P01 PWS Move and Storage Services V2 04-20-2022.docx

VANTHCS MOVE AND STORAGE SERVICES

Section I – Description of Services

1.1. Scope

1.1.1. The Veterans Health Administration’s North Texas Healthcare System (VANTXHCS) is requesting temporary storage, transportation, assembly, the design/layout, and disassembly for current inventory as well as anticipated equipment orders yet to arrive. The relocation of existing furnishing and personal property within work stations, the repair or servicing of existing furnishings, and the public display of surplus furnishings being disposed through a Federal Lot Sale. Furnishings may include systems furniture such as the products provided by the firms Herman Miller, Knoll, Haworth, Westin House, All Steel, and others, as well as other components of a workstation in both an office and/or medical environment. This requirement does not include Information Technology equipment but does include the data lines that are part of the system furniture assembly. The Contractor shall furnish all contract oversight, management and technical advice; supervisory and technically trained personnel; uniforms; equipment, materials, and supplies necessary to provide equipment moving, relocation and temporary storage services.

The services are required for the above items at the following locations: VANTXHCS has 2,448,702 square feet of space located on an 99 acre campus in south Dallas at the intersection of Lancaster Road and Ledbetter; smaller off-site locations within the Dallas-Fort Worth, Texas, Metroplex area; the Dallas VA Medical Center-1,759,984 Sq. Ft.; the Bridge- 10,000 Sq. Ft.; the Dallas VA Inspector General office-10,000 Sq. Ft.; the Fort Worth Outpatient Clinic-178,000 Sq. Ft.; the Veterans integrated Service Network (VlSN) headquarters in Arlington, Texas-23,864 Sq. Ft.; the Vet Center Fort Worth -10 ,000 Sq. Ft.; Fort Worth (New York Ave.) – 9,950 Sq. Ft.; Lancaster the Vet Center Dallas- 10,000 Sq. Ft.; TR Houses- 10,000 Sq. Ft.; Tyler CBOC-12,096 Sq. Ft.; New Tyler OPC – 51,834 Sq. Ft.; the Ft. Worth Homeless Veterans- 10,000 Sq. Ft; Lancaster CMOP- 83,707 Sq. Ft.; Lancaster Lease – 8,215 Sq. Ft.; Herzog- 10,000 Sq. Ft.; the Polk Clinic- 10,000 Sq. Ft.; VA facilities in Bonham, Texas- 40 3,292 Sq. Ft.; Grand Prairie, Texas – 29,340 Sq. Ft and Garland CBOC, Texas – 501,930 Sq. Ft.

1.1.2. The Contractor shall be responsible for ensuring all services, parts, and Original Equipment Manufacturer (OEM) components provided under this contract are in accordance with (IAW) the terms and conditions outlined herein, conform to the manufacturer’s equipment specifications and this PWS.

The contractor shall provide these services only by an electronic work order placed for each task requested. The contractor shall provide an internet browser-based work order management system, such as IQ from IQ Group of Companies, Inc., or comparable Software Program. The Software Program is to be presented to designated Interior Design Team, providing an opportunity for ID to review / approve Program. VA will provide a list of staff members who are authorized to request services under this contract for Engineering Service as well as Supply Chain Management (SCM). VA shall provide Both POC/COR’s names and phone numbers to the contractor after award.

1.2. Requested Services

1.2.1. 1. The Contractor shall provide proper storage for existing not-in-use furnishings. The climate control in the storage facility shall be adequate for the items being stored. The warehouse must be clean, organized, pest controlled, and furnishings properly covered to preserve coloring and antimicrobial on furniture. The square footage required 100,000 square feet to store the furnishings according to the order.

1.2.2. A. The Contractor will be provided a one-week lead time notification of the required move date. This lead time will be used to review site/material and provide VANTXHCS with move plan and cost estimate.

1.2.2.1. The Contractor shall designate an on-site working supervisor. An on-site supervisor will require a cell phone or other means of communication. The working supervisor will coordinate each moving service activity with the Contracting Officer Representative and provide technical advice on how to accomplish the mission with as little disruption to hospital services as possible. The working supervisor will be responsible for directing the activity of crew members.

1.2.3. 2. The Contractor shall receive, notify VA, and update the Government Property Record for all items (both new and existing) ordered by VA to be delivered to the Contractor's storage facility. The Contractor will conduct an on-site assessment of the equipment to be moved, verify equipment counts and verify the type and location (origin/destination) of said equipment. If a better methodology for moving or covering the equipment is available to meet the hospital needs, those will be discussed with the move team (led by the SCM Representative).

