SoW Outdoor Furniture.docx

Sheridan VA Healthcare System Outdoor Site Furniture 666-22-4-667-0160 VA Interior Designer: Linda Hightower VA COR: Catherine Reichert

STATEMENT OF WORK

1.0 GENERAL SCOPE

The Veterans Health Administration (VHA) has a requirement for outdoor furniture for the Sheridan VA Healthcare Center grounds that meets the VHA specifications and high-quality threshold while integrating excellent environmental stewardship. The COR for this project is Catherine Reichert, Catherine.reichert@va.gov.

This requirement includes outdoor furniture only. No design and professional installation services will be required. Outdoor furniture includes park benches, picnic tables, Adirondack style chairs and ottomans, rocking chairs, dining chairs, dining tables with patio umbrellas and umbrella bases, and trash receptacles.

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

The Minimum Technical Requirements for this project cannot be met by any known VHA Healthcare Furniture IDIQ site furniture manufacturer. A waiver to go outside the IDIQ has been sought. A copy of the justification for the waiver is included in this package. The intention of the waiver is to obtain permission for vendors to bid brands of outdoor furniture not included in the IDIQ. The identified Basis of Design shows a sample brand that offers the depth of range we require, and the extensive warranty and sustainability benefits we desire. We propose a specification of “Barco Products, or equal”.

A specific dollar amount of funding has been allocated to this project. The VA reserves the right to adjust quantities of individual items, upwards or downwards, in order to maximize the full extent of funds allocated.

2.0 PERFORMANCE REQUIREMENTS

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

All orders shall be delivered Free On Board (FOB) destination, to the loading dock at the rear of Building 7 at the Sheridan VA Healthcare Center, 1898 Fort Road, Sheridan, WY 82801. Dates and times for delivery of furniture will be established for each phase of delivery.

Duty hours will be 7:30am – 4:00pm MST. 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. Coordination: Provide project management of all products and services to manage, design, order, ship, and deliver new furniture from the manufacturer until final acceptance by interior designer Linda Hightower, linda.hightower@va.gov.

b. Documentation: Provide brochures, product literature, line drawings, finish samples for each colorway specified, and 3-D images of all proposed furniture items.

c. Phased Delivery: Time all order placement and furniture production to coincide with the three identified phases of delivery. Due to limited storage space, product will be delivered in three phases to allow VA maintenance staff time to assemble furniture. Deliveries to be made approximately November 1, 2022, January 15, 2023, and March 1 2023. Contractor may or may not be required to provide services outside of normal duty hours listed herein in order to meet the schedule.

d. Storage: Contractor shall have capacity to 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 sprinkler, security, safety, temperature and environmental controls, in order to not void furniture warranties. Contractor must notify the VA of the specific location of all stored furniture.

e. Notifications: Contractor shall contact the COR at least 14 business days prior to shipping to ensure that the facility is ready to accept a delivery. If there is a delay in delivery, Contractor must notify the assigned COR immediately, in writing, preferably by email. Contractor shall provide the COR with scheduled date and time of delivery truck arrival at least 24 hours in advance. Contractor must ensure that the driver of the delivery vehicle has copies of the Bill of Materials and delivery orders and shall not attempt to deliver any items before the scheduled delivery date.

f. Deliver: Contractor shall deliver product to the receiving dock at the rear of Building 7, 1898 Fort Road, Sheridan, WY 82801. Telephone number for receiving dock is 307-675-3403.

1. Delivery outside normal work hours: If the Contractor requests to deliver, receive and/or install furniture outside normal duty hours, 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.

g. Damage/Defects: The VA interior designer shall verify and inspect all items as they are assembled by VA staff. Any deficiencies (damage, overage, shortage) shall be documented by VA staff and brought to the attention of the Contractor by the COR. The VA shall maintain a complete file of all documents and photographs related to each discrepancy and copies will be forwarded to the Contractor promptly as merchandise is unpacked and assembled. Contractor shall repair or coordinate with the COR for replacement of damaged, defective, or missing items.

h. Insurance: Contractor shall provide Proof of Insurance.

