Sterile Shelves PKG 161 - SOW.docx

STATEMENT OF WORK (SOW)

Veterans’ Health Administration (VHA) Eastern Oklahoma VA Health Care System (EOVAHCS) Provision and Installation of High-Density Movable Shelving At the new Tulsa VA Medical Center

BRAND NAME OR EQUAL REQUIREMENT

GENERAL

PURPOSE / OBJECTIVE:

Eastern Oklahoma VA Health Care System (EOVAHCS) requires a contractor to provide, deliver, and install high density shelving equipment listed in this SOW. Items include a manually movable, high density storage unit with adjustable shelving. These items are needed for the sterile storage unit to aid in storing instruments and supplies needed for patient care. The contractor will be required to supply these items in accordance with this statement of work and in a cost effective, efficient, and safe manner, while in accordance with the VA Mission.

LOCATION:

Product Delivery: Tulsa VA Medical Center, 440 S. Houston Ave, Tulsa, Oklahoma 74127. Each delivery package must be MARKED “FOR: PO#” (list PO# from Award) and PKG #161. Final room locations are provided on the attached cutsheets.

DELIVERY TIMES (PERFORMANCE PERIOD): The VA requires the Contractor to deliver and install the products no earlier than September 15, 2025 and no later than November 15, 2025.

BACKGROUND::

The Eastern Oklahoma VA Health Care System (EOVAHCS) is renovating a non-medical existing facility to be the new Tulsa VA Medical Center (VAMC). This Activation project requires high density storage delivered and installed between September 15th and November 15th of 2025. The facility is currently under control of VHiT and the construction contractor remodeling the facility. Delivery will not be allowed prior to the VA receiving the building. Verify delivery with COR prior to delivering

The Contractor shall furnish all contract oversight, management, Technically Trained Personnel, OEM authorizations to support provision and installation of OEM products, applicable licenses, uniforms, equipment, tools, materials, supplies, storage, insurances, shipping and delivery costs, and transportations necessary to provide the products, and associated installation, for EOVAHCS in accordance with this SOW. Any services associated with this product are considered non-personal services. The Contractor, its employees, agents, and subcontractors shall not be considered VA employees for any purpose of fulfilling the SOW and shall be considered employees of the Contractor.

Qualifications of Contractor:

For a contract of this size, scope and complexity, the successful Contractor must provide products and perform in a professional manner and quality as recognized by commercial industry standards as good to excellent. Contractor must provide to the COR and CO, and maintain for the life of the contract, written certification from the Original Equipment Manufacturer (OEM) that authorizes the Contractor to provide and assemble the products, as detailed in the Contractor’s quote and identified in this SOW.

Brand Name of Products, to include make and model numbers:

All mentions of Brand Name, Make/Model numbers, is provided only for purposes to convey Basis of Design as a means of providing the minimum requirements.

SCOPE: EOVAHCS requires a contractor to provide products that meet or exceeds the physical, functional, and performance of the listed salient characteristics in the following sections. The equipment features are essential to the technical requirements to meet the VA’s needs. The VA’s needs assessment identified the type of products and components listed below as a suitable solution to fill the gap. However, these are only used as a guide and the VA’s basic, salient characteristics and critical minimum requirements define the type of product that is needed to ensure the Purpose of this SOW is satisfied. OEM part numbers/references, in the salient characteristics section, are used as a basis of design and are provided as a means to convey the minimum standard characteristics.

PHYSICAL CHARACTERISTICS: Contractor must provide the equipment with associated components that meet or exceed the critical minimum requirements as well as the specifications in this SOW.

CRITICAL MINIMUM REQUIREMENTS

BRAND NAME OR EQUAL REQUIREMENT

Contractor must provide the following critical minimum requirements as part of the product and installation.

1) A1145 Shelving, Storage, Movable Aisle, Manual, KTW Group, Inc. TSS Top Trak Shelving, Custom. System composed of two shelving sections.

a. • Movable aisle, storage shelving units

b. • Design includes 2 sections of shelving with independent top tracks.

c. • Section 1 Dimensions: 21'-0"W x 10'-3"D with 8 rows of shelves

d. • Section 2 Dimensions: 11'-7" W x 5'-0"D with 4 rows of shelves

e. • Units are a manually operated, mobile aisle, high density, filing system.

f. • Load capacity is a minimum 700 pounds per linear foot.

g. • Shelving units to be open, wire shelving with chrome or stainless finish.

h. • SYSTEM TO BE DESIGNED WITH TOP TRACK ONLY, OTHER REQUIREMENTS:

Contractor is required to provide the following requirements as part of the product and installation.

