SOW - 8W Patient Rooms Furniture.pdf

VACT ‐ West Haven, CT Mental Health ‐ Building 1, Floor 8 East – Patient Room Furniture

STATEMENT OF WORK

Mental Health Inpatient Unit (8E)

BUILDING 1, FLOOR 8 – EAST

PATIENT ROOM FURNITURE

Department of Veterans Affairs VACT Healthcare System

950 Campbell Avenue West Haven, CT 06516

Table of Contents

1.0 Justification

2.0 General Scope of Work

2.1 Location of Work

2.2 Proposed Furniture Layout plan

3.0 Performance Standard Requirements

3.1 General Requirements

3.2 Design Verification Requirements

3.3 Storage Requirements

3.4 Delivery Requirements

a. Loading dock

b. Uncrating / Unboxing

c. Elevator Availability

d. No drop shipments to site

e. Parking

3.5 Installation Requirements

a. Installation Schedule / Phasing

b. Hours of Work

3.6 Job Site Cleanliness

3.7 Post Installation Requirements

3.8 Project Management (PM) Requirements

3.9 Protection of Property

3.10 Recycling / Disposal

3.11 Meetings / Action Requirements (Post Award)

4.0 Bid Requirements

4.1 Evaluation Criteria

4.2 Formatting Requirements

5.0 Period of Performance

6.0 Place of Performance

7.0 Payment Schedule

8.0 Other Consideration for Proposal

9.0 Records Management

10.0 Non‐Personal Services Statement

11.0 Furniture Requirements

11.1 General Requirements

11.2 Warranty of Items

11.3 Technical Specifications of needs

12.0 Attachments:

A. PDF of a Floor Plan B. Procurement Data Sheet Example

1.0 JUSTIFICATION:

The West Haven VA Medical Center is in need of new patient room furniture to address current MHEOC furniture requirements that existing furniture do not meet. Appropriate furniture, as specified below, will meet the needs of this facility as well as requirements outlined by MHEOC and the Department of Veterans Affairs Office of Construction & Facilities Management. Replacement furniture will provide Mental Health unit patients and staff a safe, functional space with durable furniture compliant with MHEOC checklist and standards related to furniture.

The vendor responding to this solicitation will provide the required furnishings as noted in the attached drawing and described in the performance‐based technical specifications. These technical based specifications describe the minimal materials, construction and technical requirements. All furniture must be appropriate for use in Mental Health high security in‐patient care / clinical spaces and meet the changing demands of the users.

2.0 GENERAL SCOPE OF WORK

The selected contractor will be required to furnish, deliver and install healthcare furniture, meeting all technical specifications and requirements within this Statement of work, necessary to satisfy the needs of the VA Connecticut Medical Center

2.1 LOCATION OF WORK:

West Haven Campus:

950 Campbell Avenue, West Haven, CT 06516 Building 1, Floor 8E, Patient Rooms

3.0 PERFORMANCE STANDARD REQUIREMENTS

3.1 GENERAL REQUIREMENTS:

Vendor and their team members shall exhibit availability and flexibility, reliability, good communication and responsiveness as well as high level of care, limiting damage, during performance of any services.

All work is to be completed with the highest level of craftsmanship and in a safe manner and in the allotted time frame.

If required or necessary, awarded vendor may request a project review meeting with VA Interior designer, at the VACT address, or via digital means (Teams/Phone) for services as stated in the Scope of Work

Vendor and vendor representatives shall have ability to take direction and work independently based on direction provided. It is vendors responsibility to communicate details of the scope of work and project expectations will their team prior to project commencement

Contractor and their representatives shall not be arriving or departing the jobsite without notifying VA Point of Contact (POC) Installers shall not leave installation site without checking in and approval of the VA Interior Designer.

The contractor / vendor representatives must be familiar and must comply with VA guidelines for security, safety codes, and health requirements while on Government property to eliminate the possibility of damage or injury to patients, personnel and equipment or building structures.

Contractor shall collaborate with VA POC to coordinate compliance or coordinate meetings with any in‐ house service that may be required or affected by installation such as IT, Housekeeping, Facilities, Painting, and In‐House Construction Teams.

Contractor’s personnel shall always wear visible identification while on the premises of the VA.

Identification shall include, at a minimum, the employee’s name, position, and the contractor’s trade name.

Smoking and vaping are prohibited inside all VA buildings.

Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search.

Violations of VA regulations may result in citation answerable in the United States (Federal) District

Court, not a local district, state or municipal court.

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 be worn above the waist and be always visible while on government property.

