S02 - Attachment 5 - Statement of Work.pdf

Statement of work TVHS Veterans Administration

Custom fabricated wood benches on 3 floors

Statement of Work – To fabricate custom designed benches to match existing in the facility, to deliver and install benches that seamlessly fit within our window grid/column enclosures and sill surrounding the while maintaining our 8’ egress corridor widths. They must match the existing benches we currently have within the building in other locations with intermittent back supports and be highly durable and cleanable. In addition, they need to be constructed of hard wood and stained to match the existing benches. The furniture is for the Nashville Campus that meets the TVHS provided specifications and high-quality threshold while integrating excellent environmental stewardship. “The

C&A requirements do not apply, and that a Security Accreditation Package is not required.”

1.0 General

The Tennessee Valley Healthcare System (TVHS) has a requirement for custom benches to match existing.

You will create floor plans and drawings in AutoCAD and create specifications/quotes for ordering said benches and will order the products based upon the attached schematic floor plans in various areas after review and approval prior to order. Project management will be required to follow up and track the order, scheduling, and work with the VA Technical Monitor/POC. The prime contractor/vendor Project Manager must be a local resource to perform the work and for them to be able to go to the job site for field verifications prior to the order and follow-up during installation. Floor plans show desired plan layout.

The contractor/vendor shall provide all labor, materials, equipment, transportation, and supervision necessary to satisfy the needs of each ordering activity. Contractor/vendor may need to store items for up to 3 months or more, so scheduling is critical. All submissions must be products made in the USA.

1.1 Submission of Quotation

Quote submission: Send all quotes via email to Robert.pritchard2@va.gov.

Submissions can be sent in multiple emails to avoid computer system email size limitation, to [insert Local

CO name and email address Quotes submitted by any other method will not be considered. All proprietary information shall be clearly marked. The use of hyperlinks in quotes is prohibited. Late quotes will not be accepted for evaluation. The contractor is responsible for confirming the Government’s receipt of the contractor’s quote.

1.5 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 team Lead must be assigned as our point of contact. Weekly update meetings will be virtual for the most part, however some locations will require you to travel to the TVHS facilities and conduct field verification confirming space measurements power/data etc. The project manager/ Lead must attend all scheduled moves to oversee the installations. They must be able to execute the installation without the VA POC/POC present.

1.2 The VA Point of Contact (POC) will be assigned to represent the Contracting Officer (CO) in furnishing technical guidance and advice under this contract.

1.3 Contractor/vendor Key Personnel: The 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, mailto:Robert.pritchard2@va.gov

Custom fabricated wood benches on 3 floors title, and the required certifications. A resume of experience and job sizes relative to this contract will be required. These individuals must have valid Tennessee state ID/driver’s license and must be legally authorized to work in the USA. All staff will be reviewed by the VA Police to obtain contractor badges and applications and training will be involved in order obtain a badge.

2.0 General Requirements for Services: The dates and times for delivery, receipt, and installation of benches will be established by individual orders. Delivery, receiving and installation of furniture will be determined on the individual orders and may occur outside of normal duty hours to not interfere with patient care.

a. When the Contractor requests to deliver, receive and/or install furniture outside normal duty hours. When these instances occur, a written request shall be submitted to the VA

Contracting Officer’s Representative (POC) for authorization of the individual orders of this type.

Written approval from the VA POC must be received before proceeding with the work. The request shall be submitted at least (5) five business days prior to the proposed performance of work, and it shall indicate the day(s), time, the amount of work, and the reason why performance is necessary outside normal duty hours.

b. The Contractor personnel shall present a professional appearance and shall have a uniform or some method of identifying them as an employee of the contractor. A VA badge will be provided and must always be worn above the waist and be visible while on government property.

c. The Contractor shall ensure policies and procedures are established that protect the safety and welfare of customers, employees, and the community to minimize or eliminate safety or environmental risks.

d. The Contractor shall be knowledgeable of and shall comply with all applicable federal, state, and local laws, Building Codes, Life Safety Codes, Occupational Health and Safety

Administration (OSHA), ADA/ADAG, permits, VA design standards

(www.cfm.va.gov/til/dguide.asp), and instructions required for the performance of the duties in the Statement of Work (SOW).

e. The Contractor is responsible for ensuring that its firm and staff maintain any generally required professional certification, accreditation, license, bond, and proficiency relative to their area of expertise.

