Performance Work Statement.docx

FF&E Comprehensive Support Services VA Palo Alto Health Care System 2/16/2022

PERFORMANCE WORK STATEMENT (PWS)

1.0 BACKGROUND

The Veterans Health Administration (VHA) Palo Alto VA Medical Center/Healthcare System (VAPAHCS) requires Furniture, Fixtures and Equipment (FF&E) support services including furniture installation, moves, minor repairs, inventory management, IT field technician, electrical and data, carpentry, plumbing, commercial painting, flooring installation, activation/deactivation project management, and warehousing support services to supplement existing capacity at all project and facility request levels.

2.0 SCOPE OF WORK

2.1 The contract is to provide a full range of FF&E installation, ancillary construction services and warehouse operations in support of the VAPACHCS.

· Contractor shall attend (in person) a kick-off meeting expected to be scheduled within seven (7) calendar days of contract award. The kick-off meeting will be held on site.

· Assembly, installation, and connections of fixtures, furniture, and equipment, and IT hardware

· Disassembly, disconnection, and removal of fixtures, furniture, and equipment, and IT hardware

· Relocation of existing FF&E, IT hardware items, and related materials from a location, transport the items to a new location and install/place them according to the direction of the Contracting Officer Representative (COR) or Designated Technical Expert (DTE)

· Minor repairs and/or modifications to existing furniture as required

· Ancillary construction services are required such as: interior wall repair and commercial painting, removal and installation of carpet, VCT/LVT, tile, and various commercial flooring products, lighting fixture installation, electrical and data line installation/relocation (low voltage), light carpentry, and minor plumbing

· Comprehensive Activation and Deactivation project management services

· Pre-move planning including coordination, drawing review, and quality control checks

· Inventorying and Warehousing of Veteran Affairs’ property including comprehensive warehouse facility management and labor

· Online comprehensive inventory website including daily validation and management

· Detailed daily scheduling and communication of pending and completed task orders

· Loading, unloading, packing, crating services using eco-friendly materials and methods per VAPAHCS standards

· Trash removal, recycle, excess, and disposal as per VAPAHCS policy

2.2 In support of this initiative, the contractor shall provide the appropriate personnel and provide a comprehensive list of staff including position, title, qualifications, professional certifications, and detailed minimum years of experience in their respective field as detailed below. Key Personnel (KP) as indicated below shall be permanent Contractor employees and may not be subcontracted. All staff shall be proficient in basic to advanced computer/software skills and digital project management based on position requirement. The below chart is the historical labor-mix and labor hours utilized previous contracts.

Senior Program Manager

Scheduler/ Administrative Assistant

It Field Technician – Hardware Support

Commercial Flooring Installer

2.3 Level of Expertise. The level of expertise required for delivery of project task services shall be identified by the Contractor in proposals submitted in response to Government proposal request and their associated scopes of work for planned requirement. The Contractor shall use the proper level of expertise required for all contract services. All levels of expertise included in subsequent requirement are subject to approval by the COR/DTE.

2.4 These services shall be provided to the following VAPAHCS facility locations, including but not limited to:

· VA Palo Alto Division, 3801 Miranda Ave., Palo Alto, CA 94304

· VA Menlo Park Division, 795 Willow Road, Menlo Park, CA 94025

· VA Livermore Division, 4951 Arroyo Road, Livermore, CA 94550

· VA Capitola Community Based Outpatient Clinic (CBOC), 1350 41st Ave, Suite 102, Capitola CA 95010

· VA Fremont CBOC, 39199 Liberty Street, Fremont, CA 94538

· VA Modesto CBOC, 1225 Oakdale Road, Modesto, CA 95355

· VA Monterey CBOC, 201 9th Street, Marina, CA 93933

· VA San Jose CBOC, 5855 Silver Creek Valley Place, San Jose, CA 95138

· VA Sonora CBOC, 13663 Mono Way, Sonora, CA 95370

· VA Stockton CBOC, 7777 South Freedom Road, French Camp, CA 95231

· VA Mountain View Site, 1776 Old Middlefield Way, Mountain View, CA 94043

· VA Sunnyvale Research Center, 1080 Innovation Way, Sunnyvale, CA 94089

· VA Cooperative Studies Program Coordinating Center, 701 N. Shoreline Blvd., Mountain View, CA 94043

2.5 The Contractor’s administrative offices and warehouse shall be co-located in the same building and shall be within a 35-mile radius from the VA Palo Alto main campus, located at 3801 Miranda Ave., Palo Alto, CA 94304

2.6 Estimated number of projects/task orders to be approximately 1,600- 1,800 per year, which will include varying scopes and a combination of services. Below outlines the number of projects – small, medium and large obtained from historical data this year, starting April-June 2021(Fiscal Year/Quarter 3). Based on this information, our projections for a fiscal year are provided below:

2.7 Contracting Officer’s Representative (COR) will be assigned to represent the Contracting Officer (CO) in furnishing technical guidance and advice under this contract. The delegation letter will specify the limits of the COR’s authority. The letter is not to be construed as authorization to interpret or furnish advice and information to the Contractor relative to the financial or legal aspects of the contract. Those matters are the responsibility of the CO and shall not be delegated.

