Inactive Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)

Alvin C. York Moving and Storage 1.0 General Objectives: The Tennessee Valley Healthcare System (TVHS) has a requirement for Facility moves for misc. Hospital and Clinics (CBOC and Leased space), (See... Alvin C. York Moving and Storage 1.0 General Objectives: The Tennessee Valley Healthcare System (TVHS) has a requirement for Facility moves for misc. Hospital and Clinics (CBOC and Leased space), (See list of locations at the end of this document) furnishings/equipment from multiple campus’s to on and off campus and back and at other off campus locations including the storage of some furnishings into the vendors storage area. We require a move Contractor/vendor to provide a full range of services to disassemble/reassemble, repair and remove existing furnishings and related parts from a location, then transport the items to a new location and install/place them according to the direction of the Facility Point of Contact (POC) or Contract Officer’s Representative (COR) and or move to storage off campus for future use. Create and manage a professional inventory with photographs and to update on monthly basis. Moves will be utilized typically once a week as required by Medical Center management. We will have several construction projects coming to our YORK main campus locations that require moving out of our facilities and moving to another location. Vendors participating in the bid process are encouraged to visit the YORK Main Campuses as the sq. ft. for just Murfreesboro is well over 1 million sq. ft. not including off-campus satellite locations. The number of moves will vary from month to month and facility to facility and there can be no guarantee of the number of moves required. The move Contractor/Vendor Business Office and Warehouse, Project Manager, administrative staff and move staff that will perform the work must reside and operate in the Tennessee area within a 50-mile radius of the Main TVHS Alvin C York Hospital campus located at 3400 Lebanon Pike, Murfreesboro, TN 37129). The move Contractor/Vendor must be familiar with moving, assembling, disassembling, and reinstalling Commercial Healthcare Furnishings and System Cubicle workstations of various manufacturers such as Herman Miller, Haworth, National Office Furniture, Kimball, and Trendway, etc. and some minor medical equipment like carts and chairs from exam rooms as an example. Storage Space must be conditioned and secure, VETERANS AFFAIRS (VA) has right of refusal for space submitted if it doesn’t meet our needs. Please note if the warehouse to store the VA furnishings is too far away then our hours for moves will be reduced. We need to know where the warehouse is located and the travel time to and from the Main TVHS facility in Murfreesboro and Nashville. We are assuming that there is a one-hour drive time to and from vendor offices to our main clinics. 1.1 Period of Performance (POP): This will be a 12-month base contract period beginning on date of award, requested January 01, 2025 plus 4 year options. (Base + 4 year option) 1.2 Hours of Performance: The Contractor/vendor shall perform duties during normal work hours which is Monday through Friday, 7:30 am to 4:00 pm unless otherwise notified due to off hours operating requirements within the hospital or off campus sites. A project manager and/or Installation Lead must be assigned and attend all weekly move meetings and if unable to attend appoint someone in their place to attend. These meetings will be virtual for the most part, however some locations will require you to travel to the project site and conduct field verification confirming power/data etc. The project manager/Installation Lead must attend all scheduled moves to oversee the movers and coordinate with the Facility Planners, VHA Facility Designer POC and other designated individuals. They must be able to execute the installation without the VA COR/POC present at each install. 1.3 Contractor/vendor Key Personnel: The Move Contractor/vendor shall provide a list of employees that are key to their organization and who will provide services under this contract. Provide full name, position, title, and the required certificates for Drivers/Installers. All staff will be required to obtain access to VA property and will have their credentials reviewed by the VA Police to obtain contractor badges. Applications and training will be involved in order obtain an access badge. 