RFQ 36C24923Q0489_F.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

36C24923Q0489

Ayslin Kennett 615-225-6772 08-11-2023

8AM CDT

Department of Veterans Affairs Network Contracting Office 9 (90C)

NCO 9

1639 Medical Center Parkway, Suite 400 Murfreesboro TN 37129

X 100

X

484210

$34 Million

N/A

X

TVHS VA Medical Center

1310 24th Avenue South Nashville TN 37212-2637

90C

Network Contracting Office 9 Department of Veterans Affairs Network Contracting Office (90C) 1639 Medical Center Parkway Suite 400 Murfreesboro TN 37129

90C

FSC e-Invoicing Payment http://www.fsc.va.gov/fsc/einvoice.asp Invoice Setup Information 1-877-489-6135 Invoice must be submitted electronically

Setup 1-877-489-6135

See CONTINUATION Page

1 Year contract for the move, installation and storage of miscellaneous hospital and clinics furnishings/equipment for multiple campus's to on and off campus and back and at other off campus locations including the storage of some furnishings into the vendors storage area.

Period of Performance 8-18-2023 to 8-17-2024.

Contractors MUST be registered in Vendor Information Page at time quotes are received AND at the time of Contract Award.

Wage Determination: 2015-4647 Rev 22 12-27-2022

See CONTINUATION Page

X X

X 1

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 STATEMENT OF WORK

B.3 PRICE/COST SCHEDULE

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (DEC 2022)

C.2 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.3 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022)

C.4 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.5 VAAR 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-

OWNED SMALL BUSINESS EVALUATION FACTORS (JAN 2023) (DEVIATION)

C.6 VAAR 852.215-71 EVALUATION FACTOR COMMITMENTS (OCT 2019)

C.7 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.8 VAAR 852.239-74 SECURITY CONTROLS COMPLIANCE TESTING (FEB 2023)

C.9 VAAR 852.239-75 INFORMATION AND COMMUNICATION TECHNOLOGY

ACCESSIBILITY NOTICE (FEB 2023)

C.10 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (MAR 2023)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 WAGE DETERMINATION

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (MAR 2023)

E.2 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.3 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.4 52.204-27 PROHIBITION ON A BYTEDANCE COVERED APPLICATION (JUN

2023)

E.5 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.6 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (DEC 2022)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C249

Network Contracting Office 9 (90C)

NCO 9

1639 Medical Center Parkway, Suite 400 Murfreesboro TN 37129

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award

Management, or [] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] In Arrears

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

B.2 STATEMENT OF WORK

Statement of work

Statement of Work – Comprehensive Furnishings/Equipment Management Services and Storage

1.0 General

The Tennessee Valley Healthcare System (TVHS) has a requirement for Facility moves for misc. Hospital and Clinics (CBOC and Leased space), (See list of locations at the end of this document) furnishings/equipment from multiple campus’s to on and off campus and back and at other off campus locations including the storage of some furnishings into the vendors storage area. We require a move Contractor/vendor to provide a full range of services to disassemble/reassemble, repair and remove existing furnishings and related parts from a location, then transport the items to a new location and install/place them according to the direction of the Facility POC or COR and or move to storage off campus for future use. Create and manage a professional inventory with photographs and to update on monthly basis. Moves will be utilized typically once a week , from 2-4 days or as required by Medical Center management. We will have several construction projects coming to our two main campus locations that require moving out of our facilities sand moving to another location.

The number of moves will vary from month to month and facility to facility and there can be no guarantee of the number of moves required. Once we have a contract and complete some moves, we will have historical data to track and manage to predict moves. The move Contractor/vendor business office and warehouse, Project Manager, administrative staff and move staff that will perform the work must operate in the Nashville, Tennessee area within a 50-mile radius of the main hospital located at 1310 24th Avenue South, Nashville, TN. The move Contractor/vendor must be familiar with moving, assembling, disassembling, and reinstalling Commercial Healthcare Furnishings and Cubicle workstations of various manufacturers such as Herman Miller, Haworth, National Office Furniture and Trendway etc.

and some minor medical equipment like carts and chairs from exam rooms as an example. Storage Space must be conditioned and secure, VA has right of refusal for space submitted if it doesn’t meet our needs. Please note if the warehouse to store the VA furnishings is too far away then our hours for moves will be reduced. We need to know where the warehouse is located and the travel time to and from the Main TVHS facility in Murfreesboro and Nashville. We are assuming that there is a one hour drive time to and from vendor offices to our main clinics.