1.2.3.1. 3. The Contractor shall provide, update, and maintain the Government Property Record or each item that is received and stored. The Contractor shall provide a complete manifest of items that are being transported from one facility to another. The Contractor is not required to provide a manifest for items being relocated within the same location (For example a move from the Dallas VA, 4th Floor, Building 1 to the 3rd Floor, Dallas VA Building 2.

1.2.4. 4. The Contractor shall store government property within a normal forty-five minute commute of the VA main campus at 4500 S. Lancaster, Dallas, Texas. The storage facility shall have adequate climate control temperature must be kept between 68 - 74 degrees in all seasons to protect the furnishing from damage. Damage includes the separation of adhesively bonded surfaces, fading, water stains, dirt/dust, cracking or any other damage that occurs from variances in temperature, exposure, and humidity. All items shall be stored according to the specs.

1.2.4.1. The Contractor shall provide a standard crew consisting of sufficient and qualified personnel to ensure a swift move to comply with the facility’s requirements within a predetermined and agreed upon time frame. The contractor shall provide crews sufficient to perform tasks every Monday through Saturday (0700 hours to 1900 hours).

1.2.5. E. The Contractor shall provide sufficient personnel/crews based on workload as required to accomplish assigned tasks and will communicate these numbers to the COR’s five days prior to the scheduled move date. Requests by the contractor for additional personnel/crews will be made a minimum of three calendar days in advance of the moving service determining the workforce for move.

1.2.5.1. F. The Contactor shall ensure all crew members are in proper uniform throughout their tour of duty. Supervisors and crew members who are not in proper uniform shall Not work at the VANTXHCS. Part of the proper uniform is a hospital issued ID badge.

1.2.6. 5. The Contractor shall immediately notify VA of any discrepancies between orders and deliveries, between the government property record and any inventory, any product failures or damages and any other information regarding the safe-guarding of government property.

1.2.6.1. 6. The Contractor shall allow VA unlimited access to Government Property in the Contractor's possession. VA reserves the right to remove items from the inventory that are stored by the Contractor as long as VA properly notifies the Contractor of the items removed so that the Government Property Record remains accurate. The contractor shall perform complete physical inventory of the Government property in its possession on April 1st, and October 1st of each contract year. The results of these inventories are due the 15th day of the same month that the inventory is completed and send electronic copy to the COR.

1.2.7. The Contractor will be available to deliver-out or install items after hours if needed as approved by the COR.

1.2.8. The Contractor must comply and follow Government rules and regulations for disposal of government property. VANTXHCS shall provide necessary training and guidance for procedures.

1.2.9. Any new item must be inspected and received by VANTXHCS personnel before custody is given to the carrier and any deliveries from the carrier warehouse to VANTXHCS must be inspected and signed for by VANTXHCS personnel upon arrival.

1.3. MOVING SERVICES ACTIVITIES

Moving activities include, but are not limited to, moving miscellaneous free-standing furniture items; equipment; supplies; filing cabinets of various types and sizes; delivering and picking up empty moving boxes; and disposal of designated items such as removal of trash from work sites and excessing furniture. Moving activities could be both on-site and off-site.

The process for moving activities could include, but not be limited to:

1. Padding, packing, and/or crating as required for safe transport.

2. Loading and transporting to the new location.

3. Unloading and placement of the property as directed by the COR or as shown on the Government-furnished concept plan, which may be in EXCEL format.

4. Removal of packing and crating materials and cleanup of moving activity area as directed by the COR.

5. Any other service which would normally be included in a complete moving activity such as floor protection, wall padding, and elevator padding.

6. The contractor shall in all cases do a pre-move survey to verify amounts, quantities, types of materials to be moved so that there is no difference of opinion about the moving resources or moved equipment at a later date.

7. VANTXHCS will provide lists of the various floors to move and as detailed a list to the contractor for each move as is possible.

8. Storage location site visit will be required for approval by VA. Storage location needs to be within 45 minutes of driving time from VA North Texas Healthcare System 4500 South Lancaster Rd Dallas Texas 75216

9. Include three level racks to store materials.

10. Installation of systems furniture is required

11. Contractor shall have a receiving station to accept shipments directly from supppliers.

II. SPECIAL MOVING ACTIVITIES

Specialized moving activities include, but are not limited to, moving larger furniture/equipment pieces and fragile medical equipment which may involve disassembly and reassembly at the interim and final locations. The CORs will provided the qualifications necessary to move fragile medical equipment. NTXVAHCS will provide technicians for disassembly and reassembly prior to moving where the contractor does not possess the necessary technical qualifications to perform the disassembly or assembly. This activity will be conducted by Supply Chain Management to ensure that equipment has been properly dissembled prior to contractor coming on site. Supply Chain Management (SCM) will exclude fragile medical equipment from any move. Supply Chain Management (SCM) will be responsible for finding a more appropriate means of transportation for such equipment.

