UPDATED PWS.pdf

36C24820Q0990

PERFORMANCE WORK STATEMENT (PWS)

1. SUPPLIES AND ITEMS REQUESTED:

This procurement package is to provide upholstery, repairs and sanitizing services for the VA Caribbean Healthcare System (VACHS) furniture. The pieces of furniture are usually, but not limited to: patient bed (for primary examination – not inpatient beds), waiting area or lounge chairs, sofas, loveseat, among others. The services will not include medical equipment such as therapy seats, inpatient beds, gym equipment seats or mattress, which is equipment that require compliance of the manufacturer specifications for the best use of the product. The services will be explained in this document and needs to be equal or better that will meet the government needs.

a. General services:

i. Repairs of:

1. Springs

2. Existing upholstery adjustments

3. Sew reinforcement

4. Sand and paint of wood components

5. Repairs of plastic or polyurethane components

6. Cushion re-filling

ii. Sanitation services of upholstery with cleanable materials and/or healthcare grade fabrics in compliance with VACHS Infection Control Policies and Guidelines, to include:

1. Upholstery cleaning

2. Spot or stain removal

3. Stain repellent treatment

2. PURPOSE:

a. VA Caribbean Healthcare System has a large amount of furniture which has vinyl upholstery or fabrics as per healthcare environment and infection control regulations. Several pieces of furniture are in good structural shape, however, the upholstery or finish are faded, torn or broken due the intensity of use. This create a bad impression to our veterans in a healing environment and furthermore, is an issue of infection control which states that the furniture needs to have a cleanable material, impermeable surface. Broken or faded fabrics affects the performance of the furniture and not complies with VACHS Infection Control Policies and Guidelines. This procurement package is to provide upholstery, repairs and sanitizing services for the VACHS furniture. The pieces of furniture are normally, but not limited to: patient bed (for primary examination – not inpatient beds), waiting area or lounge chairs, sofas, loveseat, among others.

b. Regulations in the healthcare environment that oversees and/or include upholstery or performance of the furniture in their surveys and inspections:

i. VACHS Infection Control Policies and Guidelines

ii. The Joint Commission (TJC)

iii. Commission on Accreditation of Rehabilitation Facilities (CARF)

3. SQ. FOOTAGE: 1,000,000 sq. ft of clinical space

4. PERIOD OF PERFORMANCE: July 1, 2020 to June 30, 2021, plus four option periods of one-year each.

5. INSTALLATION:

a. Any installation, movement, and transportation required for the rendering of these services shall be furnished by the Contractor. However, the Government understands that there may be unusual situations that may require that equipment may be moved from facility using large transportation vehicles (e.g.

flatbeds). For these situations, the contractor shall submit a quote to the Government stating the price for such transportation services, and such quote shall be evaluated by the Government.

6. PHYSICAL ADDRESS:

Veteran Affairs Caribbean Healthcare System (VACHS)

10 Casia Street

San Juan, PR

00921-3201

7. FACILITY INTERIOR DESIGNER:

a. Name: Catherine Gonzalez

b. Email: Catherine.gonzalez-rodriguez@va.gov

c. Phone: (787) 641-7582 Ext. 25341

8. REQUIREMENTS:

a. All fabrics must be vinyl Grade 5 or more, or “marine grade” (equal or better) for upholstery of the presented items.

b. No leather.

c. No vinyl imitation.

d. Fabrics samples shall be available for the facility’s Interior Designer for approval.

Please provide samples based on pattern, color or design available by the contractor; color and design need to be approved by the Contracting Officer Representative (COR) Emmanuel Ramírez, or Catherine González.

e. Preferable – Exam tables or simple upholstery can be done on site.

f. Preferable contractor could make this works in the hospital. Existing area designated in SBT exterior.

g. Sewing work – The contractor upholsters sewing condition with double stitched.

