SPS OR STORAGE ROOM FURNITURE - STATEMENT OF WORK.pdf

OR SPS Storage Room Building 1, floor 2, Room 2-220

Table of Contents

1.0 Justification

2.0 General Scope of Work

2.1 Location of Work

2.2 Floor Plans / Furniture Layouts

3.0 Performance Standard Requirements

3.1 General Requirements

3.2 Design Capabilities and Personnel Qualifications

3.3 Storage Requirements

3.4 Delivery Requirements

a. Loading dock access

b. Uncrating / Unboxing Requirements

c. Elevator Usage

d. No drop shipments to site

e. Contractor 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 Quote Submission

4.2 Formatting Requirements

4.3 Evaluation Criteria

4.4 Submission of Questions

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 VA Connecticut Healthcare System requires new healthcare furniture to support the activation of the SPS OR Storage Room at the West Haven Medical Center. This space needs to provide the proper environment for OR Sterile Storage to meet the facility's requirements.

The appropriate furniture, as specified below, will align with the standards set by the Department of Veterans Affairs Office of Construction & Facilities Management and the West Haven VA Infection Control Department.

The vendor responding to this solicitation shall provide the specified furnishings as indicated in the attached drawings and described in the performance-based technical specifications herein. These specifications outline the minimal materials, construction, technical, and service requirements. The attached specifications describe the required parts necessary to complete this space, utilizing some existing components.

2.0 GENERAL SCOPE OF WORK

The selected contractor will furnish, deliver and install all items within this SOW, meeting all technical specifications and requirements such as labor, materials, equipment, transportation, and supervision necessary for each ordering activity to satisfy the need of the VA Connecticut Healthcare System

2.1 LOCATION OF WORK:

West Haven VA Medical Center 950 Campbell Avenue, West Haven, CT 06516 Building 1, Floor 2, Room: 2-220

2.2. FLOOR PLANS / FURNITURE LAYOUTS:

Any drawings within this SOW are not to scale. To scale PDF – see attachment A.

AutoCAD drawings are available upon request.

3.0 PERFORMANCE STANDARD REQUIREMENTS

3.1 GENERAL REQUIREMENTS:

a. Professional Conduct and Communication

Vendor must demonstrate availability, flexibility, reliability, responsiveness, and effective communication.

Care must be exercised to limit potential damage to property or persons.

All work must be completed with high craftsmanship, safely, and within the established timeline.

Vendors must be capable of taking direction and working independently based on VA Interior Designer or Point of Contact (POC) instructions.

Vendor is responsible for communicating the scope of work and expectations to their team before the project begins.

Project review meetings with the VA Interior Designer can be requested by the vendor as needed.

Contractor is responsible for Contract Management and Quality Control (QC) for all work. Procedures must ensure services are performed as per contract terms.

Contract personnel’s work and documentation may be regularly reviewed by the Contracting Officer

Representative (COR).

b. Site Access, Identification, and Supervision

Notify and obtain approval from the VA POC - VA Interior Designer before arriving or leaving the job site.

Contractor personnel must not be alone in designated installation spaces without completing VA badging procedures.

A VA-issued badge must be worn above the waist and be visible on Government property.

Contractor personnel must wear visible identification, including name, position, and contractor trade name.

Contractor staff should present a professional appearance in uniforms or other identifying attire.

c. Safety, Security, and Compliance

Contractor must be familiar with and comply with all applicable VA regulations, including:

o Security, safety codes, and health requirements o Federal, state, and local laws o OSHA, ADA/ADAG, Life Safety, and Building Codes o VA Design Standards (TIL Website)

Smoking and vaping are prohibited in all VA buildings.

Weapons are not allowed on the premises; all enclosed containers (e.g., toolkits) are subject to search.

Violations of VA regulations may result in federal citations, enforceable in U.S. District Court.

Contractors must establish and follow policies and procedures that ensure safety and environmental protection for all people and property involved.

d. Coordination with VA ServicesIf required, Contractor must coordinate with the VA POC regarding interactions and impacts with:

o Grounds Shop o IT Department o Housekeeping / EVS o Electric Shop to Coordinate connection of any electrical system o Painting Shop o In-House Construction Team

Contractor may be required to remove or relocate existing VA furniture in collaboration with the Grounds Shop, Logistics Management Service, and Interior Designer.

e. Environmental and Logistical Requirements

Provide environmentally responsible freight for all delivered products (e.g., blanket wrapped or equivalent).

