P09 SOW.pdf

STATEMENT OF WORK

MOVING SERVICES FOR DECOMMISSIONING OF BRICK CBOC

Introduction The Department of Veterans Affairs NJ Health Care is seeking for a contractor to provide the manpower to disassemble, relocate, store, or discard furniture and equipment at the New Jersey VA Healthcare System Community Based Outpatient Clinics (CBOCs).

Description/Scope/ Objective The Contractor shall provide all labor, transportation, materials, equipment, and supervision required to perform the on-demand move of all furniture and medical equipment from the VA New Jersey Health Care System clinics VA James J. Howard Veteran’s CBOC and VA Brick Annex CBOC to a temperature-controlled storage unit, non-temperature-controlled storage unit provided by the vendor which the VA must have access to as needed. There will be two phases for the moment of equipment and furniture, from the Brick CBOCs to the assigned VA Medical Centers and/or other CBOCs. The Contractor shall be available when the VA decides to move their equipment/furniture from the storage to the VA Medical Facility.

Site Visit A site visit will occur to ensure that both the VA and the Contractor fully and mutually understand the scope and the need of this procurement. The Contractor’s point of contact (POC) will meet with the VA’s Representative and Contracting Officer(s) to walk through and review the Brick CBOCs prior to developing a plan for contract performance.

Glossary: Acronyms used in this SOW are listed below for easy reference:

CO Contracting Officer COR Contracting Officer’s Representative

VA Veterans Affairs VAMC Veterans Affairs Medical Center NTP Notice to Proceed

SOW Statement of Work

Performance Requirements

The Contractor shall make the necessary measures to safely move all VAMC property (furniture) and equipment to a commercial warehouse or directed areas within our Medical Centers and CBOCs.

The Contractor shall provide services, which include moving furniture, equipment, and office contents and storage, as well as the disassembly of assorted furnishings.

The Contractor shall be responsible for providing and using the proper equipment to ensure an efficient and expeditious move. Proper equipment will include, but not limited to, closed moving vans, closed security carriers for transporting equipment, rubber-wheeled dollies (in good condition and free of grease and dirt), aluminum or magnesium ramps of various sizes, cartons, and bins (including labels), motorized pallet jacks, and a safe jack.

The Contractor shall be responsible for disassembling and reassembling identified equipment and furniture as identified on the equipment and furniture lists. Provided as an attachment.

The Contractor shall pack all furniture and equipment and ensure that the furniture and equipment are handled with care and avoid any damage to the facility and the furniture and equipment being moved.

The Contractor shall provide 15,000 sq. ft. of secured storage space for VA equipment and furniture.

Approximately 5,000 sq. ft. of the 15,000 sq. ft. must be climate/temperature controlled. The VA medical equipment shall be stored in a climate-controlled facility between the temperatures 60-80 Fahrenheit.

The secured storage space shall be within a reasonable traveling distance from the Brick, NJ CBOC.

Contractor must be able to provide unrestricted access to designated VA personnel.

Contractor shall remove all debris after movement of furniture as well as dispose of contractor provided packing boxes within seven (7) days of move.

Contractor shall provide a dumpster for all furniture and/or equipment being discarded by VA New Jersey Healthcare System to be located at the Brick CBOC.

The Contractor shall coordinate with VA, the movement of additional equipment and furniture from the secured storage space to East Orange VA Medical Center, Lyons VA Medical Center, and/or CBOCs.

• The Contractor will be required to assist VA with moving additional equipment that is considered heavy, large, and/or bulky items. These items will be identified on the equipment and furniture lists.

• The contractor will be required to include the movement of these items in their moving and storage plan.

The Contractor shall coordinate the removal of all pictures and furniture located on the walls and ceilings.

These items shall also be packed and stored appropriately by the contractor.

The Contractor shall provide protection for all floors, walls, doors, and protruding corners where movement is focused.

• Contractor shall provide the necessary manpower to ensure a proper, efficient, and coordinated move.

