PWS Relocation DRAFT.pdf

PERFORMANCE WORK STATEMENT (DRAFT)

1.0 OBJECTIVE

The purpose of this acquisition is to provide the Veterans Health Administration (VHA) at their Palo Alto, California campus with deactivation and activation services in support of their Supply Chain Service (SCS) and Sterile Processing Services (SPS) Functional Realignment Project.

2.0 BACKGROUND

VA Palo Alto Healthcare System (VAPAHCS) located at 3801 Miranda Avenue, Palo Alto, CA, is renovating and expanding their existing Sterile Processing and Supply Chain Departments. The renovation work started in February 2026 and will encompass building (3) new temporary modular buildings (aka “swing spaces”) for their operational use while construction takes place at the main hospital. These temporary modular buildings are provided by the construction contractor.

In preparation of the construction project described above, the Office of Facility Planning and

Development (OFPD) needs comprehensive support services to help relocate the service’s operation (equipment, furniture, and sterile supplies) from the existing Sterile Processing and

Supply areas to several temporary swing spaces, which will include the new modular units and

4-5 existing rooms located in the basement of the main hospital – this work is also referred to as

“activation” services. Additionally, OFPD will also require help to dissemble and dispose of some old equipment, relocate furniture to VA storage, and remove all wall mounted fixtures in the existing Sterile Processing area. This work is referred to as “deactivation” services and is required as we prepare for the construction project and the closure of this area. It is important to note that the start of support services must be planned and coordinated prior to the completion of the construction of the new modular buildings, which is scheduled for October 2026. Once the construction has been completed, we must be ready to execute the “move plan” immediately since there is virtually no downtime for our Sterile Processing Services.

3.0 SCOPE OF WORK

Provide a range of support services including Furniture, Fixtures, & Equipment (FF&E) moves, installation, equipment disassembly and reassembly to complete “activation” of the temporary swing spaces; And to provide assistance to disassemble and dispose of some FF&E to complete the “deactivation” of the existing Sterile Processing area located at Building 100, basement.

• Contractor shall attend a kickoff meeting expected to be scheduled within seven (7) calendar days of the contract award date.

• Contractor shall meet with end users at the project site to observe the existing operation of the Sterile Processing Operation and the Supply Chain unit. The Sterile Processing unit is a complex service, therefore multiple site visits to this area may be necessary to grasp the scope of the move in order to minimize any major setbacks that will impact the services’ continued operation during this move.

• Contractor shall provide a Project Manager to prepare pre-move planning based upon the needs of the end users and the referenced enclosed drawings titled “Renovation and Expansion of SPS/SCS FF&E Plan” which shall be referred to simply as the “FF&E Plan” from hereon. He/she must provide a move plan that is sequential, communicable, and executable by their movers and installers in a controlled manner that meets the VA’s timeline.

• The Contractor shall attend activation meetings with the VA’s end users and the COR until the move plan has been completed. The goal is to provide a detailed move plan ready for execution immediately after the modular buildings are completed and ready for move-in.

• Contractor shall then execute the move plan when the new modular buildings have been completed and ready for occupation.

• As soon as the move to the temporary swing spaces has been completed, the contractor must deactivate the existing basement where Sterile Processing and Supply Chain Services had vacated. This will require the removal of all VA property from this area in preparation for its closure for construction. Property shall be returned to the VA or dispose of as indicated on the FF&E Plan.

• See Section 6 below for further details of scope.

4.0 PERFORMANCE PERIOD

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

Base period: 07/01/2026 - 12/31/2026

5.0 HOURS OF PERFORMANCE

Approximately 80% of task orders occur during normal business hours, Monday through Friday, 8:00 am to 4:30 pm and approximately 20% of task orders occur during non-business hours including weekends, due to access restrictions and areas of direct patient care.

6.0 PERSONNEL, SERVICES, AND TASKS

6.1 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.

Certain staff members will need to be proficient with certain computer/software programs based on position requirement. The chart below is the anticipated labor-mix and labor hours required for the forthcoming contract. This is only an estimate.

Position Min.

Staff

Key Personnel

(KP)

Typical Annual Hours

Required Field Experience

Required Computer/ Software

Senior Program Manager

1 KP 150

Min 10 Yrs. Microsoft Office Suite

Project Manager, PM Activation/Deactivation

1 KP 350

Min 5 Yrs. Microsoft Office Suite

Team Leader (work crew)

1 KP 500 Min 5 Yrs Microsoft Office Suite

Furniture Installers/Movers

3 - 495 Min. 3 Yrs.

Equipment Installers/Movers

4 - 2,000 Min. 3 Yrs.

6.2. Level of Expertise: The level of expertise required for delivery of project task services shall be identified by the Contractor in response to the 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.

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

6.4 Contractor Senior Management and Administrative Support Services

6.4.1 The Senior Program Manager shall be responsible for oversight of all services, program support, and provide comprehensive staffing coordination to meet all requirements.

6.4.2 Both the Senior Program Manager and the Project Manager (PM) shall be available as Points of Contact (POC) to work with the COR. Both managers are responsible to have comprehensive knowledge of full scope of required services as outlined in the

“FF&E Plan”.