1.1 Period of Performance (POP): This will be a 12-month contract period beginning on date of award.

1.2 Hours of Performance – The Contractor/vendor shall perform duties during normal work hours which is Monday through Friday, 7:30 am to 4:00 pm unless otherwise notified due to off hours operating requirements within the hospital or off campus sites. A project manager and/or Installation Lead must be assigned and attend all weekly move meetings and if unable to attend appoint someone in their place to attend. These meetings will be virtual for the most part, however some locations will require you to travel to the project site and conduct field verification confirming power/data etc. The project manager/Installation Lead must attend all scheduled moves to oversee the movers and coordinate with the Facility Planners, VHA Facility Designer POC and other designated individuals. They must be able to execute the installation without the VA COR/POC present at each install.

1.3 Contractor/vendor Key Personnel: The Move Contractor/vendor shall provide a list of employees that are key to their organization and who will provide services under this contract. Provide full name, position, title, and the required certificates for Drivers/Installers. All staff will be required to obtain access to VA property and will have their credentials reviewed by the VA Police to obtain contractor badges. Applications and training will be involved in order obtain an access badge.

1.4 The Move Contractor/vendor shall designate a Move Contract Liaison (CL), project manager and lead installer to work with the COR/POC (s). The CL shall have a comprehensive knowledge of furniture moving, furniture installation including systems workstations/cubicles, storage, repair of furniture including seating, reupholstery of furnishings and furnishings cleaning services and possess administration/organizational skills, project management skills and have experience in creating and working with inventory documentation methods. The CL shall have at least five years of experience in this type of work and must be approved by the COR upon award. The VA reserves the right to request different staff at any time for any reason prior to execution of this contract and any work after/during an assigned project.

1.4.1 The CL shall have the authority to negotiate and accept job requests on the Contractor/vendor's behalf from the VA COR/POC (s). The CL shall have technical and administrative knowledge of all job requests pending, in-progress and completed and knowledge of the VA inventory existing.

Contractor/vendor shall be required to keep an up-to-date inventory of all spare furnishings and parts stored onsite or offsite. Inventory will be updated whenever an item (s) is removed or added to storage.

The master document should indicate where the item was relocated to by date, space number and physical location, i.e. Clarksville CBOC and photograph of the new location.

1.5 The Move Contractor/vendor shall maintain sufficient staff to be responsive to the VA move requests. We can establish a consistent day to do the work, however we may have emergencies that occur and would need someone not scheduled to assist when we call. Typical for the facility we would prefer that moves occur on Thursdays, however, moves can be scheduled in advance for other days through approval in writing. The Move Contractor/vendor’s staff shall be USA citizens or have appropriate work permits. The Move Contractor/vendor shall comply with VA security, access, and badging requirements. The move Contractor/vendor staff shall wear company attire that clearly identifies them as Contractor/vendors.

1.6 The Move Contractor/vendor shall assure that its staff are fully certified, trained for systems furniture installation and licensed to perform their duties where required by their company, state, and federal laws.

2.0 Scope of Work

2.1 The Move Contractor/vendor shall provide supervision, staffing, equipment, vehicles, transportation, storage, packing supplies, tools, and materials necessary to perform moving, installation, storage, inventory, and relocation services. The Contractor/vendor shall perform all relocation services as requested by COR 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, 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.

2.2 Requests for Services - The COR/POC (s) will coordinate with the contractor/vendor CL and internal staff on every reconfiguration/relocation project to ensure that all resources assigned to the project are properly managed as required. The move requests will be discussed and scheduled at the weekly or biweekly space committee meetings and/or ad hoc. Contractor/vendor shall provide two (2) personnel for one (1) day (8 hours) each week for a total 52 days/year as a minimum and others as scheduled. The intent is for the contractor to provide service typically per facility one (1) day each week that is mutually agreeable to both the Contractor/Vendor and the VA at Nashville and Murfreesboro areas. In the event no work is needed during a week, the workday shall be reserved to be applied toward a future need. In the event we require more than one day, and we come to the end of a period and all the hours projected for the year are about to expire we will revise the contract.