Contractor should remove, recycle, or properly dispose of all packaging materials in accordance with the best environmental practices.

Contractor must be familiar with VA campuses, Outpatient Clinics, loading dock locations, and hours of operation.

f. Project Management and Staffing Requirements

Contractor must provide a project manager or lead installer, depending on project size.

o This individual must have a minimum of two (2) years of installation experience in healthcare facilities.

Contractors may be required to perform services outside normal duty hours, according to the Statement of Work (SOW), and must be able to meet these requirements.

When 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 (10) ten 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.

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 is responsible for maintaining any generally required certifications, accreditations, licenses, and insurance.

3.2. DESIGN CAPABILITIES AND PERSONNEL QUALIFICATIONS

Contractor may be required to provide basic design services and layout plans for purchased commodities

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 all staff maintain any required professional certifications, licenses, bonds, accreditations, or proficiency related to their role.

o The contractor must retain documentation.

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

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

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

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.

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

Contractor Furnished Materials and Equipment

The contractor shall provide all necessary resources, including but not limited to:

Labor, transportation, specialty moving materials, tools, supplies (e.g., blankets, dollies, hand trucks, padding) and any other type of equipment commonly used for moving services activities, as required for the safe transportation of the property.

Boxes necessary to move and pack, if required Vehicles/Trucks necessary for meeting the transportation and delivery needs of the individual order.

Contractor shall be responsible for securing contractor-owned tools or equipment, and any on-site storage being utilized.

Manufacturer’s representation, when required

Installation services shall include:

1. Coordinating product pickup at vendor warehouses

2. Loading and unloading materials

3. Placing/installing items in designated areas

4. Assembly of items as necessary

5. Coordinating with VA staff for hardware or specialized installation components

6. Securing and storing items as directed

7. Proper disposal of all packing, crating, and protective materials

Site Logistics

a. Loading Dock Access

A loading dock is available at Building 1 or Building 2.

There is a minimum 450-foot travel distance from the dock to the installation area.

Unload scheduling must be coordinated through the VA Interior Designer.

The nature of the project may require street off-load; contractor must prepare accordingly.

b. Uncrating/Unboxing Requirements

Due to the shared use of the installation space with other activation contractors, all uncrating/unboxing must occur at the truck off-load area.

This requirement is to minimize congestion and maintain a clean and organized installation environment.

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

c. Elevator Usage

Freight elevators are available in both buildings and may be used for product transport.

VA staff and patients take priority for elevator use; contractors must plan schedules accordingly.

Deliveries and installations must not interfere with patient care or facility operations.

All work must be coordinated with the VA Interior Designer to ensure minimal disruption to medical center operations.

d. No Drop Shipments to Site

Direct shipments to the VA facility are not permitted.

All products must be shipped to the contractor’s warehouse and delivered to the VA at the time of installation.

Unauthorized deliveries to the VA prior to the scheduled date will be refused at the dock.

e. Contractor Parking

Contractors are responsible for parking in designated areas only.

Information regarding appropriate parking zones may be obtained from the VA Police Service.

The VA will not reimburse or excuse any parking violations under any circumstances.

3.5 INSTALLATION REQUIREMENTS:

Site Evaluation & Protection:

The contractor shall assess and document site conditions prior to beginning installation. All building surfaces, including flooring, walls, and casework, must be protected throughout the installation process.

Any damage incurred must be reported to the Interior Design Point of Contact (POC) immediately.

Installation Documentation:

Installation drawings and detailed directions, including product placement information, must be provided to installers, project managers, and the VA Interior Designer prior to installation. Installation will not proceed without the submission and approval of these documents.

Qualified Installation Team:

The Contractor is responsible for ensuring staff are thoroughly trained and familiar with the products being installed. Personnel must be manufacturer-certified to maintain the integrity of the manufacturer’s warranty. The vendor shall supply a dedicated team leader for each installation team.

