Statement of Work - Charting Desk Replacement Project.docx

593-21-3-111-0086

VA Southern Nevada Healthcare System Charting Desk Replacement Project 593-21-3-111-0086 POC: Rosilyn Palsson

STATEMENT OF WORK

1.0 GENERAL SCOPE

The Veterans Health Administration (VHA) has a requirement for healthcare furniture for the Medical Center in North Las Vegas, Project Title: Charting Desk Replacement Project.

This requirement includes supplying 300 healthcare appropriate charting solution, current desk removal, professional installation, and maintenance/warranty as well as ancillary Service support to properly complete the outfitting of each exam room. The Contracting Officer Representative (COR) is Rosilyn Palsson.

Healthcare furnishings for use universally throughout the Medical Center facilities which provides appropriate charting solution for patient care interaction facilitating eye contact and easily viewing of medical record as well as addressing the space limitations of the current desks found in exam/treatment rooms. Being able to properly clean a simplified writing surface that is designed specifically for a healthcare environment is a key driver to this procurement. Work shall include the removal of the old fabric faced hutch/desk units and replace with wall mounted pull-and-swivel fully adjustable charting surface with separately attached fully adjustable custom configured monitor arms. Telephones will be relocated off worksurfaces to be located on the side wall. Scope of work will include full wire management which will require a second installation trip after VA IT equipment is reinstalled (by VA coordinated staff) to assure that wires are wrapped and secured properly, installed correctly in the new wall attached unit, install (simple drywall anchor screw application) a VA supplied telephone wall mount bracket and install vendor supplied surface mounted wire mold between the telephone and electrical locations to the CPU location in relationship to the wall mounted charting/desking solution. The solution will provide staff with adjustable height and horizontal turning capability of the surface as well as having what is needed at arm’s reach, not necessary to be on the worksurface itself.

The contractor shall provide all labor, materials (including all wire management, wire molding, wall anchors/screws, 250lb toggle bolt drywall anchors) as well as the furniture solution, equipment, transportation, disposal services and supervision necessary to satisfy the needs of this ordering activity. Plan to conduct the installation in multiple phases based on coordinated planning required in conjunction with IT, Engineering and the Interior Design Team which can possibly extend over a period of 6-9 months’ timeline to complete 300 units. Work is being performed in active clinic areas so work after normal appointment hours will be required. Based upon a review of turn over time between removal of equipment, installation of new charting furniture with monitor arms, installation of phone bracket plus the reinstallation of IT/phone equipment (by the VA team), final leveling and alignment of the now equipped weighted wall mounted furniture unit and the runs of cables now requiring comprehensive wire management, including installation of wire molding; will all determine how many units can be installed each day. Planning and coordination will be critical to the success of this procurement activity.

2.0 PERFORMANCE REQUIREMENTS

The contractor shall provide and be responsible for the technical assistance, development and generation for final specifications and plans. Project planning of work phases in conjunction with the VA team, will be critical to mapping out the final installation phasing plan timeline. VA will be dedicating a primary project POC to address coordination needs directly with the Service Line staff impacted by the installation. The goal is to minimize the impact to the Services.

Final phased furniture delivery & installation to 6900 N. Pecos Road, North Las Vegas, NV 89086 and four local area PCCs will be required within 270 days of award date. The 4 additional PCC (CBOC) locations are within the Las Vegas and Henderson city limits within 30 minutes from the main hospital. Phase 1 work to commence within 90 days of award.

Henderson, NV 89015

Las Vegas, NV 89113

Northeast PCC

4461 E. Charleston Blvd.

Las Vegas, NV 89104

Northwest PCC

3968 N. Rancho Dr.

Las Vegas, NV 89130

Duty hours will be 7:00 am – 3:30 pm. The Government recognized US holidays are: New Year’s Day, Martin Luther King, Jr. Day, Presidents Day, Memorial Day, 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 including full wire management needs, from the manufacturer until final acceptance by Rosilyn Palsson Rosilyn.Palsson@va.gov.

b. Contractor is required to provide on-site installation management and supervision.

c. Off-site final disposal of existing furniture will be required. Existing furniture is comprised of primarily individual 3’– 5’ desk surfaces.

d. Train VA Move Team (3 in-house installers) and Interior Designer how to assemble, manage and trouble-shoot height adjustable charting units.

e. Provide installation services at non-peek patient times beginning no sooner than 3:00 pm daily and no later than 7:00 am unless fully coordinated and approved by each Service Line. Request for weekend installation shall be accommodated.

f. Provide installation and 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, in person at 6900 N. Pecos Road, North Las Vegas, NV 89086 – Room BD336. Time and date will be determined by VA Point of Contact.