It is the responsibility of the contractor/vendor to keep track of the hours used per contract and hours remaining against the contract. If we are within a month of our hours for the contracted year, it is the responsibility of the contractor/vendor to notify the VA COR/POC to ensure availability of funds are in place to complete additional relocation services. Once funding for service hours are depleted no further work can be accomplished until a modification to the contract is completed and signed by all parties (VIA the Procurement Office Contracting Officer).

2.2.1 The vendor shall provide an estimate for the project to the COR prior to performance along with the documentation of hours used and hours available. The estimate shall adhere to the Price Delivery Schedule CLIN items. Once approved by the COR, the project shall commence as scheduled. All appointments will be scheduled in MS Outlook to the COR/POC (s) and/or others as designated for each move.

2.2.2 Move Contractor/vendor Availability - The Move Contractor/vendor shall be available within 24 hours of notification of job requests for special requests, furniture deliveries and equipment modifications. Due to the dynamic nature of our work, a high degree of flexibility is required to meet needs that occur daily. The 24-hour notification is applicable for business day moves. 1-week notification is applicable for off hour moves and regular planned/scheduled moves.

2.2.3 Requests for service will be coordinated by the COR or designated representative. The COR will provide to the CL a list of individuals by name who will be authorized to “Request Services and receive calls from the CL.” The list will always be updated whenever there are changes to the list. Move staff are not to make any changes requested by individuals other than the list and may not alter any move plans by staff who occupy any space where a move is occurring without COR/POC approval in writing by email or text or a telephone call to be documented.

2.3. The Move Contractor/vendor shall ensure that requests for services are received from the authorized COR/POC personnel. Services rendered in response to requests from other than authorized personnel shall be at the risk of the Contractor/vendor and any cost related thereto shall be borne by the Move Contractor/vendor.

2.4 Overtime Work: The Move Contractor/vendor may be required to perform during off-duty hours.

When this occurs, overtime must be approved by the COR prior to anticipated performance where able in writing and signed.

2.4.1 Overtime Projects - Some projects may only be performed during non-duty hours due to the changing dynamics of TVHS and to avoid possible disruptions to patient care. Overtime work must be approved and assigned by the COR in advance of work.

2.5 Federal Holidays - The Move Contractor/vendor shall not work on Federal Holidays which includes New Year’s Day, Martin Luther King’s Birthday, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving, Christmas and any other day specifically declared by the President of the United States to be a Federal holiday.

2.6 Contingency/Back-Up Plan - The Move Contractor/vendor shall have a contingency and/or back-up plan in the event the Contractor/vendor is unable to perform services or have services performed as required. The Contractor/vendor shall immediately notify the COR or designated representative and provide a justification for non-performance and institute the contingency-back-up plan as quickly as possible.

3.0 Move Contractor/vendor Responsibilities

3.1 The Move Contractor/vendor shall take necessary precautions to avoid damaging walls, floors, elevators, elevator lobbies and other spaces when performing move activities. The Contractor/vendor shall be responsible for all costs associated with damages related to move activities.

3.2 The Move Contractor/vendor shall provide a communications system agreed upon by all parties at award to vendor at kickoff meeting, available at all times during the period of performance, to communicate requirements such as changes to location or objects of the move/project scheduled, etc.

with the VA. Use of this communication system will be mutually agreed upon after award but prior to contract performance.

3.3 The move Contractor/vendor shall provide sufficient and appropriate vehicles to meet the TVHS requirements for parking at our facilities, the pick-up and delivery of equipment, furniture, etc. in accordance with the terms, conditions, and schedule of the contract.

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

3.4.1 Move Contractor/vendor’s vehicles shall be clean and maintained in good repair in accordance with (IAW) manufacturer’s instructions and specifications at all times. All vehicles shall be smoke-free.