The vendor and vendors representatives shall not be alone in the designated installation space and shall be always escorted by A VA employee unless all VA badging procedures have been met.

Provide freight for all furniture in an environmentally responsible manner, i.e. blanket wrapped or equal.

Remove and recycle or discard all packaging materials in an environmentally responsible manner.

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.

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).

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 records. The Government will not pay for expenses to meet this requirement.

Contractor must provide Proof of Insurance.

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

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

Contractor must be capable of meeting those requirements.

Contractor may be required to remove and/or relocate existing VA furnishings in coordination with VA

Logistic Management Service and Interior Designer 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.

Contractor may be required to provide basic design services and layout for commodities purchased. All designs of furniture layouts, including original designs and any subsequent redesigns, must be accomplished by a qualified professional Interior Designer with either a four (4) year Interior Design degree from an accredited school by the Council for Interior Design Accreditation (CIDA/FIDER), or 5 years of experience, and one year experience using contractor’s software like that proposed for this contract.

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 records. The Government will not pay for expenses to meet this requirement.

3.2 DESIGN VERIFICATION REQUIREMENTS:

Auto‐Cad drawings may not be accurate finished dimensions and may not be used in place of field measurements. Contractor shall be responsible for all field measurements whether in existing spaces or new construction. Contractor shall not rely on AutoCAD drawings for final measurements. Contractor shall be responsible for taking and applying accurate field measurements (widths and heights) of the rooms furniture are going to, power requirements and all general verifications based on VA Interior Designers DWG file to verify and confirm products specified are in correct sizing and will fit based on plan and order, prior to ordering. If furniture cannot fit the vendor is responsible to provide an alternative solution / furniture plan to VA Interior Designer. The Vendor shall be liable for any incorrect field measurements leading to incorrect product order.

Contractor shall update and provide a final and accurate DWG file to be the VA Interior Designer.

The contractor shall track manufacturing schedule and lead times and notify VA POC with updates of estimated arrival date by email.

Coordinate connection of any electrical system with VA Staff or Leased Space Electrician.

3.3 STORAGE REQUIREMENTS:

The contractor shall provide 30 days free storage once the complete bill of materials has been received 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.

Storage shall be at a secured location that follows storage guidelines for the items listed within this SOW that shall not void the warranty of the product.

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

3.4 DELIVERY REQUIREMENTS:

The Contractor shall coordinate pick up of furniture from contractor company storage warehouses and deliver and install at the VA. All deliveries / installations shall be scheduled with VA Interior Designer (POC) and confirmed in writing.

• Contractor shall provide all necessary labor, transportation, materials, equipment i.e. blankets, dollies/hand trucks; supervision, competent installation supervision, installation personnel and manufacturer’s representation to: (1) coordinate pick/up at vendor warehouses (2) load and unload; (3) place/install in designated areas; (4) assemble items as required;(5) work directly with the VA Staff for installation coordination of hardware components; (6) secure and store, as designated; and (7) properly dispose of all associated packing/crating materials.

a. LOADING DOCK: A loading dock shall be available for this project. It is located at BLDG 1 or BLDG 2.

There is a 450’ minimum travel distance between loading dock and site for installation. A loading dock unload time can be coordinated through VA Interior Designer.

b. UNCRATING/UNBOXING: The space may be shared during installation with other activation contractors. To limit clutter in the space uncrating and unboxing shall occur at the truck off‐load area prior to moving into the space.

c. ELEVATOR AVAILABILITY: A freight elevators are available at either building for product moving. The elevators are available at any time. Please understand that VA staff and patients will have priority access over this elevator and the vendor’s time shall accommodate for this. Delivery shall not to interfere with patient care or the operation of the facility. The contractor will coordinate the work of the project with the VA Interior Designer to ensure minimal disruption of the Medical Center operations.

d. NO DROP SHIPMENTS TO SITE: No product for this solicitation shall be drop shipped directly to the project site. All deliveries must be made by the winning vendor to their warehouse and delivered to the facility (project site) at the time of installation. Any direct shipment that arrives at VACT before the scheduled delivery date without approval will be declined by receiving.

e. PARKING: It is the responsibility of the contractor to park in the appropriate designated parking areas.

Information on parking is available from VA Police Service. VA will not invalidate or make reimbursement for parking violations of the contractor under any conditions.

3.5 INSTALLATION REQUIREMENTS:

Contractor shall evaluate and document the site condition of the space at the start of the installation and be responsible for any damages incurred during installation.

o Contractor shall provide all proper protection for all building surfaces during installation (flooring, walls, casework, etc.) to protect the site from damage during the installation phase.

o Damages incurred during installation shall be brought to Interior Design (POC) attention immediately.

