MH_Furniture SOW.docx

STATEMENT OF WORK

Acute Mental Health Replacement Furniture

Building 2 Dining Rooms (2-4B & 2-2B)

June 13, 2024

Department of Veterans Affairs VA Boston Healthcare System 940 Belmont Street Building 2 Brockton, MA 02301

STATEMENT OF WORK CONTENTS

Justification Scope of Work Bid Requirements Furniture Requirements Other Considerations for Proposal Contractor Requirements Payment Schedule Non- Personal Services Statement

Justification VA Boston Healthcare System’s Brockton campus 2-2-B and 2-4-B acute behavioral health Dining Rooms are currently in need of replacement behavioral health furniture. The current furniture is worn, needs repair and do not meet MHEOC guidelines. Appropriate furniture as selected below will help to create a ‘home-like, non-institutional, and patient centered environment that imbue healing familiarity and a sense of being valued’ while receiving treatment at the VA Boston Healthcare System. These Dining Rooms also require strict design guidelines to be met that can be found under the Mental Health Environment of Care (MHEOC) checklist and Mental Health guideline. A safe patient environment is the number one priority of this project. All furnishings must meet strict guidelines for patient safety.

Scope of Work The selected contractor will be required to remove and dispose of existing aged furniture, supply, deliver and install furniture to VA Boston Healthcare Systems Brockton campus located at 940 Belmont Street, Brockton, MA 02301, Building 2-4-B and 2-2B Dining Rooms. Building 2 is equipped with a loading dock and freight elevator. The timeframe for delivery receipt shall be no later than 10 weeks following award of contract, with coordination of specific dates mutually agreed upon by VA Boston’s Healthcare System, Brockton and the selected contractor. Timeliness for delivery is of the upmost importance. Any work being done on the unit while open must take special precautions. This is an acute behavioral health unit and all work must follow MHEOC guidelines. No tools, ladders, or product may be left unattended before installed properly. Follow guidelines in MH Design guide or set by Patient Safety and/or MHEOC Committee.

Bid Requirements All bids are to be formatted appropriately to ensure a consistent basis for comparison

Etc.

Cost of item – as defined below, i.e. “desk” to be wholly inclusive of all required components. DO NOT break out costs for any parts, pieces, or COM’s in either the cost or extended cost columns.

· Comprehensive freight and installation of all items to be indicated as a final line item in the bid format.

· If submitting an OR EQUAL bid on any wood grain laminate product, vendor must supply a finish sample for review to the Bedford VA Medical Center within seven business days of bid submittal.

· Because of the severe nature of these wards and the need to be MHEOC compliant if bidding and/or equal a demo must be submitted for clinical review.

Furniture Requirements 60 Dining Chairs Spec Furniture Hardi Behaviral Health Series Dining Chairs Dimensions: 32.75”h x 20”w x 24”d Include: Sand to weight each chair to nursing staff’s liking (+/- 50 lbs). Sand to be added to 1 sample chair for staff to approve appropriate weight.

OR EQUAL SALIENT CHARACTERISTICS:

· One piece, roto molded, specially formulated to be fire retardant, high impact polyethylene with ultra violet light stabilizers (to reduce fading)

· Must be resistant to blood, vinegar, urine, feces, salt solution and chlorine solution

· Must be fully compounded for superior color

· Must be greenguard gold certified

· Must not have any sharp edges

· Must have tamper proof fasteners

· Must have nickel plated non-removable glides

· Must meet MHEOC criteria – no additional weight needed

· Must be fully compounded for superior color

· Must be greenguard gold certified

· Must have at least a 5 year warranty

· Must not have any sharp edges

· Must have option of bolting to the floor – or being weighted to meet MHEOC criteria

8 Dining Tables Spec Furniture Heavy Duty Trumpet Dining Table Dimensions: 36” x 36” x 30”h Finish: Wilsonart Fusion Maple #7909-60 Edge: 2 MM PVC Radius Edge to match laminate Note: Weighted to 150lbs

Installation Services The awarded contract will need to provide design, removal/disposal of existing furniture and installation services to the VA to ensure that the awarded products fit in the space and ensure that the staff and equipment is accommodated.

· FF&E to be selected from manufacturer’s standard offerings which need to include at a minimum durawrap, corian, laminate, edge molding, powder coated surfaces, painted metal, trim, hardware, and/or fabric samples must be submitted with this proposal.

· Design and Clinical Consulting Services: VA vendor and/or manufacturer must offer clinical consulting and design expertise and services for all areas where modular casework, patient headwall systems and storage systems are specified. These services shall include site survey, user-group meetings, space utilization analysis, reviews with user-groups, design services and end-user coordination using 3-D CAD drawings/renderings and other tools to effectively communicate with affected clinical user groups over multiple shifts.

· Shop drawings: Provide complete shop and installation drawings, including all dimensioning, details and accessory items.

· Indicate on drawings all electrical, mechanical, and telecommunication entry locations that interface with modular casework, sink units and patient headwalls.

· Indicate location and wall reinforcement and anchorages on drawing submittal.

· Product data: Provide catalog and model numbers for all components and sub-components.

· Samples: Provide samples of all materials, fabrics, finishes, and colors as requested by VA.