Smoking in vehicles on VA property is not allowed.

3.5 The Moves Contractor/vendor’s drivers shall possess valid and applicable operator’s licenses with Federal, State, and local government laws.

4.0 Elements of Move Management

4.1 Furniture Moves - Moving single or multiple units including file and storage cabinets, pedestals, tables, chairs, lounge seating, desk units, workstation panel systems, lockers, keyboard trays, tack boards, whiteboards, displays, broken furniture items or other excess items which will be delivered to our Logistics group in their warehouse, if to be repaired the move Contractor/vendor will remove the item (s).

4.1.1 The above items will be either transported on campus, between campuses, placed into VA inventory storage on campus, to off campus storage or other locations where designated.

4.1.2 Move tasks include removing and dismantling furniture, removal and hanging of miscellaneous items such as, artwork with security mounts, pamphlet holders, coat hooks, whiteboards, tack boards, signs and displays etc. including securing all items required to be bolted to walls to prevent tipping or falling requirements.

4.1.3 The Move Contractor/vendor 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.

4.2 Installations – The Move Contractor/vendor staff who will install furniture shall be fully qualified and have the necessary experience. When installing large furniture workstations/cubicle’s such as Steelcase, Herman Miller, Teknion, Haworth, and other manufacturer products, the installers’ certificates of training shall be provided to the COR prior to start of the actual first move when contract is awarded or as personnel change.

4.2.1 Installation tasks include assembly of new and used furniture components from existing inventory or shipments received. Some smaller items ordered by the VA will be drop shipped to the warehouse of the contractor/vendor at times when they relate to a future move/installation. Tear down, moving and assembly/installation of workstations, desk systems, panel systems, ergonomic accessories, storage, and other furnishings units is required. Modification may be required to pull parts from other VA bench-stocked components to complete installations. The contractor/vendor must notify the VA POC/COR of any deficiencies in parts to complete a move. The vendor is required to maintain an inventory of all items being moved or stored. This system must be updated as moves occur to identify the actual location of all items. All associate parts taken off pre-move will be deliverable at installation and should remain with the item in storage. The contractor/vendor may choose to implement and/or use a bar coding system for the inventory. This may be to your advantage; however, the VA will not pay for such a system.

Moves will not be scheduled until all parts needed are available. If there are issues with parts to complete a move in progress the contractor/vendor must order overnight and bring into the installation site whatever is needed to complete the move and meet the deadlines for completion and staff occupation. Reimbursement is dependent on reason for need of parts determined on case by case basis.

4.2.2 Contractor/vendor personnel shall complete installation/removal, reconfiguration, structural repairs, upholstery repairs and cleaning of furniture and seating in accordance with space plans/sketches provided by the COR/POC, manufacturer certified installation practices to maintain manufacturer warranty, hand sketches or AutoCAD installation drawings provided or as directed by the COR/POC with little to no supervision by the COR/POC. Contractor/Vendor shall possess the ability to read detailed drawings and pull the necessary parts to install furniture required correctly and per manufacturer certified standards without any assistance from the VA staff. They shall possess the ability to problem solve with on the spot conflicts that may arise such as: end user modifications, utility issues, and lack of furniture inventory.

4.2.3 The Move Contractor/vendor 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/vendor. When leaving the work site, tools shall be removed and secured.

4.2.4 The Move Contractor/vendor shall vacuum the floor, remove all trash and debris and wipe down/clean all the furnishings before installation is considered complete. Dust may have accumulated from installation on other furnishings not in the move, cleaning will be required of those furnishings prior to the project completion.

4.2.5 Any and all debris shall be removed and disposed daily as the Move Contractor/vendor leaves the VA facilities each day. Items such as cardboard, plastic, wood etc. shall be recycled.

4.3 Transportation – The Move Contractor/vendor shall provide the necessary transports when moving to and from the VA facilities and warehouse or storage sites.

4.3.1 The Move Contractor/vendor shall provide the moving equipment and tools necessary to transport the furniture. Equipment is not provided by the VA facilities. Contractor is responsible for securing their equipment at all times. Tractor-trailer rigs may be required based on the scope of the request.

