(ATTACHMENT #A-1)

Hampton VA Medical Center Hampton Interiorscaping Scope of Work and Specifications SDBVOSB Set-Aside, GSA Contract, Best Value

PART 1 – GENERAL

1.0 GENERAL SCOPE & VENDOR REQUIREMENTS

The Hampton VA Healthcare Center, located at 100 Emancipation Drive, Hampton, Virginia 23667, and outlying Community Based Outpatient Clinics (CBOCs) has an immediate requirement for a firm-fixed price one-year service contract providing interior holiday décor rental as outlined in the following scope of work.

The contractor shall provide all necessary material, tools, equipment, labor, supervision, and expertise for the tenure of this contract. Quantities and locations may be subject to change due to construction, renovation, occupancy or activations. Changes will be provided in writing to the potential vendor by the Contracting Officer.

This project requires a vendor with a minimum of 10 years’ experience providing ancillary services at healthcare/corporate environments including horticulture knowledge, National Fire Protection Agency (NFPA) 101 décor requirements, and Joint Commission regulated standards in relation to corporate deco.

1.1 LOCATIONS

A. Hampton VA Medical Center (Main Campus) a.

b. 100 Emancipation Drive, Hampton, VA 23667

B. North Battlefield VA Clinic a.

b. 70 Knells Ridge Blvd, Chesapeake, VA 23320

1.2 SITE VISIT

A. The Hampton VA Healthcare Center will host a one-day site visit to review the above locations. This will allow the bidders to request additional information in real-time to be able to present accurate proposals for the solicitation. The information is as follows:

a. Site Visit Day 1: September 18th at 9:30AM – 12:30PM (approximately)

i. Hampton VA Hospital

1. Parking is located adjacent to the building with ample availability. Please meet at the main entrance prior to entering the VA suite.

ii. North Battlefield HCC

1. Parking is located adjacent to the building with ample availability. Please meet at the main entrance prior to entering the VA suite.

B. Point-of-Contact (POC) for the site visit will be:

a. Lawson Dyson; lawson.dyson@va.gov; (757) 951-5384

C. VHA kindly requests for any bidders who are running behind more than 15 minutes to reach out to the POC as the site visit will occur promptly at 9:30AM.

PART 2 – DETAILED SCOPE

Detailed Scope is in Addition to the General Scope Listed Above:

1. Holiday decorations will be used for no more than two holiday seasons.

Reselection of the color and design of the replacement decorations will be done by the medical center.

2. Holiday decorations must be installed no later than one week before or after Thanksgiving and removed no later than one week after New Year’s Day.

3. Holiday decorations are installed, removed and stored by potential vendor.

mailto:lawson.dyson@va.gov

4. Vendor assumes all liability for installation of holiday seasonal decorations to not harm or do damage to the physical environment.

5. Expertise to complete the project.

6. The Federal Government will not provide any office space associated with these services. All contractor items required for this service will be stored and maintained off-station.

PART 2a – VENDOR REQUIREMENTS

1. All employees of potential vendor must be in company uniform at all times when on the VA property

2. Potential vendor vehicles must have company name / logo on all vehicles for proper identification and park in designated areas only.

3. Potential vendor must follow all VA background requirements as necessary.

4. Potential vendors must adhere to all VA rules and regulations and limit interaction with patients, visitors and employees.

5. Potential vendors are to respect patient privacy and facility safety and infection control practices at all times.

6. Potential vendors are never to interfere with or disrupt medical center operations.

7. Potential vendors are to have active commercial accounts in similar size and scope providing references of those accounts.

8. Potential vendors should have experience managing a similar contract in a medical center environment.

9. Potential vendors must be able to respond to service needs within 24 hrs.

PART 2b – DELIVERY REQUIREMENTS

GENERAL

Duty hours will be 8:00am – 4:30pm. The Government recognized US holidays are: New Year’s Day, Martin Luther King, Jr. Day, Presidents Day, Memorial Day, Juneteenth Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day and Christmas Day. If the holiday falls on Sunday, it is observed on Monday.

Delivery, installation/configuration of all plants and material must be managed and completed in coordination with the VA Interior Designer.

1. For delivery, the combination freight/passenger elevator is available at no additional charge 24 hours a day, 7 days a week.

2. There will be a dock available on the ground floor. Deliveries must be managed and completed in coordination with hospital schedule as well as hours, restrictions and regulations. This includes, but is not limited to, the following:

a. Trucks cannot be left unattended and must be removed from unloading area after unloading.

b. Drop shipping is not acceptable. All deliveries must be received and handled by installers.

3. Hampton VA Healthcare System will not provide on-site storage for requirements. Necessary storage must be included in proposal.

4. Any damage to the Hampton VA Healthcare System facility incurred through the installation process must be repaired within 30 days at the vendor’s expense.

5. Vendor is responsible for registering with VA Police upon entrance and exit of the building.

6. Vendor is responsible for notifying VA Interior Design contact in advance of arrival and departure, providing review of all product and site conditions before sign off.

