Performance Work Statement - Furniture Moves and Storage Services.docx

PERFORMANCE WORK STATEMENT

Furniture Management, Installation, Relocation, Delivery, and Storage Services VA Sierra Nevada Health Care System (VASNHCS)

1.0 BACKGROUND, OBJECTIVE, AND SCOPE

1.1 Background

The VA Sierra Nevada Health Care System (VASNHCS) requires recurring commercial furniture management, installation, relocation, delivery, and storage services throughout the health care system. The requirement supports routine weekly moves, service relocations and consolidations, furniture reconfiguration, activation of new and renovated spaces, delivery and installation of new furniture, and secure off-site storage of Government-owned furniture and related items. VASNHCS anticipates increased activity associated with the opening and activation of the VA North Campus during FY27. Services must cover the following: Reconfiguration, Relocation, and Installation Management (Furniture and Furniture Related needs) Services included on the installation, reconfiguration and/or consolidation of furniture or related furnishings within existing facilities and/or the opening of new facilities.

1.2 Objective

The objective is to obtain timely, safe, and professional furniture relocation and installation services that minimize disruption to patient care and Government operations; protect Government property and facilities; maintain accurate accountability for stored property; and provide qualified personnel, vehicles, equipment, and local warehouse capacity sufficient to meet the requirements of this PWS.

1.3 Scope

The Contractor shall provide all supervision, project coordination, qualified personnel, vehicles, transportation, secure warehouse storage, packing supplies, tools, equipment, and incidental materials necessary to perform the services described in this PWS. Services include, but are not limited to:

Planning and coordination of furniture moves, installations, reconfigurations, deliveries, and storage activities.

Disassembly, packing, protection, loading, transportation, unloading, placement, reassembly, reconfiguration, and installation of commercial furniture and related items.

Removal and reinstallation of miscellaneous wall-mounted items within the Contractor’s capability, such as whiteboards, tack boards, coat hooks, clocks, pamphlet holders, and displays.

Receipt, palletizing, shrink-wrapping, labeling, inventory control, storage, retrieval, and release of Government-owned furniture and related items.

Routine, urgent, and after-hours services, as authorized and scheduled under the contract.

Removal of damaged or excess furniture to a Government-designated location, Contractor storage, repair location, recycling facility, or lawful disposal site, as directed.

2.0 PLACE AND HOURS OF PERFORMANCE

2.1 Primary and Local Capability Requirements

The Contractor shall maintain a staffed commercial furniture installation and relocation operation, including its administrative office, qualified project and installation personnel, vehicles, equipment, and secure warehouse, within five (5) road miles of the Ioannis A. Lougaris VA Medical Center, 975 Kirman Avenue, Reno, Nevada. The Contractor shall maintain this local capability throughout the period of performance and shall notify the Contracting Officer (CO) and Contracting Officer’s Representative (COR) promptly of any material change that may affect performance.

2.2 VASNHCS Locations

· Ioannis A. Lougaris VA Medical Center, 975 Kirman Avenue, Reno, NV 89502

· VA Reno Vet Center, 5580 Mill Street, Suite 600, Reno, NV 89502

· VA Carson Valley Outpatient Clinic, 1330 Waterloo Lane, Suite 101, Gardnerville, NV 89410

· VA Lahontan Valley Outpatient Clinic, 1020 New River Parkway, Suite 302, Fallon, NV 89406

· VA Diamond View Outpatient Clinic, 110 Bella Way, Susanville, CA 96130

· East Campus, 1201 Corporate Boulevard, Reno, NV 89502

· Winnemucca Rural Outreach Clinic, 3298 Traders Way, Winnemucca, NV 89445

· VASNHCS Double Eagle, 575 Double Eagle Court, Reno, NV 89521

· VASNHCS Kietzke Call Center, 5370 Kietzke Lane, Suites 103 and 205, Reno, NV 89511

· VASNHCS Mental Health Homeless Outreach/Pioneer CBOC, 1175 Financial Boulevard, Reno, NV

· VA North Campus, 1140 Selmi Drive, Reno, NV Additional VASNHCS leased or owned locations may be identified during contract performance. The CO will provide written direction for any added location. A location that materially changes the scope, travel requirement, or price basis of the contract must be added by contract modification.

