SOW Bldg 12 WHC_Window Treatments_Bedford VAMC 08-19-25.docx

STATEMENT OF WORK

Window Shades and Coverings – Renovate Bldg. 12 for Women’s Health Bedford VA Medical Center 200 Springs Road, Bedford, MA 01730

June 2025

JUSTIFICATION

The Bedford VA Medical Center is opening a new Women’s Health Clinic. The clinic is in need of new window treatments to support the implementation of a Veteran centered healing environment, as well as to provide privacy. Appropriate window treatments as specified below, will help to create the ‘home-like, non-institutional, and patient centered environment that imbue healing familiarity and a sense of being valued’ while taking into account the special requirements needed to provide the best care and treatment at the Bedford VA Medical Center as required by the Department of Veterans Affairs Office of Construction & Facilities Management.

SCOPE OF WORK

The selected contractor will be required to conduct an onsite review and field measure of all windows for a custom fit prior to any materials being ordered and fabrication. The contractor’s responsibilities include purchasing, receiving, fabrication, assembly, delivery and install of required, fascia, shades, mounting brackets, fasteners and/or hardware. Awarded contractor shall include removal of all related shipping debris and cleanup associated with installation of all window installation areas at 200 Springs Road, Bedford, MA, Avenue D, Building 12. There is an elevator within the building of installation. The requested time frame for delivery receipt is 10 weeks following award of contract and shall be mutually agreed on by the Interior Designer/COR. The contractor shall submit a schedule for approval including when field measurements will be completed, fabrication completion date, and estimated installation schedule. Mounting TBD at time of ordering. All shades to be inside mounted if possible, determination will be made after field measurements are taken.

BRAND NAME OR EQUAL SALIENT CHARACTERISTICS

· “Or equal” products must include manufacturer’s product brochure including specification information.

FAILURE TO CLEARLY NOTE THAT THE PRODUCTS BEING QUOTED ARE THE REQUESTED BRAND NAME, OR FAILURE TO SUPPLY “OR EQUAL” PRODUCTS’ SPECIFICATIONS AND INFORMATIONAL LITERATURE SHALL

CONSTITUTE A “NON-RESPONSIVE” BID AND WILL NOT BE FURTHER EVALUATED FOR AWARD

If submitting an OR EQUAL bid on window treatments, vendor must supply a sample for demo to the Bedford VA Medical Center within 2 weeks of bid submittal; demo to remain onsite for two weeks to undergo a determination of parity for construction quality.

BID REQUIREMENTS

A. BID REQUIREMENTS

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

Draperies w/hardware

Pieces /Parts/mounting hardware, Selected Finishes Included in price, Etc.

Bid fabric selections noted as ‘to be determined’ at $75/yd

Cost of item (i.e. Draperies) 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.

· Freight (FOB Destination) of all items to be indicated as a total amount or included in the QUOTE total. VA Bedford is not responsible for off-loading items from delivery trucks.

· VA Bedford will not provide on-site storage. Necessary storage must be included in proposal.

· Bidders responsible for final quantity counts to furnish the space as indicated

· Bidders responsible for field measurements / verification and any necessary modifications prior to any fabrication.

· Bidders shall present their best lead-time to manufacturer, ship and install window treatments as lead times are a critical factor.

· All finishes to have a local, manufacturer’s dealer representation capable of providing onsite maintenance and service/ and or installer.

· Bidders responsible for providing all components, whether specifically listed or not, for a complete functioning system that complies with Manufacturers installation requirements i.e. carriers for tracks.

· Provide list of at least three similar projects in healthcare facilities where finishes were used, giving names of projects, scope, and name and telephone number of individual at facility to contact.

· NFPA 701

· Compliance with product technical requirements and past performance will be thoroughly evaluated.

· All items sold to the Government must meet or exceed ANSI/BIFMA and ASTM performance standards.

WINDOW TREATMENT STYLES TO BE USED:

Draper Shade or Equivalent: 3% openness factor and opaque shades requested: Sheerweave 7000 with fascia – manual clutch solar shade Color Oyster/Beige

Draper Shade or Equivalent: Blackout Sheerweave 7000 with Fascial – manual clutch Color Oyster Beige

Quantity: See below for quantity and fabric to be used as a reference for submitting bids. All windows must be field measured and verified prior to fabrication and quoting if needed. All colors to be determined – all draper shade colors or equivalent, to be determined use above as a basis for quoting.

