PWS NJ PROFESSIONAL MOVING SERVICES 2.21.2025.pdf

Performance Work Statement Professional Moving Services

1. Background:

The VA New Jersey Health Care System (VANJHCS) is seeking moving, relocation, offsite storage, disposal, delivery, and transportation services to support ongoing facility moves as needed within its network. These services are required to facilitate the relocation of hospital and clinic furnishings, equipment, and related items between various VANJHCS campuses, leased spaces, and other off-campus locations.

The goal is to provide efficient and reliable complete moving services for VANJHCS personnel as they manage ongoing changes in facility layouts, upgrades, and relocations.

2. Objective:

The objective of this requirement is to obtain a Contractor who can provide a comprehensive range of moving, storage, disposal, delivery, and transportation services, including disassembly, reassembly, removal of furniture, equipment, furnishings, and minor equipment as needed. The Contractor shall be responsible for transporting and installing these items at new locations or into secure storage areas as directed by VANJHCS personnel. The contractor must be capable of performing these services with flexibility, as the frequency and scope of moves will vary, and there will be no guarantees regarding the number of moves required. Additionally, the Contractor must have a strong understanding of handling commercial healthcare furnishings and medical equipment, as well as ensuring that temporary storage spaces, when needed, meet VA’s requirements for security and accessibility.

3. Scope of Work

The Contractor shall provide supervision, staffing, equipment, vehicles, delivery, transportation, storage, packing supplies, tools, disposal, and materials necessary to perform moving, installation, storage, inventory, and relocation services. The Contractor shall perform all relocation services as requested by the VANJHCS Ordering Official or VANJHCS specified point of contact(s) and/or designated representative at any of the locations listed at the end of this document as needed. The services shall include assembly/disassembly of furniture and miscellaneous equipment, providing packaging materials, packing/crating, loading/unloading, delivery, set-up, and miscellaneous wall-mounted items (such as pictures, décor items and shelving/cabinetry, white/black boards, and office equipment) removal and replacement.

The Contractor shall be responsible and provide packing materials, all boxes, materials, equipment, personnel, transportation, tools, parts, supervision, quality control, and supplies necessary. Please note that there may be multiple destinations included as part of this move.

Vendor will be responsible for disassembly and disconnection of furniture and equipment and relocation and reinstallation. Furniture will be cleared out of personal items and supplies by VA personnel before the move. Equipment might need to be disconnected in some cases. Vendor is to provide an off-site storage of a minimum of 500 square feet which will be used as needed, the storage unit must be within 25 miles from East Orange VA Medical Center and Lyons VA Medical Center.

4. Type of Contract:

Firm-Fixed-Price IDIQ

5. Period of Performance:

The estimated period of performance shall commence within 30 days after award. This requirement is for a Base Year and four provisional option year.

6. Place of Performance:

Will be at any of the NJ VA Medical Centers, CBOC’s and/or Offsite Storage. Addresses of VA facility provided at the end of the PWS.

7. Hours of Operation:

The Contractor shall perform duties during normal work hours which is Monday through Friday, 7:30 am to 4:00 pm.

Nights and Weekends will only be approved through scheduled request coordinated by the Contractor and the Contracting Officers Representative (COR) when deemed necessary to avoid disruption of patient care during normal business hours of Monday through Friday 7:30am through 4:30PM.

8. Key Personnel:

8.1 The Contractor shall provide either a Project Manager or Site Supervisor to attend every move order meeting. The Project Manager, Installation Lead, or Site Supervisor must attend all scheduled moves to oversee the movers and coordinate with the VA COR/ Point of Contact (POC) and other designated individuals approved by the Contracting Officer (CO). They must be able to execute the installation without the VA COR/POC present at each install.

8.2 The Contractor shall provide a list of employees that are key to their organization and who will provide services under this requirement. The Contractor shall provide full name, position, and title.

9. Experience:

The Contractor shall maintain sufficient qualified and experienced staff to be responsive to VA move requests.