Contractor is to provide full blanket wrapping of all furniture that is being relocated and protective packaging for all other items. All equipment must be operable and in good working condition. Additional personnel for transportation to be provided for added manpower, as work requires. The Move Contractor/vendor may not use any VA equipment or tools.

4.4 Types of Projects - The Move Contractor/vendor shall support the various types of projects for Minor, Non-Recurring Maintenance or Station-Level in which all work and purchases that support our projects. This can include daily moves for just a single desk or person. It may include the removal and disposal of old, damaged, or no longer useful furnishings to the VA logistics warehouse dock dumpster or to be taken for excess directly to a recycling center/dump when approved.

4.4.1 Activation Projects. The Move Contractor/vendor shall support moves related to activations and typically removal of vacating leased or owned building etc. however, not projects that have been awarded to IDIQ Contractor/vendors for bid furnishings. Those will include installation.

4.5 Repairs (needed due to damage during moving and installation by the vendor will not be reimbursed), Reconfiguration, Modifications and Cleaning. The Move Contractor/vendor shall perform repairs and/or modifications to existing furniture, as required within 15 days of occurrence. Minor modifications shall include tightening or loosening screws on pieces to resolve sticking or realignment, any reconfiguration required for furniture to be functional in new location and adjusting locking mechanisms, etc. Repairs shall include but not be limited to providing materials, parts (screws, glide stops, washers, wing nuts, wheels, etc.) and tools (hammers, mallets, screw drivers, drills, braces, etc.)

necessary to accomplish the service. Cleaning services include wiping down and removing all dirt, smudges, gum, and tape residue from furniture.

5.0 Administrative Requirements – Reports shall be delivered to the Facility COR/POC designated person on the Monday following the actual moves. This is so we can review the work completed and know what still needs to be completed and sign for proper reimbursements/payments.

5.1 The Move Contractor/vendor shall maintain an administrative office within 20 miles of the TVHS VA Medical Center.

5.2 Monthly Report. The Move Contractor/vendor shall prepare a Monthly Summary Status Report that will identify the work performed during the month, work planned for the following months 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 Facility COR/designated person on the Monday following the actual moves. This is so we can review the work completed and know what still needs to be completed and if anything remains to be completed.

5.3 Minutes of meetings. The Move Contractor/vendor shall keep minutes and/or records of all move meetings (in person, online with Teams other technology methods agreed to at award) or other communications relating to each job request. The records shall be readily available to the COR upon request .

5.4 The Move Contractor/vendor shall provide consolidated monthly billings with copies of signed/verified job orders.

6.0 Miscellaneous items

6.1 Personal Injury, Property Loss or Damage. The Contractor/vendor hereby assumes responsibility and liability for any and all personal injuries or death and/or property damage to include their property or losses suffered due to negligence of the move Contractor/vendor’s personnel in the performance of services under this contract.

6.2 Liability and Vehicle Insurance. The Move Contractor/vendor shall provide evidence of insurance coverage to the CO before award of the contract.

6.3 Safety. The Move Contractor/vendor shall be responsible for the safe and proper transport of waste items from the pickup point to the authorized/legal disposal site. Some locations in the hospital will require safety Helmets, shoes, glasses, and vests to enter construction work areas, the move Contractor/vendor must provide these items.

6.4 Smoke Free Facilities. All Veterans Affairs Medical Centers and CBOCs are Smoke Free facilities.

There is NO SMOKING allowed on any government property. We are a no smoking, no vaping anywhere on government property facility. This must be made clear to all staff performing moves. Smoking in vehicles on VA property is not allowed.

6.5 Storage in Contractor/vendor space is estimated at 2000 SF at this time for the VA furnishings and this may be less than what we are utilizing, however, it should be billed at the actual usage monthly. To be discussed with the successful contractor/vendor awarded the contract. Inventory of the product in storage must be maintained and accurate reflecting the product name/type/manufacturer where known and condition, quantity, and a photograph in the inventory document of the items. This will be shared weekly after a move and updates are made in the inventory. The storage must be climate controlled and have security in place.

