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VA CONNECTICUT HEALTHCARE SYSTEM (Procurement includes various locations; listed within) Page 10 of 18 STATEMENT OF WORK VACT Waiting Room Package Vinyl Chair Wrap 689-20-3-7026-0690 Department of Vet... VA CONNECTICUT HEALTHCARE SYSTEM (Procurement includes various locations; listed within) Page 10 of 18 STATEMENT OF WORK VACT Waiting Room Package Vinyl Chair Wrap 689-20-3-7026-0690 Department of Veterans Affairs VA CONNECTICUT HEALTHCARE SYSTEM 950 Campbell Ave West Haven, CT 06516 VAMC NEWINGTON 555 Willard Avenue Newington, CT 06511 (Procurement is for various locations; listed within) Table of Contents Justification Scope of Work/Contractor Requirements Bid Requirements Formatting Requirements ANSI/BIFMA Standards Brand Name or Equal Bid Requirements Design and Installation Contact Installer/Installation Requirements VA Preferred Vendor List Period of Performance Place of Performance Other Considerations for Proposal Payment Schedule Non-Personal Services Statement Furniture Requirements Attachment Procurement Data Sheet Example JUSTIFICATION The VA CONNECTICUT HEALTHCARE SYSTEM requires vinyl chair wraps to support the implementation of a Veteran centered healing environment that is conducive to CDC guidelines post COVID-19. Appropriate furniture and finishes as specified below, will meet the needs of these requirements. The renovation of these spaces are to provide updated waiting rooms with COVID-19 requirements for social distancing by replacing ganged and existing unconfigurable seating solutions, meeting infection control requirements, and providing a solution with durability with the ability to wrap chairs that do not meet the social distancing guidelines. The vendor responding to the solicitation will need to provide the required furnishings as noted within this SOW and attached drawings. As well as described in the performance-based technical specification within this SOW. The attached technical based specification describes the minimal materials, construction and technical requirements. The furnishings provided must be healthcare appropriate and meet the changing demands of the users. SCOPE OF WORK/CONTRACTOR REQUIREMENTS LOADING DOCK: A loading dock shall be available for this project for the SITE LOCATIONS of WEST HAVEN. It is located at BLDG 1 for West Haven and building 42 for Newington. There is a 450 minimum travel distance between loading dock/street off-load and site for installation. For locations with a loading dock (WEST HAVEN and NEWINGTON) an unload time can be coordinated through VA Interior Designer. ELEVATOR AVAILABILITY: A freight elevator is needed for this project. The freight elevator is available at any time. Please understand that VA staff and patients will have priority access over this elevator and the vendor s time shall accommodate for this. Delivery shall not to interfere with patient care or the operation of the facility. The contractor will coordinate the work of the project with the VA Interior Designer to ensure minimal disruption of the Medical Center operations. NO DROP SHIPMENTS TO SITE: No product for this solicitation shall be drop shipped directly to the project site. All deliveries must be made by the winning bidder to their warehouse and delivered to the facility (project site) at the time of installation. PRODUCT LEAD TIME: The timeframe requirement for delivery receipt shall be no later than 120 business days following award of contract, with coordination of specific dates mutually agreed upon by the West Haven VA Medical Center and the selected contractor. All lead times shall include the any COM selections made during the final finish selection meeting. DELIVERY SCHEDULE/PHASING: This installation shall be conducted with the following phasing: DELIVERY TRIP 1 shall include ALL PRODUCT and will be required to be scheduled within the timeframe: Monday Friday, 7:30 AM until 4:00 PM. A Delivery will be required at the Newington and West Haven locations. Quantities and dates to be determined by the VA Designer. Each trip shall be completed within 2 days in order to compress the installation time and progress more rapidly with the project through completion. The final dates for installation shall be determined by the VA prior to installation within the above stated product lead time requirement. DELIVERY DURATION: Delivery for each phase (trip) shall be completed within the timeframe outlined above. This shall include from arrival