1.4 Move Contract Liaison: The Move Contractor/vendor shall designate a Move Contract Liaison (CL), project manager and lead installer to work with the COR/POC (s). The CL shall have a comprehensive knowledge of furniture moving, furniture installation including systems workstations/cubicles, storage, repair of furniture including seating, reupholstery of furnishings and furnishings cleaning services and possess administration/organizational skills, project management skills and have experience in creating and working with inventory documentation methods. The CL shall have at least five years of experience in this type of work and must be approved by the COR upon award. The VA reserves the right to request different staff at any time for any reason prior to execution of this contract and any work after/during an assigned project. 1.5 Move Contract Liaison Authority: The CL shall have the authority to negotiate and accept job requests on the Contractor/vendor's behalf from the VA COR/POC (s). The CL shall have technical and administrative knowledge of all job requests pending, in-progress and completed and knowledge of the VA inventory existing. Contractor/vendor shall be required to keep an up-to-date inventory of all spare furnishings and parts stored onsite or offsite. Inventory will be updated whenever an item (s) is removed or added to storage. The master document should indicate where the item was relocated to by date, space number and physical location, i.e. Chattanooga CBOC and photograph of the new location. 1.6 Staff Expectations: The Move Contractor/vendor shall maintain sufficient qualified/experienced staff to be responsive to the VA move requests. We can establish a consistent day to do the work, however we may have emergencies that occur and would need someone not scheduled to assist when we call. Typical for the facility we would prefer that moves occur on Tuesday - Thursdays, however, moves can be scheduled in advance for other days through approval in writing. The Move Contractor/vendor’s staff shall be USA citizens, speak English, and have appropriate work permits. The Move Contractor/vendor shall comply with VA security, access, and badging requirements. The move Contractor/vendor staff shall wear company attire that clearly identifies them as Contractor/vendors. 1.7 Staff Training: The Move Contractor/vendor shall assure that its staff are fully certified, trained for systems furniture installation and licensed to perform their duties where required by their company, state, and federal laws. 2.0 Scope of Work 2.1 Contractor Requirements: The Move Contractor/vendor shall provide supervision, staffing, equipment, vehicles, transportation, storage, packing supplies, tools, and materials necessary to perform moving, installation, storage, inventory, and relocation services. The Contractor/vendor shall perform all relocation services as requested by COR and/or designated representative at any of the locations listed at the end of this document as needed. The services shall include assembly/disassembly of furniture, providing packaging materials, packing/crating, loading/unloading, delivery, set-up, and miscellaneous wall-mounted items (such as pictures, décor items and shelving/cabinetry, white/black boards, and office equipment) removal and replacement. 2.2 Requests for Services: The COR/POC (s) will coordinate with the contractor/vendor CL and internal staff on every reconfiguration/relocation project to ensure that all resources assigned to the project are properly managed as required. The move requests will be discussed and scheduled at the weekly or biweekly space committee meetings and/or ad hoc. Contractor/vendor shall provide two (2) personnel for one (1) day (8 hours) each week for a total 52 days/year as a minimum and others as scheduled. The intent is for the contractor to provide service typically per facility one (1) day each week that is mutually agreeable to both the Contractor/Vendor and the VA at Nashville and Murfreesboro areas. In the event no work is needed during a week, the workday shall be reserved to be applied toward a future need. In the event we require more than one day, and we come to the end of a period and all the hours projected for the year are about to expire we will revise the contract. It is the responsibility of the contractor/vendor to keep track of the hours used per contract and hours remaining against the contract. If we are within a month of our hours for the contracted year, it is the responsibility of the contractor/vendor to notify the VA COR/POC to ensure availability of funds are in place to complete additional relocation services. Once funding for service hours is depleted no further work can be accomplished until a modification to the contract is completed and signed by all parties (VIA the Procurement Office Contracting Officer). 