All materials must meet NFPA 701

Quantity – 71 Window Shades

W5 (3)

W5 (3)

W6 (3B)

W7 (3L)

W7 (3L)

Site Verify All dimensions

Below Drawings as reference. PDF can be sent as RFI if needed. All dimensions used for quoting only – site verify ALL dimensions before order is finalized

106A 107

2A 2B

3 3B

3L

WINDOW TREATMENT REQUIREMENTS

All fabric panels to be lined, sheers not to be lined. All valances to be lined with a polyester lining that meets NFPA 701.

· All fabrics are subject to change based on availability – please base your estimate on fabric provided.

· All valances to be board-mounted projection to be determined one field measurements are complete

· Include all bracket pricing in roman shade and valances.

· Include all hardware for window treatment, to include – traverse rod.

· All panels to be on appropriate hardware for healthcare setting

· All hardware to be complete with all brackets and appropriate screws and anchors for different wall types – this can be verified during field measurements

· All hardware to either have a continuous pull or cord draw – to be safe for nursing home setting.

· Cord location to be determined.

· All panels to be split draw with 2.5 fullness

· If a color has not been provided it will be after field measurements have been completed

· All window sizes are approximate for purposes of bid – field verification is necessary for all window treatments, shades, and privacy curtains and bedding

· All panels will be outside mounted slightly above frame and stack onto wall at least 6”

· Some windows have air conditioning units – window treatments will have to be verified in those specific locations as to how they will hang

· Draper shades or equivalent, will be inside mounted – please note some in patient bathrooms to opaque for privacy – others in office space are not.

OR EQUAL:

· All fabric panels to be lined, sheers not to be lined.

· Fabric: use suggested fabric above in table – colors TBD

· All lining must meet NFPA 701

· All fabric must meet NFPA 701

· All panels to be on appropriate hardware for healthcare setting

· All hardware to be complete with all brackets and appropriate screws and anchors for different wall types – this can be verified during field measurements

· All hardware to either have a continuous pull or cord draw – to be safe for nursing home setting.

· Cord location to be determined. If panels please clarify if split draw or one way.

· Manufacturer: 20 years minimum experience manufacturing products comparable to those specified in this section.

· Installer: 5 years minimum experience installing products comparable to those specified in this section

· within Healthcare Facilities. Also, the installer must have performed satisfactorily and submit their

· qualifications.

· Installer to be located within a 50 mile radius of the Bedford VA facility.

· Must have a 5 year warranty on all panels

· Draper shade or equal must have a minimum of 10 year warranty

· All hardware must have a warranty for a minimum of 10 years

Note: If submitting an OR EQUAL bid on window treatments, vendor must supply a sample for demo to the Bedford VA Medical Center within 2 weeks of bid submittal; demo to remain onsite for two weeks to undergo a determination of parity for construction quality.

PERFORMANCE REQUIREMENTS FOR DRAPER SHADE – OR EQUAL

0. Fire: Provide shade fabrics tested in accordance with:

.1 1989 NFPA 701 small scale Vertical Burn Test and rated "PASS."

.2 1996 NFPA 701 small scale Vertical Burn (telephone booth test) and rated "PASS."

0. Toxicity: Provide shade fabrics tested in accordance with University of Pittsburgh Toxicity Protocol including LC50 analysis and toxicity characteristics.

0. Anti-microbial:

2. ASTM G-22-80 results for ATCC6538 (Staphylocaoccus aureus) and ATCC13388 (Psuedomonas aeroginosa) indicating minimum 5mm (0.197 inches) ‘No Growth Contact Area’.

2. ASTM G-21-85 results for ATCC9642, ATCC9644, ATCC9348 and ATCC9645 indicating ‘No Growth’.

MAINTENANCE

Extra Materials:

1. Provide as a separate bid amount the cost to supply additional spare materials for storage by the government as follows:

1. Provide additional 5% of the total length of qualified stainless steel chain required on the project, not to exceed the quantity of one 500’ spool.