The Contractor shall retain documentation of such rePOCds. The Government will not pay for expenses to meet this requirement.

f. The Contractor is responsible for ensuring staff are trained and certified for planning and installing product to maintain the integrity of the manufacturer’s warranty.

h. In addition, each installer will be required to display a “Visitor” ID badge that will be assigned for the duration of the installation. All Vendors to adhere to VA COVID Standard requiring screening and acquiring wrist band at designated VA Check in Point per day before entry to job site.

Custom fabricated wood benches on 3 floors

i. The contractor is to maintain a clean job site during work hours and properly store materials and supplies at the end of each work- day. All dust and debris must be cleaned by the contractor daily - this includes vacuuming and damp mopping when necessary. Immediately after product installation and adjustment per area / per phase, contractor to clean all surfaces to remove marks, soil, and foreign matter. At project completion, recheck all components and perform all required additional cleaning. Cleaning equipment and supplies will be the responsibility of the contractor and will not be provided by the customer. Installation team will be required to bring a vacuum to clean up any packaging paper or dust.

3.0 Furniture, Design, and Installation Support Services

Contract Tasks/Requirements

a. Contractor may be required to provide basic design services and layout for commodities purchased. All designs of furniture layouts using AutoCAD software for this contract.

b. Contractor is required to provide installation drawings (as built) for furniture purchased.

Contractor shall be responsible for taking and applying accurate Field Measurements to ordered product for verification of Incorrect sizing. Auto-Cad drawings may not be accurate finished dimensions and may not be used in place of field measurements. Supplier shall be liable for any incorrect field measurements leading to Incorrect product order.

c. Contractor shall place all orders, track orders, schedule deliveries and coordinate trucks for manufacturing and delivery according to VA project schedule.

d. Contractor shall not rely on AutoCAD drawings provided by the VA for final measurements.

e. Contractor shall be responsible for providing all sample materials for awarded product (5-Day

Delivery) as requested

f. Contractor must have a project manager/lead installer based on project size. Project manager/lead installer must have a minimum of 2 years of experience performing installation services in healthcare facilities.

g. Contractor may be required to remove and/or relocate existing VA furnishings in coordination with VA Logistic Management Service and POC.

h. Contractor may or may not be required to complete services outside of normal duty hours per the SOW.

i. Contractor shall be familiar with VA campuses and various VA Outpatient Clinics, regulations, loading dock locations and hours of operations.

Custom fabricated wood benches on 3 floors

j. Contractor shall provide 90 Days Free Storage at a conditioned facility that meets all building requirements including but not limited to the sprinkler, security, safety, temperature, and environmental controls – as not to void furniture warranties.

k. Contractor must notify VA of the specific location of any or all stored furniture.

l. Contractor shall provide all necessary materials, equipment, labor, supervision, and Management to: (A) coordinate delivery: (B) load and unload; (C) place/install items in designated rooms/locations; (D) assemble items as required; (E) secure as designated; and (F) properly dispose of all associated packing/crating materials outside the VA premises.

Protection of Property

a. The Contractor shall perform an inspection of the buildings and grounds with the POC prior to commencing work. Contractor shall protect all items from damage. The Contractor shall take precaution against damage to the buildings, grounds, and furnishings. The Contractor shall repair or replace any items related to buildings or grounds damaged accidentally, or on purpose due to actions by the Contractor, utilizing materials of the same quality, size, grade, and color, to match existing work.

b. To ensure that the contractor shall be able to repair or replace any items, components, on the buildings or grounds damaged due to negligence and/or actions taken by the Contractor. The Contractor shall communicate with the POC to resolve all repairs beyond simple surface cleaning. Concurrence of the POC is required before the Contractor may perform any significant repair work. In all cases, repairs shall utilize materials of the same quality, size, texture, grade, and color to match adjacent existing work.

c. The Contractor shall be responsible for the security of the areas in which the work is always being performed prior to completion. The Contractor shall maintain accountability and control of any keys provided and shall return them to the POC upon completion of the work.

d. Contractor shall provide floor protection while working in all VA facilities. All material handling equipment shall have rubber wheels.

