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

Page 1 of 4 STATEMENT OF WORK Richard L. Roudebush VAMC 1481 West 10th Street Indianapolis IN 46202 Rhonda L Fitzgerald Office- 317.988.1533, Email- rhonda.fitzgerald@va.gov DOM Public Space Furniture... Page 1 of 4 STATEMENT OF WORK Richard L. Roudebush VAMC 1481 West 10th Street Indianapolis IN 46202 Rhonda L Fitzgerald Office- 317.988.1533, Email- rhonda.fitzgerald@va.gov DOM Public Space Furniture 1.0 GENERAL SCOPE The Veterans Health Administration (VHA) has a requirement for healthcare furniture for [The Indianapolis Domiciliary located at 9045 E 59th St, Indianapolis, IN 46216Â ] that meet the VHA IDIQ specifications and high-quality threshold while integrating excellent environmental stewardship. This requirement includes [Seating that include Love Seats, Lounge Chairs, Guest Seating, Bookcases, End tables, Cocktail Tables, Dining Tables, Training Table, Height Adjustable Workstations, and Stands for the Coffee Maker and Microwaves.] Service required is detailed in [ SV4] Healthcare Furniture technical requirements per VHA Healthcare Furniture multiple award IDIQ. The contractor shall provide all labor, materials, equipment, transportation, and supervision necessary to satisfy the needs of each ordering activity. Location does not have a dock. A truck with Liftgate capabilities is needed to unload the new furniture and roll it into the building using the wheelchair ramp. All old furniture is coming out and will be disposed of by the install crew. This needs to be included in labor pricing. This is a one for one swap on most furniture. There may be a request to remove and dispose of about 30 additional stackable guest chairs due to COVID. Please include that in your Bid at the cost of the install crew. The C&A requirements do not apply, and that a Security Accreditation Package is not required! VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access or Use to VA Sensitive Information 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 late August 2022-early September 2022. Duty hours will be [0800 1630 Monday through Friday. Weekends times are available if needed, but not preferred]. The Government recognized US holidays are: New Year s Day, Martin Luther King, Jr. Day, Presidents Day, Juneteenth Memorial Day, 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 s observed on a Friday. The contractor shall: [Coordinate removal and disposal of existing chairs, sofas and tables & install of new chairs, sofas and tables 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 [Vendor/Contractor or representative is required to attend no less than three (3) face to face in person or Virtual meetings, 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.] Provide maintenance manuals for all products specified. Contractor shall mail all cut sheets and sample materials to the COR. Eric A. Shelton. 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 virtually. 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 [8/12/2022]. All questions submitted for this solicitation must be electronically sent to the following email address: [Rhonda L Fitzgerald-rhonda.fitzgerald@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) complete manufacturer s product specifications Bill of Materials tagged per CLIN 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 mockup samples (pictures and all of the product emailed to COR and finish samples mailed to Contracting Officer Rhonda L Fitzgerald-rhonda.fitzgerald@va.gov) 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 Submissions can be sent in multiple emails to avoid computer system email size limitation, to [Rhonda L Fitzgerald- rhonda.fitzgerald@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. Cut sheets with product detail for each line item. Labor/Services appropriate to the scope of work. 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. (MTR Sheet) Finish color and seat material will be picked out with the option to review what is available per Vendor. 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: 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 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 shall utilize any existing government product to its maximum as applicable when the project includes add-on parts to existing systems furniture. aa. 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. cc. 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 always performed 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). 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.