2.2.1 Time Documentation: The vendor shall provide an estimate for the project to the COR prior to performance along with the documentation of hours used and hours available. The estimate shall adhere to the Price Delivery Schedule CLIN items. Once approved by the COR, the project shall commence as scheduled. All appointments will be scheduled in MS Outlook to the COR/POC (s) and/or others as designated for each move. 2.2.2 Move Contractor/vendor Availability - The Move Contractor/vendor shall be available within 24 hours of notification of job requests for special requests, furniture deliveries and equipment modifications. Due to the dynamic nature of our work, a high degree of flexibility is required to meet needs that occur daily. The 24-hour notification is applicable for business day moves. 1-week notification is applicable for off hour moves and regular planned/scheduled moves. 2.2.3 Coordination with COR: Requests for service will be coordinated by the COR or designated representative. The COR will provide to the CL a list of individuals by name who will be authorized to “Request Services and receive calls from the CL.” The list will always be updated whenever there are changes to the list. Move staff are not to make any changes requested by individuals other than the list and may not alter any move plans by staff who occupy any space where a move is occurring without COR/POC approval in writing by email or text or a telephone call to be documented. 2.3. Requests from Unauthorized Personnel: The Move Contractor/vendor shall ensure that requests for services are received from the authorized COR/POC personnel. Services rendered in response to requests from other than authorized personnel shall be at the risk of the Contractor/vendor and any cost related thereto shall be borne by the Move Contractor/vendor. 2.4 Overtime Work: The Move Contractor/vendor may be required to perform during off-duty hours. When this occurs, overtime must be approved by the COR prior to anticipated performance where able in writing and signed. Some projects may only be performed during non-duty hours due to the changing dynamics of TVHS and to avoid possible disruptions to patient care. Please include in the SOW, staff will accompany the contractor during an after-hour move in an area which maintains hardcopy patient information. 2.4.1 Overtime Projects: Some projects may only be performed during non-duty hours due to the changing dynamics of TVHS and to avoid possible disruptions to patient care. Overtime work must be approved and assigned by the COR in advance of work. 2.5 Federal Holidays: The Move Contractor/vendor shall not work on Federal Holidays which includes: New Year’s Day Martin Luther King’s Birthday Presidents Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Christmas Any other day specifically declared by the President of the United States to be a federal holiday. 2.6 Contingency/Back-Up Plan: The Move Contractor/vendor shall have a contingency and/or back-up plan in the event the Contractor/vendor is unable to perform services or have services performed as required. The Contractor/vendor shall immediately notify the COR or designated representative and provide a justification for non-performance and institute the contingency-back-up plan as quickly as possible. 3.0 Move Contractor Responsibilities: 3.1 Damage to Government Property: The Move Contractor/vendor shall take necessary precautions to avoid damaging walls, floors, elevators, elevator lobbies and other spaces when performing move activities. The Contractor/vendor shall be responsible for all costs associated with damages related to move activities. 3.2 Communication: The Move Contractor/vendor shall provide a communications system agreed upon by all parties at award to vendor at kickoff meeting, available always during the period of performance, to communicate requirements such as changes to location or objects of the move/project scheduled, etc. with the VA. Use of this communication system will be mutually agreed upon after award but prior to contract performance. 3.3 Vehicle Requirements: The move Contractor/vendor shall provide sufficient and appropriate vehicles to meet the TVHS requirements for parking at our facilities, the pick-up and delivery of equipment, furniture, etc. in accordance with the terms, conditions, and schedule of the contract. 3.3.1 Vehicle Licensing: The Move Contractor/vendor’s vehicles shall meet current applicable Federal, State, and local specifications and regulations including, but not limited to, licensing, registration, and safety standards. 3.3.2 Vehicle Conditions: Move Contractor/vendor’s vehicles shall be clean and maintained in good repair in accordance with (IAW) manufacturer’s instructions and specifications at all times. All vehicles shall be smoke-free. Smoking in vehicles on VA property is not allowed. 3.3.3 Driver Requirements: The Moves Contractor/vendor’s drivers shall possess valid and applicable operator’s licenses with Federal, State, and local government laws. 4.0 Elements of Move Management: 4.1 Furniture Moves: Moving single or multiple units including file and storage cabinets, pedestals, tables, chairs, lounge seating, desk units, workstation panel systems, lockers, keyboard trays, tack boards, whiteboards, displays, broken furniture items or other excess items which will be delivered to our Logistics group in their warehouse, if to be repaired the move Contractor/vendor will remove the item(s). 