10. Contractor’s Appearance and Representation:

The Contractor staff shall wear company attire and identification (ID) that clearly identifies them as Contractor/vendors.

11. Duties and Deliverables:

11.1 The COR/POC will coordinate with the Contractor and designated VA staff on every reconfiguration (e.g. move of desks from one area and set up differently, orientation elsewhere, per VA provided drawing), transportation, storage, and relocation of all furniture and equipment to ensure that all resources assigned to the project are properly managed as required.

11.2 The COR will notify the Key Personnel two (2) weeks via email prior to moving, relocating, transporting, or storage services is needed. The number of items and/or inspection of the site will be provided two weeks in advance via email. Changes on the day of the move will be annotated on the original move order and signed off by the VA Representative and Key Personnel. The Contractor and the VA Representative will review the completed order, and both will sign off on the order indicating that the move was completed satisfactory, and all apparent damages were identified.

11.3 In the event of an unforeseen move is required due to an emergency, the Government will coordinate directly with the Contractor key personnel only. This notice can be less than 24 hours’ notice as it is unexpected.

12. Documentation:

The Contractor shall provide a move plan and a contingency plan which shall be reviewed by to the COR prior to commence of performance along with the documentation of the number of estimated hours to complete the request and the hours available. Both documents must be reviewed and concurred to ensure that the Contractor and the Program Office are aligned with what is needed and expected. Once approved by the COR, the project shall commence as scheduled. All appointments will be scheduled in MS Outlook to the COR/POC (s) with any other as designated persons for each move which must be acknowledged upon receipt. Any questions and/or concerns must be brought up prior to the day of move.

13. Contractor Availability:

13.1 The Contractor shall be available within 24 hours of notification of job requests for unforeseen urgent requests, for equipment and furniture deliveries, storage, disposal, and relocation. Due to the dynamic nature of our work, a high degree of flexibility is required to meet the need that occur. The 24-hour notification is applicable for business day move. A two-week notification is applicable for off hour moves and regular planned/scheduled moves.

13.2 The Contractor shall ensure that they have the appropriate number of staff to conduct multiple moves in a single day and/or conduct simultaneous moves at multiple locations whether it is for move, relocation, installation, disposal, or storage. Simultaneous moves have historically included the moving of small items, chairs, and personal effects, typically carried out with a two-man crew. Conflicting requirements shall be brought to the attention of the COR for resolution.

14. Service Request:

14.1 The service request and documentation shall consist of the required date and time of the disposal, move, storage, delivery, reconfiguration or relocation of the furniture and equipment, the locations (to and from) of the request, room numbers of where all items are being pickup and moved to, itemized information of all items being moved. The COR/POC information involved in the move.

14.2 The VA COR/POC will provide a layout of where and how items shall be placed after delivery.

14.3 The service request must be signed both by the VA and Contractor for record of work completed.

14.4 The service request is as needed, as the Program Officer will not know when a service will be required for the Clinics/CBOC’s or Medical Centers. The equipment and/or the furniture that will require this service is unknown until the need is required.

15. Coordination:

15.1Requests for service will be coordinated by the COR or POC. The COR will provide to the key personnel a list of individuals by name who will be authorized to accept the Contractor and will be at all times present when the Contractor is on VA property.

However, that person will not have the authority to change the plans, approval, or disapprove what the Contractor and the COR agreed upon.

15.2Any changes to scheduled moves regarding the move of equipment and /or furniture must be in writing from the COR or CO and provided within 24 hours prior to the move.

The assigned person can receive calls to acknowledge that the Contractor is waiting to be guided. The list will always be updated whenever there are changes to the list.

15.3The Contractor and its team are not to make any changes requested by any individuals.

Any and all changes regarding move, storage, transportation, and relocation can only be requested by CO, COR, or POC, this approval must be in writing only, unless otherwise instructed by the Contracting Officer.

16. Requests from Unauthorized Personnel and Services:

The Contractor shall NOT take requests for any type of services or changes from unauthorized personnel. Services rendered by the Contractor in response to requests from other than authorized personnel that include only the CO, COR, and POC, shall be at the risk of the Contractor, and any incurred costs related thereto shall be borne by the Contractor.