7.0 Security Considerations

The security requirements do not apply, and a Security Accreditation Package is not required. The Move Contractor/vendor shall adhere to VAAR Clause 852.273-75, Security Requirements for Unclassified Information Technology Resources.

8.0 Move Contractor/vendor’s Quality Control Plan (QCP)

8.1 The Move Contractor/vendor’s Quality Control Plan (QCP) shall be provided as part of their proposal.

8.1.1 The COR will review the QCP and list any needed clarifications and return to Move Contractor/vendor for revision, if necessary. The Move Contractor/vendor's QCP shall include the following or have incorporated into during performance of contract, at a minimum:

8.1.2 The inspection plan shall cover all services required by this contract. The inspection plan shall specify how often inspections will be accomplished and documented and the title of the individual(s) who will perform the inspections.

8.1.3 On-site records of all inspections conducted by the Move Contractor/vendor noting necessary corrective action taken. The Government reserves the right to request copies of any inspections. All inspections will be conducted with COR or authorize representative to ensure quality of work.

8.1.4 When quality issues arise, the COR/Representative will work with the contractor to resolve deficiencies (if applicable) before the level of performance becomes unacceptable.

8.1.5 The move Contractor/vendor shall maintain on-site records of any complaints or problems with actions taken to allow for corrections and/or elimination before effects cause interruption of performance of contract.

9.0 Payments and Invoicing

9.1 End of the Month Billing. The Move Contractor/vendor shall submit one invoice at the end of the month (thirty days in arrears). The end-of-the-month invoice shall include the Contract number, the purchase order (PO) number, description of services provided, point of contact, location

(city/building/service/room number) of services provided, time of arrival and departure for moving staff and copies of all moves that occurred during the month. All invoices will be submitted electronically in accordance with the contract terms. A monthly report of all invoices will be provided to the COR for tracking purposes.

9.2. Each Move. The Contractor/vendor shall submit to the COR within 48 hours (workday hours) of a move. A proper invoice shall contain the following information:

9.2.1 Date and time of the move

9.2.2 Location of the move (city/service/building/room number)

9.2.3 Who oversaw the move, provide name, title, and phone number

9.2.4 Full description (itemized) of services provided and Full cost of the service (move, repair, storage etc.)

9.2.5 Updated inventory report to be submitted no more than 3 days after a move.

9.2.6 The Move Contractor/vendor shall then accumulate the month’s work (4 full weeks) into one invoice for the end-of-the-month submission to the COR for review prior to submitting it online to correct sources for payment.

9.2.7 Payment of invoices may be delayed if the appropriate reports are not properly completed and submitted to the COR as stated in this SOW. These may be completed utilizing the move Contractor/vendor’s digital methodology for said services. The PO number, contract number and award numbers must be on each monthly invoice for racking purposes.

Additional Information, Resources and Conformance Standards GSA SIN Services Description (GSA Comprehensive Furniture Management Services (CFMS) Schedule 71 II K) SIN 712-1. Project Management (Furniture and Furniture Related): The project management services will provide to TVHS comprehensive support for the design, reconfiguration, relocation, increasing or downsizing office spaces and similar facilities. Feasibility shall be determined by space forecasting and other analyses. Provide both plan and 3-dimensional drawings generated by state-of-the-art computer system.

Vendor CL/Project Manager - Plans and manages the activities of the project to ensure quality installations, and provides motivation and support of Operations staff, while providing the highest level of customer service and satisfaction. Ensures completion of project within the triple constraint: on time, within budget, and according to specifications. Corresponding functional education and experience:

Bachelor’s degree with minimum 5 years of related experience.

SIN 712-2. Asset Management - Supply customer agencies with services designing and installing systems to manage office furniture and related inventories, includes warehouse and property disposal management.

SIN 712-3. Reconfiguration/Relocation Management (Furniture and Furniture Related): The Reconfiguration and Relocation services will provide all the services required for the reorganization and consolidation of existing facilities, and/or opening new facilities as relates to existing inventory.

Reconfiguration/Relocation/Relocation Management Specialist - Provides support to the TVHS COR/POC coordinating all activities for the project in the reorganization and consolidation of existing facilities, and/or opening new facilities. Corresponding functional education and experience: Bachelor’s degree with minimum 5 years of related experience.