4.1.1 Move Details: The above items will be either transported on campus, between campuses, placed into VA inventory storage on campus, to off campus storage or other locations where designated. 4.1.2 Move Tasks: Move tasks include removing and dismantling furniture, removal and hanging of miscellaneous items such as, artwork with security mounts, pamphlet holders, coat hooks, whiteboards, tack boards, signs and displays etc. including securing all items required to be bolted to walls to prevent tipping or falling requirements. 4.1.3 Move Safety: The Move Contractor/vendor shall wear appropriate safety and personal protective equipment during moves and take precautions regarding fire and life safety and comply with all occupational, safety and health (OSHA/CALOSHA) laws/regulations for the protection of employees. 4.1.4 Move Scheduling: Moves will not be scheduled until all parts needed are available. If there are issues with parts to complete a move in progress the contractor/vendor must order overnight and bring into the installation site whatever is needed to complete the move and meet the deadlines for completion and staff occupation. Reimbursement is dependent on reason for need of parts determined on case-by-case basis. 4.2 Installations: The Move Contractor/vendor staff who will install furniture shall be fully qualified and lead installers certified for product being installed. When installing large furniture workstations/cubicle’s such as Steelcase, Herman Miller, Teknion, Haworth, and other manufacturer products, the installers’ certificates of training shall be provided to the COR prior to start of the actual first move when contract is awarded or as personnel change. 4.2.1 Installation Tasks: Installation tasks include assembly of new and used furniture components from existing inventory or shipments received. Some smaller items ordered by the VA will be drop shipped to the warehouse of the contractor/vendor at times when they relate to a future move/installation. Tear down, moving and assembly/installation of workstations, desk systems, panel systems, ergonomic accessories, storage, and other furnishings units is required. Modification may be required to pull parts from other VA bench-stocked components to complete installations. The contractor/vendor must notify the VA POC/COR of any deficiencies in parts to complete a move. The vendor is required to maintain an inventory of all items being moved or stored. This system must be updated as moves occur to identify the actual location of all items. All associate parts taken off pre-move will be deliverable at installation and should remain with the item in storage. The contractor/vendor may choose to implement and/or use a bar coding system for the inventory. This may be to your advantage; however, the VA will not pay for such a system. 4.2.2 Installing According to Specifications: Contractor/vendor personnel shall complete installation/removal, reconfiguration, structural repairs, upholstery repairs and cleaning of furniture and seating in accordance with space plans/sketches provided by the COR/POC, manufacturer certified installation practices to maintain manufacturer warranty, hand sketches or AutoCAD installation drawings provided or as directed by the COR/POC with little to no supervision by the COR/POC. Contractor/Vendor shall possess the ability to read detailed drawings and pull the necessary parts to install furniture required correctly and per manufacturer certified standards without any assistance from the VA staff. They shall possess the ability to problem solve with on-the-spot conflicts that may arise such as: end user modifications, utility issues, and lack of furniture inventory. 4.2.3 Tools: The Move Contractor/vendor equipment or tools shall not block exits, corridors, or impede access to entrances/exits or rooms and shall always be in the control of the Contractor/vendor. When leaving the work site, tools shall be removed and secured. 4.2.4 Cleaning: The Move Contractor/vendor shall vacuum the floor, remove all trash and debris, and wipe down/clean all the furnishings before installation is considered complete. Dust may have accumulated from installation on other furnishings not in the move, cleaning will be required of those furnishings prior to the project completion. All debris shall be removed and disposed daily as the Move Contractor/vendor leaves the VA facilities. Items such as cardboard, plastic, wood etc. shall be recycled. 4.3 Transportation and Equipment: The Move Contractor/vendor shall provide the necessary transports when moving to and from the VA facilities and warehouse or storage sites. 