Inactive

STATEMENT OF WORK INTRODUCTION The Veterans Health Administration (VHA) has a requirement for the replacement of the 10 East Mental Health Inpatient Nurses’ station at the KCVA 4801 Linwood Blvd. Kans... STATEMENT OF WORK INTRODUCTION The Veterans Health Administration (VHA) has a requirement for the replacement of the 10 East Mental Health Inpatient Nurses’ station at the KCVA 4801 Linwood Blvd. Kansas City MO 64128. GENERAL SCOPE The current nurse’s station on the 10th floor east side of the inpatient mental health unit at the Kansas City VA Medical Center is outfitted with older a furniture system that is unsafe, and not applicable to the standards-imposed nation- and industry-wide. The older nurse’s station has resulted with unsafe and unhappy staff and has ultimately caused the east side of the remain un-open. Due to the current furniture system being comprised of built in components the Interior Design department is unable to fix and/or repair this system as we are unable to procure replacements parts. This has left a large “graveyard” area within the hospital where the furniture is inoperable and not to the set design standards for proper height and protection. This requirement includes healthcare furniture, design, project management, professional installation, and maintenance/warranty services. Healthcare furnishings include case goods, filing and storage systems, systems furniture, furniture accessories and related services. 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 and installation for the 10 East Mental Health Inpatient Nurses’ will be required to be installed by April 2024. Duty hours will be 8:00AM-5:00PM. The Government recognized US holidays are: New Year’s Day, Martin Luther King, Jr. Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. If the holiday falls on Sunday, it is observed on Monday. The contractor shall take the following site conditions into account for delivery and installation: Page 2 of 12 - Site can be accessed through either the front door or the service dock and there is a sidewalk to each. - Site will accommodate a 53’ trailer for furniture delivery. - Site does not require union labor. In addition, the contractor shall: 3.0 a. Coordinate and provide project management of all products and services to manage, design, order, ship, deliver and install new furniture from the manufacturer until final acceptance by COR b. Awarded contractor will be responsible for coordinating and communicating scheduling requirements for a site visit and template of items to be installed. c. Awarded contractor will be responsible for coordinating and communicating scheduling requirements for product manufacturing, and installation. d. Receive product at contractor warehouse, bring to site, de-trash and install at location designate. Remove all trash and recycle at off campus location of contractors choosing. e. Prepare and provide as built furniture drawings in PDF and AutoCAD. f. Provide maintenance manuals for all products specified. KICKOFF MEETING The prime contractor(s) shall participate in a kickoff meeting within ten (10) days of task order issuance, in person at the KCVA 4801 Linwood Blvd. KCMO 64128, Time and date will be determined by VA Point of Contacts. 4.0 SUBMISSION OF QUESTIONS Questions: All questions must be received by [date determined by acquisitions]. All questions submitted for this solicitation must be electronically sent to the following email address: Jonathan.lutmer@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) no more than 2 pdf documents labeled as shown in Bold below. a. Document 1 Drawings ? Required drawings: i. full floorplan drawing of the new nurse’s station. Page 3 of 12 ii. isometric drawing of the nurse’s station, glass barrier and any related cabinetry, may be shown with one typical isometric) ? electronic finish samples ? See below drawing for area and dimension information ? b. Document 2 Technical Documentation ? manufacturer’s product specifications to validate technical requirements (key features have been highlighted in the MTR document; vendor must provide validation on these items) Page Limit 26 pages. Please limit to pertinent information only. ? Bill of Materials tagged per project location and room name. ? quantity of man hours for labor/installation ? project management plan ? project staffing plan ? warranty ? Self-certifying statement confirming ability to meet project deadlines. Volume 2: (pricing) a. price quote with separate line for labor/installation b. Bill of Materials with subtotals and tagged per CLIN/ floorplan. Submissions can be sent in up to three emails to avoid computer system email size limitation, to Local CO. Quotes submitted by any other method will not be considered. All proprietary information shall be Page 4 of 12 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. 6.0 EVALUATION CRITERIA Task order will be evaluated on: a. Drawings –Provide floorplan and isometric drawings. b. Manufacturer’s product specifications to validate technical requirements within page limitation. c. Bill of Materials tagged per MTR code and room name. d. Quantity of man hours for labor/installation e. Project management plan f. Inclusion of all required documentation g. Ability to meet technical requirements. 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. Category Description CGS1 Caregiver Team Stations (also Nurse Stations): Salient Characteristics: To include minimum of the following specifications: a. Nurse Station to be built to comply with VA standards and in accordance with best practices for Behavioral Health Construction for all exposed elements of the desk. b. Desk to be built in a ½ circle configuration with the exterior having a radius of 101”. c. Desk to be built to terminate into built wall on one end and circular column on the other end. d. Desk to have multiple layers of finish on the outside, including a 19” portion immediately below the transaction top, two 12” portions, and a 6” tall toe kick. e. Desk to have Acrovyn Woodgrain cladding on top two portions of exterior cladding, and an 18-gauge stainless steel on lowest 18” of the desk. Page 5 of 12 f. The interior of the desk to be laminated with access