· Project Information Certificates: copies of UL and/or ETL cards on listed components.

CONTRACTOR REQUIREMENTS

The contractor shall perform all work under this contract in strict accordance with all safety codes to eliminate the possibility of damage or injury to patients, personnel, equipment, and building structures.

· The scope of work to include, but not limited to, provision of furnishings, delivery, and installation.

· Furniture layout shall meet the requirements and design intent of ABA, NFPA, OSHA, ANSI, BIFMA, CAL 117, VA, for all accessibility, life safety, occupational safety, VA, and federal requirements for a business, healthcare, or residential occupancy, as applicable.

· All COM purchasing and coordination is to be the responsibility of the Contractor. The COTR will work collaboratively with the Contractor to ensure COM choice meets the budget and schedule.

· Track all orders to ensure timely delivery and communicate issues to COTR.

· Furniture delivery not to interfere or disturb other tenants in the building or the operation of the facility. The contractor will coordinate the work of the project with the COTR and building manager.

· Upon delivery of goods, Contractor shall unload at the loading dock located in the back of Building 1 on the basement level. Once furniture has been unloaded, please park trucks in the main parking lot. Please contact logistics for exact parking spots for installation use. Use the freight elevator to access the first floor.

· Provide final cleaning of products prior to project completion.

· Vendor shall leave 1 key in lock on each unit and submit each duplicate key to Interior Designer upon completion of installation.

· Vendor to provide furniture cut sheets, warranty, and delivery schedule. Vendor to provide O&M manual including warranty, care, and manufacturer contact information to COTR at completion of project. VA to provide digital format for O&M manual.

· Freight all furniture in an environmentally responsible manner, i.e. blanket wrapped or equal, when available. Remove and recycle or discard all packaging materials in an environmentally responsible manner.

· Repair or replace damaged products at the discretion of COTR/Interior Designer

· The contractor must plan and conduct their activities in an environmentally, economically, and fiscally sound, integrated, continuously improving, efficient, sustainable, manner. The contractor shall make product and material acquisitions using EPA’s Environmentally Preferable Purchasing guidance (http://www.epa.gov/epp/index.htm) and incorporate the use of environmentally preferable products using EPA’s Final Guidance on Environmentally Preferable Purchasing (http://www.epa.gov/epp/pubs/guidance/finalguidance.htm). The contractor shall also use pollution prevention strategies, and appropriately manage the waste streams associated with their activities (e.g. waste minimization, waste material recycling, etc.)

· Final layout to be determined by COTR/Interior Designer

· Contractor will be responsible for containing any rubbish/waste generated by the work force or material delivery at the end of each day.

· Contractor to coordinate with COTR or GEMS coordinator for onsite disposal of recyclable materials only in VA owned recycle dumpsters. All other waste to be removed and disposed of by contractor daily.

RECORDS MANAGEMENT

The following standard items relate to records generated in executing the contract and should be included in a typical procurement contract:

1. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

4. 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 by the Freedom of Information Act.

5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

6. The Government Agency owns the rights to all data/records produced as part of this contract.

7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

10. 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 of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

OTHER CONSIDERATIONS FOR PROPOSAL

· The Contractor and all associated sub-contractors are to be local to Brockton, MA to ensure ease of communication, coordination, final finish specification, installation, and all punch list and warranty issues.

REQUIREMENTS FOR OR EQUAL PROPOSAL

· If submitting an OR EQUAL bid on case goods, tables, or any other woodgrain laminate product, vendor must supply a finish sample for review to VA Boston Interior Designer within ten days of bid submittal.

· Vendor to provide to Interior Designer at VA Boston within ten days of bid submittal by mail 1 hard copy data sheets and technical information on the substituted products. Data sheets to include picture, make and exact model number, description, cut sheet, price list, and technical information on why substituted item meets SOW requirements.

· If submitting an OR EQUAL bid on seating, vendor must supply a sample for demo to the Interior Designer at VA Boston Healthcare System, Brockton campus within ten days of bid submittal. Notification of pending sample submittal due to Interior Designer within 5 days of bid submittal. The sample will remain onsite for two weeks to undergo a determination of parity for construction quality and end user comfort. Include with the submittal product information and salient characteristics.

Failure to provide all information and samples will be considered an incomplete bid package.

Samples and Submittals Please direct all samples and submittals to:

Louann Wright Interior Designer VA Boston Healthcare System 940 Belmont Street Building 1 Office B-009 Brockton, MA 02301

PAYMENT SCHEDULE

The contractor will bill on completion and acceptance of the work. NON-PERSONAL SERVICES STATEMENT Contractor employees performing services under this order will be controlled, directed, and supervised at all times by management personnel of the contractor. Contractor management will ensure that employees properly comply with the performance work standards outlined in the SOW. Contractor employees will perform their duties independent of, and with occasional supervision of VA COTR. The tasks, duties, and responsibilities set forth in the SOW may not be interpreted or implemented in any manner that results in any contractor creating or modifying Federal policy, obligating the appropriate funds for the United States Government, overseeing the work of Federal employees, providing direct personal services to any Federal employee, or otherwise violating contracting regulations.

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