2.8 Contractor shall provide supervision, project management, staffing, equipment, computer hardware and software, transportation, warehousing, storage, packing supplies/materials, all tools, and supplies to perform all required tasks.

2.9 Contractor shall ensure that all work by staff and subcontract staff comply with all contract requirements and with Federal, VA, State, & City regulations.

3.0 PROVISIONS AND SUPPLIES

3.1 The Contractor shall provide an effective communication system to all staff during service hours including cellular phones that are in good working order with charging capabilities and 2-way radios due to interference in our buildings and frequency issues. Contractor crews and team leads must always be reachable during the periods of task performance.

3.2 Contractor shall ensure staff including subcontractors arrive to job sites with all necessary tools, supplies and equipment in good working condition necessary to complete required tasks without support of VA.

Examples of tools and equipment (not inclusive)

· Various sizes of hand trucks, pallet trucks and dollies

· Floats

· Wheel carts (enclosed and open)

· Roller lifts

· Heavy lifting and furniture moving equipment – straps, glides

· Stair crawlers

· Various sizes of ladders

· Line laser and handheld levelers

· Tractor-trailer

· Electrical tools and supplies

· Plumbing tools and supplies

· Wall repair materials

· Painting equipment and supplies (masking tape, brushes, rollers).

· Assortment of nuts, bolts, screw & nails

· Wall hanging tools and security installation hardware

· Full range of handheld and motorized tools

· Full range of fastener supplies

· Shrink wrap

· Wooden pallets

3.3 The Contractor shall be responsible for providing office software and equipment (e.g., laptops, tablets) and internet connectivity to all Contractor staff while working on Activation Projects.

3.4 The Contractor shall use a web-based software, such as PlanGrid or equivalent, to manage the installation of FF&E and information technology (IT) items for all Activation Projects.

3.5 The Contractor shall include twelve (12) PlanGrid licenses or equivalent, with unlimited sheet downloads/uploads for the VAPAHCS’s use for one year to include all projects, starting fourteen (14) calendar days after each activation project kick-off meeting.

3.6 The Contractor shall provide twelve (12) hand-held computing tablets with keyboard and folio case. PlanGrid or equivalent software shall be installed and an unlimited data plan, established on the tablet for the VA’s use for one year, to start fourteen (14) calendar days after each activation project kick-off meeting. These items must include warranty for the duration of the contract per SOW. All technical issues shall be resolved by the Contractor within 24 hours of notification.

4.0 PERFORMANCE PERIOD

The period of performance (PoP) of this Firm Fixed Price [Level of Effort] contract is as follows:

Base period: 4/1/2022 - 3/31/2023

5.0 HOURS OF PERFORMANCE

5.1 Approximately 70% of task orders occur during normal business hours, Monday through Friday, 8:00 am to 4:30 pm and approximately 30% of task orders occur during non-business hours including weekends, due to access restriction and areas of direct patient care. Specialized positions including electrician, plumber, and carpenter shall perform duties during both business and non-business hours within 72-hour notice.

Emergent Task: Emergent request include but not limited to support services for patient and staff safety issues, examples: removal of damaged furniture or equipment, presence of mold in an area, COVID related issue, flooding. The Contractor including all positions shall be available to perform duties (7) days a week, (24) hours a day and within less than 24-hour notice.

5.2 Federal Holidays - Contractor shall not be required to perform duties on Federal holidays as observed by the VAPAHCS and any other day specifically declared by the President of the United States to be a Federal holiday.

6.0 KICKOFF MEETING

6.1 The Government will host an in-person or virtual kickoff meeting within five (5) business days after contract award (if required) to be attended by Contracting Officer, Contracting Officer Representative, Contractor Senior Program Manager and others as determined by the COR.

7.0 SERVICES AND TASKS

7.1 Contractor Senior Management and Administrative Support Services

7.1.1 The Contractor Senior Program Manager shall act as Point of Contact (POC) to work with the COR or Designated Technical Expert (DTE). The Senior PM (POC) shall have a comprehensive knowledge of full scope of required services.

7.1.2 The Senior Program Manager shall be responsible for oversight of all services, program support, and provide comprehensive staffing coordination to meet all requirements as detailed in the contract per the required timelines.

7.1.3 The Senior PM (POC) shall be responsive within (4) hours of contact during normal business hours and available for site visits by either the COR or DTE within 24 hours of notice. In case of absence, Senior PM (POC) shall notify VA COR and designate Acting-delegate to respond to requests as needed.

7.1.4 The Senior PM (POC) shall attend all status update and requested meetings as scheduled by the COR in person or virtually.

7.1.5 The Senior PM (POC) shall have the authority to accept and manage all service requests on the Contractor's behalf.

7.1.6 The Senior PM (POC) shall have technical and administrative knowledge of all job requests pending, in-progress and completed.

7.1.7 Contractor shall include all costs related to warehousing and business operations including relevant software licenses and required hardware in the contract price.

7.1.8 Contractor’s staff including subcontractors must all be US citizens or have appropriate work permits such as I-9 certification. The Contractor shall comply with VA security, access, and badging requirements.

7.1.9 Contractor shall coordinate and communicate in advance with the COR/DTE on each & every relocation project to ensure that all resources assigned to the project are provided as required.