2.3 Normal Hours and After-Hours Performance

Normal hours of performance are Monday through Friday, 7:30 a.m. to 3:00 p.m., excluding Federal holidays, unless otherwise scheduled by the COR. The Contractor shall be available to perform work outside normal hours when required to avoid disruption to patient care or facility operations. After-hours work shall be scheduled in writing and charged only to the applicable after-hours contract line item.

2.4 Federal Holidays

The Contractor shall not perform work on Federal holidays unless specifically authorized in writing. Federal holidays include New Year’s Day, Martin Luther King Jr. Day, Washington’s Birthday, Memorial Day, Juneteenth National Independence Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day, and any other day declared a Federal holiday by the President of the United States.

3.0 GOVERNMENT ROLES

3.1 Contracting Officer

The CO is the only Government official authorized to change contract terms and conditions, increase contract quantities or funding, establish or revise prices, authorize out-of-scope work, or otherwise modify the contract.

3.2 Contracting Officer’s Representative

The COR will be designated in writing. The COR may provide technical direction, coordinate and schedule services within the existing scope and available contract quantities, inspect and accept services, review supporting documentation, and perform other duties identified in the COR designation letter. The COR may not modify the contract or direct the Contractor to perform work beyond the contract scope or available quantities.

3.3 Authorized Government Requestors

The COR will provide the Contractor with a current written list of Government personnel authorized to request or coordinate services. Contractor personnel shall not accept changes to a move plan, location, configuration, staffing, or schedule from personnel who are not on the authorized list. Work performed at the direction of unauthorized personnel is at the Contractor’s risk.

3.4 Government Responsibilities

The Government will, as applicable:

Provide access to the work area and identify the authorized Government point of contact for each service request.

Provide available floor plans, furniture layouts, move lists, or other information needed to identify the desired outcome.

Remove computers, printers, copiers, telephones, medical equipment, and similar equipment before furniture teardown or relocation unless expressly included in the service request and within the contract scope.

Clear work surfaces and empty file cabinets, storage cabinets, and other contents that cannot be safely moved while loaded.

Stage boxes, personal items, and Government equipment clear of the teardown and installation area.

Ensure that data, electrical, telecommunications, medical gas, and other utility connections requiring Government personnel or licensed trades are disconnected before the scheduled move and reconnected after the move, unless expressly included in the contract.

Identify property that is to be stored, reused, repaired, recycled, or disposed of.

4.0 CONTRACTOR PERSONNEL AND CAPABILITY

4.1 Project Lead

The Contractor shall designate a Project Lead to serve as the primary liaison with the COR. The Project Lead shall possess comprehensive knowledge of commercial furniture moving, systems furniture installation and reconfiguration, warehouse storage, furniture repair coordination, scheduling, documentation, and contract administration. The Project Lead shall participate in recurring move-planning meetings and coordinate Contractor resources for scheduled work.

4.2 Installation Lead

The Contractor shall provide a qualified Installation Lead to supervise installation and reconfiguration work, verify compliance with approved layouts and manufacturer requirements, coordinate the work of installers and movers, and confirm that each work area is complete, safe, and ready for Government use.

4.3 Movers, Packers, Drivers, and Installers

The Contractor shall maintain sufficient locally available personnel to provide a minimum crew of two (2) qualified workers for routine weekly requirements and the capacity to provide up to fifteen (15) qualified workers when requested. Personnel performing work shall be employees of the Contractor; temporary day labor shall not be used. Contractor employees shall be United States citizens or otherwise legally authorized to work in the United States and shall comply with all VA access, security, and badging requirements.

4.4 Qualifications

Personnel performing furniture installation or reconfiguration shall be trained, certified when certification is available or required, and experienced with commercial systems furniture, including Steelcase, Herman Miller, Haworth, and comparable manufacturer products. Drivers shall possess all licenses required by Federal, State, and local law. The Contractor shall maintain a process for verifying driver licensing and driving records and shall make supporting records available to the Government upon request.

5.0 PERFORMANCE REQUIREMENTS

5.1 Service Requests and Move Planning

The COR or an authorized Government requestor will provide each service request in writing, which may include email or the Government’s approved electronic work-request process. The request will identify the requested performance date and time, location, general scope, and known special conditions. The Contractor shall acknowledge the request and coordinate the work with the COR.