6.4.3 The Project Manager (PM) shall be responsive within (4) hours of contact during normal business hours and available for site visits with the COR within 24 hours of notice.

6.4.4 The Project Manager (PM) shall attend all status update and regular meetings as scheduled by the COR in person or virtually.

6.4.5 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.

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

6.5 Activation/Deactivation Support Services

6.5.1 Contractor shall provide comprehensive Activation and Deactivation Project

Management support which will require preplanning, tracking, and coordination of

FF&E installations in accordance with the “FF&E Plan” and the project schedule.

6.5.2 The Contractor shall attend activation meetings with the VA’s end users and the COR until the move plan has been completed. The goal is to provide a detailed move plan ready for execution immediately after the modular buildings are completed and ready for move-in. Sterile Processing Service does not have any “downtime”, therefore all

FF&E movements must be carefully coordinated with the Service Chiefs and the COR to minimize service disruption during this transition.

6.5.3 The Contractor shall perform an on-site inspection with the COR prior to the commencement of the FF&E moves and installation to identify existing condition of the work site.

6.5.4 The Contractor shall record pre-existing/post completion damages of FF&E items, the building infrastructure, and the work site identified by the Contractor. The Contractor will be responsible to do repairs where necessary or replace any damaged item. The

Contractor shall notify the COR within one (1) business day of damage identification.

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

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

6.5.7 Contractor shall install seismic straps provided by the VA.

6.5.8 Contractor shall develop and maintain a punch list to track final inspection issues and shall be signed off by the COR.

6.5.9 Contractor shall resolve the punch list items within two (2) weeks of the completion of the FF&E moves and installation.

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

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

6.5.12 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.

6.5.13 Contractor shall provide all appropriate materials handling equipment

(MHE)/resources needed to deactivate and transport FF&E items as well as high value medical equipment.

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

6.5.15 Contractor shall coordinate with the COR 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.

6.5.16 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.

6.6 Furniture Installation and Relocation Support Services

6.6.1 Installation tasks include assembly of new and used workstations, and other minor accessories like keyboard trays, monitor arms, etc. Workstations and all accessories will be provided from the VA’s existing inventory.

6.6.2 Deinstallation tasks include the relocation of some existing furniture and accessories to storage, and the disposal of other furniture items. The list of furniture includes, 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, and signs.

6.7 Equipment Relocation Support Services

6.7.1 Relocation tasks include the relocations of various storage racks, wire carts, case carts, supply dispensers (i.e. Omnicells), various small equipment, and miscellaneous storage bins. It will also require the removal of miscellaneous wall mounted items at the existing locations and remounting them at the new temporary locations – this may require providing some additional backing for reinforcement of wall hung items.

6.7.2 Removal and disposal of the existing Sterile Processing equipment includes the disassembly of very large units so that parts can to transported off site for disposal.

Equipment for removal and disposal is identified on the enclosed “FF&E Plan” noted as “to be excessed”.

7.0 PROTECTION OF VA PROPERTY

7.1 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, buildings or property.

7.2 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.

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

7.4 Contractor shall provide wall and walkway protection prior to the FF&E moves and installation. 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.

8.0 WASTE AND DISPOSAL

8.1 Contractor is responsible for maintaining a clean working environment.

8.2 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.

8.3 Recyclable products shall be disposed of in accordance with applicable statutes, at respective off-site locations.

8.4 Packing materials will not be stored in the buildings for any period exceeding 24 hours.

Contractor shall remove all personal trash (food wrappers, drink containers, etc.,) from the work site daily.

8.5 Contractor shall be responsible for the safe and proper transport of waste items from the pickup point to the authorized/legal disposal site.

9.0 TRANSPORTATION

9.1 Contractor shall provide the appropriate types and quantity of vehicles to accomplish task orders of varying scopes, FF&E sizes and weight capacity. Contractor vehicles to be fitted with lift gates to meet the VA’s requirements and loading dock accommodations.

9.2 Contractor’s vehicles shall meet current applicable Federal, State and local specifications and regulations including, but not limited to, licensing, registration and safety standards.

9.3 Contractor staff must all possess a valid U.S. driver’s license, and every designated driver must possess a commercial vehicle driver’s license in accordance with Federal, State, and local government laws.

10.0 ADDITIONAL ITEMS

10.1 Contractor shall provide all material handling equipment training for their employees required to perform the tasks identified herein.

10.2 Contractor shall wear appropriate safety and personal protective equipment during moves and take precautions regarding fire and life safety and comply with all occupational, safety and health (OSHA/CALOSHA) laws/regulations for the protection of employees.

10.3 Contractor personnel shall always wear visible identification including but not limited to company shirts with company name clearly identified while they are on the VAPACHCS premises.

ABBREVIATIONS AND ACYOMNS

CO Contracting Officer COR Contracting Officer Representative FF&E Furniture, Fixtures, and Equipment OFPD Office of Facility Planning and Development OIT Office of Information Technology PM Project Manager SCS Supply Chain Service SPS Sterile Processing Service VA Veterans Affairs VAPAHCS Veterans Affairs Palo Alto Health Care System VHA Veterans Health Administration

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