, and specifications stated herein until such time as said services are completed to the satisfaction of the Government.

2.2. The delivery schedule will be contingent upon the Government’s acceptance of the renovated space at the Satellite Pharmacy. In the event that the delivery date(s) must be changed, due to construction or other causes, the Government may modify the terms of any contract.

2.3. NOTICE OF MANDATORY KICK-OFF MEETING FOR AWARDED CONTRACTOR

Contractors and agency representatives shall meet for a mandatory kick-off meeting of the new Satellite Pharmacy scheduled to be determined at time of award. The contractor receiving the award shall provide to the 325th Contracting Squadron with a list of personnel who will be at the job site for the kick-off meeting within five (5) calendar days after award. The awarded contractor is required to attend and familiarize themselves with the conditions at the location. The awarded contractor shall review all site conditions and verify they are in accordance with design drawings, field conditions and are acceptable for the awarded furniture solution.

2.4. The awarded contractor shall also meet with the 325th Contracting Squadron and Pharmacy POC to review the finishes for the design solution and make a final design selection. The awarded contractor shall also coordinate with other trade providers such as telecom and electrical services as necessary. The awarded contractor shall send comments to the Contracting Officer based on this kick-off meeting and coordination meeting. The meeting shall take place within two weeks after award.

2.5. The awarded contractor will also be required to attend progress meetings as necessary and/or separate furniture meetings as specified or scheduled by customer.

2.6. The awarded contractor shall be provided a complete project schedule with deadlines for shop drawings, final BOM, etc.

2.7. The successful contractor shall be responsible for assessing, evaluating, verifying, and confirming the conditions of the building, accessibility, site restrictions, parking, deliveries, loading dock, storage and staging, hours of availability/accessibility of all the above and any other conditions associated with, and which may affect cost of delivery and installation.

2.8. Overall requirements: All products are required to meet the specifications shown in Attachment B “Furniture Standards Technical Package”. The furniture system offered shall be a complete line of furniture. All pieces shall be part of a “line” of furniture designed and finished to match and provide a unified look throughout the space.

2.9. Property Disposal:

2.9.1. Contractors are required to disassemble, remove and dispose of non-usable existing furniture at the locations where deemed necessary by the client or CO for disposal. Contractors must comply and follow government rules and regulations for disposal of government property. The contractor is responsible for determining the cost for the dismantlement and removal of unusable furniture.

2.9.2. At the walk-thru(s), the Government will supply the following information to assist contractors: Location where existing furniture is located; approximate inventory; an inventory of furniture being retained for use in the refurbished space.

2.9.3. Quotes are to be inclusive of costs to disassemble furniture, disconnect systems furniture from whips and remove from building. Contractors are required to furnish prices, hours and labor categories needed for this requirement.

2.10. PROJECT MANAGEMENT

2.10.1. The successful contractor will provide overall project management for space planning, product specific design, specifications, orders, delivery and installation according to the schedule provided by the client.

2.10.2. The Contractor shall identify and provide a single point of contact (POC) to provide overall management and supervision. The single POC will serve as representative for the client management representatives to ensure the modification, delivery and installation of furniture awarded by the CO. The single POC will manage the relationship between the client, design firms, furniture manufacturers, installers, and other parties. It is necessary to ensure furniture is successfully delivered and installed on time. All pertinent communications should be written or confirmed in writing. The single POC shall attend and participate in necessary progress meetings and write notes pertaining to the meeting(s). The notes shall be scribed into meeting minutes with action items clearly defined, with distinct due dates, and distributed to all designated team members. The single POC shall assist the client and CO with any other duties needed to assist in managing their project.

2.11. INSTALLATION SERVICES

2.11.1. Upon award, the installation schedule shall be developed. The potential contractors shall submit a bar chart with their quote showing in days/ weeks of time of award, finishes selection, order processing, manufacturing time, shipping time, delivery time and punch list time.

After approval of the design and bill of materials, a purchase order for that BOM shall be issued by the Contracting Officer.

2.11.2. In order to meet this time frame the Contractor is required to plan an installation schedule which meets the completion date listed herein.

2.11.3. The Contractor shall coordinate all deliveries and installation times with the project team. It is the contractor's responsibility to provide an adequate work force to ensure that the required schedule is met.