panels. g. Laminate surfaces to have 2mil edge banding. h. Specification includes 4 double-door cabinets with adjustable shelves. i. Cabinets to be 27.5” tall and to have standard wire pulls and adjustable floor glides. j. The exterior of the cabinetry to be clad in laminate and the interior of the cabinetry is to be white melamine. k. Desk to include (6) 48" Wide x 36" Tall Tempered Glass Segments and one 39" Wide x 58" Tall. l. Glass to attach to surfaces with 4” Tall CR Laurence Taper Loc system. m. Glass segments are to be attached to each other with silicone for glass use. n. Glass to have a top channel that will secure all pieces of glass together. o. (3) of the panes of glass will have 10" Wide x 4" Tall pass-thru openings with ½” minimum radius on corners. Options: a. Base panel/kickplate, front of station applied stainless steel protective band. MSW1 Worksurfaces: Salient Characteristics: To include minimum of the following specifications: a. Worksurfaces to be 24” Deep x 1-1/8” Thick. b. Holes shall be pre-drilled in the underside of the work surface for the installation of drawers, mounting brackets, and suspended pedestals. c. Worksurfaces are to be located on the inside of the station with a 1” cord drop at the back of the surface, and to extend over storage – 54” x 97” in an L Shape. d. Surfaces of the desk to be properly supported by cantilevers or cabinetry. e. Worksurfaces supports shall be powered coated painted minimum 18 gauge or better high strength sheet steel with integral attachment hooks. f. Components shall include a means to be leveled. g. Worksurfaces should hold 200 lbs. of concentrated weight without failing or deforming. h. Work Surface Shapes- a variety of sizes in rectangular, peninsula, jetty, corner, and other shaped tops. I. Transaction top of desk to be 30” Deep, and to be placed at 49” Above Finished Floor. j. Transaction surfaces to have a 1/8” round over. k. Transaction Surface and ADA Worksurface to be Corian Glacier White Solid Surface – 1-1/8” Thick. Page 6 of 12 l. Worksurfaces around the desk and overtop of the storage area to be Corian Glacier White Solid Surface See above table for technical requirement of products. 8.0 SERVICES Services required our further outlined below in SV1. ? Vendor must work the delivery and installation with VA POC ? Vendor is to deliver these commodities directly to the area where installation will occur. Vendor is NOT to deliver these commodities to the warehouse. ? Vendor must contact VA POC for any issues with the receiving report. Design Contract Tasks/Requirements a. The contractor shall attend a minimum of three (3) in-person/virtual meetings to review final award with VA Interior Designer and End Users and to make necessary revisions. b. 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. c. 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. d. 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. e. The contractor shall be responsible for providing all sample materials for awarded product (2-Day Delivery) as requested by VA Interior Designer. f. The product must not be placed into production without clearance from the VA COR. g. The contractor shall provide final, clean [1/4” – 1/8”] scaled drawings of product layout for signoff prior to scheduling manufacturing. h. The contractor shall track manufacturing schedule and notify VA Interior Designer with updates of estimated completion date by email. i. 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. j. The contractor shall provide 30 days free storage. The Government maintains the option to modify the normal work week, days, and hours, as necessary for the accomplishment of VHA mission. Page 7 of 12 Work Required by Others All work required by other trades shall be identified under this section by the Bidder. Page 8 of 12 Attachment 1 Services 1.0 General Scope: The Veterans Health Administration (VHA) has a recurring requirement for healthcare furniture for the Medical Centers, the Community-Based Outpatient Clinics (CBOCs), the Vet Centers, and other outlying clinics and offices throughout the United States and its territories. This is an effort by VHA to streamline the acquisition process and obtain further discounted commercial pricing. This requirement includes healthcare furniture, design, project management, furniture removal, professional installation and maintenance/warranty services. The contractor shall provide all labor, materials, equipment, transportation, and supervision necessary to satisfy the needs of each ordering activity. 2.0 Specific delivery/shipping information shall be determined at the individual order level. 3.0 General Requirements for Services: The dates and times for delivery, receipt and installation of furniture will be established by individual orders. a. When the Contractor requests to deliver, receive and/or install furniture outside normal duty hours. When these instances occur a written request shall be submitted to the VA Contracting Officer’s Representative (COR) for authorization of the individual orders of this type. Written approval from the VA COR must be received before proceeding with the work. The request shall be submitted at least (5) five business days prior to the proposed performance of work, and it shall indicate the day(s), time, the amount of work, and the reason why performance is necessary outside normal duty hours. b. The Contractor shall be made aware of and must comply with local security policies and procedures in the task order. The Contractor will comply to these standards during all site visits on Governmental property. Contractor shall contact the VA COR at least 14 days prior to work start date to ensure compliance to any local security policies. c. The Contractor personnel shall present a professional appearance and shall have a uniform or some method of identifying them as an employee of the contractor. A VA badge will be provided and must be worn above the waist and be visible at all times while on government property. d. The Contractor shall ensure policies and procedures are established that protect the safety and welfare of customers, employees, and the community to minimize or eliminate safety or environmental risks. e. The Contractor shall be knowledgeable of and shall comply with all applicable federal, state, and local laws, Building Codes, Life Safety Codes, Occupational Health and Safety Administration (OSHA), ADA/ADAG, permits, VA design standards (www.cfm.va.gov/til/dguide.asp), and instructions required for the performance of the duties in the Statement of Work (SOW). f. The Contractor 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 Contractor shall retain documentation of such records. The Page 9 of 12 Government will not pay for expenses to meet this requirement. g. 