7.1.10 Contractor shall provide a shared online calendar of task order requests with confirmation of task orders including all pertinent details including but not limited to confirmation of product availability and reservation hold, date, time and estimated hour for task order completion, names of crew members and lead, name of DTE, required tools and materials, project location and meeting location. Calendar to be updated within 24 hours of task order request, except when authorized by the COR. Calendar to be updated daily and accessible to VA COR 24/7.

7.1.11 The Contractor shall prepare a Monthly Summary Status Report including the following data points: work performed during the previous month, work planned for the following month(s) and a listing of all job requests showing the sequence number, date of issue, estimated or actual date of completion and completion status. Report shall be delivered to the COR by the 5th business day of the month, excluding holidays and weekends.

7.1.12 The Contractor shall provide fully functional hoteling workstation and internet connection for at least one (1) VA COR/DTE in warehouse.

7.2 Task Order Support Services

7.2.1 Contractor shall perform daily Facility Request services to support VAPAHCS end-user FF&E requirements which may require deploying multiple, varying size crews to VA sites as scheduled by COR/DTEs.

7.2.2 The Contractor shall coordinate with COR/DTE in planning, execution and completion of scheduled tasks. Typical questions asked of the Contractor will include, but not be limited to the following:

· Estimated labor hours from start to finish

· Required quantity and skill set of Contractor staff to perform the task

· Required materials and supplies

· Required vehicles

· Required break/lunch schedules during service period

· Confirmation of Crew Lead

7.2.3 Contractor shall review task order requests and confirm their ability to execute the daily task orders requested in the necessary time frame. Contractor shall ensure that the assigned Lead meets the requested timeline.

7.2.4 The COR will provide the Senior PM (POC) a list of DTEs by full names who will be given authority to request services. The list will be maintained by the Senior PM (POC) and any changes will be updated as needed.

7.2.5 Contractor shall ensure that requests for services are received only from COR/DTEs. Services rendered in response to requests from other than authorized personnel, shall be at the risk of the Contractor and any cost related thereto, shall be borne by the Contractor.

7.2.6 Contractor staff assigned to services shall report as required by the Contractor PM at the start of scheduled services at location of job site.

7.2.7 Contractor shall confirm in advance and adhere to designated parking and loading/unloading spaces as determined by COR/DTE.

7.2.8 The Contractor shall submit a daily report of completed services to the COR to include:

· Task Order Number

· The VA Authorized Service Requestor (Interior Designer/Equipment Planner)

· Crew Lead & Crew Staff Names

· Requested Start Date & Time

· Actual Start Date & Time

· Requested Completion Date & Time

· Actual Completion Date & Time

· Location(s)

· Detailed Description of Services

· Type of personnel required/used (e.g. painter, move personnel, flooring personnel, IT or electrical personnel, furniture installers

· Labor hours performed per specific personnel

7.2.9 Contractor shall notify COR/DTE of incomplete services no later than the next business day, unless otherwise directed by COR/DTE. Rescheduling of incomplete tasks shall not interrupt nor delay completion of other scheduled tasks in queue.

7.2.10 Contractor shall perform daily quality control checks of all items loaded into truck and/or scheduled for delivery to job sites and ensure all items are accounted for and free of damage prior to deployment.

7.3 Furniture Installation and Relocation Support Services

7.3.1 Installation tasks include assembly and reconfiguration of new and used FF&E components from existing inventory or shipments received. Assemble and install workstations, desk systems, panel systems, ergonomic accessories, storage and other units requiring field assembly. Modification may be required to pull parts from other in-stock components to complete installations.

7.3.2 Installation of wall-mounted items including artwork with a 3 or 4-point anchor system, whiteboards, signage, displays, pamphlet holders and similar items require securing (bolting) all items that meet safety requirements and shall be level and plumb.

7.3.3 Contractor furniture installation staff must all be fully qualified/certified and have the necessary experience to install Steelcase modular systems FF&E. The installers’ certificates of Steelcase training shall be provided to the CO and COR upon Award. The Contractor will bear the costs to have the installers trained and fully certified.

7.3.4 Deinstallation and relocation services include but not limited to furniture systems, storage cabinets, pedestals, tables, chairs, lounge seating, desk units, panel systems, lockers, keyboard trays, tack boards, whiteboards, displays, pamphlet holders, coat hooks, whiteboards, tack boards, signs and display, broken FF&E and excess items.

7.3.5 The Contractor shall assess, evaluate, verify, and confirm existing site conditions prior to FF&E/IT items delivery.

7.3.6 The Contractor’s equipment or tools shall not block exits, corridors, or impede access to entrances/exits or rooms and shall always be in the control of the contractor. When leaving the work site, tools shall be removed from premises or secured in locked location at Contractor’s risk. VA is not liable for any damages or loss/theft of items left on VA premises.

7.4 Inventory Control Management Support Services

7.4.1 The Contractor shall provide an online electronic inventory management system which can be accessed by unlimited number of VAPAHCS personnel as determined by COR. The inventory system must be internet or cloud based and must include:

· Integrated work request/task order capability

· Detailed scheduling for multiple sites and jobs within a period of service performance

· Customizable reporting capabilities

· Displays all FF&E inventory availability

· Requested locations of services

· Integrated check out cart feature

· Photos of each item

· Description, dimensions and features of all items

· Real-time updates of incoming and outgoing items

· Reservation/hold notations including names and dates

· Standardized naming codes/conventions to be provided by COR

· Capability to query the system using an associates reference number

· Include username and password protection

7.4.2 Contractor shall place hold tags on reserved FF&E with detailed information, DTE name, and request number corresponding to the online shared calendar.