2.11.4. Issue Resolution:

2.11.4.1. Any unexpected conflicts during product installation must be brought to the client and CO for resolution.

2.11.4.2. The successful contractor shall correct (at the contractor’s expense) any installation problems, which are the result of incorrect layouts, insufficient field verification, delivery errors, and damaged product.

2.11.4.3. Damaged and/or missing product will be replaced by means that will prevent installation delays. Damaged product replacements will be at the selected contractor’s expense. All damaged product shall be removed from the job site immediately.

2.12. DESIGN & LAYOUT

2.12.1. Upon award, the Contractor will be responsible for converting their products into the developed floor plans. Vendor shall ensure that their layout is in compliance with area building and federal state and local code requirements. The Contractor will complete the floor plans and final working drawings, field verified, coded and suitable for installation from Design Intent Drawings (DID) and/or architectural drawings provided by the client.

2.12.2. The Contractor SHALL conduct a site verification to ensure design of the dimensions of their product line and the plans are correct. RELIEF FOR CONTRACTORS NOT MAKING THIS VERIFICATION WILL NOT BE GIVEN.

2.12.3. The contractor shall generate installation drawings after schematic design plans are completed and approved by the client and CO. The contractor is responsible to ensure the installation plans are compatible and in accordance with the manufacturer’s planning guides. The contractor shall be responsible for ensuring all electronic drawings are compatible with current the client software and hardware capabilities and Computer Aided Design (CAD) such as AutoCAD, Adobe Acrobat PDF, and Microsoft Word. The contractor is required to provide preliminary installation plans as well as three revisions per phase, if required. The contractor shall submit specifications, cut-sheets and finish samples for review and approval by the client and CO.

2.12.4. Upon approval, copies of final, approved plans shall be provided in compatible forms as mentioned above. At minimum, the selected Contractor shall provide 4 (four) printed copies of plans and 2 (two) electronic versions on CD-ROM. The drawings will reflect the "as-installed" condition.

2.12.5. All layouts will be approved by the client and Contracting Officer. Copies of those approved layouts shall, at minimum, be provided to the client and the Contracting Officer.

Final drawings shall be provided to the Contracting Officer and the 325th Medical Group Facility Management Office to ensure overall project coordination of tasks and trades. The contractor shall be responsible for providing all design aspects and documents to the customer for review and approval.

2.12.5.1. A copy of the finalized design shall be submitted to the Contracting Officer. The successful contractor will assist the customer by providing suggested colors, fabrics and accessories which will coordinate with carpets, paints, etc. in the area.

2.12.5.2. The bill of materials generated from the design shall be submitted by the contractor to the Contracting Officer who will then issue a purchase order to cover the material. The bill of materials must have a signed, certified statement that the bill of materials conforms to the approved final design. NO CHANGES IN THE BILL OF MATERIALS MAY BE MADE WITHOUT WRITTEN NOTIFICATION TO THE CONTRACTING OFFICER WITH THEIR APPROVAL.

2.12.5.3. When installation is complete the contractor shall submit a statement of acceptance, to be reviewed and signed by the 325th Medical Logistics office (with any exceptions noted), then forwarded to the Contracting Officer.

2.12.6. Any request to modify design/installation documents or pricing must be negotiated and approved, IN WRITING, by the Contracting Officer. NO PERFORMANCE ON A REQUESTED CHANGE ORDER SHALL BE PERFORMED UNTIL A SIGNED MODIFICATION HAS BEEN RECEIVED BY THE CONTRACTOR.

2.12.7. THE DESIGN SHALL INCORPORATE THE WORKSTATIONS TO BE OCCUPIED BY THE CUSTOMER AND ALL SUPPORTING EQUIPMENT, SUCH AS PRINTERS, STORAGE, FACSIMILE MACHINES, COPIERS, ETC., UNLESS OTHERWISE SPECIFICALLY EXCLUDED.

2.12.8. The final approved layouts, drawings, and bill of materials shall be submitted to the Contracting Officer in a timely manner in order to meet required delivery and installation schedule.