4.3.1 The Move Contractor/vendor shall provide the moving equipment and tools necessary to transport the furniture. Equipment is not provided by the VA facilities. Contractor is responsible for always securing their equipment. Tractor-trailer rigs may be required based on the scope of the request. Contractor is to provide full blanket wrapping of all furniture that is being relocated and protective packaging for all other items. All equipment must be operable and in good working condition. Additional personnel for transportation to be provided for added manpower, as work requires. The Move Contractor/vendor may not use any VA equipment or tools. 4.4 Types of Projects: The Move Contractor/vendor shall support the various types of projects for Minor, Non-Recurring Maintenance or Station-Level in which all work and purchases that support our projects. This can include daily moves for just a single desk or person. It may include the removal and disposal of old, damaged, or no longer useful furnishings to the VA logistics warehouse dock dumpster or to be taken for excess directly to a recycling center/dump when approved. 4.4.1 Activation Projects: The Move Contractor/vendor shall support moves related to activations and typically removal of vacating leased or owned building etc. however, not projects that have been awarded to IDIQ Contractor/vendors for bid furnishings. Those will include installation. 4.5 Repairs: Repairs (needed due to damage during moving and installation by the vendor will not be reimbursed), Reconfiguration, Modifications and Cleaning. The Move Contractor/vendor shall perform repairs and/or modifications to existing furniture, as required within 15 days of occurrence. Minor modifications shall include tightening or loosening screws on pieces to resolve sticking or realignment, any reconfiguration required for furniture to be functional in new location and adjusting locking mechanisms, etc. Repairs shall include but not be limited to providing materials, parts (screws, glide stops, washers, wing nuts, wheels, etc.) and tools (hammers, mallets, screw drivers, drills, braces, etc.) necessary to accomplish the service. Cleaning services include wiping down and removing all dirt, smudges, gum, and tape residue from furniture. 5.0 Administrative Requirements: Reports shall be delivered to the Facility COR/POC designated person on the Monday following the actual moves. This is so we can review the work completed and know what still needs to be completed and sign for proper reimbursements/payments. 5.1 Office Location: The Move Contractor/vendor shall maintain an administrative office within 50 miles of the TVHS VA Medical Center. 5.2 Monthly Report: The Move Contractor/vendor shall prepare a Monthly Summary Status Report that will identify the work performed during the month, work planned for the following months and a listing of all job requests showing the sequence number, date of issue, estimated or actual date of completion and completion status. Report shall be delivered to the Facility COR/designated person on the Monday following the actual moves. This is so we can review the work completed and know what still needs to be completed and if anything remains to be completed. 5.3 Minutes of Meetings: The Move Contractor/vendor shall keep minutes and/or records of all move meetings (in person, online with Teams other technology methods agreed to at award) or other communications relating to each job request. The records shall be readily available to the COR upon request . 5.4 Billing: The Move Contractor/vendor shall provide consolidated monthly billings with copies of signed/verified job orders. 6.0 Miscellaneous items: 6.1 Personal Injury, Property Loss, or Damage: The Contractor/vendor hereby assumes responsibility and liability for all personal injuries or death and/or property damage to include their property or losses suffered due to negligence of the move Contractor/vendor’s personnel in the performance of services under this contract. 6.2 Liability and Vehicle Insurance: The Move Contractor/vendor shall provide evidence of insurance coverage to the CO before award of the contract. 6.3 Safety: The Move Contractor/vendor shall be responsible for the safe and proper transport of waste items from the pickup point to the authorized/legal disposal site. Some locations in the hospital will require safety Helmets, shoes, glasses, and vests to enter construction work areas, the move Contractor/vendor must provide these items. 6.4 Smoke Free Facilities: All Veterans Affairs Medical Centers and CBOCs are Smoke Free facilities. There is NO SMOKING allowed on any government property. We are a no smoking, no vaping anywhere on government property facility. This must be made clear to all staff performing moves. Smoking in vehicles on VA property is not allowed. 