Inactive

THIS IS A SOURCES SOUGHT ANNOUNCEMENT FOR INFORMATION ONLY. THIS IS NOT A SOLICITATION FOR PROPOSALS AND NO CONTRACT WILL BE AWARDED FROM THIS ANNOUNCEMENT. The purpose of this notice is to conduct ma... THIS IS A SOURCES SOUGHT ANNOUNCEMENT FOR INFORMATION ONLY. THIS IS NOT A SOLICITATION FOR PROPOSALS AND NO CONTRACT WILL BE AWARDED FROM THIS ANNOUNCEMENT. The purpose of this notice is to conduct market research and obtain information from qualified businesses with special interest in seeking: VA certified Service Disabled Veteran owned Small Business (SDVOSB), VA certified Veteran Owned Small Business (VOSB) and Small Business (SB) concerns. No solicitation is being issued at this time. All information submitted in response to this announcement is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. The Richard L Roudebush VA Medical Center (RLRVAMC) has a requirement for Moving Services. The appropriate NAICS Code 484210, Used Household and Office Goods Moving, Size Standard $30. Million Responses: Please submit your response in accordance with the following instructions: Responses shall be no more than 10 pages in length. Responses are due by11/23/2021 at 14:00 PM EST. Responses shall be submitted via email. Emails cannot exceed 10mb Subject line of the Email shall include this Sources Sought Notice Number Firm Name RLRVAMC Moving Services. If your response contains proprietary information you will place Proprietary Information in front of the Sources Sought Notice Number. No marketing materials are allowed as part of this Sources Sought Notice. The Government will not review any other information or attachments included in your submission that is not listed herein or exceeds the10-page limitation. Contractors Federal Supply Schedule Contract that carries the desired services If you do not have a Federal Supply Schedule contract, you shall state open market Provide the Schedule Provide expiration date of your Contract Provide your GSA/FSS/SAC Contract Number Provide the SIN for food services If any of the items are not on your GSA/FSS contract you will mark which items are open market. Contractor Point of Contact to include: Name Title Phone Email Company Information to include: Name Address DUNs Number Tax ID Number Business Size Provide information as to what moving services contracts are provided by your company. Provide how your company invoices for services in the commercial marketplace. Business Size/Type: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), 8(a), Hub Zone Small Business, Women Owned Small Business (WOSB), Small Disadvantaged Business (SDB), Small Business, or Large Business. All prospective Contractors are reminded that in accordance with FAR 4.11 they shall be registered in the System for Award Management (SAM) database and shall complete annual Representations and Certifications in SAM prior to any offer. SAM is located at http://www.sam.gov and consolidated the capabilities of CCR/FedReg, ORCA, and EPLS. There is no cost to use SAM. FOR SDVOSB/VOSB ONLY: Please note that if responding as an SDVOSB or VOSB, your company must be registered and verified in the VA s Vendor Information Pages (VIP) database, which is available at: https://access.va.gov/accessva/?cspSelectFor=vemsPlease include a copy of your VetBiz certification with your response. Contractor shall include 3 past contracts for the same or similar services. Contractor shall include at minimum: Name of Company Company POC Company POC phone Company POC email Dollar amount of contract Contract number Period of Performance Description of services provided Contractor shall include any relevant comments about the attachments, if applicable. Contractor shall provide a public price list/contract price list for the services described herein. Contractor shall provide a detailed response to include your firm s ability, capability, and responsibility to deliver the services presented in this Sources Sought Notice. Contractor shall provide if they plan to sub-contract all or part of the work, and to what firm to include the subs duns number and business size. Determination by the Government not to compete this proposed contract action based on responses to this notice is solely within the discretion of the Government. Preliminary - Specifications/Work Statement The Veteran Health Indiana (VHI), VA Medical Center, Indianapolis, IN, located at 1481 W. 10th St., Indianapolis, IN 46202 is soliciting and intends to award a firm fixed price contract for contractor to perform all services required to move office equipment, furniture, files, personal computers and supplies, herein called property, from the present location, transport them to designated locations, and place them pursuant to the instructions of the agency coordinators at the new location. Contract shall be for a base period of one (1) year plus four (4), one (1) year option periods to be exercised at the discretion of the Government. 