2.12.9. THE PERFORMANCE OF DESIGN SERVICES WHICH ARE OUTSIDE OF THE SCOPE OF WORK DESCRIBED ABOVE REQUIRES THE WRITTEN APPROVAL OF THE CONTRACTING OFFICER BEFORE IMPLEMENTATION. THE GOVERNMENT WILL NOT PAY THE CONTRACTOR FOR DESIGN SERVICES CONSIDERED TO BE OUTSIDE THE SCOPE OF WORK OR PERFORMED WITHOUT THE CONTRACTING OFFICER'S APPROVAL.

2.13. INSTALLATION INSTRUCTIONS

2.13.1. Furniture installation will begin on or about MM/DD/2016 for the Tyndall AFB Satellite Pharmacy. The contractor shall ensure the space will be clear of all furniture at the time of installation. Other building tradesman may be in the area, but should not interfere with the installation of the furniture. There may not be space available to allow for staging or storage on the site for the furniture, in which case, delivery coordination and staging must be closely monitored. If space is available, product can be staged and stored on site. The contractor will work with voice/data cabling and electrical personnel in a coordinated fashion as the systems furniture is installed.

2.13.2. The contractor shall furnish all labor, supervision, materials, equipment, and related services necessary to perform the work required under this contract in an orderly and efficient manner, to the complete satisfaction of the Government.

2.13.3. The contractor will coordinate all deliveries and installation times with the client and the Contracting Officer.

2.13.4. For delays during any phase of installation, which are not due to the fault of the Government, the customer will assess the Contractor for actual damages. The most current installation schedule signed by the contractor and customer will provide the basis for determining delays.

2.14. Completion of the installation requirement shall require the following minimal tasks:

2.14.1. Provide on-site management, coordination and technical assistance by a project manager working with the Government representative throughout the installation phase.

2.14.2. Meet all incoming delivery vehicles at the building entrance, unload deliveries, check for damages, and move furniture to the desired areas. Areas shall be clear and carpeted.

2.14.3. Contractor shall provide two copies of each of the following:

a. Product Warranties

b. Copies of final drawings with part numbers

c. Installation drawings (to include an electronic version of As Installed Drawings, if required)

d. Wire Management Plans (If applicable)

e. Installation Instructions

2.14.4. The Contractor shall arrange delivery to the client’s location in accordance with the Installation Schedule.

2.14.5. The Contractor shall be responsible for any damage to the building which occurs during delivery and installation. It is incumbent upon the successful contractor to identify any existing damage to the building by means of a Pre-Installation and Delivery or Walk-Thru(s). Proper measures (protective runners, pads, etc.) shall be provided and utilized by the contractor to protect the building (elevators, walls, floors, etc.).

2.14.6. The contractor shall clean up and dispose of waste materials or rubbish in accordance with this paragraph and all applicable federal, state & local regulations, standards, codes & laws. The contractor shall make any necessary arrangements with private parties and with county officials pertaining to locations and regulations of such disposal. Any fees or charges for disposal of materials shall be the responsibility of the contractor. The contractor shall at all times keep the job site, including staging and storage areas used by the contractor, free from accumulations of waste material or rubbish. This material shall be removed on a daily basis to eliminate the accumulation of debris. Prior to completion of the work, the contractor shall remove from the vicinity of the work all shipping containers, packing, rubbish, unused materials, and other like material, belonging to the contractor or used under the contractor’s discretion. Under no circumstance will eating and drinking be allowed on the installation site.

2.14.7. At least three weeks prior to the beginning of delivery and installation, the contractor’s representative, supervisor, and members of the installation crew shall provide the following information to Contracting Officer and the client:

a. Company Name, Address, Telephone Number

b. Supervisor’s Name and Social Security Number

c. Name and Social Security Number of each individual installer

2.14.8. The Contractor shall be responsible for confining his crew and work to the designated project areas. Contractor shall also be responsible for ensuring that the installation personnel are identifiable.

2.14.9. Building Utilities: The contractor's work shall not interrupt building utility services without the prior written approval of the customer and the Construction Manager.