6.5 Storage Requirements: Storage in Contractor/vendor space is estimated at 1800 SF at this time for the VA furnishings and this may be less than what we are utilizing, however, it should be billed at the actual usage monthly. To be discussed with the successful contractor/vendor awarded the contract. Inventory of the product in storage must be maintained and accurate reflecting the product name/type/manufacturer/ where stored and condition, quantity, and a photograph in the inventory document of the items. This will be shared weekly after a move and updates are made in the inventory. The storage must be climate controlled and have security in place. 7.0 Move Contractor/vendor’s Quality Control Plan (QCP): 7.1 Provided in Proposal: The Move Contractor/vendor’s Quality Control Plan (QCP) shall be provided as part of their proposal. 7.1.1 Review: The COR will review the QCP and list any needed clarifications and return to Move Contractor/vendor for revision, if necessary. The Move Contractor/vendor's QCP shall include the following or have incorporated into during performance of contract, at a minimum. 7.1.2 Inspections Under QCP: The inspection plan shall cover all services required by this contract. The inspection plan shall specify how often inspections will be accomplished and documented and the title of the individual(s) who will perform the inspections. 7.1.3 Inspection Records: On-site records of all inspections conducted by the Move Contractor/vendor noting necessary corrective action taken. The Government reserves the right to request copies of any inspections. All inspections will be conducted with COR or authorize representative to ensure quality of work. 7.1.4 Deficiency Resolution: When quality issues arise, the COR/Representative will work with the contractor to resolve deficiencies (if applicable) before the level of performance becomes unacceptable. The move Contractor/vendor shall maintain on-site records of any complaints or problems with actions taken to allow for corrections and/or elimination before effects cause interruption of performance of contract. 9.0 Payments and Invoicing: 9.1 End of the Month Billing: The Move Contractor/vendor shall submit one invoice at the end of the month (thirty days in arrears). The end-of-the-month invoice shall include the Contract number, the purchase order (PO) number, description of services provided, point of contact, location (city/building/service/room number) of services provided, time of arrival and departure for moving staff and copies of all moves that occurred during the month. All invoices will be submitted electronically in accordance with the contract terms. A monthly report of all invoices will be provided to the COR for tracking purposes. Note: Vendor will need to contact FSC e-Invoicing Payment (http://www.fsc.va.gov/fsc/einvoice.asp for Invoice Setup Information or you can call 1-877-489-6135. All Invoices must be submitted electronically. Reference Purchase Order on all invoicing. 9.2. Invoice Submission: The Contractor/vendor shall submit to the COR within 48 hours (workday hours) of a move. A proper invoice shall contain the following information: 1.) Date and time of the move 2.) Location of the move (city/service/building/room number) 3.) Who oversaw the move, provide name, title, and phone number 4.) Full description (itemized) of services provided and Full cost of the service (move, repair, storage etc.) 5.) Updated inventory report to be submitted no more than 3 days after a move. The Move Contractor/vendor shall then accumulate the month’s work (4 full weeks) into one invoice for the end-of-the-month submission to the COR for review prior to submitting it online to correct sources for payment. Payment of invoices may be delayed if the appropriate reports are not properly completed and submitted to the COR as stated in this SOW. These may be completed utilizing the move Contractor/vendor’s digital methodology for said services. The PO number, contract number and award numbers must be on each monthly invoice for racking purposes. TVHS Facilities Locations Alvin C. York Campus 3400 Lebanon Pike Murfreesboro, TN 37129 800-228-4973 Chattanooga VA Clinic 6098 Debra Road Suite 5200, Bldg. 6200 Chattanooga, TN 37411 Phone: 423-893-6500 Cookeville VA Clinic 851 South Willow Avenue Suite 108 Cookeville, TN 38501 Phone: 931-284-4060 Maury County VA Clinic 833 Nashville Highway Columbia, TN 38401 Phone: 931-981-6930 McMinnville VA Clinic 1014 South Chancery Street McMinnville, TN 37110 Phone: 931-474-7700 Pointe Centre VA Clinic (Chattanooga) 1208 Point Center Drive Chattanooga, TN 37421 Phone: 423-893-6500 Roane County VA Clinic 2305 North Gateway Avenue Suite 2 Harriman, TN 37748 Phone: 865-882-2010 Tullahoma VA Clinic 225 Von Karman Road Arnold Air Force Base, TN 37389 Phone: 931-454-6134 (End Statement of Work)