1. Legal compliance: 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).

i. Maintenance: Contractor shall provide maintenance manuals and cleaning instructions for all products specified.

j. Warranty: The warranty of an item is to start on the date of acceptance of the products/services by the VA COR for each phase of the installation. Time required for assembly will not void the VA’s right to make claims for damage undiscovered on the date the shipment was received.

k. Replacement: 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 shipping of replacement material and parts shall be borne by the Contractor.

3.0 SITE VISIT

The typical requirement for a site visit is waived.

4.0 SUBMISSION OF QUESTIONS

Questions: All questions must be received by 08/16/2022. All questions submitted for this solicitation must be electronically sent to Lindsey Zwaagstra: Lindsey.Zwaagstra@va.gov Questions received after their 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. Provide brochures, literature, line drawings, and 3-D renderings to adequately portray the furniture items proposed.

b. Bill of Materials tagged per line item

c. Physical finish samples of available color options

d. Assembly, maintenance and cleaning instructions

e. Sustainability and warranty information

f. Ability to meet the required phasing schedule Volume 2: (pricing)

a. Price quote

b. Bill of Materials with subtotals per line item Submissions may be sent in multiple emails to avoid computer system email size limitation, to the Contract Specialist. 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.

6.0 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 Minimum Technical Requirement of products.

Basis of Design: Barco Products, Brand Name or Equal To

Requirements of Space A. For distribution throughout the facility grounds

a. Quantity 20 Park Benches, 6’ long, constructed of recycled plastic, minimum weight of 90 pounds, available in Desert Tan with Black legs to match existing park benches.

b. Quantity of 20 Picnic tables, 6’ long, constructed of recycled plastic, minimum weight of 350 pounds, available in Desert Tan with black legs to match existing park benches, step-through style (not A-frame style).

c. Quantity of 10, waste receptacles, volume 32 gallon, constructed of recycled plastic with removable metal liner, available in Desert Tan to match existing park benches, metal components available in black powder-coat finish.

d. Quantity of 10 domed metal lid for waste receptable, removable, available in black powder-coat finish.

e. MTRs: SF2, WR2, 60 items total B. For use in patient courtyards

a. Quantity of 5 sets, Traditional patio dining set consisting of 2 armchairs, 4 side chairs, and dining table to seat six, constructed of recycled plastic, available in Desert Tan to match existing park benches. Tables to have 1 ¾” umbrella hole in the center. 35 items total

b. Quantity of 2, 8’ diameter and 90” high, eight-rib marine grade, highly wind-resistant umbrella, black or umber umbrella pole, terra cotta fabric.

c. Quantity of 2, coordinating umbrella base, the largest diameter available that is compatible with the table style, minimum weight of 75 lbs, to match umbrella pole color.

d. Quantity of 3, Adirondack style chair, constructed of recycled plastic, available in Desert Tan to match existing park benches.

e. Quantity of 3, coordinating Adirondack style ottoman, constructed of recycled plastic, available in Desert Tan to match existing park benches.

f. Quantity of 6, Adirondack style rocking chair, constructed of recycled plastic, available in Desert Tan and/or Evergreen colorways.

g. Quantity of 3, Adirondack style side tables, constructed of recycled plastic, available in Desert Tan, minimum dimensions 18” x18” x 20” high.

h. MTRs: SF2, 54 items total

i. Total quantity, sections A and B, 114 items.

7.0 SERVICES

Design Contract Tasks/Requirements

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

b. The product must not be placed into production without clearance from the VA Interior Designer, Linda Hightower, linda.hightower@va.gov

c. The contractor shall provide 3-D line drawings of product for sign-off prior to scheduling manufacturing.

d. The contractor shall track manufacturing schedule and notify VA Interior Designer, Linda Hightower, linda.hightower@va.gov with updates of estimated ship dates by email.

e. The contractor shall address and document any punch-list items and shall submit to the VA Interior Designer Linda Hightower, linda.hightower@va.gov a remediation plan within 5 business days.

f. The contractor shall provide product in phases in order to minimize the storage space required and to allow VA maintenance workers time to assemble this large volume of furniture.

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

End of Document

S:\FMS\9 INTERIOR DESIGN\Procurements\OUTDOOR FURNITURE\SoW, Outdoor Furniture.docx