Before each move, installation, or reconfiguration, the Project Lead and COR or Interior Designer shall review the project. The Contractor shall confirm the estimated labor hours, labor categories, number of personnel, vehicles, equipment, materials, sequence of work, and estimated completion time. This planning information does not authorize the Contractor to exceed available contract line-item quantities or perform out-of-scope work.

5.2 Availability and Response

The Contractor shall maintain the flexibility and local capability necessary to support recurring weekly work and changing VASNHCS needs. Unless otherwise agreed in writing:

Routine business-day requests: begin performance within forty-eight (48) hours after notification.

Emergency requests: begin performance within twenty-four (24) hours after notification.

Planned after-hours work: one (1) week advance notice will normally be provided.

The Contractor shall immediately notify the COR when it cannot meet a required response time and shall implement its contingency or back-up plan.

5.3 Furniture Moving and Relocation

The Contractor shall safely move single or multiple furniture items, including file and storage cabinets, pedestals, tables, chairs, lounge seating, desks, workstation panel systems, lockers, keyboard trays, tack boards, whiteboards, displays, and other related items. Work may include disassembly, packing, blanket wrapping, crating, loading, transportation, unloading, placement, reassembly, and removal of damaged or excess furniture. Furniture may be moved within a facility, between VASNHCS locations, to or from Contractor storage, or to another Government-designated location.

5.4 Furniture Installation and Reconfiguration

The Contractor shall assemble, install, reconfigure, and disassemble new and used commercial furniture components in accordance with approved layouts, manufacturer instructions, applicable safety requirements, and accepted industry practices. Work may include workstations, desk systems, panel systems, ergonomic accessories, storage units, and other furniture requiring field assembly. The Contractor may use compatible components from Government inventory when authorized. Items required to be anchored for seismic safety shall be secured in accordance with applicable requirements.

5.5 Deliveries and Transportation

The Contractor shall provide suitable vehicles, licensed drivers, fuel, and routine moving equipment necessary to pick up and deliver furniture and related items between the Contractor’s warehouse and VASNHCS locations, or between VASNHCS locations. Vehicles shall comply with all applicable Federal, State, and local licensing, registration, insurance, and safety requirements.

For purposes of the delivery contract line item, one (1) delivery is one scheduled vehicle trip involving pickup at one origin and delivery to one destination under a single service request. The delivery unit includes the vehicle, driver, fuel, and routine vehicle-related operating costs. Loading, unloading, packing, moving, installation, and reconfiguration labor shall be charged to the applicable labor contract line item unless the contract schedule expressly states otherwise.

5.6 After-Hours Services

After-hours services are Project Lead, moving, supervision, or installation services performed outside the normal hours stated in paragraph 2.3. After-hours services shall be requested or confirmed in writing by the COR and shall be charged only to the applicable after-hours contract line item. Any work that would exceed available quantities or otherwise change the contract requires written authorization from the CO.

5.7 Warehouse Storage and Inventory Control

The Contractor shall provide 5,000 square feet of secure, restricted-access warehouse storage capacity within five (5) road miles of the Ioannis A. Lougaris VA Medical Center. The storage area shall be suitable for Government-owned commercial furniture and related items and shall protect property from loss, theft, unauthorized access, moisture, contamination, and avoidable damage.

The storage service includes receipt at the warehouse; palletizing, when appropriate; shrink-wrapping or other suitable protection; labeling; placement in an organized storage location or rack; maintenance of an item or pallet-level inventory; and retrieval from storage for release. Transportation to or from the warehouse, loading or unloading beyond routine warehouse handling, and installation at the destination shall be charged to the applicable delivery or labor contract line item unless the contract schedule expressly states otherwise.

The Contractor shall maintain an inventory record that identifies, at a minimum, the item or pallet identifier, description, date received, condition at receipt, storage location, date released, and delivery destination or recipient. The Contractor shall provide an updated inventory report to the COR monthly and upon request. Government property shall not be released to anyone other than an authorized Government representative.