SPECIFICATIONS (including SALIENT CHARACTERISTICS) See below list and attached addendum – “CUTSHEETS” for basis of design

Contractor must provide products that meet or exceed the specifications in this table.

Qualifications of Contractor OEM-Trained Technicians: Contractor shall document, in writing, their experience in working on the equipment listed in this SOW as well as the qualifications of individuals who will work on the equipment. Where the SOW requires OEM trained technicians, demonstration of this will also be required in the documentation.

Contractor must provide the COR and Contracting Office with such documentation, as a minimum:

a) Within 5 business days of contract award,

b) Within 5 business days after renewal or extension of services in accordance with, and if permitted by applicable FAR clause, and

c) immediately, when previously assigned OEM-trained technicians have been replaced, …and in advance of commencing installation of equipment identified in this SOW.

DELIVERY:

Delivery and receipt of the proposed items are anticipated to be directed to the location identified in this SOW. Confirmation of delivery location will be provided by the VA COR post- award. Delivery must be coordinated with VA COR before any delivery attempts. Any item that has not been coordinated will be turned away and any additional charges will be the responsibility of the sender/transportation company.

Contractor is responsible for offloading the equipment from the truck, moving the equipment to the correct delivery location in the space, uncrating or unboxing the equipment, and removing all trash.

INSTALLATION:

Contractor must provide product installation as part of this contract. Dates to be coordinated with facility and COR. Drawings will be provided, and VA personnel will direct specific placement within the room. Contractor to remove all debris/trash from the site.

Manuals: Contractor shall provide electronic, digital copies of the user manuals and repair manuals for each different product under this order or contract, as applicable, at no additional cost to the government. Equipment paperwork and warranty information must be handed to the VA receiving staff, as advised by the COR.

QUALITY

Conformance Standards Refer to section on Safety and Compliance in this SOW.

Rework or Remedy Rework or Remedy is defined as replacing a product or performing the service again until the Purpose of this SOW is achieved in full. This involves less than Satisfactory Products or Service by the Contractor and as noted by the COR. Rework or Remedy occurs at no additional cost to the Government. Payment will be withheld until all replacement products are received or services are performed to the Satisfactory level in accordance with this SOW and as documented by the COR.

INSPECTION: All equipment shall be tested after installation. Each resultant inspection shall be documented and provided to the COR within 7 days of installation along with any inspection documentation or checklists required by the manufacturer. Any changes in inspection requirements during the period of installation will be communicated to the Contractor immediately.

Inspection and Acceptance of Products and Services: The Government reserves the right to inspect and test services in accordance with this SOW and the Contract. The only individual authorized to officially accept services is the COR. While inspection of services may be delegated by the COR and a shared responsibility with departmental management staff, the COR is ultimately the only authorized individual to approve and accept services on behalf of the VA.

WARRANTY OF EQUIPMENT: Contractor must provide a warranty per the Specifications in this SOW. The warranty must meet or exceed standard manufacturer industry warranty terms. The government does not accept an extended warranty, which requires advance payment. The manufacturer’s warranty must begin on 1st Patient Day, which is currently scheduled for January 20th, 2026.

STANDARD BUSINESS HOURS AND FEDERAL HOLIDAYS

Hours: Normal duty hours are 8:00 a.m. through 5:00 p.m. CST, Monday through Friday, not including federal holidays. Whenever contact with a facility is required outside of normal duty hours, the Contractor shall coordinate these times with the designated COR.

In accordance with 5 U.S.C. 6103, Executive Order 11582, and Public Law 94-97, the following national holidays are observed and for the purpose of this contract are defined as “Legal Federal official holidays.”

In addition to the days designated as holidays, the Government observes the following days:

· Any other day designated by Federal Statute

· Any other day designated by Executive Order

· Any other day designated by the President of the United States to be a Federal holiday.