III. SPECIAL HANDLING MOVING ACTIVITIES

Special handling moving activities include, but are not limited to, moving hazardous materials, glassware, or items over a pre-determined size and weight or items which would require additional equipment or manpower accomplished by a firm-fixed-price cost. VANTXHCS personnel will be responsible for preparing hazardous materials for transport in accordance with OSHA and DoT regulations for weight and volume in accordance with OSHA, TX State and Federal Guidelines applicable to the VANTXHCS.

A. The Contractor shall ensure that crew members have the technical training in assembly and disassembly of all commercial types of equipment and specialized equipment before performing such tasks.

B. The Contractor shall ensure all moving service activities are performed in a safe manner.

C. The Contractor shall be responsible for the protection of Government property.

D. The Contractor shall be responsible for damage to property and insured to repair and/or replace damaged property. If an item is damaged and becomes unusable, the Contractor will replace with a like item/make/model in coordination with the Supply Chain Management (SCM) Representative.

E. The Contractor will NOT be responsible to relocate IT equipment such as phones, printers, computers or monitors, this will be handled by on-site IT personnel. The contractor may have to reposition the items to access desks, tables, and other furniture. These moves would be onto or off the furniture in the immediate vicinity.

IV. NEW HOSPITAL/CLINIC ACTIVATIONS:

A. Equipment in the Warehouse. The Warehouse houses various equipment and supplies that will on order require movement within or externally to the warehouse. This may include old Engineering equipment, hospital surgical or operational supplies and other items designated by the Supply Chain Management (SCM) Representative to ensure operations are not impeded.

B. SCMS: Equipment, and supplies will need to be relocated from existing areas into newly renovated spaces and locations. Additionally, equipment in renovated or vacated spaces may need to be moved to ancillary locations and/or excess (as determined by the SCM Rep).

4.0 DOCUMENTATION

A complete listing of all documentation and data required during the life of this contract follows:

A. Government-furnished move plan must be returned to the COR five days prior to project start.

B. Daily sign-in/sign-out logs in Engineering Building and completed work requests with crew member names and hours worked recorded must be submitted to the COR the following business days NLT 8:00 am.

C. Names and job functions of each employee must be provided to the COR at move start date. Personnel changes must be submitted to the COR in writing when changes occur.

5.0 GOVERNMENT INSPECTION/ACCEPTANCE OF ITEMS

The NTX VA HCS CORs or designee will conduct a final walk through/ inspection with the contractor to ensure that the designated area is returned acceptable conditions. The contractor will correct deficiencies at no additional cost to the government.

6.0 GOVERNMENT-FURNISHED MATERIALS, EQUIPMENT AND SERVICES

The Government shall not furnish any materials, equipment, or services, with the exception of direction for the moves.

7.0 CONTRACTOR-FURNISHED MATERIALS, EQUIPMENT AND SERVICES

A. A cellular telephone for the on-site supervisor.

B. Uniform shirts – since the moving force may interact with hospital customers, they need to present a professional appearance.

C. Padding, packing and/or crating, dollies, hand trucks and any other type of equipment commonly used for moving services activities as required for the safe transportation of the property.

D. The contractor will provide resources necessary to relocate oversized and heavy pieces of equipment.

E. The Contractor will also identify any additional tools, equipment, and/or manpower during the walk-through that will be necessary and supplied by the Contractor.

1.4.5. Authorizations for Repair Actions

1.4.5.1. Only the CO can authorize RM repair actions and actions which require Contractor Acquired Property (CAP) purchase. The COR will coordinate any repair actions with the CO to obtain approval to proceed. The Contractor shall ensure all repair actions have documented CO approval before initiating any repair or ordering parts. The Contractor shall demonstrate to the COR and the Government Technical POC/SME that the repairs have been completed.

1.4.5.2. Once the authorization for repair action has been received from the CO, the Contractor shall order any required part(s) within four (4) clock hours and notify the COR, in writing, of the estimated arrival date of the part(s). The Contractor shall perform the repair within forty-eight (48) clock hours upon receipt of the parts. The COR will verify the receipt of the parts with the Contractor to ensure the repair is performed timely.