1. Provide additional 5% of each type of shade mounting hardware or brackets, but not less than one pair of each type.

1. Provide a quantity of replacement shadebands completely fabricated and ready to attach to roller tubes equal to 5% of the total number of shadebands of each fabric and each color in the largest size required for each of those fabrics.

2. Clearly label all spare components and supply to Owner upon completion in original packaging for storage on site by Owner.

PRODUCT SALIENT CHARACTERISTICS

Must meet salient characteristics outlined below when quoting an “or equal” item. “Or equal” items quoted should be similar to the requested dimensions, color scheme, function, and quality. “Or equal” products must include manufacturer’s product brochure including specification information. If bidding an “or equal” please make sure that there is black out lining for all locations stated above. Must submit a sample to the Bedford VA Medical Center for final review within 2 weeks – sample must be available to stay at facility for examination and approval by VA Interior Designer/COR.

COMPONENTS

0. Shadebands: Construction of shadeband includes the fabric, the hembar and hempocket, and the attachment of the shadeband to the roller tube:

0. Visually Transparent Single-Fabric Shadecloth

0. Hembars and hempockets:

1. Fabric hempocket with RF - welded seams (including welded ends) and concealed hemweights. Hemweights must be of appropriate size and weight for shadeband and must be continuous inside a sealed hempocket. Match hempocket construction for all shades in same rooms.

0. Manually Operated Hardware and Shade Brackets:

1. Provide for regular and offset drive capacity (chain fall at front or rear of bracket) on all shade drive end brackets.

1. Provide shade hardware system that allows for removal of shade roller tube from brackets without removing hardware from opening.

1. Provide shade hardware that allows for removal and re-mounting of the shade band without having to remove shade tube, drive or operating support brackets.

1. Provide hardware for installation of a removable fascia, regular or reverse roll, which shall be installed without exposed fastening devices of any kind.

1. Provide shade hardware system that allows for a removable regular and / or reverse roll fascia(s) to be mounted continuously across two or more shade bands without requiring exposed fasteners of any kind;

1. Provide shade hardware system that allows for operation of multiple shadebands by a single chain (Multi-banded shades) operator subject to manufacturer’s design criteria. Connectors shall be offset to assure alignment from the first to the last shade band.

1. Provide shade hardware system that allows multi-banded manually operated shades to be capable of smooth operation when the axis is offset a maximum of 6 on each side of the plane perpendicular to the radial line of the curve (12 total offset).

1. Provide positive mechanical engagement of drive mechanism to shade roller tube. Friction fit connections for drive mechanism to shade roller tube shall not be accepted.

1. Provide shade hardware constructed of minimum 1/8” (3.18 mm) thick cadmium plated steel or heavier as required to support 150% of the full weight of each shade.

1. Styrene polyester and ABS based plastics are not acceptable for the plastic components of the shade hardware.

1. Drive Bracket/Brake Assembly:

a. Drive Bracket shall be fully integrated with all accessories and brackets, including but not limited to Fascia, Black Out channels center supports and connectors for multi-band shade operation etc.

b. Bracket shall use the standard 1/8 inch (3.175mm) steel plate for mounting and support of the assembly. The drive sprocket and brake assembly shall rotate and be supported on a welded 3/8 inch steel pin (9.525mm).

c. The brake means shall be an over running clutch design which shall disengage to 90% during the raising and lowering of a shade. The brake shall withstand a pull force of 50 lbs. (22kg) in the stopped position.

d. The braking means shall be applied to an oil impregnated hub on to which the brake system is mounted. The oil impregnated hub design includes an articulated brake assembly which assures smooth, non-jerky operation in raising and lowering the shades. The brake assembly is warranted for the life of the system, which is in itself warranted to be fit for the use intended for 10 years.

e. The entire assembly shall be fully mounted on the steel support bracket, and fully independent of the shade tube assembly, which may be removed and reinstalled without effecting the roller shade limit adjustments.