17. Overtime Work/ Unscheduled/Emergency services/Late Deliveries:

The Contractor may be required to perform during off-duty hours which is after 4:30 PM Monday through Friday. When this occurs, overtime that incurs cost must be approved by the CO prior to anticipated performance through a supplemental agreement. Some projects may only be performed during non-duty hours due to the changing dynamics of VANJHCS and to avoid possible disruptions to patient care.

17.1 After Clinic Hours and Weekends Projects:

Some projects may only be performed during non-duty hours due to the changing dynamics of VA Health Care Centers and clinics to avoid possible disruptions to patient care. The Contractor shall provide services after the facility is closed, these request to work either after the facility is closed or on a weekend must be approved and assigned by the COR in advance.

17.2 Unforeseen Services:

The VA may consider an unforeseen move as an emergency if the Government requires a move to take place within 24 hours due to unforeseen circumstance at the VA facility. The move order shall specify “Emergency Move Order” in the email subject line and in the heading of the move order. The Contractor shall provide “emergency move” within 24 hours from notice.

17.3 Cancellations:

Government reserves the right to cancel a request of service at any time. However, the COR/POC will notify the Contractor in advance from the scheduled date to inform them of cancellation. The COR will notify the Contractor of any cancellation at least 24 hours before canceling.

17.4 Late Deliveries:

In the event the Contractor encounters difficulty meeting performance requirements or anticipates difficulty in complying with agreed upon delivery schedule or date, the Contractor shall immediately notify the COR, POC and CO via email with the pertinent details prior to scheduled delivery, at least 24 hours’ notice to the COR.

18. Federal Holidays:

18.1 The following Federal Holidays will be reserved, there will be no work:

New Year’s Day Martin Luther King’s Birthday Presidents Day Memorial Day Juneteenth Independence Day

Labor Day Columbus Day Veterans Day Thanksgiving Christmas

18.2 Any other day specifically declared by the President of the United States to be a Federal Holiday.

18.3 All service requests shall be performed during workdays Monday through Friday, excluding Federal Holidays.

19. Notice to Contractor:

19.1 The Contractor will be notified via email of the specific items, the number of items, the time frame to be picked up and/or delivered, and the locations (referred to as “move order”).

This notice will be no less than two weeks’ notice prior to the day of the move. The Contractor shall be responsible for the receipt and acknowledgment of the move order and all necessary documents within 24 hours of receipt. If there are any changes to the move order on the day of performance, the VA COR/POC will issue to the vendor by email prior to commence of work the changes and the key personnel must respond with acknowledgement of these changes. Such changes will be annotated in the original move order as a change and signed by the COR and the Contractors key personnel.

19.2 The COR will schedule all moves by e-mail to the Contractor. The email shall include the following: work to be accomplished, location, dates and times, points of contact and may include any additional information that may needed to perform that move/job. The COR will designate a person, or persons, to act as Customer Representative(s). The name of the Customer Representative(s), along with their email and phone number, will be included in the email.

20. Moving Plan:

The Contractor shall provide a moving plan which will be reviewed by the COR prior to commence of work that includes the following key elements at the minimum basic information, preparation phase, packing strategy, moving day details, post-move tasks, executive summary, project team, inventory assessment, timelines and schedule, communication plan, and moving logistics.

21. Contingency Plan:

21.1 The Contractor shall have a contingency plan in the event the Contractor is unable to perform services or have services performed as required. The contingency plan shall address how the Contractor intends to resolve or mitigate any unforeseen concerns or issues and how they will resolve it.

21.2 Any unforeseen circumstances the Contractor shall immediately notify the CO, COR, or POC and provide a justification for non-performance and execute the contingency plan as quickly as possible.

22. Contractor Responsibilities:

22.1. Damage to Government Property: The Contractor shall take necessary precautions to avoid damaging walls, floors, elevators, elevator lobbies and any other space when performing move activities. Building property, equipment, and furniture must be always protected. The Contractor shall be responsible for all monetary costs associated with damages related to move activities.