7.4.3 Contractor shall include inventory management system software license and update services as part of operational costs.

7.4.4 Contractor shall ensure inventory management system is maintained and fully operational throughout period of performance. In event of inventory system dysfunction, Contractor shall ensure restoration of system within (3) business days.

7.4.5 Biannual physical inventory of all VAPAHCS goods shall be conducted by the Contractor utilizing a blind-double count methodology – items brought into the warehouse will be tagged with an item number and designated location; the product will be counted and entered directly into a data collection device. This will be done by 2 separate individuals and at a date agreed upon by the parties. A full written report of the inventory shall be promptly given to the VA COR within 72 hours. The Contractor will take such additional physical inventories as requested by the COR. Representatives of the VAPAHCS may be present during any inventory count or inspection.

7.4.6 Inventory Control Specialist shall ensure daily maintenance and tracking of all VA property located in warehouse, including confirming available and reserved stock updates in the electronic inventory management system.

7.4.7 Inventory Control Specialist shall perform physical product checks and provide detailed information to COR/DTE upon request.

7.5 Warehouse & Receiving Management Support Services

7.5.1 The Contractor shall provide 20,000 square feet of storage space with multilevel shelving and storage capability during the Base Year of the contract. Final warehouse selection must be reviewed and approved by the CO or COR. Additional storage may be in the form of separate locations depending on project location, storage containers, or as part of the primary warehouse location. Environmental and security requirements for additional storage to be detailed by VA in advance.

7.5.2 Contractor warehouse space shall be a commercial building of sound and substantial construction, well-maintained and watertight. The warehouse shall be compliant with current Federal, State, and City codes. The VAPAHCS will require as part of extra storage space, anywhere from 500 – 3,000 SQFT. on a ‘as needed’ basis to be equipped with a climate-controlled environment for storing sensitive items such as artwork, electronics, medical equipment, IT hardware and other sensitive equipment.

7.5.3 Temperature within the climate-controlled area (500 – 3,000 SQFT) shall be maintained between 50-75 degrees Fahrenheit with 50-60% relative humidity.

Exception: VA Medical Equipment as identified in PWS paragraph: 7.5.14

7.5.4 Contractor shall provide a valid occupancy permit for the intended use, and shall operate the building in conformance with federal, state and local codes and ordinances.

7.5.5 Contractor shall submit copy of warehouse/storage lease to CO and COR. Period of lease shall not be discontinued nor interrupt continuity of services during period of performance. Warehouse/storage lease to include at a minimum 12 months with an option to extend for up to 6 additional months.

7.5.6 Contractor warehouse shall also maintain fully operational 24/7 monitored alarm access and surveillance cameras in all interior and exterior locations. Contractor shall comply in accordance with the Code of Federal Regulations (CFR) Title 21, to maintain inventory in controlled warehouse storage.

7.5.7 Contractor shall comply with all applicable Federal, State, local and industry safety, i.e., OSHA, Department of Labor (DOL), and health standards, regulations and statutes pertaining to the operation of the warehouse and/or distribution of commodities, including healthcare supplies, identified herein.

7.5.8 The facility must be kept clean and uncluttered, free from debris and fire hazards with regularly scheduled cleaning to avoid contamination.

7.5.9 New and used FF&E may be set aside for a specific relocation and/or large-scale project installation and stored at primary warehouse and/or satellite storage locations. Items shall remain palletized and shrink wrapped to ensure that product remains undamaged and labeled with detailed inventory list for the specific installation/project. Equipment and FF&E shall be tracked by Project Number and/or COR provided reference number.

7.5.10 Contractor shall deliver all packing lists or parts lists from incoming shipments and purchase orders when product is received, unboxed and placed into inventory or delivered to intended site.

7.5.11 Contractor shall track all inbound shipment notices, track delivery status and prepare warehouse personnel to receive deliveries as scheduled.

7.5.12 Contractor shall be capable of receiving and processing an average of 20 pallets from Monday through Friday on a weekly basis. Contractor shall provide all necessary equipment and motorized vehicles to safely move fully burdened wrapped pallets.

7.5.13 Contractor shall receive scheduled and unscheduled product deliveries Monday through Friday at warehouse during normal business hours, unless otherwise directed by COR.

7.5.14 VA Medical Equipment shall be stored separately in a clearly labeled secure enclosure. Equipment shall be stored in temperature-controlled environment per manufacturer specifications. Contractor shall provide electronic monitoring and reporting of out-of-range event capabilities and report out-of-range events within (1) business day. The method of monitoring must be able to be investigated whether electronic or manual monitoring.

7.5.15 Contractor shall provide delivery of Medical/Surgical Supplies/Equipment from the warehouse facility to the medical facility listed in this contract including any necessary packing material.

7.5.16 Contractor warehouse must have fully-functional and accessible receiving dock with loading area capable of receiving 12’ – 53’ long and up to 15’ high delivery trucks. Loading dock receiving area shall feature motorized ramps and lifts, security access, 24/7 surveillance cameras with active recording function, security motion senor lighting and commercial grade spot/task/ambient lighting for 24/7 deliveries.