Installation Schedule:

The vendor shall submit a detailed installation schedule outlining daily tasks and corresponding timelines.

Proof of Expertise:

Upon request, the vendor must provide documentation demonstrating familiarity with the equipment to be installed. The contractor shall install all furniture in accordance with each requirement statement and basic component floorplan, panel plan and electrical plan, designed and provided by the contractor.

Supervision:

An Installation Supervisor or Foreman must remain on-site and accessible by phone for the duration of the installation. Name and phone number must be provided to the VA POC.

Responsibility for Damages:

The vendor is responsible for all damage caused by the installation team beyond normal wear and tear.

Such incidents must be reported to the VA Interior Design POC within one business day.

Installation Inquiries:

Any installation-related questions that cannot be resolved by the project manager must be directed to the VA Interior Designer. No other party is authorized to make installation-related decisions.

Traffic Disruption:

The contractor shall not impede facility traffic during installation activities. Means of egress & life and safety equipment within all designated work areas must be clear to access to comply with fire codes.

Work Hours & Completion:

All installation activities must occur within the specified hours outlined in Section 11.0 of this SOW.

Installation must be fully completed by the end of the scheduled workday. Installers must check out with the VA Interior Designer prior to departure.

Product Inspection & Reporting:

At completion of installation, inspect all products for proper operation. Perform a final cleaning of furniture and all work areas. This shall include wiping down all surfaces, vacuuming and mopping of all flooring surfaces, dusting all wood surfaces, etc. To include not only installed space but any areas that were along the path of travel to the installation space. Installers must report any functional issues/damages to the project manager or their supervisor immediately. Project manager or supervisor is expected to relay reported issues to the VA POC immediately, and no later than by the EOD of delivery / installation.

a. INSTALLATION SCHEDULE/PHASING:

Phased Installation:

Multiple installation trips or phased scheduling may be required to complete the project. Refer to Section 11.0 for project-specific phasing details.

Final Schedule Determination:

Exact installation dates will be determined and communicated by the VA, in alignment with the product lead time, and project/activation requirements.

Vendor-Provided Schedule:

The vendor shall submit a proposed installation schedule that includes a detailed daily breakdown of tasks and projected timelines for each phase of work.

Schedule Flexibility:

The Government reserves the right to modify the standard work week, including days and hours of operation, to meet the mission requirements of the Veterans Health Administration (VHA).

b. HOURS OF WORK:

Standard Working Hours:

Most work shall be conducted during standard business hours, Monday through Friday, from 7:30 a.m.

to 4:00 p.m. However, work outside of these hours may or may not be required to avoid disruption to patient care, in accordance with the IDIQ contract. Refer to Section 11.0 for specific installation hour requirements related to this contract.

After-Hours Work Authorization:

If the contractor requests to perform deliveries, receiving, or installation outside normal duty hours, a written request must be submitted to the VA Contracting Officer’s Representative (COR).

Requests must be submitted at least five (5) business days in advance.

The request must specify the proposed date(s), time, scope of work, and justification for after-hours performance.

Work may not proceed until written authorization is received from the VA COR.

Holiday Work Restrictions:

Work is not anticipated to occur on Federal holidays. If work must take place on or overlap with a federal holiday, it must be coordinated in advance with the VA Interior Designer.

Observed Federal Holidays (VA Connecticut Healthcare System):

New Year’s Day Martin Luther King Jr. Day Presidents’ Day Memorial Day Juneteenth National Independence Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day Any additional day declared a Federal holiday by the President of the United States

3.6 JOB SITE CLEANINESS:

Debris Removal:

The contractor is responsible for the removal and proper disposal of all trash and debris connected with uncrating, assembly, and installation of items under this contract.

Final Acceptance Requirements:

Upon completion, installers must ensure all products are free of dust, debris, and defects and that the installation is complete and ready for use. Cleaning must include wiping all surfaces, vacuuming, or sweeping floors, and dusting furniture—both in the installation area and any areas impacted during transport. The Government will not issue final acceptance until all installed items are thoroughly cleaned, and all dust, debris, and installation-related waste have been completely removed from the VA premises.