22.2 Communication: The Contractor must provide appropriate and effective, in a timely manner communication throughout the entire life of the contract. There will be a kick-off meeting after award, within the first seven days before work commence to ensure that expectations and moving plan is followed. Periodically, meetings will be conducted to communicate any concerns, progress, and address any matter or requests such as changes of delivery location, move schedules, etc.

22.3 Vehicle Requirements: The Contractor shall provide sufficient and appropriate vehicles for the move and transportation which shall accommodate the various sizes of furniture and equipment for pick-up and delivery.

22.4 Vehicle Licensing: The Contractor shall meet current applicable Federal, State, and local Government laws specifications and regulations including licensing, registration, and safety standards.

22.5 Vehicle Conditions: The Contractor’s vehicles shall be in proper and in working conditions to ensure the driver and VA property are safe during transport. Smoking in vehicles on VA property is not allowed.

22.5.1 All furniture and equipment shall be moved in a clean and safe, closed-type vehicles of sufficient size to accommodate transportation of Government property.

Vehicles shall be equipped with air ride suspension, lift gates, and logistic strapping for the relocation of computer equipment and other fragile medical equipment.

22.5.2 All vehicles shall be supplied with sufficient clean pads, covers, and other protective equipment to insure safe transit and delivery of Government property in an undamaged condition. Protective covering shall be used to protect the property during loading and unloading operations in the event inclement weather should prevail.

22.6 Driver Requirements: The Contractor’s drivers must have a valid and applicable operator’s license in accordance with Federal, State, and local Government laws.

23. Elements of Move Management:

23.1 Furniture/Equipment Move: The Contractor can expect to move the following:

moving single or multiple units include file and storage cabinets, pedestals, tables, chairs, lounge seating, desk units, workstation panel systems, lockers, keyboard trays, tack boards, whiteboards, displays, miscellaneous equipment, treatment tables and Chairs, Patient Beds, domiciliary beds, tandem seating, benches, work benches, shelving, lockers, artwork and other wall-mounted items, and other furniture and equipment not listed herein.

23.1.2 For broken equipment, furniture, items, or other excess items identified by COR or POC, the Contractor will remove and dispose of the item(s) in accordance with the guided instructions.

23.3 Move Details: Aside from the items listed above, any and all other items not listed in

17.1 will be provided in a list to the Contractor shall be transported on campus, between campuses, placed into VA inventory storage on campus, offsite storage location, or other locations where designated provided in the list. A site visit to the prospect Contractor will be provided.

23.4 Move Tasks: Move tasks include removing and dismantling furniture, removal and hanging of miscellaneous items such as, artwork with security mounts, pamphlet holders, PPE holders, coat hooks, whiteboards, signs, and all displays instructed by the COR/POC.

This shall include securing all items required to be bolted to walls to prevent tipping or falling.

23.5 Move Safety: The Contractor shall wear appropriate safety and personal protective equipment during each move and take precautions regarding fire and life safety and comply with all Occupational Safety and Health Administration (OSHA) laws and regulations for the protection of employees.

23.6 Move Scheduling: Moving schedules shall be provided in email, at least two weeks prior to move date. The Contractor shall be informed by calendar invite via email on these dates. The Contractor shall accept the invite as that will be the concurrence on the date and time for service. The email invite will have all the pertinent information regarding the service required and that is what the Contractor shall complete with no exception. The preferred day of services will be on Tuesdays, Wednesdays, and Thursdays. However, moves can be scheduled in advance for other days through approval in writing.

24. Installations:

The Contractor shall have at least one (1) year of experience of properly installing medical office furniture and medical equipment. The Contractor shall be capable of installing large furniture workstations/cubicle’s such as Herman Miller, Knoll, Trendway, and other manufacturer products. Preferred resumes of installers of having experience in installed furniture listed. The Contractor must ensure that they do not lose or misplace any pieces corresponding to the furniture or equipment.

