Work Statement - Warehousing _ Staging Svcs.docx

Work Statement for Warehousing and Staging Services for Office of Women’s Health’s Training Simulation Equipment

1. SCOPE. Contractor will provide all resources necessary for warehousing training simulation equipment & supplies, and staging that equipment (e.g., setup, monitoring (onsite equipment support) and breakdown (to include cleaning)) for Women’s Health Mini Residency (WHMR) training events, for the Veterans Health Administration (VHA), Office of Women’s Health (OWH).

2. BACKGROUND. OWH will execute up to three large national WHMR training events annually. Dates and times of these training events will be provided to the Contractor three months in advance by OWH. Each WHMR will provide VHA participants (consisting of health care providers and nurses) the opportunity to attend lectures on women’s health, practice examination procedures on female pelvic and breast task trainer simulators, receive instruction from task trainer simulator instructors, and practice clinical examination procedures on Gynecological Teaching Associates (GTAs). The WHMR lectures, task trainer simulator equipment, and instruction will be located at a conference facility site capable of accommodating approximately 260 - 320 participants with space to accommodate onsite training in multiple rooms and is located not more than 45 minutes away from a major airport. OWH also will execute up to 30 smaller annual training events throughout the nation which require OWH to ship the training simulation equipment (i.e., “event kits”) from its supplies in storage under this contract.

3. GOAL. The goal of the contract is to (1) provide clean and secure storage of OWH’s training simulation equipment and supplies; (2) to stage OWH’s training simulation equipment at up to three WHMR training events each year, and (3) to provide shipping preparations for shipping the training equipment to the WHMR training events and to VHA field sites for local trainings each year. This would include accurate inventory of the items in storage; timely response to inquiries for inventory balances; and timely shipping preparation of inventory to final destination—paid shipping labels will be provided to the Contractor by OWH for the equipment that is to be shipped to the VHA field sites.

4. PERIOD OF PERFORMANCE. The period of performance for this contract will be a maximum of 5 years, through the combination of a 1year base period and a maximum of four 1-year option periods that may only be exercised at VHA’s discretion. The anticipated base and option periods are:

· Base Period: 09-30-2023 to 09-29-2024

· Option Period 1: 09-30-2024 to 09-29-2025

· Option Period 2: 09-30-2025 to 09-29-2026

· Option Period 3: 09-30-2026 to 09-29-2027

· Option Period 4: 09-30-2027 to 09-29-2028

5. TASK REQUIREMENTS:

5.1. TASK 1: Warehousing Services. Contractor will be responsible for verifying materials against receiving documents, noting and reporting discrepancies and obvious damages, routing materials to prescribed storage locations; storing, stacking, or palletizing materials in accordance with prescribed storage methods, rearranging and taking inventory of stored materials, examining stored materials and reporting deterioration and damage, removing material from storage and preparing it for shipment when requested by OWH.

5.1.1. Location. Contractor shall provide warehouse storage space at its location.

5.1.2. Storage Space. Contractor shall provide up to 600 square feet of storage space that is physically separated from other facility users, with shelving (racks) for the VHA material designated for above-floor storage.

5.1.3. Climate Control. Storage space must be climate controlled—the acceptable temperature range is 60-85 degrees Fahrenheit.

5.1.4. Security. Due to the sensitive nature of this equipment, Contractor must maintain a list of people who access this specific storage area/equipment to include date and time. Contractor shall provide 24-hour surveillance and controlled access to the facility. This capability can be accomplished through electronic monitoring and/or physical presence (security guards).

5.1.5. VHA Access to Storage Area. Contractor shall provide VHA access to its stored equipment during normal business hours (8 a.m. – 5 p.m.).

5.1.6. Material Handling Equipment. Contractor must provide its own material handling equipment.

5.1.7. Non-Smoking Environment. Contractor shall not allow smoking within the facility.

5.1.8. Insurance: Contractor shall have and maintain liability insurance for the replacement cost of the equipment and supplies stored in case of fire or other disasters.

5.1.9. Material Management:

5.1.9.1. Initial Equipment Receipt. Contractor shall receive the training simulation equipment and supplies from the current VHA storage facility via freight provided through the Government.

5.1.9.2. Inbound Conformance. OWH will occasionally purchase items for restocking or additional training needs and have it delivered to the Contractor’s storage facility for inclusion in the training equipment event kits. Contractor shall identify the vendor’s inbound shipment contract or purchase order conformance, inventory and capture discrepancies/damages and notify OWH so that it can coordinate resolutions accordingly, if needed.

5.1.9.3. Equipment tagging. Contractor shall tag the equipment belonging to OWH and place the equipment in storage accordingly.