0. Shade roller and shadecloth attachment:

1. Provide an extruded aluminum shade roller tube of diameter and wall thickness required to support shade fabric without (excessive) deflection. Roller tubes less than 1.55” in diameter are not acceptable. Tube shall have two asymmetrical channels for mounting of the shade band spline.

2. Provide for positive mechanical engagement with drive / brake mechanism.

3. Provide for positive mechanical attachment of shade band to roller tube without the use of adhesives, adhesive tape, staples or rivets. Two sided pressure sensitive adhesive tape shall not be acceptable. Shade bands stapled to roller tubes shall not be acceptable. A mounting method that does not readily allow the shade band to be removed from the shade tube while installed shall not be acceptable.

4. Attach shadebands to tube in such a way that removal and replacement of a shadeband can be accomplished without removing either the tube from the brackets or without removing shade brackets. Shadebands must be replaceable on site without removing shade tube or brackets.

0. Drive Chain: #10 Qualified stainless steel chain rated to 90 pound (41 kg) minimum breaking strength.

ACCESSORIES

0. Regular Roll Fascia:

4. Continuous removable extruded aluminum fascia (Design Professional to select color from manufacturer’s standards) that attaches to shade mounting brackets without the use of adhesives, magnetic strips or exposed fasteners.

4. Fascia shall be able to be installed across two or more shadebands in one piece.

4. Fully conceal brackets, shade roller, and fabric on the tube.

4. Chain drive shall fall behind the bottom return edge of the fascia without requiring notching of the fascia.

FABRICATION

0. Fabricate units to completely fill existing openings from head to sill and jamb to jamb, unless specifically indicated otherwise. Comply with Manufacturer’s edge clearance standards and recommendations.

0. Fabricate shadecloth to hang flat without buckling or distortion. Fabricate with heat-sealed trimmed edges to hang straight without curling or raveling. Fabricate unguided shadecloth to roll true and straight without shifting sideways more than 1/8 inch in either direction per 8 feet of shade height due to warp distortion or weave design.

0. Provide battens in non-railroaded shades as required by the Manufacturer to assure proper tracking and uniform rolling of the shadebands, in accordance with the manufacturer's published width x height shade fabrication guide and standards.

FINISHES

0. Aluminum Components: Design Professional shall select from Manufacturer’s standard powder coated baked enamel colors

0. Steel Components: Cadmium-plated, satin-finished, prior to painting with Manufacturer’s standard baked-enamel finish.

EXAMINATION

0. Examine substrate and conditions for installation. Do not commence installation until conditions are satisfactory. Commencement of installation indicates acceptance of site conditions by Contractor. Notify the Design Professional upon inspection when the project conditions are unacceptable for shade installation.

INSTALLATION

0. Install units to comply with the Manufacturer's instructions for the type of mounting and operation required. Provide units plumb, true, and securely anchored in place with recommended hardware and accessories to provide smooth operation without binding.

0. Install units within the following tolerances:

2. Maximum variation of gap at window opening perimeter: 1/4 inch, per 8 feet (+/- 1/8 inch) of shade height.

2. Maximum offset from level: 1/16 inch per 5 feet of shade width.

2. Installation of roman shades – use all appropriate brackets and hardware. Remove and dispose of existing shades

2. Installation of privacy curtains – remove existing track and replace with new. Remove existing privacy curtain and dispose of both.

2. Shades – remove and dispose of any existing shade in window – do not leave an screws or pieces behind. If holes are left please fill with appropriate material.

ADJUSTING

0. Adjust drive / brake mechanism of units for smooth operation. Adjust shade and shadecloth to hang flat without buckling or distortion. Replace any units or components which do not hang properly or operate smoothly.

CLEANING

0. Touch up damaged finishes and repair minor damage in order to eliminate evidence of repair. Remove and replace work that cannot be satisfactorily repaired.

0. Clean exposed surfaces, including metal and shadecloth, using non-abrasive materials and methods recommended by the Shadecloth Manufacturer. Remove and replace work which cannot be satisfactorily cleaned.

DEMONSTRATION

0. Demonstrate operation method and instruct Owner's personnel in the proper operation and maintenance of the window shade systems.

SCHEDULES

· Window opening sizes are as listed on the attached drawings.