SAFETY AND COMPLIANCE

The Contractor must perform services and ensure equipment functions in accordance with:

a) local, state, and federal Occupational Safety and Health guidelines and legislation, to include Occupational Safety and Health Administration (OSHA), the American National Standards Institute (ANSI) safety guidelines;

b) local, state, and federal guidelines and legislation, as well as VA Health Care System Directives and guidelines, relating to chemicals and usage of chemicals, to include pesticides;

c) local, state, and federal Fire and Safety legislation and guidelines, to include VA Health Care System directives and legislation on Fire and Safety, as well as the latest published edition of NFPA-99 (Health Care Facilities Code);

d) local and state environmental laws as well as Environmental Protection Agency (EPA) regulations, Federal Insecticide, Fungicide and Rodenticide Act (FIFRA), involving pesticide use and other pest control procedures;

REGULATORY REQUIRMENTS: Environmental Protection Agency (EPA) 40 CFR.

a. Food and Drug Administration (FDA) Quality System Regulation as stated in 21 CFR Part 820

b. Department of Transportation (DOT) 49 CFR.

c. Occupational Safety and Health Administration (OSHA)

d. VHA DIRECTIVE 7708 Pollution Prevention Program

e. VHA Directive 7707 Green Environmental Management Systems (GEMS) Medical Center Policies Each VA Medical Center has policies that are updated from time to time. The COR can provide more detailed information to the contractor of these upon commencement of the contract and throughout the term of the contract, as needed, especially policies regarding, parking, possession of weapons, cell phone use and photography as well as smoking on VA property. Violations of such policies may result in individual fines or citation answerable in the United States (Federal) District Court.

Contractor shall abide by all rules and regulations set forth by VA Tulsa due to Coronavirus (COVID-19) and have their own personal protective equipment (PPE) in use for the time they are on grounds of the new Tulsa VA Medical Center.

Contractor Point of Contact (POC) The Contractor shall specify an individual who shall serve as a single point of contact for all contract issues (POC). Contractor must provide the COR and Contracting Office with the POC contact details, to include business phone number or cell phone number and email, as a minimum:

a) Within 5 business days of contract award,

b) Within 5 business days after renewal or extension of services in accordance with, and if permitted by applicable FAR clause, and

c) Within 5 business days prior to a change in the POC by the Contractor.

The POC must be easily accessible by phone and return COR calls within 48 hours of a voice message left by the COR.

Contracting Officer’s Representative (COR) Upon contract commencement, the Contracting Officer will notify the Contractor in writing as to the COR assigned to this contract, and upon reassignment of a new COR, as applicable. Contractor shall only respond to requests for changes, new products or service, from the COR or the CO. If any product or services is requested from any source, other than the COR or the CO, the Contractor is to advise the individual of this requirement and refuse to respond. Any billing resulting from unauthorized service will not be paid by the government. The COR will evaluate the contractor’s performance through review of the Contractor’s Quality Control Procedures in accordance with this contract and SOW.

Authority of the COR The Contracting Officer is the only person authorized to approve changes in any of the requirements of this contract. In the event the Contractor affects any changes at the direction of any person other than the Contracting Officer, the changes will be considered to have been made without authority and no adjustment will be made in the contract price or schedule to cover any increase in costs incurred as a result thereof. The Contracting Officer shall be the only individual authorized to accept nonconforming work, waive any requirement of the contract, and/or modify any term or condition of the contract. The Contracting Officer is the only individual who can legally obligate Government funds. No costs chargeable to the proposed contract can be incurred before receipt of a fully executed contract or specific authorization from the Contracting Officer. Any invoicing or charges resulting from unauthorized service will not be paid by the government.

LIABILITIES AND INSURANCES

Protection from Damage Contractor shall provide all labor, materials, and equipment necessary for protection of VAMC personnel, furnishings, equipment and buildings from damage, and shall replace or repair any damage due to work performed under this contract equal to its original construction and finish.

Liability Insurance Contractor must provide the COR and the CO with written confirmation that Contractor has adequate insurance protection against negligent work and other forms of liability.

SECURITY:

Contract Personnel Security Contractor must check in and out with COR when entering the VA and must be escorted while on VA premises.

CUTSHEET ADDENDUM: See next pages

END CUTSHEETS

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