of truck through the punch list completion. Phases being installed shall be fully completed prior to depature time. This is crtitical to the business units for patient service and delays will require necessary compensation from the vendor to the VA at $1000/day past the completion time. PROJECT TIMELINE and MEETING/ACTION REQUIREMENTS: (Post Award) The winning vendor shall meet the following project timeline, deliverable, meeting and action requirements: 1.) PROJECT KICK-OFF MEETING: Awarded vendor must attend a project kick-off meeting at the VACT address as stated in the Scope of Work. Shall be schedule with VA Interior Designer by vendor within 10 business days of project award. Vendor will be required to assist with final measurements of wraps, determination of best design and products used. Attendance at the project kick-off meeting shall include the following vendor personnel: Project Interior Designer Sales Representation Manufacturing Lead 2.) FINAL FINISH MEETING: This meeting shall be scheduled by the vendor within 10 business days of project award unless directed by the VA Interior Designer. This meeting shall serve as the conduit to complete all final finish, material and size selections. Vendor is responsible at this meeting to bring all actual finish selections for a working session to drive toward completion and selection of all finishes as well as a complete and through review of the project specifications. The VA Interior Designer will assist with coordination of finish selections with the building finishes. Based on this scope of this project the final finish meeting and the kick-off meeting can be conducted at the same time if desired by the awarded vendor. Attendance at the final finish meeting shall include the following vendor personnel: Project Interior Designer Sales Representation 3.) FINAL FINISH SAMPLE: A finalized sample of the wrap with final finish and material selections shall be sent within 5 business days of the FINAL FINISH MEETING. 4.) FINAL FINISH DOCUMENT SIGN-OFF: Once the VA Interior Designer has received the FINAL FINISH SAMPLE, it will be signed off on or a confirmation e-mail will be sent to the vendor to approve the finishes. This action will indicate to the awarded vendor has the approval to place orders. No orders should be placed by the awarded vendor prior to this final finish document sign-off has been completed/approved by the VA Interior Designer. 5.) ORDER ENTRY: Shall take place upon completion of signed FINAL FINISH DOCUMENT. Vendor shall coordinate all order entry, production schedule and shipping with all Manufacturers. 6.) SHIP DATE DOCUMENT: An overview spreadsheet shall be provided to the VA Interior Designer that includes all manufacturers included within the project and the associated ship dates for their products. This shall include all manufacturers products ordered for the project. This document shall be received within 10 business days of FINAL FINISH DOCUMENT SIGN-OFF. 7.) CONDUCT SITE VISIT(S)/FIELD MEASUREMENT VERIFICATION: Prior to installation conduct site visit(s) to become familiar with site for the accurate order of the product and check for potential installation problems. Site visits/field measurement verifications are to be scheduled with VA Interior Designer. During this time the awarded vendor is responsible to gather all accurate dimensions of the physical space. Translation of these dimensions to the vendors floor plans, drawings, specifications, etc. are the responsibility of the vendor. The vendor is solely responsible to guarantee the fit of their products into the space as stated in the SOW. All descrpancies of field dimension information is the responsibility of the vendor to rectify. 8.) INSTALLATION SCHEDULING: Installation scheduling shall occur within 5 business days after receipt of SHIP DATE DOCUMENT received by the VA Interior Designer unless otherwise directed by the VA Interior Designer. This date shall be scheduled in the future to accommodate transit time for shipping time of products. 9.) INSTALLATION: Shall occur at the date and time mutually agreed to with VACT and VA Interior Designer. In the event there is a delay in installation the awarded vendor shall notify the VA Interior Designer immediately. The installation shall meet all requirements within this scope of work. 10.) PROCUREMENT DATA SHEETS and OWNERS INFORMATION: Procurement data sheets shall be submitted on final day of installation. These shall be submitted both electronically and (2) physical hard copies to the VA Interior Designer. (example attachment in Section 11). The contractor shall ensure that all owner s manuals, warranty information, assembly instructions, maintenance and care instructions, operating instructions and any other information shall be provided to the VA Interior Designer upon completion of the installation. 