2.14.10. Installation supervision shall be handled by an experienced on-site supervisor. The furniture system installers shall have the following qualifications:

a. A minimum of two (2) years of successful experience in the installation of the proposed furniture; and Certification and ongoing factory training by the manufacturer

b. Code Compliance: All products and installation shall comply with all state, local, and federal building codes, local ordinances, and regulations. The responsibility for determining and assuring compliance is that of the successful contractor.

c. Installation Hours: Conducted installation services during regular business hours to the maximum extent possible according to the schedule developed with CO approval. If required to meet the approved installation schedule, evening and weekend hours may be necessary and determined in advance and with approval from Contracting Officer as based on building requirements and/ or client time requirements.

d. Verification of Shipments: Parts are to be checked at factory prior to shipping to ensure order is complete and that installation shall not be delayed as a result of missing parts or an incomplete delivery.

e. Repairs: Correct at contractor’s expense or pay the Government to repair any building damage caused by the installation team, including damage to walls, ceiling, and floors. Restore the building to the condition it was in at the start of furniture installation. If the contractor shall repair building damage, to repair the damage that meet the environmental specifications required in the construction contract.

f. Touch-up all nicks and scratches on the furniture that occurs during installation.

2.14.11. Upon Completion of Installation:

1. Protect all warranties by immediately correcting all omissions, mistakes, or damage.

2. Review the installation of the site with Contracting Officer, Pharmacy POC and the client and prepare a punch list of any problems that shall be corrected.

3. Ensure installation conforms to the requirements of the Uniform Federal Accessibilities Standards [UFAS].

4. Unless directed otherwise by the government representative, remove from the project site any defective product or material that has been delivered to the site in error.

5. Correct all minor deficiencies and make all minor adjustments as required for life safety within seventy-two (72) hours after completing the installation. Replace all damaged or missing products by means that shall eliminate or minimize installation delay. Assume replacement costs, including communications, shipping, and installation.

6. Correct all other punch list items, to the satisfaction of the Contracting Officer within ten (10) working days after completing the furniture installation.

7. Provide a professional installation that is square, plum and properly aligned with adjoining furniture.

2.14.12. Post Installation Services

1. Coordinate disposal activities by removing all packing materials, debris, and cartons from the job site daily.

2. Do not dispose of or discard recyclables, packing materials or trash in building-provided recycling or trash containers or dumpsters.

3. Furniture Cleaning: Clean and dust furniture surfaces inside and out with a spray cleaner upon completion of installation of each floor. Use only approved non-toxic cleaners.

2.15. Protection of New Building and Property

2.15.1. The contractor shall provide all material to protect all floors, carpeted areas, walls, carpeting, marble, etc. from damage and soil during the move and shall cover the floors with protective materials, i.e., masonite, plywood, or similar durable covering. The protective materials shall not be bolted, glued, or stapled to floors, carpeted areas, walls, ceilings, or doors but instead shall either be free standing or braced so as not to cause any damage. Any damage caused by the contractor shall be the responsibility of the contractor to repair or replace. The contractor shall establish and maintain this protection and maintain it throughout the full term of the contract

2.15.2. If masonite is taped to floors, the contractor is responsible for cleaning the marks left from the tape or other material that might adhere to the floor.

2.15.3. The contractor shall furnish furniture padding or other acceptable protective materials for the interior of the building, including, door frames, thresholds, and corners to which the property shall be moved under this contract. Under no circumstance shall adhesive tape be used to secure the protective padding. Protection is not required at existing buildings from which the items are being moved.

2.15.4. The contractor and a government representative shall conduct an installation walk-through before the installation date and prepare a list which annotates any pre-existing damage at the new location. The contractor and government representative (Facility Manager or Contracting Officer) shall sign off on this list.

2.15.5. After the installation of each phase, the contractor and government representative shall jointly conduct a punch list and another walk-through and annotate any new damage at the new location. Any damage caused by the contractor will be the responsibility of the contractor to repair or replace at no additional cost to the Government.

2.16. Responsibilities of the Government:

2.16.1. The 325th Medical Group will cooperate with the contractor by providing space for staging of the furniture packaging, assembly of furniture, as required.

The main project points of contact:

Contracting Officers: Ms. Nicole Dean Pharmacy POC: Lt Col Fairley Facility Management Office: Mr. Palase

Medical Logistics: Mr. Ray Brady

2.16.2. THE FOLLOWING PROCEDURE SHALL BE STRICTLY ADHERED TO: Any difficulties in reaching agreement or making progress on the design by either party should be reported to the Contracting Officer. The Contractor’s Project Manager or Representative shall be on site during the installation phase to address any problems and to ensure a smooth installation process.