Contractor is required to provide installation drawings installation directions / product locations for furniture purchased prior to installation to installers, project managers and VA Interior designer. No installation will be scheduled prior to vendor providing installation documents outlining clearly the scope of work, and without Interior Designer’s approval.

All products shall be installed by manufacturer certified installers. Vendor shall employ their own installation team leads to ensure expectations are met in every aspect of the project. The installation teams shall be comprised of people familiar and well‐trained with the products being supplied.

Vendor shall provide an estimated installation schedule. To include the detailed work to be completed each day with a timeline break out

Upon request, vendor shall Furnish proof of familiarity with equipment to be installed. Contract shall employ their own installation teams to ensure expectations are met in every aspect of the project. The installation teams shall be comprised of people familiar and well‐trained with the products being supplied.

An Installation Supervisor/Foreman must always be onsite during entire installation available via telephone while working on‐site.

Vendor shall be responsible for any damages incurred by the installation/move team outside the realm of standard disintegration of furniture. Any damages shall be brought to the VA Interior Design (POC) attention within 1 business day.

All questions during installations that the project manager is unable to answer, shall be brought to the VA Interior Designer for direction. No other individual is responsible for responding to installation questions unless directed by VA Interior Designer.

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

Installation shall include delivery and installation of all items within and take place during the hours stated in this SOW Please refer to section 11.0 for details pertaining to this specific order.

Installation shall be fully completed prior to departure time. Installers shall not leave installation site without checking in and approval of the VA Interior Designer.

Contractor shall have all workstations keyed alike. Contractor shall leave one key in one lock within the workstation and submit all duplicate keys to the VA Interior Design upon completion of installation.

Installers shall inspect all products for proper operations and report any problems to PM, POC or supervisor at the time of discovery.

Installers to ensure that installed furniture is free of surface dirt, cleaned and polished, free of defects, and that the installation is complete and ready for use. This shall include wiping down all surfaces, vacuuming and sweeping of all flooring surfaces, dusting all furniture surfaces, etc. To include not only installed space but any areas that were along the path of travel to the installation space.

a. INSTALLATION SCHEDULE/PHASING:

Separate Installation trips / phases may be required. Please refer to section 11.0 for details.

The final and exact dates for installation shall be determined by the VA prior to installation within the above stated product lead time requirement.

Vendor shall provide an estimated installation schedule. To include the detailed work to be completed each day with a timeline break out

The Government maintains the option to modify the normal work week, days, and hours, as necessary for the accomplishment of VHA mission.

b. HOURS OF WORK:

Most work will be performed during standard business hours, Monday – Friday 7:30 am – 4:00 pm, but after‐hours work, outside of normal duty hours, may be required to not interfere with patient care in accordance with the IDIQ order. Please refer to section 11.0 for details on installation hours requirements pertaining to this contract.

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 (COR) for authorization of the individual orders of this type. Written approval from the VA COR 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

This contract assumes work will not be scheduled over Federal holidays. Any work that is determined to be necessary and overlaps with a Federal holiday shall be coordinated with the VA Interior Designer. Federal holidays observed by VA Connecticut Healthcare System are:

Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Day New Year’s Day Martin Luther King Day President's Day Memorial Day Juneteenth Independence Day and any other day specifically designated by the President of the United States.

3.6 JOB SITE CLEANINESS:

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

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.

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.

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

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

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

3.7 POST-INSTALLATION REQUIREMENTS:

POST-INSTALLATION WALK THROUGH of the installation site shall take place at the end of the installation, before releasing crew for the day, with furniture vendor representatives from installation crew, sales and design staff. Conduct walk‐thru with VA Interior Designer and Service Line End User to inspect, assess, address and document any discrepancies, damages, or missing items. 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. Vendor to coordinate replacement of defective, delivery of missing products, with Manufacturer and have any replacements parts ready to be ordered with lead‐ time report or remediation plan to repair / replace submitted to VA Interior Designer / POC within 5 business days of walk‐through completion/installation completion. Attendance at the final finish meeting shall include the following vendor personnel:

o Project Interior Designer o Sales Representation o Installation Manager

POST OCCUPANCY ORIENTATION SESSION: The day the end user moves into the newly installed space or prior, as directed by the VA Interior Designer, the awarded vendor shall, provide training and or guidance and instruct VA staff and end users in proper use and adjustment of products delivered/installed.

