Statement of Work.docx

Furniture Accessory: Sound Masking SOW VA Salt Lake City Health Care System Sound Masking PM&R, 1C14-19 & B.6 Chris Hill 801.582.1565 x-4528 Christina.hill@va.gov Prepared June 26, 2023

STATEMENT OF WORK

GENERAL

1.1 Scope of Work

1.1.1 Sound Masking for Outpatient PM&R Bldg. 1 1st floor, 1C19-14, and B.6 A zone. Purchasing of necessary components for each area and after-hours installation as stated in this statement of work. Delivery of product will be to each area at time of installation. VASLCHCS 500Foothill Dr. Salt Lake City, UT 84148. Sound masking system, related components, installation, system balancing as indicated or specified.

1.2 Quotation Documents

1.2.1 Furniture Accessory Specification

1.3 Performance Requirements

1.3.1 The specification covers the requirement for three sound masking systems, installation and system balancing. The minimum acceptable requirements for manufacturer’s extent of project line, design, materials, workmanship, performance, safety and services are set forth, hereinafter. Failure to meet the minimum acceptable requirements may result in disqualification of the bid.

1.3.2 Sound Masking provides speech privacy, when properly balanced and tuned conforms the sound curve to what the ear hears. All components shall be of a design, material and workmanship to provide advanced state-of-the-art noise canceling speech privacy.

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

1.3.4 Warranty shall include parts, shipping, travel and service. Each item shall have its minimum coverage period stated below per each item.

1.4 Testing Requirements

1.4.1 All tests indicated herein must be conducted by an independent testing laboratory. Test results must not be more than two years old. Test reports should include complete descriptions of the material and construction, certified by the testing laboratory.

1.5 Submittals

1.6 Delivery, Storage and Handling of Materials

1.6.1 Product shall be factory packed with adequate protection to all sides and corners to prevent transit and handling damage.

1.6.2 Deliver Furniture Accessory: Sound masking Systems to:

VA SLC Health Care System, 500 Foothill Drive, Salt Lake City, UT 84148.

All installations will be after hours 4:30pm-12:30am. 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.

2.0 PRODUCT

2.1 General

2.2 Furniture Accessory Schedule

Box

2.3 Sound Masking Design by Biamp Cambridge Factory Certified individual or EQUAL

2.3.1 Design layout must be done by an individual who is factory certified

2.4 Cambridge Qt X 600/600D Sound Masking Control Module or EQUAL

The Cambridge Qt™ X 600/600D control module is a sound masking generator, controller, third octave band equalizer and amplifier, with two auxiliary audio inputs to allow for distribution of audio from paging controllers and/or (background) music players. The Qt X 600/600D controls up to 6 zones of Qt Standard or Active emitters. The Qt X 600/600D control module is a compact six-zone networkable controller suitable for installations of up to 72,000 square feet (6,690 m2). Each zone can be independently adjusted for masking and aux audio levels and spectra. Both models feature full compatibility with Biamp’s SageVue™ system management software. When multiple controllers are included in a single system audio inputs can be shared across all controllers via AVB or Dante (600/D)

FEATURES

· Compatible with Qt Standard emitters and Qt Active emitters.

· Supports up to 6 zones

· AVB or Dante (600/D) media network

· 2 audio inputs for paging and music

· Contact closure integrates with fire alarm systems

· Front panel with LCD

· Front Panel Lock (via software control)

· Auto ramping

· Event scheduling

· Adjustable equalizer for masking and audio inputs

· 4 non-correlated sound masking audio sources per zone

· Built-in clock with system NTP support

· Wall mount bracket included, optional rack mount bracket also available

· Dual network ports (media / control)

· Web interface control by any web-enabled device

· Third party control API/Ethernet

· CE marked, UL listed, and RoHS compliant

· Covered by Biamp Systems’ five-year warranty

· Manufactured in the U.S.A.