7.5.17 Contractor shall be capable of delivering products from warehouse to VA sites within (2) hours of request. If the VA requests an emergency delivery outside of the regular delivery timeframe, the contractor shall have the capability of delivering supplies 24 hours a day, 7 days a week on an emergency basis.

7.5.18 At the request of the VA, supplies and equipment shall be available via will call. Will call orders may be picked up by government employees identified by the VA COR.

7.5.19 Access Control Log: All individuals (contractor personnel or VA Employee) are to sign-in and sign-out when accessing space where VA supplies or equipment are stored. A copy of the log is to be provided to the COR on a monthly basis. Log is to be made available on demand if requested.

7.5.20 Contractor shall provide full access for VA personnel for warehouse inspection during normal business hours (8:00AM - 4:30PM, Monday - Friday). In addition, access via individual keyed entry to the supply/products shall be available 24/7. If emergency access is required, the VA will ensure appropriate communication will take place with the contractor.

7.5.21 This warehouse facility shall function as an intermediate delivery point between manufacturers and VA for the FF&E and IT items identified in the VA provided lists.

7.5.22 Contractor shall provide all appropriate Materials Handling Equipment (MHE) needed to receive, store, secure, and install typical FF&E/IT and high-end, sensitive medical equipment.

7.5.23 Contractor shall develop and follow the approved Inventory Management Plan (IMP) during the receiving and installation phase unless otherwise directed by the COR/DTE.

7.5.24 Contractor shall perform a thorough inspection of all incoming FF&E items from job sites and manufacturer deliveries to identify possible damage, flaws, and/or missing items prior to acceptance. Contractor shall not accept visibly damaged packaging and/or goods.

7.5.25 Contractor shall document any damages/missing items and provide COR/DTE a daily report of received goods including any FF&E or IT items not accepted due to damage

7.5.26 Contractor shall immediately notify the COR/DTE of damage to FF&E items detected after acceptance within (1) business day.

7.6 Examples of types of FF&E/Medical Equipment/IT Hardware Equipment The following list of items provides examples of the types of FF&E and supplies that may need to be stored under this contract in the future. This list is not all inclusive.

· Office Workstations

· Office Partition Panels

· Systems Furniture Components

· Office, Patient, Multi-Use Seating

· Artwork/Signage

· Whiteboards

· Tables of varying sizes

· Acoustic Panels (walls, ceiling)

· Medical Equipment

· Storage Cabinets

· File Cabinets

· Bookcases and Shelving

· Carpet Tiles

· Stock Flooring Products (LVT, VCT, wall base, adhesive)

· Paint

· Lighting Fixtures (lamps, bulbs)

· Ceiling Tiles

· Ergonomic Equipment

· Boxes

· Electronic Equipment (surge protectors, power supply)

· Cabling Cords (CAT 6 cables or current)

· Building Materials

· Tools and Miscellaneous Supplies

· Casework

· Outdoor Furniture

· Awnings

· Interior Décor Accessories (wall clocks, signs)

7.7 IT Field Technical Support Services

7.7.1 Contractor IT Field Technician shall perform installation services requiring disconnection, relocation, and/or reconnections of IT hardware including but not limited to computers, laptops, phones, headsets, printers, monitor arms, mounting brackets, and related workstation/clinical electronic equipment.

7.7.2 Contractor shall label all equipment/devices, cabling, and corresponding data ports/electrical outlets, and ensure accurate reconnection into designated sources.

7.7.3 Contractor shall field test electrical outlets to confirm working condition in advance of services. Contractor may be required to include Electrical Support Services (7.11) as needed to restore working condition of ports and outlets in coordination with VA OIT and VA Engineering Services.

7.7.4 Contractor shall ensure clean and neat cable management in all installations, applying appropriate designated cable management systems and products to be provided by VAPAHCS.

7.7.5 COR/DTE will coordinate final inspection and testing of devices with VA OIT Service (if required).

7.7.6 Contractor shall provide all moving, transportation equipment, packing supplies, and tools that are specifically designed for IT hardware applications to ensure safe handling. Contractor to take every precaution to ensure hardware remains free from damage and/or theft/loss.

7.7.7 Contractor shall be liable for any damage, theft, or loss of VA IT hardware caused by physical mishandling of hardware, improper tools and equipment, or other negligence.

7.8 Commercial Painting Support Services

7.8.1 Contractor shall perform comprehensive commercial interior painting services including surface repair and preparation, area protection preparation, surface painting, and clean-up to be performed by professional painters as required by VA COR/DTE.

7.8.2 Contractor shall apply taping methods to ensure sharp and accurate painting lines on surfaces. Contractor will immediately correct any preparation and/or painting errors.

7.8.3 Contractor shall perform site inspections in advance to provide accurate estimates of required labor hours, materials quantity and required supplies to complete tasks. See 7.6 for VA supplied and 3.2 for Contractor supplied.

7.8.4 Contractor commercial painters to be subject matter experts with paint brands, types, sustainable products, applicable finishes, tools, and any related commercial painting industry standards.

7.8.5 Contractor shall ensure VA property is protected from damage and paint/materials spills and will take every precaution to ensure a clean working environment.