1. SERVICES PROVIDED Contractor shall provide Furniture Moving, Furniture Installation and Dumping Services for the VA Indianapolis Main Campus and for the facilities below. Medical Center: Indianapolis VA Medical Center, 1481 West 10th St. Indianapolis, IN 46202 Community Based Outpatient Clinics (CBOC): Bloomington Domiciliary Ft. Ben Lafayette Lawrence/401 Martinsville Shelbyville Wakeman West 38th Other Locations: Cold Spring Rd. Warehouse Bldg. #5 Cold Spring Rd. Warehouse Bldg. #33 (subject to change) Employees Homes for Reasonable Accommodations 2. GENERAL REQUIREMENTS Contractor will provide services based on the following requirements: It is the intent of these specifications to govern receiving of furniture and furnishings, maintaining a current inventory of new and existing furnishings, and perform moves to include: Moving furniture and belongings; except personal items Disassembly and assembly of furniture to include systems furniture Installation of new furniture to include systems furniture Removal and storage or disposal of existing furniture Padding, packing, and/or crating required for safe transportation Providing transportation carts, 4-wheel, 2-wheel dollies, etc. for efficient moving throughout the facility onto and off of contractor vehicles Delivering the property to its new location Disposal Services/Dump Fees removal of excess furniture, materials, etc. from determined locations Remove padding, packing, and crating material from the Government premises and any other services which would normally be included in a complete moving service hereafter called relocation Systems furniture projects could involve up to 150 workstations. Contractor will not be required to move equipment that belongs to Logistics and Property Management Quarterly warehouse cleanout days at offsite warehouse location, Cold Spring Road, Building 33, or other (to be determined) future warehouse facilities as necessary Provide material handling equipment (panel carts, 4-wheels, dollies, etc.) to move pieces from all areas of the warehouse to dumpsters and or transport trucks located at the docks Provide labor to move VA property to docks, new designated locations within the warehouse or to transport trucks as needed Provide a transport truck to load VA property that needs to be delivered to the main facility on W. 10th St., Indianapolis, IN. 46202, or other off-site VA facilities or other authorized locations The Vendor is responsible for ensuring that its firm and staff maintain any generally required professional certification, accreditation, license, bond, and proficiency relative to their area of expertise. The Vendor shall retain documentation of such records. The Government will not pay for expenses to meet this requirement. The Contractor is responsible for ensuring staff are trained and certified for planning and installing product to maintain the integrity of the manufacturer s warranty. 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 Also, be able to work with electricians, plumbers, carpenters, flooring installers, warehouse personnel, voice and data trades to coordinate timing and meet installation timelines as identified by the COR. Vendor shall furnish all labor, equipment, materials, tools, supervision, and expertise required to receive, move, disassemble and assemble furniture and miscellaneous items for the VA Medical Center. All work shall be coordinated with the VA POINT OF CONTACT (Contract Officer Representative COR ) or appointee prior to installation, removal, move and disposal of furniture, signage and other items involved in the move that is property of Engineering and Interior Design. The Vendor shall assign a single point of contact that will consistently be a project manager as needed and that person will manage the work performed under this contract and shall coordinate work with other vendor staff. This project manager shall have a cell phone and the phone shall have email capabilities and shall be provided by the Vendor to simplify communication between the vendor and VA staff. In addition, this project manager may be required to attend the bi-weekly Move and Relocation Committee Meeting in Indianapolis per Microsoft TEAMS to coordinate moves within the VA facilities, which will be coordinated with the vendor at least 48 hours prior to the meeting. The VA staff will provide the Vendor with electronic copies of the Purchase Order s (POs) and installation drawings so the Vendor can coordinate receiving, storage, and installation. The VA POINT OF CONTACT will provide electronic calendar of task lists each week. The VA POC shall input orders for delivery in the Vendors inventory system if available, (not a requirement) and include these in the daily task lists. The project manager is responsible for providing installation crew with copies of purchase orders (PO) and installation drawings previously provided by the government. The vendor s project manager shall coordinate sequencing and staging with the government on larger projects. The project manager will be responsible for estimating time required for large projects for planning purposes. The project manager is required to submit these time estimates within 2 business days back to the VA POC. When possible or invited will attend VA Move & relocation Meetings via Microsoft TEAMS to assist with coordination. The lead installer is responsible for directing vendor team of installers to each job site and providing specific job site instructions which were provided by the VA to the project manager. The lead installer is to ensure that the job is complete and inspect the job site before notifying the VA POC that the work is complete. Whoever is acting in the lead installer role must be able to clearly communicate with VA personnel. The Vendor s staff shall be dressed professionally, and the shirt worn should state the Vendor Company name and all shirts shall be consistent for all Vendors workers. On average the contractor will be scheduled one day every other week, but this will vary with workload. When called for projects, the vendor will be requested to work no less than two hours per call. The individual projects in question, however, could extend several days, depending on size of the project. The Vendor shall be required to provide moving boxes and packing tape, as needed, to the VA for staff moves. Boxes will be small size, approximately (18W x 12H x 12D). The quantity and location of the boxes will be determined by the VA POINT OF