· All shade installations on window units which are double shall have a single fascia unless otherwise not provided by manufacturer recommendations due to overall length exceeding manufacturing limits of materials.

· Final field measuring for locations and size of shades shall be the responsibility of the awarded Contractor. Samples of all hardware, fascia and shade fabrics must be submitted for approval and final selection to Interior Designer prior to final order placement and at time of the final field measuring.

· Installing contractor shall ensure all staff arrives on site with all necessary tools and equipment required for the installation including dollies, ladders, hand tools and carts to deliver and install the products as required from dock to installation work site. All contractor staff shall also come to the job site equipment with all necessary safety gear.

· Installing contractor is responsible for removal and disposal of all packaging and materials associated with delivery and installation of product.

· The Interior Designer shall inspect all phases of delivery and installation with a sign off of any and all missing or damaged products in the form of a contractor provided punch list. Awarded Bidder/contractor shall provide detailed punch list items and established dates for replacement parts and/or short ship items from the manufacturer(s).

PERIOD OF PERFORMANCE

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 10 weeks following award of contract, with coordination of specific dates mutually agreed upon by the VA Medical Center, Bedford and the selected contractor.

PLACE OF PERFORMANCE

Work will be accomplished at 200 Springs Road, Bedford, MA, Avenue D, Bldg 12.

DELIVERY, STORAGE AND HANDLING

Storage and Protection:

a. Deliver shades to project in labeled protective packaging. Uniquely labeled to identify each shade for each opening. Schedule delivery to prevent delays to completion of work but to minimize on site storage time.

b. Store materials in a dry secure place. Protect from weather, surface contaminants, corrosion, construction traffic and all other potential damage.

c. On site staging area will be determined at time of install.

d. Contractor/installer must follow VA Boston Healthcare safety protocol for all site work to be completed.

OTHER CONSIDERATIONS FOR PROPOSAL

· Window treatment delivery not to interfere with patient care or the operation of the facility. The contractor will coordinate the work of the project with the COTR to ensure minimal disruption of the Medical Center operations.

· 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.

· Please remember this is a nursing home facility within VA hospital all hardware used to install rods must be appropriate for such facility and be safe to operate long-term by the residents and staff at the Bedford VA Medical Center

· Final layout to be determined by Interior Designer/COR.

· Contractor will be responsible for containing any rubbish/waste generated by the work force or material delivery at the end of each day. If any dust is created from installation it is the contractor’s responsibility to clean the area – or notify staff if they are unable to.

· Contractor will be responsible for removal of all existing window treatments and hardware.

· If any walls need to be patched or fixed due to location change of hardware contractor will be responsible for patching holes in wall.

SECURITY REQUIREMENTS

1. Installation passes. The contractor will coordinate for the issuance of required installation passes to contractor personnel. Contract personnel shall wear a badge that clearly identifies them as a contract employee. The badge will contain a picture, name of employee, and Contractor's name. Badges shall be worn on the outer garment in full view at all times, attached to the outer shirt or jacket pocket by a button or clip or worn around the neck secured by an appropriate identification card lanyard.

2. The Contractor shall not disclose and must safeguard procurement sensitive information, computer systems and data, Privacy Act data, and Government personnel work products that are obtained or generated in the performance of this contract. This includes dissemination of protocols and papers not generally available through the public literature.

3. Company will return all issued US Government installation badges and passes when the contract is completed.

4. In addition to the changes otherwise authorized by the changes clause of this contract, should the security condition change at any facility, the Government may require changes in contractor security requirements.

5. Window treatment delivery not to interfere with patient care or the operation of the facility. The contractor will coordinate the work of the project with the COTR to ensure minimal disruption of the Medical Center operations.

6. 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.

7. Contractor will be responsible for removal of all trash at the end of each installation

8. If any walls need to be patched or fixed due to the location change of hardware, contractor will be responsible for patching holes in wall.

PAYMENT SCHEDULE

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

NON-PERSONAL SERVICES STATEMENT

Contractor employees performing services under this order will be controlled 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/COR. 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.

Floor plans: Floor plans can be provided upon request for all buildings.

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