7.9 Flooring Installation Support Services

7.9.1 Contractor shall perform removal, repair, and new installation of various commercial flooring products including, but not limited to carpet, luxury vinyl tile, vinyl composition tile, rubber base, transition strips, wood planks, padded flooring, rubber flooring, rolled sheet vinyl, stained concrete, and similar. VA will provide all flooring materials.

7.9.2 Contractor shall perform all levels of expert installation techniques including but not limited to tongue in grove, repositionable adhesive, temporary applications, glue down, tack-tile carpet tape, heat welds, expert straight, curved, and serpentine cuts on all flowing types.

7.9.3 Contractor shall ensure all installations are performed by professional flooring installers who are subject matter experts in all commercial flooring.

7.9.4 Contactor shall ensure all materials are correctly installed per manufacturer specifications and free from ripples, air bubbles, damage, tears, gaps, and moisture. Contractor shall remove and reinstall any defective or poorly installed products per direction from the COR at no additional cost to the government.

7.9.5 Contractor shall perform substrate moisture testing and flooring preparation as needed.

7.9.6 Contractor shall perform advance site visits to provide COR/DTE accurate estimates for labor hours, materials and special considerations.

7.9.7 Contractor shall confirm asbestos in flooring via drawings review and testing prior to start of work. COR/DTE to provide As-Built drawings and any additional site information as required.

7.9.8 Contractor shall ensure completed installation is clean, wiped, vacuumed, and free from trash.

7.10 Activation/Deactivation Project Management Support Services

7.10.1 Contractor shall provide comprehensive Activation Project Manager support to projects which require preplanning, tracking, warehousing, and coordination of multiple FF&E installations in accordance with multi-phased project schedules.

7.10.2 Contractor shall attend planning and coordination meetings with the VAPAHCS Project Manager (PM), affected personnel and construction contractors which may occur months and years in advance.

7.10.3 Contractor Activation Project Manager shall ensure all work and material purchases that support that project are tracked and invoiced separately to properly allocate all project costs to the applicable Project.

7.10.4 The Contractor shall schedule and administer recurring meetings as directed and coordinated with the COR/DTE at an agreed upon location. Contractor shall prepare agenda and meeting minutes. Agenda shall be distributed to the VA Activation Team one (1) business day prior to the meeting. Meeting minutes shall be distributed within three (3) business day. Contractor shall upload agendas and meeting minutes onto PlanGrid or equivalent as per COR/DTE directives.

7.10.5 The Contractor shall assist with the proposed technical and management approach in collaboration with the COR/DTE as the basis for the project management plan (PMP). PMP to include the following:

· Phase-based integrated master schedule (IMS)

· Communication Management Plan

· Quality Management Plan

· Risk Management Plan with risk register

· Staffing Management Plan with staffing matrix

· Inventory Management Plan

· Delivery and Installation Plan

· Lessons learned

7.10.6 The Contractor shall provide a working draft of project management plan (PMP) that incorporates the VA’s input/comments no later than 30 calendar days after the kick-off meeting. VA shall provide comments to the Contractor within 10 days after receipt of the working draft.

7.10.7 The Contractor shall develop and maintain a Phase-based Integrated Master Schedule (IMS) that details the Contractor’s work in the project planning, warehousing and storage, and delivery and installation phase.

7.10.8 The Contractor shall provide an initial draft of the Integrated Master Schedule (IMS) in .mpp format at the kick-off meeting.

7.10.9 The Contractor shall coordinate with the VA to determine the delivery and installation sequencing.

7.10.10 The Contractor shall obtain the VA’s approval on the delivery and installation Plan.

7.10.11 The Contractor shall submit a revised final project management plan (PMP) that incorporates the VA’s comments no later than (10) calendar days after receipt of the working draft comments from the VA.

7.10.12 The Contractor shall obtain the VA’s approval for changes to the project management plan (PMP) before executing the activities affected by the change.

7.10.13 The Contractor shall perform an on-site inspection with the COR/DTE prior to the commencement of the Delivery and Installation phase to identify existing damage of the work site.

7.10.14 The Contractor shall record pre-existing/post completion damages to FF&E and IT items, the building infrastructure, and the work site identified by the Contractor in PlanGrid or equivalent prior to the commencement of the Delivery and Installation phase. The Contractor will be responsible to effect repairs where necessary or replace any damaged item before getting the sign off from the COR/DTE. The Contractor shall notify the COR/DTE within one (1) business day of identification.

7.10.15 The Contractor’s onsite staff shall participate in daily coordination meetings with the COR/DTE during the receiving and installation phase.

7.10.16 The Contractor shall follow the approved Delivery and Installation Plan, including safety and security requirements, unless otherwise directed by the COR/DTE.

7.10.17 The Contractor shall check in daily with the COR/DTE to coordinate daily activities, confirm anticipated product arrivals and progress of installations.

7.10.18 The Contractor shall coordinate with the COR/DTE to identify staging and storage areas on site prior to delivery of FF&E and IT items.

7.10.19 The Contractor shall coordinate with the COR/DTE and appropriate VAPAHCS vendors for scheduling and phasing of FF&E and IT items installations.