CONTACT. The average quantity of boxes requested in a year is 700 with 70 rolls of packaging tape. The vendor will be requested to repair damaged furniture when possible. The Contractor shall provide sufficient and consistent personnel/crews based on workload as required accomplishing assigned tasks in the time frame stated on task order. The Contractor shall provide, operate, manage and maintain a trained, uniformed Moving Services crew. The Contractor s personnel shall have the ability to: meet and deal with the general public; ability to read, understand and apply printed rules, detailed orders, instructions and furniture drawing layouts. The contractor s personnel shall also have familiarity with a variety of commercial furniture product disassembly and assembly parts and components; and be able to physically perform the functions required in the performance of their assigned duties. Normal Duty Hours: Monday Friday 8:00 AM to 4:30 PM. Off Duty Hours: Holidays & Monday Friday 4:30 PM to 8:00 AM and Saturday and Sunday. Any exceptions to this need to be approved by the VA POINT OF CONTACT. Contractor is responsible for identifying when a project is complete, per plans and specifications, to VA POINT OF CONTACT VA POC for inspection if necessary. The contractor is only to take instruction from the VA POC/COR during any assignment. The contractor shall notify the VA POC regarding any schedule implications (if work is taking longer or is completed quicker than scheduled), if they are missing product, or if there is a warranty issue. If electronic task list cannot be completed as a result of government delay, the contractor will notify the VA POINT OF CONTACT to reschedule. OUT OF SCOPE WORK: Contractor shall not perform outside of normal working hours of coverage. Approval is required before all out-of-scope work is performed. The Contractor shall immediately notify the COR if the VA desires the contractor to perform out-of-scope work. A separate purchase order shall be issued to the contractor for the work. 3. CONTRACT INVOICES The vendor shall provide monthly invoices for all work performed in accordance with the line items of the contract. The invoice will be approved by the VA electronically and sent for payment. Invoices shall be submitted no later than 14 days after the end of the month cycle. Invoices to be submitted electronically per contract requirements. Contractor is responsible for tracking of hours under the contract. Contractor must submit an invoice with all hours completed that month per employee with detailed schedule of when work was completed. A complete invoice includes: Excel spreadsheet with separate costs hours/rate/totals for Indianapolis Main Campus, CBOCS, and Leases for each week of month totaled, and total cost for that month for all facilities combined. Provide all backup documents, to include schedule for each day worked along with staff, equipment and hours per task. 4. SPECIAL CONTRACT REQUIREMENTS The services in this contract may be changed by written modification. The modification will be prepared by the VA Contracting Officer and, prior to becoming effective, shall be approved by the contractor as part of the bi-lateral modification process. The services to be performed by the contractor will be performed in accordance with VA policies and procedures of the VA facility. Under no circumstances will Contractor s employees be considered VAMC employees. Contractor will hold certificate of insurance for general liability, workmen s compensation and vehicle insurance. Contractor is responsible to furnish to the VA a certificate of insurance evidencing that all required coverage has been obtained. The Contractor shall be responsible for maintaining this certificate/coverage for the duration of the contract. 5. QUALIFICATIONS Personnel assigned by the Contractor to perform the services covered by this contract shall be experienced in installing a variety of different manufacturers products, to included systems furniture. Project Manager/Lead installer must have a minimum of 2 years of experience performing furniture and systems furniture installation services. All certifications held by the personnel working on this contract shall be full and unrestricted. The qualifications of such personnel shall also be subject to review by the VA POINT OF CONTACT. Each person assigned to work under this contract shall be certified and trained in furniture installation services and operation of any equipment used. 6. WORK HOURS The services covered by this contract shall be furnished by the contractor as defined herein. Normal working hours are Monday through Friday, 8:00 AM 4:30 PM. The contractor will not be required, except in case of emergency, to furnish such services during off-duty hours as described below: National Holidays: The holidays observed under this contract by the Federal Government are as follows: New Year s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving and Christmas (Any other day specifically declared by the President of the United States to be a national holiday) Emergency/Off-Duty hours: Monday through Friday: 4:30 PM to 8:00 AM Friday 4:30 PM through Monday 8:00 AM 8. PERSONNEL POLICY The parties agree that the contractor, its employees, agents and subcontractors shall not be considered VA employees for any purpose. Contractor s personnel shall be required to dress in a professional manner as determined by the VA POINT OF CONTACT/COR. 9. CONTINUITY OF SERVICES The contractor shall ensure that qualified backup employees are available to provide coverage during scheduled and unscheduled absences of primary contract staff. Contractor will ensure that all backup employees are certified per the contract.