Delivery

a. Contractor shall contact the POC at least 14 business days prior to the start of work/shipping to ensure that the building is ready for install.

b. In the event there is a delay in delivery, Contractor must notify the assigned VA POC immediately in writing, preferably via email.

c. Contractor shall provide the POC with scheduled date and time that the delivery truck will be arriving at least 24 hours minimum in advance.

d. Contractor must ensure that the driver of the delivery vehicle has copies of the Bill of

Materials/delivery orders and shall not attempt to deliver any items before the scheduled delivery date.

Receive and Unload

a. If the Contractor is unable to complete the assembly and placement of all unloaded items before the end of the workday, the Contractor will be responsible for moving these items to a secure location, until the next available workday. The Contractor will be responsible for moving the items from the overnight storage site to its designated position in the building.

b. The Contractor shall verify and inspect all items. All deficiencies (damage/overage/shortage) shall be brought to the attention of the assigned VA CO in writing, preferably via email, immediately upon identification.

c. The Contractor shall store damaged items in the location designated by the POC. The Contractor shall maintain a complete file of all documents relating to each discrepancy and copies of all Discrepancy

Reports shall be forwarded to the POC daily.

d. Contractor shall repair or coordinate with the POC for replacement of damaged, defective, or missing items.

Assembly and final acceptance

a. Contractor shall be responsible for all safety and security guidelines within the area in which work is being performed, to include securing any contractor-owned tools or equipment, and any on-site storage being utilized.

b. The contractor shall install all items in accordance with each requirement statement and basic component floorplan, panel plan and electrical plan, designed and provided by the contractor with each task order.

c. Contractor shall uncrate all items received and perform all required assembly in accordance with the manufacturers’ instructions.

d. Contractor shall prevent its personnel from entering any area other than the designated work area.

e. The Contractor shall maintain a means of egress within all designated work areas to comply with fire codes.

f. Contractor shall inspect to ensure that the furniture is free of surface dirt, clean and polished, free of defects, and that the installation is complete and ready for use.

g. The Contractor shall do a final walkthrough with POC and provide a punch list before releasing crew for the day.

Jobsite Cleanliness

a. Contractor will be responsible for the removal and disposal of all trash/debris connected with uncrating and assembling all items installed under this contract.

b. Final Acceptance by the Government will not occur until all installed items have been wiped cleaned and debris/dust connected with installation is removed from the VA site.

c. Recyclable cardboard products shall be disposed of in accordance with applicable statutes, in respective containers. The contractor is responsible for providing trash containers at an offsite facility.

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

e. The Contractor shall ensure its personnel eat, drink, or smoke only in designated areas.

f. Personal trash (food wrappers, drink containers, etc.,) shall be removed from the site daily by the

Contractor.

Warranty Items

a. The warranty of an item is to start on the date of acceptance of the products/services by the

Government VA POC.

b. The Contractor agrees to furnish, without cost to the Government, replacement of all parts and material which are found to be defective during the warranty period. The cost of installation and travel of replacement material and parts shall be borne by the Contractor.

Project Manager (PM) Requirements

a. PM shall be responsible for all communication with VA Interior Designer as pertaining to Requests for Information (RFIs), updates, design changes, notifications, and installation scheduling in writing by email in addition to any phone conferences or in- person meetings.

b. PM shall represent the Contractor, not the installation company.

c. PM shall perform an on-site assessment of product and replacement of damaged product due to freight delivery.

d. PM shall schedule arrival of the product and installation date.

e. PM shall perform an on-site review of space and installation plans at least 5 business days in advance with VA POC.

f. PM shall perform on-site visit and assess the area for any encumbrances (loading dock, path of travel, electrical/data need locations, etc.) that would be a potential delay to the project.

g. PM shall be on-site during installation to answer any questions regarding product installation or space/area.

h. PM shall perform on-site walk-through and punch list after installation with lead Installer and VA

POC.

i. PM shall provide final sign-off for completion of installation.

END STATEMENT OF WORK