1.4.6. Parts and Materials.

1.4.6.1. The Contractor shall provide and use only new parts and material in performance of this PWS unless otherwise authorized by the CO.

1.5. Increase or Decrease of Equipment

1.5.1. The Contractor shall notify the COR of any RM action that is required during an equipment warranty period. The COR will notify the CO of this requirement and the renovation contract oversight organization to determine if an RM action can be performed without voiding the equipment warranty. Only the CO can authorize a RM action on equipment that is under warranty.

1.6. Quality Assurance

1.6.1. According to the contract’s inspection clause, the Government will evaluate the Contractor’s performance under this contract. The COR will participate in the administration of this contract. Any matter concerning a change to the scope, prices, terms or conditions of this contract shall be referred to the CO. All services to be performed by the Contractor during the period of this contract will be subject to review by the CO or COR.

1.7. Corrective Action Report (CAR)/Complaint Contractor Response Time

1.7.1. The Contractor shall provide a written response within two (2) business days which addresses the root cause, corrective action and preventive action(s) in relation to the submitted CAR or Customer Complaint.

1.8. Quality Control Plan (QCP)

1.8.1. The Contractor shall submit a QCP the contract proposal. The Contractor shall submit revised QCP’s, at no additional cost to the Government, to the COR for acceptance. The Contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of defective services. As a minimum the Contractor shall develop quality control procedures addressing the areas identified in the Service Summary (SS).

1.9. Hours of Operation

1.9.1. Normal operating days and hours for this requirement are Monday through Saturday, from 0700 hours to 1900 hours. These dates and hours exclude Federal Holidays, base closures due to inclement weather and Furlough Days, as applicable. The Contractor shall be available to perform services as required twenty-four (24) hours per day, seven (7) days per week including weekends and Federal holidays. The Contractor shall include weekend, holiday, and overtime to account for this twenty-four (24) hour requirement. The Contractor shall be on site Federal Holidays and weekends as required by this PWS.

1.10. Special Qualifications

1.10.1. The Contractor shall provide written documentation with the Contractor’s proposal that technicians possess in-depth knowledge in all areas of furniture repair, take off’s (design). The Contractor shall have a minimum of two (2) years documented experience in the areas listed above. The experience in these areas could be accrued concurrently; however, each area must include two (2) years minimum each (i.e. the experience for the two areas cannot be added to produce the required two years). Training and experience documentation shall be submitted with the Contractor’s proposal. Contractor shall be able to read and interpret furniture design layout provided by the COR or designee.

1.11. Contractor Personnel

1.11.1. The Contractor shall provide the name of the Contract Manager (CM) and any alternate(s) who shall act for the Contractor when the manager is absent, and they shall be designated in writing to the CO and COR within five (5) business days after contract award. The Contractor shall provide telephone numbers and email addresses of the CM and alternate(s) where these persons may be contacted at any time. The CM and any designated alternates shall be available by phone/pager to support mission contingencies twenty-four (24) hours per day, seven (7) days per week. The CM and any designated alternates shall have authority to provide necessary assets (i.e. information, personnel or equipment, etc.) in order to respond to emergencies and contingencies within 30 minutes. The CM or alternate shall have full authority to act for the Contractor on all matters relating to operation of this contract at VHNTX. The CM or alternate shall be available to meet on the installation with Government personnel designated by the CO to discuss problem areas. The Contractor shall provide a CM who can read, write, speak and understand English fluently.

1.11.2. The Contractor and Contractor personnel shall be required to identify themselves as Contractor personnel by introducing themselves or being introduced as Contractor personnel and displaying distinguishing badges or other visible identification for meetings with Government personnel. The Contractor and Contractor personnel will need to sign in at building 9 Engineering prior to commencing work. The Contractor and Contractor personnel shall identify themselves as Contractor employees in telephone conversations and in formal and informal written correspondence.

1.12. Listing of Contractor Employees

1.12.1. The Contractor shall provide an initial listing of Contractor employees’ names and position titles to the COR within five (5) business days after contract award. The Contractor shall also provide an updated listing of personnel to the COR when employees affecting the work of this contract, status changes or position changes within five (5) business days.