• Contractor shall be responsible for replacement and/or repair of any damaged equipment and/or furniture during the entire moving process.

Notice to Proceed

Prior to the issuance of the Notice to Proceed, the Contractor is responsible for developing and providing a detailed plan to VA that is not limited to but includes supplies for packing, moving, storage, and disposal of VA equipment and furniture. Furniture on walls and ceilings that are identified shall be removed by the contractor and packed appropriately. The VA CO will issue the NTP once the plan is approved. The plan must also incorporate the following:

First phase: the furniture and medical equipment will be removed from the Brick Clinic and Brick Annex and stored in the secured storage that is climate controlled for the medical equipment, furniture, and any other items that can be affected by humidity and/or moisture and can cause equipment/furniture to become faulty, rust, discolor, mold, and mildew.

The items that must be discarded shall be labeled as discarded and discarded in the dumpster.

Second phase: periodically the vendor will be informed by the VA when to retrieve the equipment(s) and/or furniture(s) out of storage, and where to deliver destination. The delivery destination can be East Orange VA Medical Center, Lyons VA Medical Center, or one of the New Jersey VA CBOCs which are Hackensack, Hamilton, Jersey City, Morristown, Tinton Falls, and Toms River. VA will notify the contractor two (2) weeks prior to needing aforementioned service each time.

Performance Location and Hours The Contractor must be ready to move Government property without any delay or hold up of meeting the requirements need.

Work shall be performed during working hours 8:00 AM- 4:30 PM, Monday through Sunday.

The offices that must be decommissioned and cleared out no later than 10/31/2024 are:

• VA James J. Howard Veteran’s Outpatient Clinic (CBOC) – 970 Rt. 70, Brick, NJ 08724

• VA Brick Annex – 1608 Route 88, Suite 300, Brick, NJ 08724

Period of Performance.

The estimated performance period shall take place 10/18/2024 through 10/31/2024.

Equipment and Furniture List.

Provided as an attachment.

Deliverables.

VA New Jersey Healthcare system shall provide an inventory listing of furniture and equipment as an attachment. Each item will provide the information such as description, size, location, quantity, disposition, and any other comments.

Contractor Personnel and Management.

The Contractor shall be responsible for employing experienced personnel to perform the work specified in this SOW. The Contractor shall maintain the personnel, organization, and administrative control necessary to ensure that the work delivered meets the contract specifications and requirements.

Safety/Security Requirements.

The Contractor shall comply with all applicable federal, state, and local laws and ensure performance is secure while protecting material, equipment, and supplies from damage and loss. Government security personnel shall have the express right to inspect for security violations at any time during the term of the contract.

The Contractor shall not release any information (including photographs, files, public announcements, statements, denials, or confirmations) on any part of the subject matter of this contract or any phase of any program hereunder without the prior written approval of the COR and CO.

Standards of conduct.

Conduct of Personnel. Contractor personnel shall conduct themselves in a professional manner (i.e., timeliness, communication; spoken and written etc.). The Contracting Officer may require the Contractor to remove from the job site any employee working under this contract for reasons of suspected misconduct, a suspected security breach, or suspected to be under the influence of alcohol, drugs, or any other incapacitating agent. The Contractor employees shall be subject to dismissal from the premises upon determination by the Contracting Officer that such action is necessary in the best interest of the Government. The hospital director or designated representative has the authority to bar individuals from the Government facility. The removal from the job site or dismissal from the premises shall not relieve the Contractor of the requirement to provide sufficient personnel to perform the services as required by this SOW. The Government shall not reimburse the Contractor for travel and other expenses associated with the removal of personnel.

The Contractor’s personnel are not authorized to carry or possess personal weapons which include, firearms and knives, while assigned under this contract.

Working Attire and Appearance. The Contractor’s personnel shall present a professional appearance commensurate with standards delineated for Government civilian personnel acting in similar capacities.