7. Work is to be performed between 8:00am and 4:30pm weekdays unless specifically coordinated otherwise.

PART 3 – DÉCOR SPECIFICATIONS

3.1 Hampton VA Healthcare System (Main Campus)

A. Bldg 137

a. Kennedy Fir Trees 7.5’ tall x 65” width; 3,128 tips

i. 850 warm LED white lights

ii. Trees decorated in a consistent color theme

iii. 100 Filler Ornaments (50 per tree)

iv. 80 Minor Ornaments 2”-3” (40 per tree)

v. 60 Major Ornaments 3”-6” (30 per tree)

vi. Decorative ribbon topper

b. Decorative teardrop swags in hallway, qty: 8

B. Bldg 110 Historic Lobby

a. Interior:

i. 1 Cambridge Spruce Tree, Unlit, 10’ tall x 62” width; 3,950 tips

ii. 1 Metal Tree Stands with Wheels 34”

iii. 90 Filler Ornaments white and silver

iv. 50 Minor Ornaments 2”-3”

v. 50 Major Ornaments 3”-6”

vi. Silver or White Tree Skirt (5 yards)

b. Exterior:

i. 24” fully Decorated wreaths for brick columns

ii. Garland and wraps for front porch columns, qty of 16

iii. Large bows

C. Bldg 116

a. Kennedy Fir Tree, Unlit, 7.5’ tall x 65” width; 3,128 tips

b. Coastal Theme tree

D. Bldg 48

a. 48” teardrop swags with bows

E. Main Entrance:

a. 24” wreaths with bows, qty of 5

F. Hospice Bldg

a. 36” decorated wreath

G. Dialysis Bldg:

a. 36” decorated wreath

3.2 North Battlefield VA Clinic

A. 1st Floor

a. Cambridge Spruce Tree, 7.5’ tall x 62” width; 3,950 tips

i. 1250 warm white lights

ii. 1 Metal Tree Stands with Wheels 34”

iii. 90 Filler Ornaments

iv. 50 Minor Ornaments 2”-3”

v. 50 Major Ornaments 3”-6”

vi. Tree Skirt (5 yards)

b. Tree Farm theme or winter beary theme (decorated tree with white/gold) B. 2nd Floor

a. Kennedy Fir Tree, Unlit, 7.5 tall x 65” width; 3,128 tips

i. 850 warm LED white lights

ii. Trees decorated in a consistent color theme

iii. 100 Filler Ornaments (50 per tree)

iv. 80 Minor Ornaments 2”-3” (40 per tree)

v. 60 Major Ornaments 3”-6” (30 per tree)

vi. Decorative ribbon topper

b. Ornamental Garland with ribbon and details

i. Linear Feet: 200’

C. Exterior

a. 36” exterior wreaths with bows and berries, qty: 2

PART 4 – SUBMISSION OF QUOTATION

Quote Submission: The contractors shall submit complete emailed electronic copy portable document format (.pdf) or Microsoft Excel (.xls) format of:

a. Documentation

a. Proposed product specifications based off of above décor specifications to validate technical requirements found within Statement of Work (key features have been provided in document; vendor must provide validation on these items) Please limit to pertinent information only.

b. Electronic décor samples & examples

c. quantity of man hours for labor/installation

d. project management plan

e. project staffing plan

f. warranty

g. Self-certifying statement confirming ability to meet project needs and deadlines

Volume 2: (pricing)

a. price quote with separate line for labor/installation

b. Bill of Materials with subtotals and tagged per CLIN/floorplan

Submissions can be sent in multiple emails to avoid computer system email size limitation. Quotes submitted by any other method will not be considered. All proprietary information shall be clearly marked. The use of hyperlinks in quotes is prohibited. Late quotes will not be accepted for evaluation. The contractor is responsible for confirming the Government’s receipt of the contractor’s quote.

Pricing must be within the established GSA Pricing.

PART 5 – EVALUATION CRITERIA

A. Contractor shall provide the following qualifications for the service of interiorscaping.

B. The contracting firm shall have a minimum of 10 years’ worth of experience in interiorscaping, commercially fire-rated décor, and healthcare-centered work. They must be able to provide project scopes and documentation for three Federal projects. These projects will be evaluated on the scale found below:

1 – Below Average 2 – Average 3 – Good 4 – Great 5 – Exceeds Expectations

C. The evaluation will also be based on:

a. Continuity of Design – thoughtful and calculated design decision based on the importance of consistency as utilized throughout the project

b. Aesthetics and Branding – gauging the overall design of the signage through imagery, colors, fonts, and the like

c. Technical Requirements – law abiding requirements included but not only limited to the information shared within the VA Technical Information Library, National Fire Protection Association, Americans with Disabilities Act.

D. The contractor shall have experience in project scopes of at least $500,000.

E. The contractor shall provide representation through a project manager with extensive experience (at least 5 years’) with interiorscaping and plantscaping, Extensive experience includes at least 5 years’ worth of experience in having worked and/or managed multiple large sized (250+ bed) medical centers.

F. The contractor shall be able to accommodate ADA-compliancy.

G. Knowledge of medical terminology and operational characteristics of hospitals and clinics.

PART 6 – POLICY

5.1 PARKING

A. Please be advised that parking on the grass is strictly prohibited. Ensure that all vehicles, including those used for deliveries and personal use, are parked only in the designated parking areas.

5.2 DRUG FREE WORKPLACE

A. The Department of Veteran Affairs is committed to providing a safe, healthy, and productive work environment. The misuse of drugs and alcohol can impair safety, health, and job performance. The expectation of the contractor is to follow the policies found below to maintain a drug-free workplace.

B. Prohibited Behavior

• The use, possession, sale, distribution, or manufacture of illegal drugs or alcohol on company premises, in company vehicles, or while conducting company business is strictly prohibited.

• Employees must not be under the influence of drugs or alcohol during working hours or while on VA property.

• It is the responsibility of the contractor to ensure any employees using prescribed or over-the-counter medications are able to safely and effectively perform their jobs without affecting the quality and scope of work as detailed.

• No smoking is allowed on campus premises at all. There is no designated smoking areas.

• Disciplinary Actions

• Violation of this policy may result in disciplinary action, up to and including termination of this contract.

• Employees may also be subject to legal consequences if their actions violate federal, state, or local laws.