W083--Winter Haven Event 2024 Tent Package Rental | Requirements Change

Amendment on Solicitation 36C24525Q0019

The tent requirements have been changed from the original statement of work.

Please see the attached tent requirements update.

Thank you.

Winter Haven Veterans Event

1.0 SCOPE

The Veterans Health Administration (VHA) has a requirement for outdoor event tent package for the Washington DC VA Medical Center (DCVAMC) - Winter haven Homeless Stand-down event that meets the VHA high-quality threshold while integrating excellent environmental stewardship.

This requirement includes outdoor event tent package, delivery/installation, and project management.

Event requirements include:

tables

table linen, chairs

tents

food warmers

various heaters (weather dependent)

garment rolling rack w/ hangers

lighting

generators

related services (set up services - tents, chairs, tables, etc.)

barber chairs (VHA will be providing barbers)

barber tables

portable restrooms (one regular and one ADA)

Hand washing stations

The contractor shall provide all labor, materials, equipment, transportation, and supervision necessary to satisfy the needs of the DCVAMC Facility.

2.0 PERFORMANCE REQUIREMENTS

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

All delivery and installation will be required on Friday November 1, 2024. Pick up, clean up, and removal will be required on Sunday November 3, 2024.

Duty hours will be 8:00 am 4:00 pm. 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:

Coordinate and provide project management of all products and services to manage, design, order, ship, deliver, install, break down and pick up tent package with the Program Manager (PM) identified at contract award.

Provide plan for Set-up and Pick-Up

Design Contract Tasks/Requirements

The contractor has an opportunity to attend a in-person walk-through (during solicitation) at the Washington DC VA Medical Center (DCVAMC) to review the plans with Program Manager (PM), Interior Designer and End Users and to make necessary revisions (if any).

During the meeting, the contractor will receive a tour of the event area and staging of tents and equipment. Contractor will explain delivery and set up of tents in accordance with floorplan provided by the PM.

The contractor shall be responsible for taking and applying accurate field measurements to ordered product for verification of correct sizing. Auto-Cad drawings may not be accurate finished dimensions and may not be used in place of field measurements. The Contractor shall be liable for any incorrect field measurements leading to incorrect product order.

The product must not be placed into production without clearance from the VA PM.

Program Manager (PM) Requirements

PM shall be responsible for all communication, requests for information, updates, design changes, notifications, and installation scheduling in writing by email in addition to any phone conferences or in-person meetings.

PM shall perform an on-site assessment of products and request replacements of damaged product due to any delivery issues at the time of installation.

PM shall perform an on-site review of space and installation plans during site visit and quote submission.

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

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

PM shall perform on-site walk-through and punch list after installation with lead Installer.

PM shall provide final sign-off for completion of installation.

Protection of Property

The Contractor shall perform an inspection of the buildings and grounds with the PM 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.

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 PM to resolve all repairs beyond simple surface cleaning. Concurrence of the PM 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.

Delivery

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

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

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

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.

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

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 PM.

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

Assembly and final acceptance

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.

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.

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

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

Contractor shall inspect to ensure that the tent package is free of defects, and that the installation is complete and ready for use.

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

Day of Event

a. Contractor shall be responsible for having an employee on-site to turn on any equipment, to include lights, heaters (if necessary), generators, etc.

b. Contractor shall have an employee on five-minute standby in case of any repairs to any equipment.

Break-down and Pickup

a. 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.

b. The contractor shall break down and haul away 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.

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

Jobsite Cleanliness

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

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.

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.

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

Personal trash (food wrappers, drink containers, etc.,) shall be removed from the site by the Contractor.

Warranty Items

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

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.

Quality Control Plan

The Contractor is responsible for Contract Management and Quality Control. The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this SOW. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor s quality control program is the means by which the contractor ensures their work complies with the requirement of the contract.

The Contractor shall be responsible for quality control (QC) for all work accomplished during the performance of this contract. Work and documentation produced by the contract personnel may be regularly reviewed by the Program Manager (PM).

3.0 PRODUCT

General

All tents and equipment shall be safe to use and free of defective material which can be hazardous and cause personal injury or damage to equipment or clothing.

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 for technical requirement of products and coordinating floorplan.

WINTER HAVEN VETERANS HOMELESS EVENT

Site Visit Instructions

Solicitation: 36C24525Q0019

A site visit will be conducted for Solicitation 36C24525Q0019 (Winter Haven Veterans Homeless Event) on Wednesday, October 3, 2024, at 1 PM EST. The site visit will be conducted at the Washington DC VAMC located at 50 Irving Street NW Washington, DC. 20422.

All contractors should contact David Mosley at (202)745-8320 prior to October 3rd

to advise your interest in attendance. Plan to arrive early in order to allow for time to find parking and meet directly in front of the patient parking garage. Once contractors have arrived, a brief introduction will be given prior to touring the lot location.

Important Notes: No questions will be answered during the Site Visit. All questions shall be submitted in writing to Theresa Thomas at Theresa.thomas7@va.gov by 2:00 PM EST on October 9, 2024. No photographs are permitted to be taken while on the Washington DC VAMC Campus.

Day of Site Visit Contact Info:

David Mosley, Administrative Officer

David.Mosley@va.gov

(202)745-8320