3.8 PROJECT MANAGER (PM) REQUIREMENTS

The contractor shall coordinate and provide project management of all products and services to manage design, ordering, ship dates, tracking, receiving, delivery and installation of new furniture from the manufacturer until final acceptance by:

DESIGN AND INSTALLATION POINT OF CONTACT (POC) POST AWARD:

Joanna Wasilewska (VA Interior Designer) email: Joanna.wasilewska@va.gov

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

The Contractor PM shall be responsible for the performance of all the work the associated with the SOW issued with the individual task orders. The Contractor shall additionally, provided an alternate PM and the name of the primary and alternate who shall act for the contractor PM when the manager is absent shall be designated in writing to the COR/POC.

Communication with VA COR as pertaining to Requests for Information (RFIs), updates, design changes, Quality Control concerns notifications and installation scheduling in writing by email in addition to any phone conferences or in‐person meetings.

PM shall schedule arrival of the product and installation date between VA & Delivery / Installers.

PM shall perform an on‐site review of space and installation plans at least 5 days in advance with VA

Point of Contact (POC), COR or Interior Designer.

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

PM shall review scope of work required, and supply delivery & installation staff with ALL necessary documents and directions to complete the job independently or shall assist staff will all logistics on site during the time of delivery and installations.

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

PM shall perform on‐site walk‐through and punch list after installation with Lead Installer and VA POC, COR, or Interior Designer.

punch list items shall be noted and sent to the VA Interior Designer via email within 24 hours of a walk‐ through completion. The response shall note estimated completion time of each item.

3.9 PROTECTION OF PROPERTY

a. The Contractor shall perform an inspection of the buildings and grounds with the COR 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 COR to resolve all repairs beyond simple surface cleaning.

Concurrence of the COR 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 being performed prior to completion. The Contractor shall maintain accountability and control of any keys provided and shall return them to the COR 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.

3.10 RECYCLING / DISPOSAL:

The removal of existing components may be included in this scope of work. Please refer to section

11.0 for details on recycling / disposal needed to complete this project.

Vendor shall coordinate with Logistics and GEMS for proper excessing prior to pick up and removal will be performed. Vendor shall provide a recycling report to GEMS Manager upon completion of recycling (no more than 2 weeks after recycling date). This recycling report shall consist of the following information:

Total # of pieces being recycled Total weight of furniture removed from site for recycling Break down weight of recycled content for Metal Break down weight of recycled content for Plastic Break down weight of recycled content for non‐recycled

Existing pieces for removal may be contaminated with various bacteria, virus, or other biohazards.

Proper precautions for handling/removal shall be considered and safety procedures practiced.

Recycling and Installation can happen on the same day if program allows.

3.11 MEETING/ACTION REQUIREMENTS (Post Award):

The winning vendor shall meet the following project timeline, deliverable, meeting and action requirements:

A) PROJECT KICK-OFF MEETING: Awarded vendor must attend a project kick‐off meeting at the VACT address for installation as stated in the Scope of Work. Shall be schedule with VA Interior Designer by vendor within 10 business days of project award. Final layout to be determined and approved by the VA Interior Designer. Attendance at the project kick‐off meeting shall include the following vendor personnel:

a. Project Interior Designer

b. Sales Representation

c. Installation Manager

B) CONDUCT SITE VISIT(S)/FIELD MEASUREMENT VERIFICATION:

i. Prior to installation conduct site visit(s) to become familiar with site for the accurate order of the product and check for potential installation problems. Site visits/field measurement verifications are to be scheduled with VA Interior Designer. During this time the awarded vendor is responsible to gather all accurate dimensions of the physical space. Translation of these dimensions to the vendors floor plans, drawings, specifications, etc. are the responsibility of the vendor. The vendor is solely responsible to guarantee the fit of their products into the space as stated in the SOW. All discrepancies of field dimension information are the responsibility of the vendor to rectify.

ii. The contractor shall be responsible for taking and applying accurate field measurements to ordered product for verification of correct sizing. Auto‐Cad drawings may not be accurate finished dimensions and may not be used in place of field measurements. The Vendor shall be liable for any incorrect field measurements leading to incorrect product order.

iii. Contractor shall update DWG file to be accurate of any discrepancies based in field verifications and send an updated CAD file representing accurate dimensions and furniture layout and sizing to the VA Interior Designer.