Recycling Compliance:

Recyclable cardboard and other materials must be disposed of in accordance with applicable regulations. The contractor should provide appropriate off-site containers for waste disposal.

Storage Limitations:

Packing materials may not be stored within VA buildings for more than 24 hours under any circumstances.

Personnel Conduct:

Contractor personnel must restrict eating, drinking, and smoking to designated areas only.

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

Personal Trash:

All personal trash (e.g., food wrappers, beverage containers) must be removed from the job site daily by the Contractor.

3.7 POST-INSTALLATION REQUIREMENTS:

Post-Installation Walkthrough:

Upon completion of installation, a walkthrough shall be conducted before releasing the installation crew. The walkthrough must include representatives from the vendor’s installation team, sales, and design staff, as well as the VA Interior Designer and Service Line End User.

During the walkthrough:

All installed items must be inspected for cleanliness, completeness, and functionality.

Any discrepancies, damages, or missing items must be documented.

The contractor is responsible for coordinating the replacement of defective or missing products directly with the manufacturer.

A lead-time report or remediation plan for replacements must be submitted to the VA Interior Designer or designated Point of Contact (POC) within five (5) business days of installation completion.

Required Vendor Attendance:

Project Interior Designer Sales Representative Installation Manager

Post-Occupancy Orientation:

On the day of occupancy, the VA Interior Designer, the vendor, shall conduct an orientation session for VA staff and end users. This session shall include training and instruction on the proper use, adjustment, and care of the installed products.

3.8 PROJECT MANAGER (PM) REQUIREMENTS

The contractor is responsible for all products and services until final acceptance by:

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

Order Management and Coordination:

The awarded contractor is responsible for placing all product orders, managing ship dates, tracking shipments, receiving reports, and scheduling deliveries and installations in alignment with the VA’s project schedule. The contractor will notify the VA POC of updates to estimated arrival dates and actual receipt of items via email.

Project Manager (PM) Assignment:

The contractor shall designate a Project Manager (PM) responsible for overseeing the performance of all tasks associated with the Statement of Work (SOW) and any issued task orders.

o An alternate PM must also be identified in writing to the Contracting Officer’s Representative (COR) and Point of Contact (POC) to ensure continuity in the PM's absence.

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

Communication Requirements:

The PM shall communicate all Requests for Information (RFIs), updates, design changes, quality control issues, and installation schedules in writing via email. This may be supplemented with phone calls or in-person meetings as needed.

o Coordinate product arrival and schedule installation dates with the VA and delivery/install teams.

Documentation and Support:

The PM is responsible for reviewing the scope of work and providing all necessary documentation and guidance to the delivery and installation teams. The PM must ensure teams are fully equipped to perform tasks independently or be available on-site to assist with planning as needed.

On-Site Presence and Oversight:

o The PM must be physically present during installation to address any product or space-related questions and ensure proper execution of the work.

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

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

Final Walkthrough and Punch List:

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

Following installation, the PM shall:

o Conduct an on-site walkthrough with the Lead Installer and VA POC, COR, or Interior Designer.

o Document all punch list items and submit the list to the VA Interior Designer via email within 24 hours of walkthrough completion.

o Include estimated completion timelines for each outstanding item in the response.

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 Cardboard 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: Installers are required to have 10 Construction OSHA training and installers

Supervisor required having 30 hours Construction OSHA training.

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

4.1 QUOTE SUBMISSION:

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

Volume 1: Technical

a. Technical: The vendor shall submit a high-level plan, supported by a narrative detailing the proposed solutions to accomplish the objectives of this project, and include applicable (1) drawings (floorplans, isometrics, shop drawings, typicals etc.) or images, (2) complete manufacturer’s product specifications & literature (3) Bill of Materials tagged per CLIN/ floorplan department and room etc.