11.) WALK THROUGH & PUNCH LIST: A walk through of the installation shall take place at the end of the installation with a scheduled date and time and the furniture vendor representatives from installation crew, sales and design staff. Conduct walk-thru with VA Interior Designer and Service Line End User to address any discrepancies or damages. Have any replacements parts ready to be ordered with lead-time report within 5 business days of walk through completion. Attendance at the final finish meeting shall include the following vendor personnel: Project Interior Designer Sales Representation Installation Manager 12.) PUNCH LIST DOCUMENT: A punch list document shall be sent to the VA Interior Designer within 24 hours of WALK THROUGH completion. 13.) PUNCH LIST COMPLETION: Items identified during the WALK THROUGH shall be corrected within 6 business days of the WALK THROUGH completion. 14.) POST OCCUPANCY ORIENTATION SESSION: The day the end user moves into the newly installed space or as directed by the VA Interior Designer. The awarded vendor shall, instruct staff in proper use and adjustment of product, correct deficiencies in installation and coordinate replacement of defective product with Manufacturer. Recap of timeline for tasks: 1.) Project Award PO issued from Contracting to Vendor 2.) Project Kick-Off Meeting (required within 10 business days after Project Award) 3.) Final Finish Meeting (required within 10 business days after Project Award) 4.) Final Finish Sample (due to VA Interior Designer within 5 business days of Final Finish Meeting) 5.) Final Finish Sample Sign-Off (action to be taken by VA Interior Designer 6.) Order Entry (Shall only occur after Final Finish Document Sign-Off has been returned to the awarded vendor with approval from VA Interior Designer) 7.) Ship Date Document (due to VA Interior Designer within 10 business days of Final Finish Document Sign-Off 8.) Installation Scheduling (Scheduling shall take place within 5 business days after receiving the Ship Date Document) 9.) Installation (shall take place on mutually agreed to date) 10.) Procurement Data Sheets (Due on final day of installation) 11.) Walk Through and Punch List (Shall be completed on Final Day of Installation). 12.) Punch List Document (Due 24 hours after Walk Through) 13.) Punch List Completion (Due 6 business days after Walk Through Completion). 14.) Post Occupancy Orientation Session (Day of user occupancy or as scheduled bu the VA Interior Designer). BID REQUIREMENTS FORMATTING REQUIREMENTS All bids are to be formatted appropriately to ensure a consistent basis for comparison: Example: Item # Description Quantity Cost Extended Cost Xyzq Patient Room 5 $100 $500 Guest Chair Pieces Parts Fabric @ $60/yd Etc. Cost of item (i.e. Nurses Station/Systems panel areas) to be wholly inclusive of all required components. DO NOT break out costs for any parts, pieces, or finishes in either the cost or extended cost columns. Vendor required to submit the break out costs for any parts, pieces or finishes within in the submittal document for user reference. All upholstered items to be bid as a COM with an allowance as indicated in the Furniture Requirements. A basis for the COM specification is included with each item to provide guidance on scale and necessary repeat of pattern to assist figuring required yardage. COM procurement to be the responsibility of the Contractor following coordination/approval from the VA Interior Designer. Comprehensive freight and installation of all items to be indicated as a separated total amount or included within the individual furniture item and noted as such. ANSI/BIFMA STANDARDS All items sold to the Government must meet or exceed ANSI/BIFMA performance standards for furnishings and ergonomic tools. BRAND NAME OR EQUAL BID REQUIREMENTS If submitting a BRAND NAME OR EQUAL bid, the vendor must supply a demo sample to the West Haven VA Medical Center on the same day as bid submission; demo to remain onsite for up to three weeks to undergo a determination of parity for construction quality and end user comfort. Items that require demo sample are noted in the Furniture