4.0 SUBMISSION OF QUESTIONS

Questions: All questions must be received by August 19th, 2021. All questions submitted for this solicitation must be electronically sent to the following email address: Lindsey.Zwaagstra@va.gov. 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. Bill of Materials tagged per CLIN (no pricing).

b. Quantity of man hours for labor/installation

c. Project management plan

d. Product literature

e. Project delivery, installation and staffing plan

f. Physical finish samples

g. Warranty

h. Complete manufacturer’s product specifications to include name of manufacturer

i. 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 Submissions can be sent in multiple emails to avoid computer system email size limitation, to Lindsey.Zwaagstra@va.gov. 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 EVALUATION CRITERIA

Task order will be evaluated on:

a. Bill of Materials with subtotals

b. Cut sheets with product detail for all unique items.

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

d. Project staffing plan appropriate to scope of work

e. Project management plan appropriate to scope of work

f. 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 A for technical requirements of the actual wall mounted adjustable height and pull and swivel type surface action requirement plus custom configured monitor arms. (Individual salient specification sheets)

See Attachment B spreadsheet which lists the Medical Center’s specific room locations also calling out stud locations (as goal is to install 2 mounting screws directly into metal studs) plus listing the approximate distancing of the associated data and power outlets. Dimensions are based on individual room layouts routinely dimensioned from the closest accessible room corner. Each room is documented, and VA designer will be onsite to confirm each specific installation wall location. Dimensions called out will assist bidder in determining the approximate lengths of runs for wire molding purposes. Phone brackets are planned to be in close relationship to the side wall when provider is actively charting on the new charting surface while facing the patient.

There are 4 off-site PCC or CBOC locations each approximately 15 – 30 minutes from the medical center. Specific room numbers are not called out in this document as room numbering is being confirmed at this time, but the total counts for bid purposes are accounted for. PCC installation applications are applied to standard, repeated room layouts whereas the Medical Center room installations will vary greatly between department and space planning layouts.

8.0 SERVICES

General Delivery, receiving and installation of furniture as well as the off-site disposal of existing furniture will be determined on the individual orders and will occur outside of normal duty hours to not interfere with patient care.

1. When the Contractor requests to deliver, receive and/or install furniture outside normal work week. 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 the normal work week.

Expectation is that a proposed phasing plan will be worked out with awarded vendor bases on time and coordination needs of all parties at the onset of the awarded contract. Afterhours and weekend work will be required. VA IT staff can only support work based on normal working hours at this time. Product to be supplied by the vendor for work planned to be performed that day. No on-site storage shall be provided.

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 always be worn above the waist and be visible 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 will be required to provide Project Management Installation Coordination services to address the coordination planning between the VA support team consisting of IT, Engineering and the Interior Designers. A project Interior Designer will be responsible for coordination with the local Service Line staff. Proper planning at the onset of the project will be key to an efficient and routine execution of the full project. 300 units are required to be installed throughout all exam/treatment type rooms throughout the full Medical Center including the 4 local PCCs. Once the installation rhythm and routine has been tested, having any issues addressed, a revised timeline for final execution may be necessary.

1. Contractor is required to provide phased installation Gant chart for furniture supplying and installation including all revisions as necessary.

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 or VA provided spreadsheet of stud and outlet locations for final measurements.

1. Contractor shall perform installation services per SOW and associated Attachments.

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 will be required to remove and/or relocate existing VA furnishings in coordination with VA Logistic Management Service and 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. After active patient appointment hours will be required to minimize scheduled clinic impact.

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.

It is anticipated the multiple manufacture shipments will be staggered throughout the installation timeline to minimize warehousing needs.

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 daytime/temporary 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. Contractors will be required to sign-in each time they enter the pharmacy space and will be in constant pharmacy staff supervision.

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 off-site facility.

1. The contractor is responsible for destructive slicing of upholstery items and removal of existing worn furnishings assuring proper disposal off-site.

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.