7.10.20 Contractor shall prepare the site for delivery, assembly, and installation prior to FF&E and IT item delivery.

7.10.21 Contractor shall coordinate with the COR/DTE three (3) business days prior to delivery and installation of FF&E and IT items.

7.10.22 Contractor shall permit rescheduling of deliveries within two (2) business days-notice from the COR/DTE.

7.10.23 Contractor shall be liable and record all damages to FF&E and IT items, the building infrastructure, and the work site identified by the Contractor and notify the COR/DTE within one (1) business day of identification.

7.10.24 Contractor shall develop a remediation plan to address damaged FF&E and IT items, the building infrastructure, and/or the work site and present it to the COR/DTE for approval within five (5) business days of identification.

7.10.25 Contractor shall replace any damaged FF&E and IT items. The replacement must be the same make, model, accessories, color/finish unless otherwise specified by the COR or DTE.

7.10.26 Contractor shall obtain an approval by the COR/DTE and the manufacturer/vendor for any proposed repair. The proposed repair must not void the manufacturers and vendors’ warranty.

7.10.27 Contractor shall repair damaged building infrastructure and work site with product materials of equal quality, size, grade, and color, to match existing work.

7.10.28 Contractor shall deliver and install FF&E and IT items during normal business hours unless alternative arrangements are made with the COR/DTE.

7.10.29 Contractor shall assemble all applicable FF&E and IT items in accordance with manufacturer’s instructions, drawings, and specifications.

7.10.30 Contractor shall install FF&E and IT items in accordance with all local, state and federal requirements and regulations including, but not limited to, seismic standards in accordance with California Administrative Code Title 24, Part 2, Section 2-2312.

7.10.31 Contractor shall install all new FF&E and IT items according to the vendors’ layout drawings/specification.

7.10.32 Contractor shall install FF&E and IT items in designated rooms after the COR or IPT team member approves the installation in the associated mock-up.

7.10.33 Contractor shall be responsible for the distribution, staging and installation of FF&E and IT items. Networking connections will be done by VA OI&T personnel.

7.10.34 Contractor shall coordinate the final inspection, testing, and certification of all installed FF&E and obtain VA’s concurrence and sign-off on all FF&E and IT items.

7.10.35 Contractor shall develop and maintain a punch list using PlanGrid or equivalent to track final inspection issues and shall be signed off by the VA COR/DTE or IPT Personnel.

7.10.36 Contractor shall resolve the punch list items within two (2) weeks of the completion of the Delivery and Installation Phase.

7.10.37 Contractor shall keep the work site clean and maintain air quality as per VAPAHCS guidelines, including holding and storage areas used by the Contractor.

7.10.38 The Contractor shall always maintain a clear path to meet ingress/egress requirements.

7.10.39 2.0The Contractor shall remove all trash and recyclable materials created during the execution of the contract from the job site daily.

7.10.40 Contractor shall remove all site preparation materials, including, but not limited to, wall and walkway protection, within three (3) business days of resolving the punch list items unless otherwise directed by the COR/DTE.

7.10.41 The Contractor shall deliver all excess FF&E and IT items to a VAPAHCS facility within seven (7) calendar days of completion of the Delivery and Installation phase as directed by the COR/DTE or IPT Personnel.

7.10.42 At the completion of the contract, the Contractor shall provide all FF&E and IT user and operating manuals to the COR for all FF&E and IT installed items.

7.10.43 Contractor shall at the completion of the receiving and installation phase for activation projects, VAPAHCS requires the deactivation of the existing clinics/ buildings as part of scope. Deactivation shall consist of removing or relocating all FF&E and IT items from the existing clinic/space, transportation to and storage at an offsite warehouse facility.

7.10.44 During the performance of this contract phase, the Contractor shall be responsible for obtaining, insuring, furnishing, securing, and managing an offsite warehouse facility.

7.10.45 Contractor shall provide all appropriate materials handling equipment (MHE)/resources needed to deactivate, transport and store normal FF&E items as well as high value, sensitive medical equipment.

7.10.46 Contractor shall deliver existing IT items to VAPAHCS main campus at a location to be determined by the COR/DTE.

7.10.47 Contractor shall follow the approved Inventory Management Plan (IMP) during the Deactivation Phase of the existing clinics/ buildings unless otherwise directed by the COR/DTE.

7.10.48 Contractor shall perform a visual inspection of FF&E and IT items to identify possible damages prior to removal and transportation to warehouse facility and take a coordinated effort with the COR/DTE to have the items restored or replaced.

7.10.49 Contractor shall document any damage to FF&E and IT items identified prior to removal within 24 hours.

7.10.50 Contractor shall immediately notify the COR/DTE of damage to FF&E and IT items within 24 hours.

7.10.51 Contractor shall ensure all VA-affixed barcodes and/or tracking devices are intact.

7.10.52 Contractor shall carefully remove and disassemble all applicable FF&E and IT items from wall, floor or ceiling mounted locations.

7.10.53 Contractor shall provide all materials and equipment required to satisfy FF&E and IT disassembly and seismic bracing removal.

7.10.54 Contractor shall schedule and administer daily meetings with the COR/DTE during the existing clinics/ buildings deactivation period. Contractor shall prepare agenda and meeting minutes. Contractor shall upload agendas and meeting minutes onto PlanGrid or equivalent.