(4) quantity of man hours for labor/installation (5) electronic finish samples to include those matching MTRs and/or options for selection (6) Self-certifying statement confirming ability to meet project deadlines (7) Identification of product that is / is not quick ship with lead times (8) Identification of manufacturer quantity limits for quick ship . The submission should demonstrate an understanding of the project scope, compliance with specifications, and explain why the proposed solution is ideal. (9) project staffing plan and project management plan (10) physical finish samples and/or mockup samples if different than design basis

b. Past Performance: The vendor shall provide information on six similar projects completed within the past five years, with at least four performed at VA or Military Hospitals. For each project, include a point of contact, contract number(s), and contract value.

c. Knowledge & Understanding in Healthcare Environments: The vendor shall demonstrate proven knowledge of principles specific to healthcare environments. Submissions will be evaluated based on the presented theory and its appropriateness for a VA Medical Center (VAMC) healthcare environment and its patient population.

Volume 2: Price

a. Price quote following Line Items highlighted in section 11.

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 should 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.

4.2 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. 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

4.3 EVALUATION CRITERIA

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

The Government intends to evaluate offers and award contracts without discussion. 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.

4.4 SUBMISSION OF QUESITONS

All questions for this solicitation must be electronically sent to the Contracting Officer (CO) via email address provided on the solicitation by the date determined by acquisitions. Questions received after the stated date and time, may be addressed at the discretion of the CO.

5.0 PERIOD OF PERFORMANCE

a. Delivery and Installation dates shall be pre-scheduled with VA interior designer POC at least 14 business days prior to the start of work to ensure that the building is ready for install.

b. Delivery coordination and specific dates to be mutually agreed upon by the West Haven VA Medical

Center and the selected contractor.

d. Estimated activation start date: Fall 2026

e. VA shall notify awarded vendor of construction schedule updates.

6.0 PLACE OF PERFORMANCE

Work will be accomplished at the locations listed above in section 2.1.

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

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 shall ensure policies and procedures are established that protect safery and walfare of customers, employees and the community, and comply with all VA Privacy & Security, the Privacy Act and Health Insurance Portability and Accountability Act (HIPAA) to minimize or eliminate safety or environmental risks.

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. PRODUCT REQUIREMENTS:

11.1 GENERAL REQUIREMENTS:

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

11.2 WARRANTY ITEMS:

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

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

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.

11.3 TECHNICAL SPECIFICATIONS OF NEEDS & LINE ITEMS:

Design Basis Manufacturer: Distribution Systems International (DSI)

LINE ITEM: 1

ROB-1 – MODUMAX 2A WIDE STERILESHELF UNIT – Qty. 1

CLIN-MTR CODE: NOT AVAILABLE ON NATIONAL FURNITURE IDIQ

KIT-D1-CART

CUSTOM: MODUMAX 2A WIDE STERILESHELF UNIT - EXTRA WIDE ROBOTICS STORAGE

PER SECTION INCLUDES: (8) WIDE STERILESHELVES & DUST COVER

MINIMUM TECHNICAL REQUIREMENTS:

• Triple or Quad rack units

• Extruded, anodized aluminum frames (48 total holes); 2 total frames with added 4 horizontal stabilization brackets – aluminum

• 1" bin adjustments

• 2 swivel casters & 2 locking casters

• 8 stainless steel pull-out shelves (wide sterile shelf configuration)

• 2 heavy-duty runners with ball bearing slides

• Runners include magnetic catch to pull shelf in; retaining walls – 1" rear and side retaining walls on the trays ensure product will remain in place while trays are opened and closed

• Pull Handle – Trays have full-length pull handles allowing for easy access to products. Trays have powder-coated solid galvanized surface

• Full Extension – Heavy-duty ball bearing glides extend 110%, allowing access to the entire tray when completely pulled out. Runners will automatically pull themselves back in the last 1½ inches. Load capacity is 45 lbs. per shelf

• Dust Cover included

• Rack made from anodized aluminum

LINE ITEM: 2

ROB-2 – MODUMAX 2B UNIT– Qty. 1

CLIN-MTR CODE:

KIT-D1-CART

CUSTOM: MODUMAX 2B UNIT - VERTICAL ROBOTICS PULLOUT STORAGE

PER SECTION INCLUDES: (1) FORWARD FACING CATH HANGER W/ HOOKS ; (2) 4"

BASKETS W/ LONG & SHORT DIVIDERS, BASKET STOP WHEELS FOR 100% BASKET

EXTENSION & DUST COVER

MINIMUM TECHNICAL REQUIREMENTS:

• Triple or Quad rack units

• Extruded, anodized aluminum frames (48 total holes); 2 total frames with added 4 horizontal stabilization brackets – aluminum

• 1" bin adjustments

• 2 swivel casters & 2 locking casters

• 8 stainless steel pull-out shelves (wide sterileshelf configuration)

• 2 heavy-duty runners with ball bearing slides

• Runners include magnetic catch to pull shelf in; retaining walls – 1" rear and side retaining walls on the trays ensure product will remain in place while trays are opened and closed

• Pull Handle – Trays have full-length pull handles allowing for easy access to products. Trays have powder-coated solid galvanized surface

• Full Extension – Heavy-duty ball bearing glides extend 110%, allowing access to the entire tray when completely pulled out. Runners will automatically pull themselves back in the last 1½ inches. Load capacity is 45 lbs. per shelf

• Dust Cover included

• Rack made from anodized aluminum

LINE ITEM: 3

CTS-1 – “CTS” DUST COVERS Qty. 60

CLIN-MTR CODE:

D2-DCCTS1

MODUMAX DUST COVER FOR TOP OF CTS UNIT, INCLUDES (4) H1-A27380820

PROTECTIVE DUST COVERS - "CTS" SIZE

• Compatible with MODUMAX modular storage frame system; designed for top-of-unit installation

• "CTS" size kit (D2-DCCTS1): Fits CTS-sized MODUMAX units; each kit includes (4) H1-A27380820 protective dust cover panels

• Covers shall provide full top coverage to prevent dust accumulation and contamination of stored items

• Material shall be durable and cleanable per healthcare sterile processing environment standards

LINE ITEM: 4

CTS-2 – “A” DUST COVERS - Qty. 30

D2-DCA1

MODUMAX DUST COVER FOR TOP OF UNIT- TYPE "A", INCLUDES (4) H1-A27380820

PROTECTIVE DUST COVERS - "A/O-S" SIZE

• Compatible with MODUMAX modular storage frame system; designed for top-of-unit installation

• "A/O-S" size kit (D2-DCA1): Fits "A" and "O-S" size MODUMAX units; each kit includes (4) H1-A27380820 protective dust cover panels

• Covers shall provide full top coverage to prevent dust accumulation and contamination of stored items

• Material shall be durable and cleanable per healthcare sterile processing environment standards

LINE ITEM: 5

CTS-3 – LEFT RUNNERS - Qty. 750

IQ

D2-MLDH-CTS

MM L-SHAPED HORIZONTAL RUNNER - LEFT - FOR CTS AND CTSOS STORAGE

PROPER FLAT SHELVING RUNNER – LEFT

MINIMUM TECHNICAL REQUIREMENTS:

• L-shaped horizontal runner profile designed for proper flat shelf support

• Compatible with CTS and CTSOS MODUMAX storage units

• Available in mirrored left and right configurations; left and right runners ordered as paired set

• Constructed of anodized aluminum or equivalent corrosion-resistant material

• Designed for secure integration within MODUMAX extruded aluminum frame system

• Suitable for use in healthcare sterile processing environment

LINE ITEM: 6

CTS-4 – RIGHT RUNNERS - Qty. 750

D2-MRDH-CTS

MM L-SHAPED HORIZONTAL RUNNER - RIGHT - FOR CTS AND CTSOS STORAGE

PROPER FLAT SHELVING RUNNER -RIGHT

MINIMUM TECHNICAL REQUIREMENTS:

• L-shaped horizontal runner profile designed for proper flat shelf support

• Compatible with CTS and CTSOS MODUMAX storage units

• Available in mirrored left and right configurations; left and right runners ordered as paired set

• Constructed of anodized aluminum or equivalent corrosion-resistant material

• Designed for secure integration within MODUMAX extruded aluminum frame system

• Suitable for use in healthcare sterile processing environment

LINE ITEM: 7

CTS-5 – COLOR SIDE PANELS - Qty. 27

KIT-D1-MM-COLORPANEL-FULL/A

FULL COLORPANEL FOR SIDE OF MM "A"…