C) FINAL FINISH MEETING: This meeting shall be scheduled by the vendor within 10 business days of project award unless directed by the VA Interior Designer. This meeting shall serve as the conduit to complete all final finish selections. Vendor is responsible at this meeting to bring all actual finish selections for a working session to drive toward completion and selection of all finishes as well as a complete and through review of the project specifications. The VA Interior Designer will assist with coordination of finish selections with the building finishes. Based on this scope of this project the final finish meeting and the kick‐off meeting can be conducted at the same time if desired by the awarded vendor. Attendance at the final finish meeting shall include the following vendor personnel:

a. Project Interior Designer

b. Sales Representation

D) FINAL FINISH DOCUMENT: An overview document declaring all final finish selections shall be sent within 5 business days of the FINAL FINISH MEETING.

E) FINAL FINISH DOCUMENT SIGN-OFF: Once the VA Interior Designer has received the FINAL FINISH DOCUMENT, it will be signed off on or a confirmation e‐mail will be sent to the vendor to approve the finishes. This action will indicate to the awarded vendor has the approval to place orders. No orders should be placed by the awarded vendor prior to this final finish document sign-off has been completed/approved by the VA Interior Designer.

F) ORDER ENTRY: Shall take place upon completion of signed FINAL FINISH DOCUMENT. Vendor shall coordinate all order entry, production schedule and shipping with all Manufacturers.

G) SHIP DATE DOCUMENT: An overview spreadsheet shall be provided to the VA Interior Designer that includes all manufacturers included within the project and the associated ship dates for their products.

This shall include all manufacturers’ products ordered for the project. This document shall be received within 10 business days of FINAL FINISH DOCUMENT SIGN‐OFF.

H) INSTALLATION SCHEDULING: Installation scheduling shall occur within 5 business days after receipt of

SHIP DATE DOCUMENT received by the VA Interior Designer unless otherwise directed by the VA Interior Designer. This date shall be scheduled in the future to accommodate transit time for shipping time of products.

I) INSTALLATION: Shall occur at the date and time mutually agreed to with VACT and VA Interior Designer.

In the event there is a delay in installation the awarded vendor shall notify the VA Interior Designer immediately. The installation shall meet all requirements within this scope of work.

J) SAFETY PLAN: Contractor shall have a current Safety Plan on file with the VA – West Haven. The Safety

Plan shall include the following information:

Vendors and bidders who are awarded contracts to provide products and services to the West Haven, Connecticut Veterans Hospital shall provide to the Contract Officer the following information with the bid to be approved by the West Haven VA Facility Safety Manager. An electronic version may also be requested.

The Contractor shall provide a safety plan that meets OSHA standards and is approved by the VA Facility Safety Manager prior to installation. Installers required to have 10 Construction OSHA training and installer Supervisor required having 30 hours Construction OSHA training.

Safety Plan shall include following:

1. Company Health and Safety Process Guidelines

2. Written Policies and Procedures

3. Safety Committee

4. Routine Safety and Health Audits

5. Safety Meetings

6. Accidents and Incident Reporting

7. Accident Investigation

8. Job Safety Analysis

9. Emergency Action Plans

10. Hazard Communication Process

11. Personal Protective Equipment

12. Electrical Safety Process

13. Ladder Safety Process

14. Driver/Vehicle Safety Process

15. General Safety Rules for all Departments

16. Installations Job Site Daily Safety Checklist

K) PROCUREMENT DATA SHEETS and OWNERS INFORMATION: Procurement data sheets shall be submitted on final day of installation. These shall be submitted both electronically and (2) physical hard copies to the VA Interior Designer. (example attachment in Section 11). The contractor shall ensure that all owner’s manuals, warranty information, assembly instructions, maintenance and care instructions, operating instructions and any other information shall be provided to the VA Interior Designer upon completion of the installation.

4.0 BID REQUIREMENTS

The Government intends to evaluate offers and award contract without discussions. Therefore, the offeror's initial proposal should include the offeror's best terms from a price and technical standpoint. However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. The Government will make award to the responsible offeror whose quotation conforms to the solicitation and represents the best value to the Government, considering experience, past performance, technical approach, and price. The non‐cost factors are more important than cost (price). As quotations become more equal in non‐cost factors, the cost (price) becomes more important. Award may be made to other than the lowest priced technically acceptable proposal.

Quote Submission: The contractors shall submit complete emailed electronic copy portable document format (.pdf) or Microsoft Excel (.xls) format of:

Volume 1: (technical)

a. drawings, (floorplans, isometrics, shop drawings, typicals etc.)

b. complete manufacturer’s product specifications

c. Bill of Materials tagged per CLIN/ floorplan department and room etc.

d. quantity of man hours for labor/installation per phase if requested.

e. product literature

f. electronic finish samples to include those matching MTRs and/or options for selection based on quick ship availability.

g. Self‐certifying statement confirming ability to meet project deadlines.

h. Identification of product that is / is not quick ship with lead times.

i. Identification of manufacturer quantity limits for quick ship.