Appropriate personal protective devices must be worn. Uniforms and Identification must be present so that VA staff can acknowledge them.

Lobby Check-In. Contractors must check in and sign at the front lobby, before beginning work.

Contractor vehicles. All vehicles must be identified by the Company name or logo.

Non-personal Service Statement Contractor employees performing services under this requirement must be managed, directed, and always supervised by management personnel of the Contractor.

Contractor management will ensure that employees properly comply with the SOW. Contractor employees must perform their duties independent of, and without the supervision of, any Government Official.

Contractor Supervisor must remain on property at all times when services are performed and must be available for when the VA POC has to communicate.

The Contractor is liable for all damages to Government equipment, property; utilities, etc., located at the site (e.g., sprinkler heads, manholes, fire hydrants, vehicles, windows, etc.) caused by negligence from the Contractor, its employees or its subcontractors.

The Contractor shall immediately report all damages to the COR and shall provide the Contracting Officer (CO) and COR, a written report, within 24 hrs. The report shall include what occurred, how it occurred, date/time occurred, and the proposed means to repair or replace.

Contractor warrants that at all times during the performance of this contract they shall maintain general liability insurance in an amount not less than $500,000, a comprehensive automobile liability insurance in the amount of $300,000 and workers compensation insurance of $ 1, 000,000.00 that must be presented with bid proposal.

Contractor is to maintain free and unobstructed access to facility emergency services and for fire, police, and other emergency response forces in accordance with NFPA 241.

Inspection The Government will control access to the facility and will perform the inspection and acceptance of the completed work.

Personnel Qualifications The Contractor shall maintain the personnel, organization, and administrative control necessary to ensure that the work delivered meets the contract specifications and requirements.

Personnel assigned to, or utilized by, the Contractor in the SOW shall be fully capable of performing the requirements contained in the SOW in an efficient, reliable, and professional manner.

Contractor shall provide a Supervisor who speaks English on site at all times.

Personnel should be properly trained for safety and performance of their respective duties.

Appropriate safety equipment shall be furnished by the Contractor-to-Contractor personnel and shall be used as prescribed by OSHA standards.

Personnel must be able to assemble and disassemble office furniture and fixtures.

Personnel must be able to lift / carry 80 pounds at a minimum throughout the day and follow proper protocol for lifting safety to protect the mover and VA property from harm and damage.

Experience.

The Contractor must have experience moving and handing large and heavy furniture and equipment from a large facility as required by this SOW.

Certification.

The Contractor shall have the 30 hours of OSHA course. The Contractor shall provide copy of certification to the CO.

Non-Compliance.

The Contracting Officer or his/her designee will notify the Contractor of any noncompliance with the foregoing provisions and the action to be taken. The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his/her representative at the site of the work, shall be deemed sufficient for the purpose aforesaid. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all and any part of the work and hold the Contractor in default.

Authorized Personnel.

No other person, including the COR, or any other VA personnel are authorized to request additional work be performed by the Contractor. Any additional services performed that are not authorized by the Contracting Officer with a bilaterally signed supplemental modification to the contract will be considered inclusive at no additional cost to the Government. The Contractor will be held accountable if they proceed without the approval of the CO.

Other Related Services (Not Included in the Scope of Work).

Any services not expressly stated in this Statement of Work are not authorized. Services out of the scope of work not mentioned in the SOW is not allowed and will not be performed by the Contractor. If the Contractor proceeds with providing services not within scope of the contract, the Contractor will be responsible for providing the service at no cost as the Contractor would have failed to notify the CO and did not get an authorized approval for services not mentioned in the SOW. The Contractor is also aware that any additional services performed that are not authorized by the Contracting Officer will be considered an unauthorized commitment. Contractor agrees and is aware that the only way that services not mentioned in the SOW can be added to the contract is through a written modification from the Contracting Officer before any services are rendered. Services performed that are not authorized by the contracting officer will be considered inclusive.

Period of Performance.