· TAA compliant

· GSA eligible

ARCHITECTS & ENGINEERS SPECIFICATION

The controller shall consist of all electronics required for operating a sound masking system from a single accessible location. Systems with distributed electronic packages above ceilings are not acceptable. The controller shall permit password protected access for control and monitoring via LAN/browser interface. The controller shall provide six zones and shall be sufficient to generate sound masking, audio control and audio power for up to 72,000 square feet (6,690 m2) of coverage. The unit shall be capable of time-of-day masking level control; per-zone settings shall be available for day/ night levels and start times, ramping interval, and weekday/Sat/Sun behavior. Each audio output shall provide 4 non-correlated channels of masking noise to minimize comb filtering. The unit shall meet all requirements of Underwriters Laboratories, the US and Canadian National Electrical Codes, FCC Part 15, and all pertinent UK and EU codes. The controller shall be CE marked, UL listed, and shall be compliant with the RoHS directive. Warranty shall be 5 years. The controller shall be Qt X 600/600

2.5 Cambridge Qt Emitter Sound Masking Loudspeaker or EQUAL

2.6 All other support parts as noted on Furniture Accessory Schedule Cambridge or EQUAL.

3.0 SERVICES

3.1 General Scope:

The Veterans Health Administration (VHA) has a recurring requirement for healthcare furniture for the Medical Centers, the Community-Based Outpatient Clinics (CBOCs), the Vet Centers, and other outlying clinics and offices throughout the United States and its territories. This is an effort by VHA to streamline the acquisition process and obtain further discounted commercial pricing.

This requirement includes healthcare furniture, design, project management, furniture removal, professional installation and maintenance/warranty services. A Contracting Officer Representative (COR) may be assigned at the IDIQ ordering level.

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

3.2 Delivery: All orders shall be delivered Free On-Board (FOB) destination to the delivery addresses listed in the individual orders placed against the IDIQ. Specific delivery/shipping information shall be determined at the individual order level.

3.3 General Requirements for Services: The dates and times for delivery, receipt and installation of furniture will be established by individual orders. Delivery, receiving and installation of furniture will be determined on the individual orders and may occur outside of normal duty hours to not interfere with patient care in accordance with the IDIQ order.

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

Installation locations:

· PM&R Bldg.1 1st Floor. There is a loading dock at Bldg 1.

· 1C19-14. There is a loading dock at Bldg. 1 or one at Bldg. 14 with a service elevator.

· B.6 A zone. There is no loading dock.

Project will be installed after hours 4:30pm-12:30am.

The Government recognized US holidays are: New Year’s Day, Martin Luther King, Jr. Day, Presidents Day, Memorial Day, Juneteenth Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day and Christmas Day. If the holiday falls on Sunday, it is observed on Monday.

The contractor shall:

a. Coordinate and provide project management of all products and services to manage, design, order, ship, deliver and install new furniture from the manufacturer until final acceptance by VA SLC HCS Interior Designer

b. Install Sound masking system per drawing.

c. Follow VA SLC HCS open ceiling access permit, see attached policy. It will be filled out by VA COR but must be followed by Contractor.

d. Follow VA SLC HCS ICRA, see attached policy. It will be filled out by VA COR but must be followed by Contractor.

e. Project phasing and scheduling requirements to include planning, project management and installation. Each “Zone” might have a different phase to accommodate patient load and to minimize patient disruptions.

f. Contractor to plan for two (2) punch list trips if necessary.

g. 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.

h. The Contractor personnel shall present a professional appearance and shall have a uniform or some method of identifying them as an employee of the contractor. A VA badge will be provided and must be worn above the waist and be visible at all times while on government property.

i. 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.

j. 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).

k. 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.

l. 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.

m. Provide a local Project Manager to be physically onsite during Installation and managing installation.

n. Manage and direct movers install in the 3 spaces. The three areas will be scheduled on different days.

o. Print out a drawing(s) as needed for Installation crew

p. Complete a final walk with lead installer(s), Interior Design COR, and compile a “punch-list”

q. Provide white glove installation and clean up. Making set up “patient-ready”. All debris and packaging materials shall be removed from site.

r. Manage punch list items, including the ordering, delivery, and install of punch list items.

SV1 – Furniture, Design, and Installation Support Services

Contract Tasks/Requirements

1. Contractor may be required to provide basic design services and layout for commodities purchased. All designs of furniture layouts, including original designs and any subsequent redesigns, must be accomplished by a qualified professional Interior Designer with either a four (4) year Interior Design degree from an accredited school by the Council for Interior Design Accreditation (CIDA/FIDER), or 5 years of experience, and one year experience using contractor’s software similar to that proposed for this contract.

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

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

1. Contractor shall be responsible for all field measurements whether in existing spaces or new construction. Contractor shall not rely on AutoCAD drawings for final measurements.

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

1. Contractor must have a project manager/lead installer based on project size. Project manager/lead installer must have a minimum of 2 years of experience performing installation services in healthcare facilities.