24.1 Installation Tasks: Installation tasks includes used furniture components from existing inventory. Tear down, move, and assemble/installation of workstations, desk systems, panel systems, ergonomic accessories, storage, and other furnishings as instructed by the COR/POC. The Contractor must notify the VA COR/POC of any deficiencies that delays the move. The Contractor is required to maintain an inventory of all items being moved or stored. This system must be accurately updated as moves occur to always identify the actual location of all items. All associate parts taken off pre-move shall remain with the item in storage and delivered together to its final location for installation. Any missing parts the Contractor shall be responsible.

24.2 Installing According to Specifications: The Contractor personnel shall do a complete installation, disposal, reconfiguration of equipment or furniture. Installation of furniture and equipment shall be in accordance with the space plan or sketches provided by the COR/POC. The Contractor must ensure none of the outlets are blocked or covered.

24.3 Tools: The Contractor equipment or tools shall not block exits, corridors, or impede access to entrances and exits. When leaving the work site, tools shall be removed and secured. The VA will not provide any tools or equipment.

24.4 Cleaning: The Contractor shall vacuum the floor, remove all trash and debris, wipe down, and clean all the furnishings before installation is considered complete. Dust may have accumulated from installation on other furnishings shall be wiped down prior to the task completion. All debris shall be removed and disposed after each assignment and before the Contractor leaves the VA facilities. Items such as cardboard, plastic, wood etc. shall be recycled.

25. Transportation and Equipment:

The Contractor shall provide the necessary transports when moving to and from the VA Centers, CBOC’s, or storage sites.

25.1 The Contractor shall provide the moving equipment and tools necessary to transport the heavy furniture and heavy equipment. Moving and or transportation equipment to facilitate the move will not be provided by any of the VA facilities. The Contractor shall be responsible for always securing their equipment. The Contractor shall provide full blanket wrapping of all furniture and equipment that is being relocated. Protective packaging shall be provided for all other items. All equipment is operable with no damages; therefore, all equipment must be operable and in good working condition when delivered and installed.

The Contractor may need additional personnel for moving and transportation as work requires.

25.2 Disposal: Disposal services shall be provided by the Contractor when required before, during, or after a move. Disposal may include the removal and disposal of old, damaged, or no longer useful furnishings or equipment. Such items shall be discarded/disposed by the Contractor. For CBOCs if the item(s) do not fit in the dumpster, the Contractor shall dispose/discard any and all items offsite. A list will be provided by the COR detailing the items that shall be disposed of.

26. Administrative Requirements:

Reports shall be delivered to the COR/POC on the Monday following the actual move. This is to track and review the work completed and know what still needs to be completed.

26.1 Monthly Report: The Contractor shall prepare a monthly summary status report that shall identify the work performed during the month, work planned for the following months, and a listing of all service requests showing the sequence number, date of issue, estimated, or actual date of completion, or completion status. Report shall be delivered to the COR on the Monday following the actual move. The monthly report will be reviewed to track progress and where we stand and what still needs to be completed.

26.2 Minutes of Meetings: The Contractor shall keep meeting minutes and records of all meetings (in person, online, telephonic) or other communications relating to each job request. The records shall be available and delivered to the COR within 48 hours.

26.3 Billing/Invoicing: The Contractor shall provide a detailed invoice on the Company’s Letterhead, for services rendered. The invoices submitted shall include copies of the signed and verified job orders through Tungsten Network and submitted monthly.

27. Other Information:

27.1 Personal Injury, Property Loss, or Damage: The Contractor shall have and provide general liability insurance covering personal injury, property loss, or damage.

27.2 Liability and Vehicle Insurance: The Contractor shall provide evidence of insurance coverage to the CO before award of the contract.

27.4 Smoke Free Facilities: All Veteran’s Affairs Medical Centers and Clinics are Smoke Free facilities. There is NO SMOKING allowed on any government property. We are a NO smoking, NO vaping anywhere on any of government properties. The Contractor must make this clear to all their staff assigned to this requirement. Smoking in vehicles on VA property is NOT allowed. ZERO TOLEREANCE.