Item may be removed from VACHS facility to the contractor’s workshop but must be returned no later than two working days.

h. Include tables with specifications, quantities, and photos for different items.

i. Repairs include:

i. Springs

ii. Existing upholstery adjustments

iii. Sew reinforcement

iv. Sand and paint of wood components

v. Repairs of plastic or polyurethane components

vi. Cushion re-filling

vii. Contractor will supply all the necessary materials for repairs

j. Sanitation services include:

i. Upholstery cleaning

ii. Spot or stain removal

iii. Stain repellent treatment

iv. Deep cleaning process

v. Heated cleaning solution capabilities when needed

vi. Fiber rinse and extraction to flush out and remove dirt and the original cleaning solution.

k. Healthcare cleaning:

i. Surfaces capable to resist cleaning agents commonly used in healthcare facilities, which include:

1. Clorox Germicidal Liquid Bleach diluted 1:5 ratio to tap water (pH 3.7).

2. Clorox Cleanup undiluted 100% solution (pH 9.7)

3. Wex-Cide 128 Concentrate Phenolic Germicide by Wexford Labs diluted 1 ounce to 1 gallon tap water (pH 3.7)

4. Formula 880 Quaternary Germicide by Grand Technologies diluted 1/2 ounce to 1 gallon tap water (pH 8.1)

5. Hydroxi Pro Concentrate 128 by Core Products diluted 1:8 ratio to tap water (pH 7.2)

9. ADDITIONAL REQUIREMENTS:

a. Upon contract award, shall provide full documentation related to the upholstery services.

b. Proposed work specifications should be as specified or equal to the data specified. Refer to the enclosed documentation and provide a breakdown and quantity take-off for each furniture item.

c. Finishes, fabric samples, and cut sheets for proposed furniture should be included with submission.

d. Meetings or conference call with the Interior Designer shall be requested by written notice through the Contracting Officer.

e. NO purchase shall be made until FINAL Interior Designer Approval.

f. Work shall be generally performed during normal business working hours of 6:30a.m. to 2:30p.m., Monday through Friday, except otherwise indicated.

Additional hours or extra hours during the time frame presented shall be approved by the Interior Designer.

g. All employees shall be uniformed and identified with company Id card at all times.

h. Contractor shall provide and have all the necessary tools, including platform cars, lifters, hand trucks, or other necessary equipment. Transport equipment shall be approved by the Interior Designer. Excessive noise of this equipment will not be accepted and shall be removed immediately of the work site. Use of VA equipment is prohibited.

i. It is strictly prohibited to request any equipment from the VA property to be used for the installation of the project.

j. Contractor shall remove all trash, cartons and debris constantly after the end of the installation or end of working hours. Cartons shall be moved to the compactor or provide a recycling plan for the installation.

k. Contractor shall clean the installed furniture after the completion of each installation.

l. Limit site disturbance, including furniture movement in the areas of the facility.

m. Contractor shall not use patient parking areas.

n. All solvents, cement and/or glues shall be in compliance of Hospital Low-VOC policy and Green Guard certified. No other materials are allowed.

10. ADDITION OR DELETION OF ITEMS: Upholstery items that are not included on the initial Upholstery Repair and Cleaning Services Price List may be added to such list via supplemental agreement.

11. ACCESS TO THE FACILITY: Contractor’s personnel access to the facility will be coordinated through the COR, and in accordance with the facility’s current Security Guidelines and Regulations.

12. QUALITY ASSURANCE:

a. Upholstery:

i. Material selection as specified prior commencement of work.

ii. Contractor will coordinate with COR/designee to receive and return the furniture, escorted by VA personnel.

iii. Receiving is coordinated to evaluate:

1. Use of material

2. Sewing specification compliance

3. Overall quality of the service applied to the furniture item

b. Cleaning:

i. Process of cleaning selection as specified prior commencement of work.

ii. Contractor will get the furniture escorted by VA personnel, if necessary.

1. Receiving is coordinated to evaluate:

a. Stain removed

b. Overall quality of the service applied to the furniture item

iii. Work scheduled on site, if needed.

1. Contractor will be escorted during the process

13. PERFORMANCE REQUIREMENTS SUMMARY (PRS):

Performance

Objective (Task)

Performance

Standard

Monitoring

Method

Acceptable

Quality Level

(AQL)

Incentive

(Positive/Negative)

Perform inspection of upholstery and repair services

Quality inspection by

SME

Inspection when received

All inspected items must be evaluated and certified with

100% accuracy

Immediate corrective action taken at no additional cost to the

Government

Coordinate inspection of sanitation services

Quality inspection by

SME

Inspection when received

80% of tolerance

(Tolerance will consider material, existing condition and item years of use)

Immediate corrective action taken at no additional cost to the

Government