Volume 2: (pricing)

a. price quote with separate line for labor/installation.

b. Bill of Materials with subtotals and tagged per CLIN/ floorplan.

Submissions can be sent in multiple emails to avoid computer system email size limitation. 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.

4.1 EVALUATION CRITERIA

Quotes will be evaluated on:

a. PDF drawings with floorplan and 3‐D drawings of each typical

b. Bill of Materials with subtotals and tagged per CLIN / floorplan department and room etc.

c. Product specifications

d. Labor/Services appropriate to the scope of work. (no pricing included)

e. Finish samples to match proposal including confirmation of availability on quick ship.

f. Confirmation of ability to meet phased delivery schedule deadlines

4.2 FORMATTING REQUIREMENTS

All bids are to be formatted appropriately to ensure a consistent basis for comparison:

Example:

Item # Description Quantity Cost Extended Cost Xyzq Patient Room 5 $100 $500

Guest Chair Pieces Parts Fabric @ $70/yd Etc.

A. COST OF ITEM (i.e. Nurses Station/Systems panel areas) to be wholly inclusive of all required components. DO NOT break out costs for any parts, pieces, or finishes in either the cost or extended cost columns. Vendor required to submit the breakout costs for any parts, pieces or finishes within in the submittal document for user reference.

B. COM: All upholstered items to be bid as a COM with an allowance as indicated in the ‘Furniture

Requirements.’ A basis for the COM specification is included with each item to provide guidance on scale and necessary repeat of pattern to assist figuring required yardage. COM procurement to be the responsibility of the Contractor following coordination/approval from the VA Interior Designer.

C. FREIGHT CHARGES: Comprehensive freight to be indicated within the individual furniture item and noted as such

D. STORAGE: At the time of bidding, vendor shall provide monthly pricing for storage cost of all contents of this SOW if construction delays shall occur past the timeframe listed within this SOW. This cost is not to be included in the quote price but provided for information purpose only. If additional storage is needed past the timeframe listed within this SOW the vendor shall charge the VA, the monthly pricing provided at time of bidding to be stored in an offsite location that follows storage guidelines for the items listed within this SOW.

E. ANSI/BIFMA STANDARDS: All items sold to the Government must meet or exceed ANSI/BIFMA performance standards for furnishings and ergonomic tools.

F. BRAND NAME OR EQUAL BID REQUIREMENTS: If submitting a BRAND NAME OR EQUAL bid, the vendor must supply a demo sample to the VA Medical Center on the same day as bid submission; demo to remain onsite for up to three weeks to undergo a determination of parity for construction quality and end user comfort. Items that require demo sample are noted in the ‘Furniture Requirements’.

G. 2D/3D VISUALS: At time of bid submission vendor shall provide 2D/3D drawings of all desking, panel systems, and/or items specifically noted within this SOW. Visual drawings shall be an accurate representation of what is being bid.

H. VA PREFERED VENDOR LIST: Vendors and bidders who are awarded contracts to provide products and services to the West Haven, Connecticut Veterans Hospital shall provide to the Contract Officer the following information with the bid:

a. Tax ID Number

b. Duns & Bradstreet Number

c. Physical Address

d. Payment Address

e. Vendor shall be registered in SAM (replacement for CCR) www.sam.gov

5.0 PERIOD OF PERFORMANCE

a. Delivery and Installation dates shall be pre‐scheduled with VA interior designer POC.

b. Vendor is on notice that time is of the essence in the performance of this contract.

The timeframe for delivery receipt shall be no later than 90 business days following award of contract, with coordination of specific dates mutually agreed upon by the West Haven VA Medical Center and the selected contractor.

6.0 PLACE OF PERFORMANCE

Work will be accomplished 950 Campbell Avenue, West Haven, CT 06516 at the locations listed above.

7.0 PAYMENT SCHEDULE

The contractor will bill on completion and acceptance of the work.

Invoicing is required to be submitted upon completion / receiving, and acceptance of each task order via Tungsten (IPPS).

A properly prepared invoice will contain:

1. Invoice Number and Date

2. Contractor’s Name and Address

3. Contract Number

4. Accurate Purchase Order Number

5. Itemized Supply or Service provided

INVOICING:

All invoices shall be submitted in arrears, properly prepared in accordance with FAR 52.212 contain sufficient details, and match with the service tickets for the work rendered.