SIN 712-6. Assets Maintenance - Services for restoring, repairing, renovating, reupholstering, and cleaning of office furnishings and equipment.

TVHS Facilities Locations Nashville Campus 1310 24th Avenue South Nashville, TN 37212 800-228-4973

Alvin C. York Campus 3400 Lebanon Pike Murfreesboro, TN 37129 800-228-4973

Albion Street VA Clinic 1810 Albion Street Nashville, TN 37208 Phone: 615-873-6700

Athens VA Clinic 1320 Decatur Pike Athens, TN 37303 Phone: 423-746-1410

Bowling Green VA Clinic 600 US 31 West Bypass, Suite 12 Bowling Green, KY 42101 Phone: 270-782-0120

Charlotte Avenue VA Clinic 1919 Charlotte Avenue Nashville, TN 37203 Phone: 615-873-6503

Chattanooga VA Clinic 6098 Debra Road Suite 5200, Bldg. 6200 Chattanooga, TN 37411 Phone: 423-893-6500

Clarksville VA Clinic 782 Weatherly Drive Clarksville, TN 37043 Phone: 931-645-3552

Cookeville VA Clinic 851 South Willow Avenue Suite 108 Cookeville, TN 38501 Phone: 931-284-4060

Dover VA Clinic 1225 Spring Street Dover, TN 37058 Phone: 931-232-5138

Gallatin VA Clinic 419 Steam Plant Road

Gallatin, TN 37066

Hopkinsville VA Clinic 1002 South Virginia Street Hopkinsville, KY 42240 Phone: 270-885-2106

International Plaza VA Clinic 2 International Plaza, Suite 300 Nashville, TN 37217 Phone: 615-367-5928 Maury County VA Clinic 833 Nashville Highway Columbia, TN 38401 Phone: 931-981-6930

McMinnville VA Clinic 1014 South Chancery Street McMinnville, TN 37110 Phone: 931-474-7700

Pointe Centre VA Clinic (Chattanooga) 1208 Point Center Drive Chattanooga, TN 37421 Phone: 423-893-6500

Roane County VA Clinic 2305 North Gateway Avenue Suite 2 Harriman, TN 37748 Phone: 865-882-2010

Tullahoma VA Clinic 225 Von Karman Road Arnold Air Force Base, TN 37389 Phone: 931-454-6134

Women Veterans Healthcare 1919 Charlotte Avenue, Suite 300 Nashville, TN 37203 Phone: 615-327-47

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBE

R

DESCRIPTION OF

SUPPLIES/SERVI

CES

QUANTI

TY

UNI

T UNIT PRICE AMOUNT

600.00 HR _______________

Project manager

LOCAL STOCK NUMBER: AWC

1,100.00 HR _______________

INSTALL SERVICES - INSTALLER HOURLY RATE

LOCAL STOCK NUMBER: AWS

0.01 HR _______________

INSTALL SERVICES - OVERTIME INSTALLER HOURLY

RATE

52.00 DY _______________

INSTALL SERVICES - VAN CHARGE FOR THE DAY

24.00 DY _______________

INSTALL SERVICES - SMALL BOX TRUCK FOR THE DAY

6.00 DY _______________

INSTALL SERVICES - LARGE BOX TRUCK FOR THE DAY

1.00 JB _______________

INSTALL SERVICES - WAREHOUSE STORAGE PER SQ.

FOOT BASED ON 2000 SQ. FT. FOR 1 YEAR

GRAND TOTAL _______________

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (DEC 2022)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered;

and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at Federal Acquisition Regulation (FAR) 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include—

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer—System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer—Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR part 1315.

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment.—

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt Payment Act (31 U.S.C. 3903) and prompt payment regulations at 5 CFR part 1315.

(3) Electronic Funds Transfer (EFT). If the Government makes payment by EFT, see 52.212- 5(b) for the appropriate EFT clause.

(4) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date which appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(5) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the Contractor shall—

(i) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the—

(A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment);

(B) Affected contract number and delivery order number, if applicable;

(C) Affected line item or subline item, if applicable; and

(D) Contractor point of contact.