Requirements . DESIGN AND INSTALLATION CONTACT Point of Contact (POC) for Design, Delivery and Installation is Kristina Smith (VA Interior Designer), (mobile) 203-243-2354 (direct) 203-932-5711 x4265. VA PREFERRED VENDOR LIST Vendors and bidders who are awarded contracts to provide products and services to the West Haven, Connecticut Veterans Hospital shall provide to the Contract Officer the following information with the bid: Tax ID Number Duns & Bradstreet Number Physical Address Payment Address Vendor shall be registered in SAM (replacement for CCR) www.sam.gov PERIOD OF PERFORMANCE Vendor is on notice that time is of the essence in the performance of this contract. The timeframe for delivery receipt shall be no later than 70 business days following award of contract, with coordination of specific dates mutually agreed upon by the West Haven VA Medical Center and the selected contractor. PLACE OF PERFORMANCE Work will be accomplished at site locations listed above. OTHER CONSIDERATIONS FOR PROPOSAL Delivery not to interfere with patient care or the operation of the facility. The contractor will coordinate the work of the project with the VA Interior Designer to ensure minimal disruption of the Medical Center operations. Patient rooms and other sensitive patient care areas located in the Medical Center must be accessed during normal working hours. These areas may not always be readily available to the contractor. PAYMENT SCHEDULE The contractor will bill on completion and acceptance of the work. NON-PERSONAL SERVICES STATEMENT Contractor employees performing services under this order will be controlled, directed and supervised at all times by management personnel of the contractor. Contractor management will ensure that employees properly comply with the performance work standards outlined in the SOW. Contractor employees will perform their duties independent of, and with occasional supervision of VA Interior Designer. The tasks, duties, and responsibilities set forth in the SOW may not be interpreted or implemented in any manner that results in any contractor creating or modifying Federal policy, obligating the appropriate funds for the United States Government, overseeing the work of Federal employees, providing direct personal services to any Federal employee, or otherwise violating contracting regulations. FURNITURE REQUIREMENTS: 1: VINYL CHAIR WRAPS QTY 500 CLIN-MTR CODE: Recommended Vendor: Standard Textiles Matt Vaca Size: 15" W x 146" L BRAND NAME OR EQUAL: Cutom Vinyl Chair Wrap Sample Wrap Images OR EQUAL: Environmental Greenguard Indoor Air Quality Certified Greenguard Children & Schools Certified Material Vinyl of Designers Choice Set Allowance for $70/yard Fabric to comply with NFPA 260 or ASTM 1353 or California Bulletin #117/133 Bleach Cleanable Minimum of 2 Vinyl Webbing Must not be able to break under standard wear and tear. Webbing break strength of a minimum of 300 lbs Thickness .06 Resists Mold, mildew, abrasions, rotting and shrinkage Bleach cleanable Velcro Backing Sew on Heavy duty Velcro backing Size: 2 inch x 2 feet Color: Clear Fasteners shall be reclosable, dual-lock technology. Shall be heavy-duty permanent fasteners. Shall hold up to 10 lbs. (1 set holds 2 lbs.) Shall last up to 1000 closures Shall be weather, dirt and UV resistant Application of product shall be easy-to-apply design with no mess or tools Product shall be able to be applied to varnished/sealed surfaces, wood, bare metal, drywall, plastic and more Product shall be for use in indoor and outdoor applications. Made in the USA from domestic and globally-sourced material. Logo Design: VA Logo to be determined by VA designer is to be silk screen printed on the vinyl wrap at the determined location. Logo may have up to 3 colors. Warranty: 1 Year warranty for any manufacturering defects and weaknesses. PLEASE NOTE: The vendor must supply a demo sample to the West Haven VA Medical Center on the same day as bid submission; demo to remain onsite for up to three weeks to undergo a determination of parity for construction quality and end user ease of use. Dimensions Scale: 3/8 = 1 -0 Front of Vinyl Chair Wrap Scale: 3/8 = 1 -0 Back of Vinyl Chair Wrap Scale: 3/8 = 1 -0 Stitch Edging Detail Stitching to be located 1/2" from vinyl edge. To be stitched through both layers of fabric to create a creased edging on vinyl. Minimum of 8 stiches per inch with bonded nylon or polyester. IN-1 : INSTALLATION SERVICES (QTY 1) CLIN-MTR CODE: Not Required SERVICES: Installation services shall meet the requirements as stated within this Statement of Work. Installation shall take place during the hours stated in this SOW. No deliveries of product shall be drop shipped to site. All installation shall be scheduled with VA Interior Designer. All questions during installations shall be brought to the VA Interior Designer for direction. No other individual is responsible for responding to installation questions unless directed by VA Interior Designer. INSTALLER/INSTALLATION REQUIREMENTS Installer Requirements: Furnish proof of familiarity with equipment to be installed. All products will be installed by manufacturer certified installers. Contract shall employ their own installation teams to ensure expectations are met in every aspect of the project. The installation teams shall be comprised of people familiar and well-trained with the products being supplied. Provide list of at least three previous projects, giving names of projects, scope, and name and telephone number of individual at facility to contact. Provide competent installation supervision and installation personnel. An Installation Supervisor/Foreman must be onsite during entire installation at all times. Installation Requirements: The scope of work to include, but not limited to, provision of furniture, delivery and installation. The contractor shall not be alone in the designated installation space and shall be escorted by a VA employee at all times unless all VA badging procedures have been met. DELIVER AND INSTALL as noted in Scope of Work for all product and services: The Contractor shall coordinate pick up of furniture from contractor company storage warehouses and deliver and install at the VA. There will be no direct shipments received at the VA. Any direct shipment that arrives at VACT will be declined by receiving. Contractor shall provide all necessary materials, equipment, labor, supervision, management and manufacturer s representation to: (1) coordinate pick/up at vendor warehouses; (2) load and unload; (3) place/install in designated areas; (4) assemble items as required; (5) work directly with the VA IT Staff for installation coordination of hardware components; (6) secure and store, as designated; and (7) properly dispose of all associated packing/crating materials. Contractor shall sign off on the condition of the space at the start of the installation and be responsible for any damages incurred during installation. Contractor shall provide all proper protection for all building surfaces during installation (flooring, walls, casework, etc). Remove debris and packing materials from the site in accordance with LEED guidelines at the end of each work day. Contractor will be responsible for containing any rubbish/waste generated by the work force or material delivery at the end of each day. Job site shall be neat and organized to prior to daily departure. Provide freight for all furniture in an environmentally responsible manner, i.e. blanket wrapped or equal. Remove and recycle or discard all packaging materials in an environmentally responsible manner. Coordinate connection of any electrical system with the Leased Space Electrican. Contractor shall have all workstations keyed alike. Contractor shall leave one key in one lock within the workstation and submit all duplicate keys to the VA Interior Design upon completion of installation. At completion of installation, inspect all products for proper operation/ defects and perform a final cleaning of furniture and all work areas. This shall include wiping down all surfaces, vacuuming and mopping of all flooring surfaces, dusting all wood surfaces, etc. To include not only installed space but any areas that were along the path of travel to the installation space. Vendor representatives and installers must comply with VA guidelines for security, safety, and health requirements while on Government property. The contractor shall perform all work under this contract in strict accordance with all safety codes to eliminate the possibility of damage or injury to patients, personnel and equipment or building structures. ATTACHMENT: PROCUREMENT DATA SHEET EXAMPLE Procurement Data Sheets shall be due to the VA Interior Designer on final day of installation. This shall also include any important owner information such as but not limited to owner s manuals, warranty information, assembly instructions, maintenance and care instructions, operating instructions and any other important information.