(1) Invoices shall be properly prepared and sent electronically to the VA Financial Services Center for payment processing via their electronic e‐Invoice system. Invoices shall be sent in arrears at the beginning of the first month of each (e.g., 36C25624Q0026 Page 28 of 59 Month/Quarter) following the (e.g., Month/Quarter) in which the services were rendered and billed for.

At a minimum, all invoices shall include the following details:

i. Contract No., Purchase Order No. Correct purchase order number which shall be issued by the Contracting Officer after the contract is awarded. Invoices without correct purchase order number shall be rejected and returned to the Contractor, item(s) covered (to include serial #'s), description of the services rendered, billing period in which the services were rendered, invoice number and date.

(2) Payments shall be made in accordance with the prompt payment act out of the Government annual appropriated funds obligated in a purchase order which shall be issued after the contract is awarded.

OBLIGATION OF FUNDS: The Government is obligated only to the extent of an authorized funded Purchase Order (PO) issued for an ordering period (not to exceed one year) under this contract by the Contracting Officer.

8.0 OTHER CONSIDERATIONS FOR PROPOSAL

i. Delivery not to interfere with patient care or the operation of the facility. The contractor will coordinate the work of the project with the VA Interior Designer to ensure minimal disruption of the Medical Center operations.

ii. Patient rooms and other sensitive patient care areas located in the Medical Center must be accessed during normal working hours. These areas may not always be readily available to the contractor.

iii. Contactor policies and procedures shall comply with all VA Privacy & Security, the Privacy Act and Health Insurance Portability and Accountability Act (HIPAA).

iv. Submission of Questions: All questions must be received by [date determined by acquisitions].

All questions submitted for this solicitation must be electronically sent to the following email address: [insert CO email or contact information here]. Questions received after the stated date and time, may be addressed at the discretion of the Contracting Officer.

v. Pre-bid walkthrough may be offered, and attendance is highly recommended.

vi. Photos of existing conditions available upon request

9.0 RECORDS MANAGEMENT

The following standard items relate to records generated in executing the contract and should be included in a typical procurement contract:

A. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

B. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

C. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

D. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

E. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

F. The Government Agency owns the rights to all data/records produced as part of this contract.

G. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

H. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e‐mail, fax, etc.] or state of completion [draft, final, etc.].

I. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

J. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub‐contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub‐contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

K. Contactor policies and procedures shall comply with all VA Privacy & Security, the Privacy Act and Health Insurance Portability and Accountability Act (HIPAA).

10.0 NON-PERSONAL SERVICES STATEMENT

Contractor employees performing services under this order will be controlled, directed and supervised at all times by management personnel of the contractor. Contractor management will ensure that employees properly comply with the performance work standards outlined in the SOW. Contractor employees will perform their duties independent of, and with occasional supervision of VA Interior Designer. The tasks, duties, and responsibilities set forth in the SOW may not be interpreted or implemented in any manner that results in any contractor creating or modifying Federal policy, obligating the appropriate funds for the United States Government, overseeing the work of Federal employees, providing direct personal services to any Federal employee, or otherwise violating contracting regulations.

11.0. FURNITURE REQUIREMENTS:

11.1 GENERAL:

Only include products that are appropriate for in‐patient mental health environments.

Provide maintenance manuals / cleaning instructions for all products specified.

All finished surfaces shall be free of scratches, mars, dents, or blemishes, and withstand staining, and exhibit to flaking, cracking, or loss or adhesion.

Furnishings shall have smooth finishes with no hazardous projections, sharp corners, or detail, which can be hazardous and cause personal injury or damage to clothing. Finishes and materials shall withstand cleaners and disinfectants commonly used in the clinical settings (Sani‐Cloth, CaviWipes etc.)

Basis of Design may be used, but are provided for layout and aesthetic purposes only and does not indicate a preferred manufacturer by the VA.

PRODUCT LEAD TIME: The timeframe requirement for delivery receipt shall be no later than 60 business days following award of contract, with coordination of specific dates mutually agreed upon by the West Haven VA Medical Center and the selected contractor. All lead times shall include the any COM selections made during the final finish selection meeting.

11.2 WARRANTY ITEMS:

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

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.

c. 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.

d. 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.