5.1.9.4. Event Kits. Contractor shall stock VA-supplied Pelican cases with specific event items provided by OWH, these cases will be known as “event kits”. Kits may differ by event. OWH will provide a list of materials to be included in each kit.

5.1.10. Inventory. Contractor shall maintain inventory of all OWH training equipment in storage and exercise inventory control, to include but not limited to receipt, disposal, transfer and re-stocking (event kits) of equipment. Disposal and transfer requests will be provided by OWH in writing. Signed documentation will be kept on file by the Contractor and a copy emailed to the OWH POC/COR.

5.1.10.1. Inventory Master List. Contractor shall maintain an inventory master list and provide to OWH annually and upon request.

5.1.10.2. Recurring Inventory. Contractor shall return event kits to OWH inventory upon return to storage facility from the training events, where they will be evaluated for wear and tear, and status reported to OWH accordingly.

5.2. TASK 2: Staging Services, Setup and Monitoring of Training Equipment for Large National Mini Residencies. Contractor shall prepare for shipment, inventory, receive, setup, monitor and breakdown training equipment and materials for up to three WHMR training events held each year.

5.2.1. Contractor shall stage the equipment as an event kit and provide the following:

· Prepare equipment for shipment to the WHMR training event and Inventory outgoing equipment.

· Receive and setup the training simulation equipment at the WHMR training event site the day prior to the first training day.

· Monitor and maintain the setup during the training events – two 5-6-hour days during the WHMR training event.

· Breakdown equipment after the training sessions have ended. This will include cleaning/sanitizing the training equipment with products provided by OWH in the kits.

· Prepare equipment for shipment back to Contractor’s storage location.

5.2.2. OWH will provide a list of equipment and supplies for the event kit, along with set-up, monitoring and breakdown & cleaning instructions prior to the training event.

5.2.3. Contractor personnel attending the events will follow the safety rules put into place by federal, state laws and other precautions followed by the Office of Women’s Health, to protect themselves and others during times of pandemics and other disasters. (e.g., wearing masks).

5.2.4. National Mini Residencies Training Event Changes or Cancellations. OWH will generally only cancel training events due to:

· Severe emergencies, pandemics, weather conditions, or critical national events that are unforeseen and unpredictable; and

· Federal government-wide or agency shut down periods.

· Events may also be cancelled due to an occasional need to change the dates of training. OWH will notify the Contractor when event dates are changed or cancelled due to any of these circumstances.

5.3 TASK 3: Shipping Prepping Services.

5.3.1. Smaller VHA Field-Site Training Events. Contractor shall prepare the training simulation equipment and supplies designated by OWH for shipment to the VHA field locations for up to 30 smaller training events each year. Contractor will prepare event kits within 24 hours of receipt of the request from OWH and prepare the equipment for shipment via commercial carrier designated in advance by OWH. OWH will provide Contractor with prepaid shipping labels no later than the ship date indicated on the request. Following each of the 30 training programs, OWH/Government will pack the shipping containers (i.e., Pelican cases) and ship the equipment back to Contractor’s storage facility. Contractor shall acknowledge receipt of and inventory the returning items, informing the OWH POC if there are any damaged or missing items. Contractor must be able to lift and move moderately heavy objects (e.g., boxes and shipping cases up to 100 pounds in weight).

5.3.2. National Mini Residencies Events. Contractor shall prepare the training simulation equipment and supplies designated by OWH for shipment to the location of up to three national WHMR training events each year. Contractor will prepare event kits and equipment for shipment via commercial freight carrier designated in advance by OWH. OWH will provide Contractor the freight information no later than one week prior to shipment date. Following each of the National Mini Residencies, Contractor will pack the shipping containers (i.e., Pelican cases) and ship the equipment back to Contractor’s storage facility. Contractor will be responsible for providing packing material in the following instances:

· Where contents of the Pelican cases are loosely packed, and shipping could cause damage to the contents (e.g., adding bubble wrap to secure).

· Where OWH request for a particular item to be shipped to a site that requires packaging to protect item.

6. VA INFORMATION PRIVACY/SECURITY REQUIREMENTS. The Certification & Accreditation requirements do not apply, and that a Security Accreditation Package is not required.

7. SERVICE CONTRACT LABOR STANDARDS. The Service Contract Labor Standards apply to this contract. Contractor will be responsible for compliance with the Service Contract Labor Standards and determining which of its service employees are performing on or in connection with the contract and properly segregating their hours for purposes of pay and recordkeeping. The Department of Labor’s Wage Determination is provided as an attachment; it specifies the minimum wages and fringe benefits for service employees performing on or in connection with this contract.

8. NONPERSONAL SERVICES. The Government shall neither supervise Contractor employees nor control the method by which the Contractor performs the services required under this contract. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual Contractor employees. It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services.