P01 Statement of Work 4-12-23.docx

Statement of Work

Furniture Assemble, Disassemble, Move, and Installation Services

1. INTRODUCTION

The Black Hills Health Care System (VA BHHCS) has a requirement for a contractor to provide moving, disassembly, assembly, and installation of furniture services for the facilities listed below.

Medical Centers to be serviced:

Fort Meade VAMC, 113 Comanche Road, Fort Meade, SD 57741. There is a ground level standard height loading dock on location. Additionally, there are passenger and service elevators available.

Hot Springs VAMC, 500 N. 5th Street, Hot Springs, SD 57747. There is a ground level standard height loading dock on location. Additionally, there are passenger and service elevators available.

Rapid City CBOC is currently located at 3625 5th Street, Rapid City, SD 57701 and at the future location 2165 Promise Rd., Rapid City, 57701 on or about June 1, 2023. Rapid City CBOC is a one level building. It will have both the standard dock as well as a ground level dock.

2. PERIOD OF PERFORMANCE

This procurement shall be for a base year with one option renewal contract with a period of performance beginning April 25, 2023-April 24, 2024. Funds will be obligated at an hourly rate with task orders for 416 hours annually. Services normally scheduled on each Wednesday for a total of 52 8-hour days. Each location will have 26 trips alternating for 52 weeks between Fort Meade and Hot Springs. Normal Wednesday service should include an enclosed delivery truck, driver and 2 mover/assemblers. There may be times that require more workers and that will be dependent upon the job and notification will be provided 7-calendar days prior to tasking.

Ordering Periods:

Base Year: 4/25/2023-4/24/2024 Option Year 1: 4/25/2024-4/24/2025

3. Operating hours are Monday through Friday 7:00 AM to 5:00 PM Mountain Time.

3.1 Off Duty Hours: Monday through Friday 5:01 PM to 6:59 AM Mountain Time, and Saturdays and Sundays. The contractor shall be required to start regular tasks withing 5 business days and urgent/off duty tasks within 2 business days of notification from the VA Contract Officer Representative (COR). Any exceptions to this need pre-approved by the COR.

3.2 Off duty hours shall also include the following Federal Holidays.

New Year's Day (January 1) Birthday of Martin Luther King, Jr. (Third Monday in January) Washington's Birthday (Third Monday in February) Memorial Day (Last Monday in May) Juneteenth National Independence Day (June 19) Independence Day (July 4) Labor Day (First Monday in September) Columbus Day (Second Monday in October) Veterans Day (November 11) Thanksgiving Day (Fourth Thursday in November) Christmas Day (December 25)

4. GENERAL CONTRACTOR REQUIREMENTS

4.1 The Contractor shall provide services based on the following requirements.

4.2 The contractor is responsible for ensuring that its company and personnel maintain any generally required professional certification, accreditation, license, bond, and proficiency relative to their area of expertise. The contractor shall retain documentation of such records. The Government will not pay for expenses to meet this requirement. The Contractor is responsible for ensuring staff are trained and certified for planning and installing product to maintain the integrity of the manufacturer’s warranty.

4.3 The Contractor shall furnish all labor, equipment, materials, tools, supervision, and expertise required to move, disassemble, assemble, and install furniture and miscellaneous items for the VA Black Hills Health Care System.

4.4 The Interior Designers, or COR will provide the contractor with a list of the furniture component listings, and installation drawings so the contractor can coordinate and complete installation services.

4.5 The contractor shall be responsible for providing the moving crew with copies of furniture component listing and drawings previously provided by VA prior to a project commencing.

4.6 The contractor personnel shall be dressed professionally and conduct themselves in a professional manner.

4.7 The Contractor shall provide sufficient and consistent personnel and crews based on workload as required to accomplish assigned tasks in the time frame stated per a project timeline.

4.8 The Contractor shall provide, operate, manage, and maintain trained personnel to provide the services required for the tasking(s).

4.9 The Contractor’s personnel shall have the ability to meet and communicate with the public, ability to read English, understand and apply printed rules, detailed orders, instructions, and furniture drawing layouts. The contractor’s personnel shall also have familiarity with a variety of moving furnishings and have shall have the ability to physically perform the functions required in the performance of the assigned duties.

4.10 The contractor is responsible for identifying when a project is complete per ID plans and specifications, and reporting to the Interior Designer or COR to confirm all tasks have been completed per tasking. The contractor shall take instruction from Interior Design (ID), Assistant Interior Designer and or COR. The contractor shall notify the VA representative (ID or COR) regarding any issues (if work is taking longer or is completed quicker than scheduled).

5. CONTRACT INVOICES

5.1 The services listed in the Price/Cost Schedule are lump sum requirements per hour, and include all labor, resources, travel, incidental and related services, to provide service rendered. There shall be no additional costs to the Government for services that are detailed and required of the contractor within this Statement of Work.

5.2 The contractor shall provide monthly invoices in arrears of services for all work performed in accordance with the line items of the contract. Invoices must be submitted to VA electronically via the Tungsten Network. Refer to VAAR Clause 852.232-72 for additional language.

5.3 Invoices shall be submitted no later than fourteen calendar days after the performance of services.

5.4 The contractor is responsible for tracking the hours for services provided. The contractor shall submit a detailed invoice for the completion of services provided per agreed upon cost schedule. Prior to submitting an invoice for payment, the contractor shall provide at the end of each service, a receipt describing services, travel time, hours worked and location of service with signature from designated IDs or COR with date.

6. SPECIAL CONTRACT REQUIREMENTS

6.1 The services in this contract may be changed by written modification only. The modification shall be prepared by the VA Contracting Officer and, prior to becoming effective, shall be approved by the contractor as part of the bilateral modification process.

6.2 The services to be performed by the contractor shall be performed in accordance with VA policies and procedures of the VA facility. Under no circumstances will the contractor’s employees be considered VA employees.

6.3 The contractor shall have insurance for general liability, worker’s compensation, and vehicle insurance. The contractor shall be responsible to furnish to the VA, after contract award, a certificate of insurance evidencing that all required coverage has been obtained. The contractor shall be responsible for maintaining the insurance coverage for the duration of the contract to remain in compliance with this contract.

7. CONTRACTOR QUALIFICATIONS

7.1 Personnel assigned by the contractor to perform the services covered by this contract shall be experienced in moving a variety of different furnishings/products to include systems furniture. The contractor’s Lead person shall have a minimum of two years of experience performing required services.

7.2 All certifications held by the personnel working on this contract shall be full and unrestricted. The qualifications of such personnel shall also be subject to review by the COR. Each person assigned to work under this contract shall be certified and trained in moving furnishings, assembly, disassembly, and installation.

8. QUALITY ASSURANCE SURVEILLANCE PLAN

8.1 The monitoring of the contractor’s performance shall be done by the COR. Incidents of contractor noncompliance, as evidenced by the monitoring procedures, shall be first discussed with the contractor: if no resolution can be found, then forwarded to the VA Contracting Officer for final resolution.

8.2 The Quality Assurance Surveillance Plan (QASP) shall outline the evaluation criteria to ensure the contractor is aware of the quality and criteria required to meet the terms of the contract.

8.3 The COR shall assess the contractor performance every six months and will provide a written assessment to the contractor and VA Contracting Officer.

8.4 The evaluation criteria and standards are listed below.

9. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

9.1 This contract does not require access to VA computer systems.

9.2 Position Sensitivity. The position sensitivity has been designated as low risk.