SOW - Atlanta Furniture.docx

STATEMENT OF WORK

1.0 GENERAL SCOPE

The Veterans Health Administration (VHA) has a requirement for healthcare furniture for VA Member Services (MS) Atlanta that meet the VHA IDIQ specifications and high-quality threshold while integrating excellent environmental stewardship.

This requirement includes healthcare furniture. Service required is detailed in SV1 Healthcare Furniture technical requirements per VHA Healthcare Furniture multiple award IDIQ.

Healthcare furnishings include, case goods and modular desk, filing and storage systems, modular cabinetry, modular systems, seating, tables/carts, furniture accessories and related services.

The contractor shall provide all labor, materials, equipment, transportation, and supervision necessary to satisfy the needs of each ordering activity.

2.0 PERFORMANCE REQUIREMENTS

The contractor shall provide and be responsible for the technical assistance, development and generation for final specifications.

Furniture delivery:

VA Member Services (MS) Atlanta 2233 Lake Park Drive Smyrna, GA 30080

Delivery will be required on or after May 8th, 2025 and no later than September 30th, 2025. **Post-award meeting will discuss timeline for installation**

Duty hours will be 8:00am – 4:30pm Eastern Standard Time. The Government recognized US holidays are: New Year’s Day, Martin Luther King, Jr. Day, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day and Christmas Day. If the holiday falls on Sunday, it is observed on Monday.

The contractor shall:

a. Coordinate and provide project management of all products and services to manage, design, order, ship, deliver and install new furniture from the manufacturer until final acceptance by Contracting Officer Representative (COR).

b. Contractor is required to have on site staff supervisor with OSHA 10 certification

c. Only include products specified within the IDIQ

d. Provide maintenance manuals for all products specified

3.0 KICKOFF MEETING

The prime contractor(s) shall participate in a kickoff meeting within ten (10) days of task order issuance, online via Microsoft Teams. Time and date will be determined by VA Point of Contact. The contractor shall verify all measurements and existing conditions. The contractor shall revise the drawings and quotes to reflect changes due to unforeseen construction conditions, etc.

4.0 SUBMISSION OF QUESTIONS

Questions: All questions must be received by the date defined by the Contracting Officer. All questions submitted for this solicitation must be electronically sent to the Contracting Officer (CO). Questions received after the stated date and time may be addressed at the discretion of the Contracting Officer.

5.0 SUBMISSION OF QUOTATION

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

e. project management plan

f. product literature

g. project staffing plan

h. physical finish samples

i. sustainability certification documents

j. complete testing results / certificates

k. mock up samples, if necessary

l. warranty information.

m. Self-certifying statement confirming ability to meet project deadlines 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, to the Contracting Officer. 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.

Pricing must be within the established IDIQ Pricing.

6.0 EVALUATION CRITERIA

Task order will be evaluated on:

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

b. PDFs of detailed and dimensioned: Plan, 2-D and 3-D drawings of each workstation (and/or) products with multiple parts list to represent exactly what is being included in task order and to determine accuracy.

c. Cut sheets with product detail for each line item.

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

e. Project staffing plan appropriate to scope of work

f. Project management plan appropriate to scope of work

g. Sustainability Certification

7.0 PRODUCT

General

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.

See attachment for technical requirement of products. 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.

8.0 SERVICES

Service required is detailed in SV1, Healthcare Furniture Services.

General Requirements for Services: The dates and times for delivery, receipt and installation of furniture 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 in accordance with the IDIQ order.

1. 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.

1. The Contractor shall be made aware of and must comply with local security policies and procedures in the task order. The Contractor will comply to these standards during all site visits on Governmental property. Contractor shall contact the VA COR at least 14 days prior to work start date to ensure compliance to any local security policies.

1. 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 visible at all times while on government property.

1. 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.

1. 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).

1. 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.

1. 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.

SV1 – Furniture, Design, and Installation Support Services

Contract Tasks/Requirements

1. 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 similar to that proposed for this contract.

1. Contractor is required to provide installation drawings for furniture purchased.

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

1. 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.

1. Contractor shall perform installation services per task order SOW.

1. 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.

1. Contractor may be required to remove and/or relocate existing VA furnishings in coordination with VA Logistic Management Service and Initial Outfitting, Transition, & Activation (IOT&A) contractors Interior Designer per the task order SOW.

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

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

1. Contractor must provide Proof of Insurance.

1. 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.

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

1. 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.

1. VA COR: to be specified at delivery/task order level.

Protection of Property

1. 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.

1. 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.

1. The Contractor shall be responsible for the security of the areas in which the work is being performed at all times 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.

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

Delivery

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

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

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

1. 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

1. 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 work day. The Contractor will be responsible for moving the items from the overnight storage site to its designated position in the building.

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

1. The Contractor shall store damaged items in the location designated by the COR. 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 COR on a daily basis.

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

Assembly and final acceptance

1. 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.

1. 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.

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

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

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

1. 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.

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

Jobsite Cleanliness

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

1. 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.

1. 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.

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

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

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

Warranty Items

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

1. 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.

Design Contract Tasks/Requirements

a. The contractor shall attend a minimum of one virtual meeting to review final award with the IOT&A contractor Interior Designer, COR and Activation Contractor to make necessary revisions.

b. During the meeting the contractor shall provide the Interior Designer with the Auto-Cad drawings to [1/4” – 1/8”] scale drawings showing layouts of awarded product.

c. The contractor shall allow for three (3) revisions per line item included in design services including updating Auto-Cad Drawings and PDFs as request by VA COR.

d. 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.

e. The contractor shall be responsible for providing all sample materials for awarded product (2-Day Delivery) as requested by IOT&A contractor Interior Designer.

f. The product must not be placed into production without clearance from the VA COR.

g. The contractor shall provide final, clean scaled drawings of product layout for sign-off prior to scheduling manufacturing.

h. The contractor shall track manufacturing schedule and notify IOT&A contractor Interior Designer, COR and Activation Contractor with updates of estimated completion date by email.

i. The contractor shall attend a post-installation meeting to assess, address, and document any punch-list items and shall submit to the IOT&A contractor Interior Designer, COR and Activation Contractor a remediation plan within 5 business days.

j. The contractor shall provide 30 days free storage.

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

Work Required by Others

All work required by other trades shall be identified under this section by the Bidder.