7.10.55 Contractor shall remove all trash and recyclable materials created during the execution of this phase from the existing clinics/ buildings daily.

7.10.56 During Activation/Deactivation phases, Contractor shall provide receptacles for trash and recyclables on-site at the existing clinics/ buildings. The Contractor is responsible to empty/clear these receptacles daily or on a schedule coordinated with the COR/DTE.

7.10.57 Contractor shall coordinate with the COR/DTE to complete the deactivation of the existing clinics/ buildings by leaving the existing spaces in clean conditions. Clean condition considers all hard surface floors are swept, and carpeted areas are vacuumed.

7.10.58 Contractor shall verify with VA IPT personnel for property asset tagging and accounting prior to removal of FF&E and IT items from the existing clinics/ buildings.

7.10.59 Contractor shall provide the COR/ DTE with weekly progress reports (original plus one copy). Reports are due to the COR/DTE by the second workday of each week throughout the project's duration.

7.10.60 Contractor shall record meeting minutes and provide the minutes to the COR/DTE within three (3) business days of the meeting. The weekly progress report shall include:

· All work completed during the preceding status period compared to the planned activities, to include:

· Purchase order numbers accepted and received

· FF&E items transported to the work site and installed

· The work to be accomplished during the subsequent status period.

· Any problems that arose, along with a statement explaining how the problem was resolved.

· Any problems that have arisen but have not been completely resolved, with an explanation.

· Any new risks identified during the preceding status period.

7.10.61 Contractor shall attend (in person) and participate in Activation and/or Deactivation meetings with the VA IPT team during the project execution phase on site.

7.10.62 Contractor and, if necessary, key personnel shall attend a daily morning coordination meeting with the COR/DTE on new construction site during the receiving and installation phase and at the existing site for the Deactivation Phase.

7.10.63 Contractor shall attend (in person) a close-out meeting expected to be scheduled within 14 calendar days of the final Contractor-performed activity. The close-out meeting will be held at the Palo Alto campus.

7.10.64 Contractor shall provide the COR or Designated Representative all outstanding deliverables at the close-out meeting.

7.11 Electrical and Data Support Services

7.11.1 Contractor shall perform electrical connections (for supplied equipment and lighting) and if required installation of power outlets in accordance with the National Electric Code and local facility procedures. Installation shall be directed and coordinated with the COR and VAPAHCS Engineering Service. Installation shall also comply with local shutdown procedures.

7.11.2 Contractor shall provide basic electrical power connections and installation services for systems furniture, case goods, equipment, hardware, and office appliances. Examples include electrical whip connections for workstations and conference tables, audio visual connections and reconfiguration for TV and conference rooms; installation of light fixtures, installation of electrical outlets and data ports (low voltage). All electrical services shall be performed by a licensed, competent electrician and in compliance with all applicable Federal, State, local and OSHA electrical and life safety codes.

7.11.3 Contractor shall perform installation/de-installation including connection/disconnection/reconnection of electronic equipment (TV, computers, phones, monitors, cameras, recording devices, and sound systems) including required mounting hardware.

7.11.4 Contractor shall verify that electrical, telephone and computer connections are made from entry locations (data ports) wiring and cords are available, accessible and any deficiencies are corrected. These specifications may vary by manufacturer and use of channel race ways, wire clips and cable ties are authorized.

7.12 Plumbing Support Services

7.12.1 Contractor shall provide basic plumbing services including water line and drain connections for washing machines, refrigerators and ice makers and other equipment being installed, filtered drinking water attached to bathroom sinks, exhaust connection for dryers and checking condensate lines for A/C (fan coil systems). Contractor shall provide all fittings and accessories where necessary. All these appliances should be equipped with a Manufacturer or VA-supplied filter upon initial install. The filter shall remove all lead and particulates. Installation date to be clearly indicated on the filter housing so a mechanic at the VA can track it and add it to their preventative maintenance schedule.

8.0 PROTECTION OF VA PROPERTY

8.1 The Contractor shall provide and supply all appropriate moving and protection equipment and materials necessary for the completion of each move without damage to FF&E, IT items, buildings or property.

8.2 The Contractor shall take necessary precautions to avoid damaging walls, floors, elevators and elevator lobbies when performing move activities. The Contractor agrees to be held financially responsible for all damages transpired by the Contractor (accidentally or intentionally). Contractor to provide and apply wall and floor protection for task orders as directed by COR.

8.3 Contractor shall report and properly document any existing property damage to the COR prior to beginning work.

8.4 Contractor shall provide wall and walkway protection prior to the delivery and installation phase. Contractor shall provide Masonite and ram boards to protect walkways, doors, elevator cabs and walls in high traffic areas as mutually agreed upon by the Contractor and the COR/DTE.

9.0 WASTE AND DISPOSAL

9.1 Contractor is responsible to maintain a clean working environment as per VAPAHCS guidelines.

9.2 Any and all debris shall be removed and disposed of daily; recyclable items such as cardboard, plastic, wood etc. shall be recycled by the Contractor or delivered to designated VA site locations where we have recyclable dumpsters, e.g. VA Menlo Park.

9.3 Contractor shall be responsible for the removal and disposal of all trash/debris connected with uncrating and assembling furniture, equipment, IT and other items…