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. SV1 – Furniture, Design, and Installation Support Services Contract Tasks/Requirements a. Contractor may be required to provide basic design services and layout for commodities purchased. 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 of experience, and one year experience using contractor’s software similar to that proposed for this contract. b. Contractor is required to provide installation drawings for furniture purchased. c. Contractor shall place all orders, track orders, schedule deliveries and coordinate trucks with the manufacturer for manufacturing and delivery according to VA project schedule. d. Contractor shall be responsible for all field measurements whether in existing spaces or new construction. Contractor shall not rely on AutoCAD drawings for final measurements. e. Contractor shall perform installation services f. Contractor must have a project manager/lead installer based on project size. Project manager/lead installer must have a minimum of 2 years of experience performing installation services in healthcare facilities. g. Contractor may be required to remove and/or relocate existing VA furnishings in coordination with VA Logistic Management Service and Interior Designer per the task order SOW. h. Contractor may or may not be required to complete services outside of normal duty hours per the SOW. i. Contractor shall be familiar with VA campuses and various VA Outpatient Clinics, regulations, loading dock locations and hours of operations. j. Contractor must provide Proof of Insurance. k. Contractor shall provide 30 Days Free Storage once the complete bill of materials has been received 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. l. Contractor must notify VA of the specific location of any or all stored furniture. m. Contractor shall provide all necessary materials, equipment, labor, supervision, and Management to: (A) coordinate delivery: (B) load and unload; (C) place/install items in Page 10 of 12 designated locations; (D) assemble items as required; (E) secure as designated; and (F) properly dispose of all associated packing/crating materials outside the VA premises. Protection of Property a. 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. b. 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. c. 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. d. Contractor shall provide floor protection while working in all VA facilities. All material handling equipment shall have rubber wheels. Delivery a. Contractor shall contact the COR at least 14 business days prior to the start of work/shipping to ensure that the building is ready for install. b. In the event there is a delay in delivery, Contractor must notify the assigned VA COR immediately in writing, preferably via email. c. Contractor shall provide the COR with scheduled date and time that the delivery truck will be arriving at least 24 hours minimum in advance. d. Contractor must ensure that the driver of the delivery vehicle has copies of the Bill of Materials/delivery orders and shall not attempt to deliver any items before the scheduled delivery date. Receive and Unload a. 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. b. The Contractor shall verify and inspect all items. Any and all deficiencies Page 11 of 12 (damage/overage/shortage) shall be brought to the attention of the assigned VA CO in writing, preferably via email, immediately upon identification. c. 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. d. Contractor shall repair or coordinate with the COR for replacement of damaged, defective, or missing items. Assembly and final acceptance a. Contractor shall be responsible for all safety and security guidelines within the area in which work is being performed, to include securing any contractor- owned tools or equipment, and any on-site storage being utilized. b. The contractor shall install all items 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. c. Contractor shall uncrate all items received and perform all required assembly in accordance with the manufacturers’ instructions. d. Contractor shall prevent its personnel from entering any area other than the designated work area. e. The Contractor shall maintain a means of egress within all designated work areas to comply with fire codes. f. 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. g. The Contractor shall do a final walkthrough with COR and provide a punch list before releasing crew for the day. Jobsite Cleanliness a. Contractor will be responsible for the removal and disposal of all trash/debris connected with uncrating and assembling all items installed under this contract. b. Final Acceptance by the Government will not occur until all installed items have been wiped cleaned and debris/dust connected with installation is removed from the VA site. c. 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. d. Packing materials will not be stored in the buildings for any period exceeding 24 hours. e. The Contractor shall ensure its personnel eat, drink, or smoke only in designated areas. Page 12 of 12 f. Personal trash (food wrappers, drink containers, etc.,) shall be removed from the site on a daily basis by the Contractor. Warranty Items a. The warranty of an item is to start on the date of acceptance of the products/services by the Government VA COR.. b. The Contractor agrees to furnish, without cost to the Government, replacement 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. 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 nonrecurrence 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).