5.8 Contractor-Furnished Vehicles, Equipment, and Materials

The Contractor shall furnish all vehicles, tools, equipment, packing supplies, and incidental materials necessary to perform the work. Equipment may include dollies, floats, carts, roller lifts, heavy-lifting equipment, stair crawlers, ladders, levelers, blankets, shrink wrap, pallets, labels, and protective materials. All equipment shall be safe, operable, and in good working condition. The Contractor shall not use Government equipment or tools unless specifically authorized in writing.

5.9 Protection of Facilities and Property

The Contractor shall protect walls, floors, elevators, elevator lobbies, doors, corridors, furniture, and other Government property from damage. The Contractor shall use appropriate floor, wall, corner, door, and elevator protection when needed. The Contractor is responsible for loss or damage caused by its negligence or failure to use reasonable protective measures. The Contractor shall immediately notify the COR of any accident, injury, loss, or damage and submit a written incident report no later than the next business day.

5.10 Safety and Housekeeping

The Contractor shall comply with applicable occupational safety and health requirements and all VASNHCS fire, life-safety, infection-control, traffic, and facility rules. Contractor personnel shall wear required personal protective equipment. Tools and equipment shall remain under Contractor control and shall not block exits, corridors, entrances, rooms, or access to patient-care areas. At the end of each workday, the Contractor shall remove and secure tools, remove debris, recycle suitable materials, vacuum the work area, and wipe down installed furniture so the area is clean and ready for use.

5.11 Waste, Recycling, and Disposal

When disposal is authorized, the Contractor shall transport waste and excess items from the pickup point to a lawful disposal or recycling facility. The Contractor shall comply with all applicable requirements and shall provide disposal documentation when requested. Government property shall not be disposed of without written authorization from an authorized Government representative.

5.12 Communications and Contingency Plan

The Contractor shall maintain a reliable communication method throughout the period of performance for scheduling, status updates, and changes to authorized work. The Contractor shall maintain and implement a contingency or back-up plan to prevent or minimize interruption of services when personnel, vehicles, equipment, or facilities are unavailable. The Contractor shall immediately notify the COR of an anticipated performance interruption, explain the cause, identify the corrective action, and provide an updated performance schedule.

6.0 SECURITY, ACCESS, AND CONDUCT

The work does not require access to VA information systems or the handling of sensitive electronic information unless separately authorized in writing. Contractor personnel shall comply with VA access, identification, badging, privacy, security, escort, parking, and conduct requirements applicable to each work location. All VASNHCS facilities are smoke-free; smoking is permitted only in designated exterior areas, if any.

7.0 QUALITY CONTROL

7.1 Quality Control Plan

The Contractor shall submit a Quality Control Plan (QCP) to the CO and COR no later than five (5) business days after award and before beginning performance. The Contractor shall keep the QCP current throughout the period of performance and submit revisions to the COR.

7.2 Minimum QCP Content

The QCP shall, at a minimum:

Address all services required by the contract.

Identify the personnel responsible for inspections, supervision, and corrective action.

Describe the frequency and method of Contractor inspections and documentation.

Describe how the Contractor will identify, prevent, correct, and track performance deficiencies.

Describe how complaints, damage, missed schedules, inventory discrepancies, and safety issues will be documented and resolved.

Describe the process used to verify driver licenses, driving records, and required personnel qualifications.

The Contractor shall maintain records of inspections, complaints, deficiencies, and corrective actions and shall provide them to the Government upon request.

8.0 DELIVERABLES AND REPORTING

9.0 INVOICING SUPPORT REQUIREMENTS

The Contractor shall submit invoices monthly in arrears through the electronic invoicing method stated in the contract. Invoices shall identify the contract number, purchase order number, applicable contract line item, service date, location, quantity, unit of measure, unit price, and extended amount. Invoices shall be supported by the applicable daily service tickets, delivery documentation, and storage inventory report. The Government will pay only for accepted services and supported quantities. Incomplete or unsupported invoices may be returned for correction.

10.0 CONTRACT SERVICE CATEGORY / CLIN ALIGNMENT

For clarity, the services in this PWS correspond to the following pricing categories. The contract schedule will establish the final CLIN numbers, quantities, units, and prices.

11.0 PERFORMANCE REQUIREMENTS SUMMARY