7110--Vet House Furniture
Page 1 of 4 Description This is a brand name or equal combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, S... Page 1 of 4 Description This is a brand name or equal combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2021-06. This solicitation is set-aside for Service Disabled Veteran Owned Small Business (SDVOSB) and only qualified contractors may submit quotes. The associated North American Industrial Classification System (NAICS) code for this procurement is 337127, with a small business size standard of 500 employees. The FSC/PSC is 7110. This RFQ is brand name or equal to the following items below, all quotes must meet the salient characteristics: 1.0 GENERAL SCOPE The Veterans Health Administration (VHA) has a requirement for hotel grade, residential style furniture for [Indianapolis Vet House located at 2669 Cold Spring Road, Bldg 42. Indianapolis, IN 46222] that meet the specifications and high-quality threshold while integrating excellent environmental stewardship. This requirement includes [hotel/commercial grade furniture with a warm residential design and feel, design, project management, furniture removal and disposal of existing furniture (one for one swap), professional installation and maintenance/warranty services] Service required is detailed in [ SV4] Healthcare Furniture technical requirements per VHA Healthcare Furniture multiple award. This furniture cannot be found on the IDIQ, therefore can be bid open market and no LEAF Request is needed. The Contracting Officer Representative (COR) is [Eric A. Shelton, eric.shelton2@va.gov or 317-618-1911] Hotel/Commercial grade furniture with a warm and inviting residential feel, style furniture that includes, ~HPL-Rectangle Dining Table/ Seats 6 without Leaf, 8 with Leaf - High End HPL wood or high-end Solid Surface top, (Qty 5) ~HPL To Match Table Dining Room chair with leather upholstered seat to match sofa, no arms, (Qty 20) ~HPL To Match Table Dining Room chair with Leather upholstered seat to match sofa and HPL arms, (Qty 10) ~HPL to Match, Modular Cabinet with Lower Storage and Solis Surface Countertop, (Qty 2) ~Leather or Vinyl Leather Lounge Chair (Qty 2) ~Leather or Vinyl Leather Recliner (Qty 3) ~Leather or Vinyl Leather 3-seat sofa (Qty 1) ~Leather or Vinyl Leather 2-seat sofa (Qty 1) ~HPL Buffet Tables No taller than 33 inches for Hallway to Hold lamps (Qty 15) ~HPL Buffet Table for Dining Room, High End HPL wood or high-end Solid Surface top (Qty 1) ~HPL - Cocktail/Coffee table High End HPL wood or high-end Solid Surface top (Qty 1) ~HPL - Small square end tables High End HPL wood or high-end Solid Surface top.] (Qty 2) The contractor shall provide all labor, materials, equipment, transportation, and supervision necessary to satisfy the needs of each ordering activity. 2.0 PERFORMANCE REQUIREMENTS The contractor shall provide and be responsible for the technical assistance, development and generation for final specifications. Furniture delivery, installation of new furniture and removal of existing furniture will be required early to mid-March, 2022. Contractor is to clean and dispose of all old furniture and trash. (One for one swap). Duty hours will be [0800 1630 Monday through Friday. Weekends times are available if needed and should be included in the quote if discussed with COR]. The Government recognized US holidays are: New Year s Day, Martin Luther King, Jr. Day, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Indigenous People s Day, Veterans Day, Thanksgiving Day and Christmas Day. If the holiday falls on Sunday, it is observed on Monday. If the holiday falls on a Saturday it will be observed on a Friday. The contractor shall: [coordinate removal of existing furniture with the COR. Coordinate install of new furniture with the COR. Coordinate and provide project management of all products and services to manage, design, order, ship, deliver remove old furniture and install new furniture from the manufacturer until final acceptance by [the Contracting Officer Representative (COR)/ VA Eric A. Shelton] [Contractor is required to Disseminate and dispose of existing furniture at the contractor s expense. That cost for disposal should be included in the quote. No option for later billing for disposal fees.] Please note that there is no loading dock. All items removed and installed will happen on ground level. A ramp or liftgate will be needed. There is an elevator for the items being removed from and going up to the second floor. In the event the elevator is out, stairs will be used. [Vendor/Contractor or representative is required to attend no less than three (3) face to face in person meetings, walk through to verify space and measurements, project phasing and scheduling requirements to include planning, manufacturing, project management removal and disposal of all existing furniture and delivery, installation/assembly of all new furniture, & one post walk through and an additional meeting if necessary to make corrections if needed. Meetings can be virtual over Microsoft TEAMS or Zoom as well.] [CAN include products specified not in the IDIQ to meet the needs of the contract request]. Prepare and provide as built furniture drawings in PDF and AutoCAD or Revit. Provide maintenance manuals for all products specified. Contractor shall mail all cut sheets and sample materials to the COR. Eric A. Shelton. Mailing address is Attn: Eric A. Shelton, Building 6, Interior Design Office, 1481 West 10th St. Indianapolis In 46202. 3.0 KICKOFF MEETING The prime contractor(s) shall participate in a kickoff meeting within ten (10) days of task order issuance, in person at [1481 West 10th St, Building 6, Indianapolis, IN 46202] or by Microsoft TEAMS or Zoom. Time and date will be determined by VA Point of Contact. COR - Eric A. Shelton. 