(ii) Provide a copy of the remittance and supporting documentation to the Contracting Officer.

(6) Interest.

(i) All amounts that become payable by the Contractor to the Government under this contract shall bear simple interest from the date due until paid unless paid within 30 days of becoming due. The interest rate shall be the interest rate established by the Secretary of the Treasury as provided in 41 U.S.C. 7109, which is applicable to the period in which the amount becomes due, as provided in (i)(6)(v) of this clause, and then at the rate applicable for each six-month period as fixed by the Secretary until the amount is paid.

(ii) The Government may issue a demand for payment to the Contractor upon finding a debt is due under the contract.

(iii) Final decisions. The Contracting Officer will issue a final decision as required by 33.211 if—

(A) The Contracting Officer and the Contractor are unable to reach agreement on the existence or amount of a debt within 30 days;

(B) The Contractor fails to liquidate a debt previously demanded by the Contracting Officer within the timeline specified in the demand for payment unless the amounts were not repaid because the Contractor has requested an installment payment agreement; or

(C) The Contractor requests a deferment of collection on a debt previously demanded by the Contracting Officer (see 32.607-2).

(iv) If a demand for payment was previously issued for the debt, the demand for payment included in the final decision shall identify the same due date as the original demand for payment.

(v) Amounts shall be due at the earliest of the following dates:

(A) The date fixed under this contract.

(B) The date of the first written demand for payment, including any demand for payment resulting from a default termination.

(vi) The interest charge shall be computed for the actual number of calendar days involved beginning on the due date and ending on—

(A) The date on which the designated office receives payment from the Contractor;

(B) The date of issuance of a Government check to the Contractor from which an amount otherwise payable has been withheld as a credit against the contract debt; or

(C) The date on which an amount withheld and applied to the contract debt would otherwise have become payable to the Contractor.

(vii) The interest charge made under this clause may be reduced under the procedures prescribed in FAR 32.608-2 in effect on the date of this contract.

(j) Risk of loss. Unless the contract specifically provides otherwise, risk of loss or damage to the supplies provided under this contract shall remain with the Contractor until, and shall pass to the Government upon:

(1) Delivery of the supplies to a carrier, if transportation is f.o.b. origin; or

(2) Delivery of the supplies to the Government at the destination specified in the contract, if transportation is f.o.b. destination.

(k) Taxes. The contract price includes all applicable Federal, State, and local taxes and duties.

(l) Termination for the Government's convenience. The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience. In the event of such termination, the Contractor shall immediately stop all work hereunder and shall immediately cause any and all of its suppliers and subcontractors to cease work. Subject to the terms of this contract, the Contractor shall be paid a percentage of the contract price reflecting the percentage of the work performed prior to the notice of termination, plus reasonable charges the Contractor can demonstrate to the satisfaction of the Government using its standard record keeping system, have resulted from the termination. The Contractor shall not be required to comply with the cost accounting standards or contract cost principles for this purpose. This paragraph does not give the Government any right to audit the Contractor's records. The Contractor shall not be paid for any work performed or costs incurred which reasonably could have been avoided.

(m) Termination for cause. The Government may terminate this contract, or any part hereof, for cause in the event of any default by the Contractor, or if the Contractor fails to comply with any contract terms and conditions, or fails to provide the Government, upon request, with adequate assurances of future performance. In the event of termination for cause, the Government shall not be liable to the Contractor for any amount for supplies or services not accepted, and the Contractor shall be liable to the Government for any and all rights and remedies provided by law. If it is determined that the Government improperly terminated this contract for default, such termination shall be deemed a termination for convenience.

(n) Title. Unless specified elsewhere in this contract, title to items furnished under this contract shall pass to the Government upon acceptance, regardless of when or where the Government takes physical possession.

(o) Warranty. The Contractor warrants and implies that the items delivered hereunder are merchantable and fit for use for the particular purpose described in this contract.

(p) Limitation of liability. Except as otherwise provided by an express warranty, the Contractor will not be liable to the Government for consequential damages resulting from any defect or deficiencies in accepted items.

(q) Other compliances.