28. Inspections:

The Government reserves the right to inspect all items for any indication of apparent damages from pick up and/or delivery by the Contractor. If any item is identified to be damaged, the COR or the POC will notate the damaged item on the original move order by applying a “D” for damaged and the date of the incident next to item on the move order. The Contractor is also required to acknowledge the apparent damage by applying their initials next to the damaged item on the move order.

29. Quality Control Plan (QCP):

The Contractor shall develop and maintain an effective QC Program (QCP) to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of defective services. The Contractor’s QCP is the means by which it assures itself that its work complies with the requirements of the contract. As a minimum, the Contractor shall develop QC procedures that address the areas identified in the Performance Requirements Summary.

30. Quality Assurance (QA):

The Government will evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

31. Site Visit for Pre-Move:

A site visit will be conducted for all locations that will require movement of furniture and equipment. The prospective Contractor will have a site visit of the location when the VA notifies them of an upcoming move. A mandatory pre-move site visit will be preformed no less than seven (7) business days for Medical Centers Campuses and VA Clinic locations.

VA LOCATIONS:

East Orange VA Medical Center 385 Tremont Avenue East Orange, NJ 07018-1023

Lyons VA Medical Center 151 Knollcroft Road Lyons, NJ 07939-5001

Hackensack VA Clinic 385 Prospect Avenue, Prospect Plaza, 1st Floor Hackensack, NJ 07601-2570

Hamilton VA Clinic 3635 Quakerbridge Road Hamilton, NJ 08619-1247

Jersey City VA Clinic 115 Christopher Columbus Drive, Suite 201 Jersey City, NJ 07302-3551

Morristown VA Clinic 540 West Hanover Avenue, 2nd Floor Morristown, NJ 07960-2500

Paterson VA Clinic 11 Getty Avenue, DePaul Center, Building 275 Paterson, NJ 07503-2650

Piscataway VA Clinic 14 Wills Way, Building 5 Piscataway, NJ 08854-3770

Sussex VA Clinic 222 High Street, Suite 103 Newton, NJ 07860-9604

Tinton Falls VA Clinic 55 North Gilbert Street, The Atrium, Building 4, 1st Floor, Suite 4101 Tinton Falls, NJ 07701-4961

Toms River VA Clinic 1055 Hooper Avenue Toms River, NJ 08755

Other nearby VA locations Bloomfield Vet Center 2 Broad Street Bloomfield, NJ 07003-2551

Lakewood Vet Center 1255 Route 70W Lakewood, NJ 08701-5900

Secaucus Vet Center 110A Meadowlands Parkway Secaucus, NJ 07094-2302

South Jersey Vet Center 2900 Fire Road Egg Harbor Township, NJ 08234

Trenton Vet Center 934 Parkway Avenue Ewing, NJ 08618-2308 https://www.va.gov/new-jersey-health-care/locations/east-orange-va-medical-center https://www.va.gov/new-jersey-health-care/locations/lyons-va-medical-center https://www.va.gov/new-jersey-health-care/locations/hackensack-va-clinic https://www.va.gov/new-jersey-health-care/locations/hamilton-va-clinic https://www.va.gov/new-jersey-health-care/locations/jersey-city-va-clinic https://www.va.gov/new-jersey-health-care/locations/morristown-va-clinic https://www.va.gov/new-jersey-health-care/locations/paterson-va-clinic https://www.va.gov/new-jersey-health-care/locations/piscataway-va-clinic https://www.va.gov/new-jersey-health-care/locations/sussex-va-clinic https://www.va.gov/new-jersey-health-care/locations/tinton-falls-va-clinic https://www.va.gov/new-jersey-health-care/locations/toms-river-va-clinic https://www.va.gov/find-locations/facility/vc_0112V https://www.va.gov/find-locations/facility/vc_0141V https://www.va.gov/find-locations/facility/vc_0102V https://www.va.gov/find-locations/facility/vc_0230V https://www.va.gov/find-locations/facility/vc_0114V