4.0 SUBMISSION OF QUESTIONS Questions: All questions must be received by 2/11/2022. All questions submitted for this solicitation must be electronically sent to the following email address: Jordan.Carlsen2@va.gov. Questions received after the stated date and time, may be addressed at the discretion of the Contracting Officer. 5.0 SUBMISSION OF QUOTATION Quote Submission: The contractors shall submit complete emailed electronic copy portable document format (.pdf) or Microsoft Excel (.xls) format of: Volume 1: (technical) drawings, (floorplans, isometrics, shop drawings, renderings.) complete manufacturer s product specifications Bill of Materials tagged per CLIN/ floorplan department and room etc. quantity of man hours for labor/installation project management plan product literature project staffing plan physical finish samples (mail all samples to Indianapolis VA Medical Center, Attn: Eric Shelton, Interior Designer, Building 6, Interior Design Office(. 1481 West 10th St. Indianapolis IN 46202 ) sustainability certification documents complete testing results / certificates mock up samples (pictures and all of the product emailed to COR and finish samples mailed to COR Eric A. Shelton) warranty. Self-certifying statement confirming ability to meet project deadlines Volume 2: (pricing) price quote with separate line for current furniture removal/labor/installation Bill of Materials with subtotals and tagged per CLIN/ floorplan Submissions can be sent in multiple emails to avoid computer system email size limitation, to Jordan.Carlsen2@va.gov . Quotes submitted by any other method will not be considered. All proprietary information shall be clearly marked. The use of hyperlinks in quotes is prohibited. Late quotes will not be accepted for evaluation. The contractor is responsible for confirming the Government s receipt of the contractor s quote. Pricing must be within the established IDIQ Pricing. 6.0 EVALUATION CRITERIA Task order will be evaluated on: Bill of Materials with subtotals and tagged per CLIN / floorplan department and room etc. PDFs of detailed and dimensioned: Plan, 2-D and 3-D drawings of each workstation (and/or) products with multiple parts list to represent exactly what is being included in task order and to determine accuracy. Cut sheets with product detail for each line item. Labor/Services appropriate to the scope of work. (no pricing included) Project staffing plan appropriate to scope of work Project management plan appropriate to scope of work Sustainability Certification 7.0 PRODUCT General All finished surfaces shall be free of scratches, mars, dents, or blemishes, and withstand staining, and exhibit to flaking, cracking, or loss or adhesion. 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. 8.0 SERVICES Service required is detailed in [SV4] SV4 Project Management Turn Key Services with Furniture Contract Tasks/Requirements a. Based on provided furniture specifications for the individual order, the contractor shall provide a separate, typed document that matches the VA line item: including unit price and total price per provided quantity. Products or services that include multiple parts shall be listed within each line item and only the totals for the whole unit and total price per quantity provided will be provided. No additional line items will be added. Package to include PDFs of detailed and dimensioned: Plan, 2-D and 3-D drawings of each workstation (and/or) products with multiple parts list to represent exactly what is being included in the bid and to determine accuracy. Package to include a cut sheet with product detail for any alternate products. Package to list Labor/Services on a separate line item(s) than the product line items. Contractor shall be responsible for ordering, tracking and installing all specified items, managing and coordinating all deliveries for the installation schedule as approved by the VA COR. Design Contract Tasks/Requirements As part of the request for design service quotes the contractor will provide a quote on a specifically requested scope of work/Project and provide a firm-fixed price. Contractor to provide end-user programming services, space planning, product specifications, and attend in-person end-user meetings with VA COR. Contractor to develop detailed specifications, conduct product research and assemble materials/finishes as approved by VA COR. Contractor to provide finished specification binder with cut sheets and material samples to the VA per the Statement of Work. Contractor to provide design services such as space planning, schematic design, specifications, finish boards, 2D/3D Rendered models, construction drawings, installation layouts in AutoCAD, Sketch Up, Revit, and Adobe Creative Suite Programs. Contractor shall comply with all Environmental Product specifications, tracking, and documentation building to obtain Leadership in Energy and Environmental Design (LEED) Credits for ongoing projects as needed. Contractor to provide Professional Project Management Services including field support, design, move and installation coordination and management from small to large scale projects per the SOW. Contractor shall act in collaboration with VA COR and multi-disciplinary services such as IT, Housekeeping, Facilities, and In-House Construction Teams. The contractor shall define and furnish the necessary hardware, software, and all other equipment necessary to accomplish design tasks. Standard equipment in addition to the hardware and software shall include but not limited to: reproduction machines, plotters, paper, pencils/pens/markers/highlighters, fax machines, email and office furniture. The contractor shall be responsible for the collection of information relevant to the design/redesign of a space. Examples could include personnel interviews, questionnaires and walk-through