11.3 TECHNICAL SPECIFICATIONS OF NEEDS:

LINE ITEM: 1

BED-1: PLATFORM BEDS – QTY. 16

CLIN-MTR CODE: NOT AVAILABLE ON NATIONAL FURNITURE IDIQ

Basis of Design:

Platform bed Norix – Prodigy – Freestanding Fully Enclosed Model #: PRD100B

Finish: Harvest Size: 82”x38”x18.5

BRAND NAME OR EQUAL:

Shall be Anti-ligature, free-standing with fully enclosed bottom Non-removable glides included Design shall reflect residential design aesthetic Minimum weight to be 130lbs Additional weight (100 lbs.) may be added during manufacturing process (must be communicated with VA designer at time of order) Shall be tamper and contraband resistant Shall be made of 100% seamless polymer. It cannot be laminated.

Shall have rounded edges Shall be impact resistant and tested to 1,500 lbs. static load.

Shall contain some recycled contend Shall be made in U.S.A.

10‐year limited replacement warrantee Product shall meet:

Environmental Test Standards

Compliant with Healthier Hospitals guidelines •GREENGUARD and GREENGUARD Gold Certified by UL Environment.

Product certified for low chemical emissions to UL 2818. UL.COM/GG

Performance Test Standards PRD100 Floor Mount Bed – Tested to 1,500 lbs. static load PRD100B Free‐standing Bed with Fully Enclosed Bottom – Tested to 1,500 lbs. static load

Flammability Test Standards

• State of California, Technical Bulletin No. 133, Flammability Test Procedure for Seating Furniture for Use in Public Occupancies

• State of California, Technical Bulletin No. 117, Flammability Test Procedure for Seating Furniture for Use in Public Occupancies

• UL 1056 Fire Test of Upholstered Furniture

• ASTM E1537 Test Method for Fire testing of Real Scale Upholstered Furniture Items

• NFPA 261 Cigarette Ignition Resistance of Upholstered Furniture

LINE ITEM: 2

M-1: PLATFORM BED MATTRESS – QTY. 15

CLIN-MTR CODE: NOT AVAILABLE ON NATIONAL FURNITURE IDIQ

For Location: See drawings / Appendix 1

Shall be polyurethane foam core encased in a reinforced ripstop, fire‐retardant, polyurethane coated cover with radio frequency welded seams for enhanced hygiene, security and durability

Shall be puncture, fluid, crack, peel, abrasion and bed back resistant Shall be anti‐microbial and anti‐fungal Shall have a breathable vent that repeals oil, water, blood, urine and other fluids

Flammability Test Standards Compliant with the following flammability standards:

MRS6‐3675 (36"W x 75"L x 6"H) 24 lbs. MRS6‐3882 (38"W x 82"L x 6"H) 28.5 lbs.

MRS6‐3680 (36"W x 80"L x 6"H) 26 lbs.

Note: Dimensional tolerances are +/‐ one inch.

• 16 CFR Part 1633

• 16 CFR Part 1632

• California Technical Bulletin 129

Performance Test Standards

• Tested to ASTM F1566 Hexagonal Roller Mattress Durability Test

• Tested to ASTM D751 Hydrostatic Resistance Test for Coated Fabrics

Environmental Test Standards GREENGUARD and GREENGUARD Gold Certified by UL Environment.

Product certified for low chemical emissions to UL 2818. UL.COM/GG

Shall be made us U.S.A.

5 Year Warranty

LINE ITEM: 3

BED-2: PLATFORM BED WITH MATTRESS AND RESTRAINTS – QTY. 1

CLIN-MTR CODE: NOT AVAILABLE ON NATIONAL FURNITURE IDIQ

For Location: See drawings / Appendix 1

Basis of Design:

Platform bed

Norix ‐ Prodigy Model #: PRD100 Floor Mount Bed with restraint hardware kit

Finish: Harvest Size: 82”x38”x18.5 A min, of 4 restrains are needed. 2 on each side. Placement TBD on site with VA staff.

Shall be Anti-ligature, with no bottom panel Shall be anchored to the floor Non-removable glides included Additional weight (100 lbs.) may be added during manufacturing process (must be communicated at time of order) Minimum weight to be 130lbs Shall be tamper and contraband resistant Shall be made of 100% seamless polymer. It cannot be laminated.

Shall have rounded edges Shall be impact resistant and tested to 1,500 lbs. static load.

Shall contain some recycled contend Shall be made in U.S.A.

10‐year limited replacement warrantee Product shall meet:

Environmental Test Standards

Compliant with Healthier Hospitals guidelines •GREENGUARD and GREENGUARD Gold Certified by UL Environment.

Product certified for low chemical emissions to UL 2818. UL.COM/GG

Performance Test Standards PRD100 Floor Mount Bed – Tested to 1,500 lbs. static load

Flammability…