1. Contractor may be required to remove and/or relocate existing VA furnishings in coordination with VA Logistic Management Service and Interior Designer per the task order SOW.

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

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

1. Contractor must provide Proof of Insurance.

1. Contractor shall provide 30 Days Free Storage once the complete bill of materials has been received at a conditioned facility that meets all building requirements including but not limited to the sprinkler, security, safety, temperature and environmental controls – as not to void furniture warranties.

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

1. Contractor shall provide all necessary materials, equipment, labor, supervision, and Management to: (A) coordinate delivery: (B) load and unload; (C) place/install items in designated rooms/locations; (D) assemble items as required; (E) secure as designated; and (F) properly dispose of all associated packing/crating materials outside the VA premises.

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

Protection of Property

1. The Contractor shall perform an inspection of the buildings and grounds with the COR prior to commencing work. Contractor shall protect all items from damage. The Contractor shall take precaution against damage to the buildings, grounds and furnishings. The Contractor shall repair or replace any items related to buildings or grounds damaged accidentally, or on purpose due to actions by the Contractor, utilizing materials of the same quality, size, grade and color, to match existing work.

1. To ensure that the contractor shall be able to repair or replace any items, components, on the buildings or grounds damaged due to negligence and/or actions taken by the Contractor. The Contractor shall communicate with the COR to resolve all repairs beyond simple surface cleaning. Concurrence of the COR is required before the Contractor may perform any significant repair work. In all cases, repairs shall utilize materials of the same quality, size, texture, grade and color to match adjacent existing work.

1. The Contractor shall be responsible for the security of the areas in which the work is being performed at all times prior to completion. The Contractor shall maintain accountability and control of any keys provided, and shall return them to the COR upon completion of the work.

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

Delivery

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

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

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

1. Contractor must ensure that the driver of the delivery vehicle has copies of the Bill of Materials/delivery orders and shall not attempt to deliver any items before the scheduled delivery date.

Receive and Unload

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

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

1. The Contractor shall store damaged items in the location designated by the COR. The Contractor shall maintain a complete file of all documents relating to each discrepancy and copies of all Discrepancy Reports shall be forwarded to the COR on a daily basis.

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

Assembly and final acceptance

1. Contractor shall be responsible for all safety and security guidelines within the area in which work is being performed, to include securing any contractor-owned tools or equipment, and any on-site storage being utilized.

1. The contractor shall install all items in accordance with each requirement statement and basic component floorplan, panel plan and electrical plan, designed and provided by the contractor with each task order.

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

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

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

1. Contractor shall inspect to ensure that the furniture is free of surface dirt, clean and polished, free of defects, and that the installation is complete and ready for use.

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

Jobsite Cleanliness

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

1. Final Acceptance by the Government will not occur until all installed items have been wiped cleaned and debris/dust connected with installation is removed from the VA site.

1. Recyclable cardboard products shall be disposed of in accordance with applicable statutes, in respective containers. The contractor is responsible for providing trash containers at an offsite facility.

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

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

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

Warranty Items

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

1. The Contractor agrees to furnish, without cost to the Government, replacement of all parts and material which are found to be defective during the warranty period. The cost of installation and travel of replacement material and parts shall be borne by the Contractor.

Project Manager (PM) Requirements

a. The Contractor PM shall be responsible for the performance of all the work the associated with the SOW issued with the individual task orders. The Contractor shall additionally, provided an alternate PM and the name of the primary and alternate who shall act for the contractor PM when the manager is absent shall be designated in writing to the COR.

b. Communication with VA COR as pertaining to Requests for Information (RFIs), updates, design changes, Quality Control concerns notifications and installation scheduling in writing by email in addition to any phone conferences or in-person meetings.

c. PM shall schedule arrival of the product and installation date.

d. PM shall perform an on-site review of space and installation plans at least 5 days in advance with VA Point of Contact (POC), COR or Interior Designer.

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

f. PM shall be on-site during installation to answer any questions regarding product installation or space/area.

g. PM shall perform on-site walk-through and punch list after installation with Lead Installer and VA POC, COR or Interior Designer.

4.0 KICKOFF MEETING

The prime contractor(s) shall participate in a kickoff meeting within ten (10) days of task order issuance, in person at VA SLC HCS Bldg 3 SOAR. A follow up Microsoft Team meeting may be needed after site meeting. Time and date will be determined by VA Point of Contact.

END OF SECTION

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