inspections of the facility, as well as the existing furniture database (if available). Services shall include site evaluation to ensure proper fit of the furniture within the given space and that all structural and other anomalies are taken into account. The contractor is responsible for notifying the COR/Government Project Manager of all power requirements regarding location of communication, LAN and power junction boxes, with the expectation that the user will be responsible for providing and locating those junction boxes within 4'-0" of the ceiling penetration of the power pole location provided by the contractor and within the required distance on the wall for J-boxes. If electrical power poles are needed in the design, the Design shall ensure that power poles do not protrude into main walkways. Design shall ensure that all outlets included in the design are accessible to the user, free and clear of obstacles. Design shall not allow more than four cubicles to be served by a single circuit. Design shall ensure that no existing wall outlets or thermostats are covered or concealed by panels or other systems furniture components. The contractor shall utilize any existing government product to its maximum as applicable when the project includes add-on parts to existing systems furniture. All designs of furniture layouts, including original designs and any subsequent redesigns, must be accomplished by a qualified professional Interior Designer with either a four (4) year Interior Design degree from an accredited school by the Council for Interior Design Accreditation (CIDA/FIDER), or 5 years experience, and one year experience using contractor s software similar to that proposed for this contract. The contractor shall meet with the VA COR to review the installation drawings prior to submission of a final price quote. The contractor shall provide additional drawings of furniture layouts, if requested by VA organizations in an unlocked electronically transmitted AutoCAD drawing set complete with any attached layers in both .dwg and .pdf formats unless otherwise specified in the contract. The hardware/software utilized by the contractor shall perform computerized inventory, the computer aided design, automated take-off function, and report generation for all product purchased. The software for this contract shall be compatible software for AutoCAD. The software shall be fully compatible with Microsoft Windows, the most current version. Design service shall include an initial complete design with up to three additional revisions prior to final approval. Designs of each location shall include a Panel and Hardware Layout sheet for system and modular furniture: to include all finish colors and fabrics, panel widths (30", 36", 42", etc.), in 1/4" = 1'0" scale, in addition to display hardware, keys and locksets shall be included. Design sheet layouts of each location shall include a Furniture Power Distribution sheet in 1/4" = 1'0" scale to include: the location of all powered panels, powered components, receptacles, communication ports, power poles, powered raceways, base electrical feeds and building connection points. Designs of each location shall include a 3D drawing and/or elevations for a clear understanding of objects that cannot be seen in floor plan view. Design/redesign timelines shall be expected: aa. Design sheet layouts for all phases of design (initial, revisions and final) of 1-10 workstations shall be received within 3 business days unless otherwise directed in the contract. bb. Design sheet layouts for all phases of design (initial, revisions and final) of 11-25 workstations shall be received within 5 business days unless otherwise directed in the contract. cc. Design sheet layouts for all phases of design (initial, revisions and final) of 26-50 workstations shall be received within 7 business days unless otherwise directed in the contract. dd. Design sheet layouts for all phases of design (initial, revisions and final) of 51-100 workstations shall be received within 10 business days unless otherwise directed in the contract. ee. Design sheet layouts for all phases of design (initial, revisions and final) of 101-200 workstations shall be received within 15 business days unless otherwise directed in the contract. ff. Design sheet layouts for all phases of design (initial, revisions and final) of 200+ workstations shall be received within 20 business days unless otherwise directed in the contract. gg. Within five (5) business days after the final design has been accepted by the base requesting organization, a bill of materials detailing all inventory, and all plans including basic floor plan, moveable wall, panel and electrical layouts will be provided to the COR/ Government Project Manager for the project. hh. Drawing changes required to a layout due to contractor errors or omissions shall be the responsibility of the contractor and the corrected drawing and bill of materials shall be delivered to the government within three (3) calendar days of the request. ii. Contractor shall make the government aware of any discrepancies to existing conditions not previously identified. Project Manager (PM) Requirements PM shall be responsible for all communication with VA Interior Designer as pertaining to Requests for Information (RFIs), updates, design changes, notifications and installation scheduling in writing by email in addition to any phone conferences or in- person meetings. PM shall represent the Contractor, not the installation company. PM shall perform an on-site assessment of product and replacement of damaged product due to freight delivery. PM shall schedule arrival of the product and installation date. PM shall perform an on-site review of space and installation plans at least 5 business days in advance with VA COR. 