1.12.2. The Contractor shall not employ persons on this contract if such employee is identified to the Contractor as a potential threat to the health, safety, security and/or general well-being or operational mission of the installation and its population. The Contractor shall not employ any person who is an employee of the United States (US) Government if the employment of the person would create a conflict of interest. All contract personnel depending on condition, occasion or place or job assignment shall require professional, suitable attire. All Contractor personnel shall conduct themselves in a professional, courteous manner. The selection, assignment, reassignment, transfer, supervision, management and control of Contractor personnel in performance of this PWS shall be the responsibility and prerogative of the Contractor; however, the Contractor shall comply with the requirements set forth in this PWS and VANTX regulations concerning conduct of employees as referenced herein. The Contractor shall employ and maintain a technically trained and experienced work force.

1.13. Housekeeping and Tool Control

1.13.1. Housekeeping. The Contractor shall keep the work areas clean and neat IAW Industry Standards, OSHA, Fire and Safety Standards and this PWS.

1.14. Contractor IDs

1.14.1. All badges must be surrendered to Engineering at the end of business day. Contractor will sign for badge daily and return badge and sign them back.

1.15. Health and Safety on Government Installations

1.15.1. While performing work under this contract on a Government installation, the Contractor shall comply with federal, state and local regulations. The Contractor shall notify the CO of any injuries that occur to Contractor personnel while they are on the installation. The Contractor shall notify the CO of damage to Government property or equipment during the execution of the contract.

1.16. Emergency Procedures

1.16.1. The Contractor personnel shall follow the direction of the Government personnel in regards to emergency procedures, i.e. fire, tornado, active shooter, bomb threats, etc. It is the responsibility of the Contractor to provide guidance and establish procedures for responding to an emergency for their employees. It is the Contractor’s responsibility to account for their employees following an emergency evacuation. The Contractor personnel shall participate with the Government personnel in all fire and tornado drills at no additional cost to the Government.

1.17. Contractor Phase-In and Phase-Out Plan

1.17.1. Contractor Phase-in Requirements. To ensure a smooth changeover from the current Contractor to a new Contractor, a thirty (30) calendar day phase-in period is required. The current Contractor shall cooperate with the incoming Contractor to ensure a smooth changeover is accomplished during the phase-in and phase-out periods. During the thirty (30) calendar day phase-in period, the new Contractor shall hire a workforce to assure satisfactory performance beginning on the contract start date. The Contractor, after coordination with COR, shall allow the successor Contractor to conduct on-site interviews with the current Contractor’s employees. The Contractor shall obtain security clearance(s) CAC or Contractor badge(s) for the newly hired employee(s) as applicable. The Contractor shall ensure all training requirements for the newly hired employee(s) are completed before the contract start date.

1.17.2. Contractor Phase-Out Requirements. During the phase-out period, the incumbent Contractor shall be responsible for all work performed under this PWS. The incumbent Contractor shall cooperate in order to permit an orderly changeover of workload. The incumbent Contractor shall allow the new Contractor and Government personnel access on a non-interference basis, to observe the day-to-day operations and to become familiar with the work requirements and procedures.

1.17.3. Contractor shall request from the incumbent contractor if applicablecopies of all WOs, procedures developed, and historic data developed and documented in the performance of this contract.

1.18. Contractor Manpower Reporting (CMR)

1.18.1. The Contractor shall report ALL Contractor labor hours (including sub-Contractor labor hours), required for the performance of services provided under this contract.

1.18.2. Reporting inputs shall be for the labor executed during the PoP for each Government fiscal year (FY), which runs from 1 October through 30 September the following year. Although inputs may be reported any time during the FY, all data shall be reported NLT 31 October of each calendar year.

2. PERFORMANCE ASSESSMENT

The Contractor shall be aware that in the absence of any contract requirement from the Service Summary (SS) does not detract from its enforceability nor limit the rights or remedies of the Government under any other provision of the contract. The Contractor shall ensure the following SS requirements are accomplished:

Once contacted shall arrive 10 minutes before the required time to perform the task.

Wear neat uniforms with company logo.

Professional behavior mindful of hospital setting.

Provide accurate and complete invoices within 15 days of completion.

Report lost, damaged or broken government property within 24 hours of the incident.

100% Compliance

Store Government Property in Clean, Pest-Controlled and Climate controlled environment.

100% Compliance

100% Compliance

Compliance

Compliance Daily Observation

Compliance Daily Observation

3. GOVERNMENT FURNISHED PROPERTY (GFP) AND SERVICES

3.1. Government Furnished Property.

3.1.1. There will be no Government Furnished Property or equipment.

4. VHA Supplemental Contract Requirements for Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors

1. Contractor employees who work in or travel to VHA locations must comply with the following:

a. Documentation requirements:

1) If fully vaccinated, shall show proof of vaccination.

i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

2) If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test.

3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

2. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

a. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

3. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.