Final-MH Mattresses - SON.docx

STATEMENT OF NEED

GENERAL: The Veterans Health Administration (VHA) has a requirement for behavior health mattresses for the Tampa VA Domiciliary. This SON outlines the VA’s requirement for mattress procurement that meet the VHA specifications and high-quality threshold while integrating excellent environmental stewardship and professional installation services for Tampa VA Domiciliary.

SCOPE: The selected vendor/contractor shall provide and install new mattresses at the Tampa VA Domiciliary. The vendor will provide project management, procurement, installation of behavior health mattresses, removal and disposal of existing mattresses and warranty services for the new mattresses at the Tampa VA Domiciliary. The selected vendor/contractor shall provide all labor, materials, equipment, transportation, and supervision necessary to satisfy the needs of each ordering activity.

PHYSICAL MATERIAL CHARACTERISTICS AND SPECIFICATIONS: All finished surfaces shall be free of scratches, mars, dents, or blemishes, and withstand staining, and exhibit durability against flaking, cracking, or loss or adhesion. Furnishings shall have smooth finishes with no hazardous projections, sharp corners, or detail, which can be hazardous and cause personal injury or damage to clothing. See attachment for technical requirements of products.

PRODUCTS/SALIENT CHARACTERISTICS. All quotes shall address and meet all salient characteristics/ defined in attachment “MH Mattresses Salient Characteristics”.

M3025 Mattress Comfortex Closed System Newlife Behavioral Health Mattress 35” x 80” x 6.5”

· Weight Capacity: Up to 300lbs Quantity: 54

M3025B Mattress, Comfortex Closed System Gentle Giant Behavioral Health Mattress 42” x 80” 7”

· Weight Capacity: 300-800 lbs.

Quantity: 6

DELIVERY SCHEDULE: The timeframe for delivery of furniture and supplies to be completed 8-10 weeks after receipt of order (ARO). All installation must be in coordination with specific dates mutually agreed upon by the Tampa VA Domiciliary (POC) and the selected vendor/contractor. All deliveries must be coordinated by the selected vendor/contractor and delivered to the facility at the time of installation. The contractor shall provide VA Point of Contact (POC) with scheduled date and time of delivery trucks at least 24 hours in advance.

POST INSTALLATION SITE VIST WALKTHROUGH: A post-installation walkthrough upon project completion is required. The selected vendor/contractor must be present to review, address, and document any punch-list items.

INSTALLATION, PHASING, SITE VISITS:

1. The selected vendor/contractor will be required to coordinate the scheduling and phasing or delivery and installation with the VA Activation representative. The facility has a small loading dock that will accommodate a semi, there is not an interior staging area available for delivery of furniture.

1. The selected vendor/contractor shall perform inspection of the buildings and grounds with the VA Point of Contact (POC) prior commencing work. Contractor shall protect all items from damage to include floor and wall protections. The contractor shall take precautions 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. The Contractor shall communicate with the VA POC to resolve all repairs beyond simple surface cleaning. Concurrence of the VA POC 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.

1. The selected vendor/contractor shall provide all necessary materials, equipment, labor, supervision, and management to:

(1) coordinate pick-up and disposal of existing mattresses concurrently with the delivery of the new mattresses;

(2) provide and place building protection as needed;

(3) load and unload;

(4) place/install per provided floor plan in designated areas;

(6) secure and store, as designated; and

(7) properly dispose of all associated packing/crating materials.

1. All products shall be installed by manufacturer certified installers. Installation shall be coordinated by the selected vendor/contractor with the designated VA POC.

1. Installation contractor must always have a professional appearance and demeanor. Laborers should be uniformly dressed, displaying either a company logo or company name badge on his or her attire. In addition, each installer will be required to display a “Visitor” ID badge that will be assigned for the duration of the installation. Installation team must adhere to VA safety protocols during their entire visit.

1. All existing mattresses, packaging and waste are to be recycled and/or legally disposed of. The selected vendor/contractor is required to provide own waste and cardboard dumpsters and is not permitted to use any waste disposal site on the property.

Work Hours: The selected vendor/contractor shall deliver product to site and install it during regular business hours, Monday through Friday, 8:00 am to 4:00 pm Eastern Standard Time (EST). The selected vendor/contractor shall contact VA POC at least 14 business days prior to starting work to ensure the building is ready for installation. The Government recognized US holidays are: New Year’s Day, Martin Luther King, Jr. Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. If the holiday falls on Sunday, it is observed on Monday. The Government maintains the option to modify the normal work week, days, and hours, as necessary for the accomplishment of VHA mission.

FINAL ACCEPTANCE:

a. The selected vendor/contractor will be required to do a post-installation inspection upon project completion.

b. The selected vendor/contractor will photograph and document all damaged, deficient, defective, or mis-ordered/shipped products at the job site and submit them to the manufacturer for repair or replacement making copies for VA POC.

c. Upon punch-list completion, the selected vendor/contractor is to submit to the VA POC and/or VA Interior Designers a remediation plan to correct deficiencies within two (2) working days.

d. The selected vendor/contractor will correct deficiencies and punch list items within ten (10) business days after identification, unless deficiency requires fabrication of replacement parts/pieces in which the time allowance will be increased to thirty (30) calendar days for non-readily available or stock items.

e. Upon completion of installation and all corrected deficiencies, receipt of completion or sign-off from VA POC will be made available.

WARRANTY: The selected vendor/contractor shall provide timely responses and assistance on all warranty and service claims made by JAHVH. The selected vendor/contractor provides a Warranty Booklet at completion of project encompassing maintenance guidelines for product and finishes for VA Tampa use.

PLACE OF DELIVERY: Tampa VA Mental Health Clinic & Domiciliary: 8541 Temple Terrace Highway; Tampa, FL 33637

INSTALLATION POINT OF CONTACT AND NOMINATED COR: Interior Designer: Melissa L. Foster Email: Melissa.Foster1@va.gov .