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 and VA COR. 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 COR 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 COR to resolve all repairs beyond simple surface cleaning. Concurrence of the COR 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. The Contractor shall be responsible for the security of the areas in which the work is being performed at all times prior to completion. The Contractor shall maintain accountability and control of any keys provided, and shall return them to the COR upon completion of the work. Contractor shall provide floor protection while working in all VA facilities. All material handling equipment shall have rubber wheels. Delivery Contractor shall contact the COR at least 14 business days prior to start of work/shipping to ensure that the building is ready for install. In the event there is a delay in delivery, Contractor must notify the assigned VA COR immediately in writing, preferably via email. (eric.shelton2@va.gov) Contractor shall provide the COR with scheduled date and time that the delivery truck will be arriving at least 24 hours minimum in advance. The contractor must ensure that the driver of the delivery vehicle has copies of the delivery order and shall not attempt to deliver any items before the scheduled delivery date. Contractor must be bonded and insured in accordance with standard commercial practices and state requirements for vehicles and trailers. Contractor shall provide 30 Days Free Storage once all items have been received from the bill of materials at a conditioned facility that meets all building requirements including but not limited to the sprinkler, security, safety, temperature and environmental controls as not to void furniture warranties. 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. Any and all deficiencies (damage/overage/shortage) shall be brought to the attention of the COR. The Contractor shall store damaged items in the location designated by the COR. 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 COR on a daily basis. Contractor shall repair or coordinate with the COR for replacement of damaged, defective, or missing items. Assembly and final acceptance Contractor shall be responsible for following all safety and security guidelines within the area in which work is being performed, to include securing and contractor-owned tools or equipment, and any on-site storage being utilized. The contractor shall install all furniture 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. The Contractor shall maintain a means of egress within all designated work areas to comply with fire codes. Contractor shall inspect to ensure that the furniture is free of surface dirt, clean and polished, free of defects, and that the installation is complete and ready for use. The Contractor shall do a final walkthrough with COR and provide a punch list before releasing crew for the day. Jobsite Cleanliness Contractor will be responsible for the removal and disposal of all trash/debris connected with uncrating and assembling all furniture items installed under this contract. Final Acceptance by the Government will not occur until all installed furniture 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. Packing materials will not be stored in the buildings for any period exceeding 24 hours. 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 on a daily basis by the Contractor Warranty Items The warranty of an item is to run from the date of acceptance of the products/services by the Government. The Contractor agrees to, without cost to the Government, repair or replace 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. 7.0 Kickoff Meeting The prime contractor(s) shall participate in a contract kickoff meeting, in accordance with the terms of the first task order. See below under Design Contract Task/Requirements 8.0 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 Contracting Officer Representative (COR). Design Contract Tasks/Requirements The contractor shall attend a minimum of three (3) in-person meetings at the [1481 West 10th Street, Building #5, Indianapolis, IN 46202] to review final award with VA Interior Designer and End Users and to make necessary revisions. During first meeting the contractor shall provide the Interior Designer with the Auto-Cad drawings to [1/4 1/8 ] scale drawings showing layouts of awarded product. The contractor shall allow for three (3) revisions per line item included in design services including updating Auto-Cad Drawings and PDFs as request by VA Interior Designer. 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 Vendor shall be liable for any incorrect field measurements leading to incorrect product order. The contractor shall be responsible for providing all sample materials for awarded product (2-Day Delivery) as requested by VA Interior Designer. The product must not be placed into production without clearance from the VA COR. The contractor shall provide final, clean [1/4 1/8 ] scaled drawings of product layout for sign-off prior to scheduling manufacturing. The contractor shall track manufacturing schedule and notify VA Interior Designer with updates of estimated completion date by email. The contractor shall attend a post-installation meeting to assess, address, and document any punch-list items and shall submit to the VA Interior Designer a remediation plan within 5 business days. The contractor shall provide 30 days free storage. [30 days standard] The Government maintains the option to modify the normal work week, days and hours, as necessary for the accomplishment of VHA mission. Work Required by Others All work required by other trades shall be identified under this section by the Bidder.
Data sourced from SAM.gov.
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