Inactive

Page 1 of 8 This request for information (RFI) is issued solely to determine the capabilities of firms to provide support in providing Furniture, Equipment, and Material Relocation and Ancillary Servi... Page 1 of 8 This request for information (RFI) is issued solely to determine the capabilities of firms to provide support in providing Furniture, Equipment, and Material Relocation and Ancillary Services for Minneapolis VA Medical Centers identified in the Statement of Work (SOW) below. This RFI is for planning purposes only and shall not be considered an Invitation for Bid, Request for Quotation, or a Request for Proposal. This request does not constitute a solicitation for proposals or the authority to enter into negotiations to award a contract. Additionally, there is no obligation on the part of the Government to acquire any products or services described in this RFI. Responses to this RFI will be treated only as information for the Government to consider as part of their market research efforts. The information provided may be used by the Government in developing its acquisition strategy. Interested parties are responsible for adequately marking proprietary, restricted or competition sensitive information contained in their response. The Government does not intend to pay for the information submitted in response to this RFI and parties responding will not be entitled to payment for direct or indirect costs incurred in responding to this RFI. The North American Industry Classification System (NAICS) for this requirement is 484210, Used Household and Office Goods Moving - with a size standard of $30 million. Your response must address capabilities specific to the services required in the Attached SOW, in addition to all other information required below. 1. Please identify any of your firm s existing contract vehicles (e.g. GSA federal supply schedules) which provides for the SOW requirements. 2. Please provide all social-economic categories of your firm (e.g., SDVOSB, VOSB, WOSB, Large Business, 8a, etc.) as well as your firm s SAM Unique Entity ID number (replaces DUNS number) and Government Contract POC. All questions and responses must be submitted via email, no phone calls will be accepted. Please note RFI 36C26322Q0451 Minneapolis VA Moving Service in the subject line of your response. DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI. Page 2 of 8 February 10, 2022 Page 8 of 8 Statement of Work Moving Services Contract VA Minneapolis Health Care System 1.0 General The Minneapolis Veteran Affairs Health Care System (MVAHCS) has a requirement for Furniture, Equipment, and Material Relocation and Ancillary Services. The VAMHCS requires a contractor to provide a full range of services to disassemble and remove existing office furniture, equipment and related materials from a location, transport the items to a new location and install/place them according to the direction of the COR or designated Representative. The number of moves will vary from month to month. 1.1 Period of Performance (POP): Base Year plus 4 Option Years. 1.2 Hours of Performance The Contractor will perform the majority of duties during normal work hours which is Monday through Friday, 7:00 am to 5:00 pm. The Contractor may be required to perform some duties during off-duty hours. 1.3 Contracting Officer s Representative (COR) will be assigned to represent the Contracting Officer (CO) in furnishing technical guidance and advice under this contract. The delegation letter will specify the limits of the COR s authority. The letter is not to be construed as authorization to interpret or furnish advice and information to the Contractor relative to the financial or legal aspects of the contract. Those matters are the responsibility of the Contracting Officer and shall not be delegated. 1.4 Contractor Key Personnel: The Contractor shall provide a list of employees that are key to the organization and who will provide services under this contract. Provide full name, position, title and the required certifications. Employees will need to apply for a security badge and pass a security background check. 1.5 The Contractor shall designate a Contract Liaison (CL) to work with the COR. The CL shall have a comprehensive knowledge of furniture moving, installation, storage, repair and possess administration skills. The CL shall have at least five years of experience in this type of work. 1.5.1 The CL shall have the authority to negotiate and accept job requests on the Contractor's behalf. The CL shall have technical and administrative knowledge of all job requests pending, in-progress and completed. 1.6 The Contractor shall maintain sufficient staff to be responsive to job requests. The Contractor s staff shall be US citizens or have appropriate work permits. The Contractor shall comply with VA security, access and badging requirements. The Contractor shall wear company attire that clearly identifies them as Contractors and present a professional appearance at all times. 1.7 The Contractor shall assure that its staff are fully certified and licensed to perform their duties. 2.0 Scope of Work 2.1 The Contractor shall provide supervision, staffing, equipment, vehicles, transportation, packing supplies and materials and ancillary services necessary to perform moving and relocation services. The Contractor shall perform all relocation services as requested by COR or designated representative. The services shall include, but are not limited to, pre-move planning, assembly/disassembly of furniture, providing packaging materials, packing/crating, loading/unloading. The services shall be provided to the following facility locations: 2.1.1 Building 70 Veterans Affairs (VA) Minneapolis Medical Center (One Veterans Drive, Minneapolis, MN 55417) 2.1.2 Building 9 (5447 Minnehaha Avenue South, Minneapolis, MN 55417, Hennepin County) 2.1.3 Building 10 (5445 Minnehaha Avenue South, Minneapolis, MN 55417, Hennepin County) 2.1.5 Building 48 Temporary Bldg (1 Veterans Drive, Minneapolis, MN 55417, Hennepin County) 2.1.6 Building 49SV (1 Veterans Drive, Minneapolis, MN 55417, Hennepin County) 2.1.7 Building 49 (1 Veterans Drive, Minneapolis, MN 55417, Hennepin County) 2.1.8 Building 68 (1 Veterans Drive, Minneapolis, MN 55417, Hennepin County) 2.1.14 Building 76 Spinal Cord Injury Fisher House 1 (1 Veterans Drive, Minneapolis, MN 55417, Hennepin County) 2.1.15 Building 77 Modular Building Fisher House 1 (1 Veterans Drive, Minneapolis, MN 55417, Hennepin County) 2.1.16 Building 89 (Fort Snelling, Minnehaha Ave, Hennepin County) 2.1.17 Building 222 (Fort Snelling, Bloomington Ave, Hennepin County) 2.1.19 Building 217 (Fort Snelling, Hennepin County) 2.1.20 Building 224 (Fort Snelling, Hennepin County) 2.1.21 CBOC Clinics : Locations may be added or deleted based on the VA s mission. Minnesota - Albert Lea, Ely, Hibbing, Mankato, Maplewood, Ramsey, Rochester, St. James, Shakopee Wisconsin - Chippewa Falls, Hayward, Rice Lake, Twin Ports. 2.2 Requests for Services - The COR or designated representative will coordinate with the CL on each relocation project to ensure that all resources assigned to the project are properly managed. 2.2.1 The Contractor and the COR shall work together in estimating the cost of project prior to performance. The estimate shall be in writing and adhere to the Price Delivery Schedule CLIN items. Once approved by the COR, the project shall commence as scheduled. A project estimate shall include the following at a minimum: 2.2.1.1 Work hours the project requires from start to finish 2.2.1.2 Move project duration 2.2.1.3 Quantity and type of Contractor staff required to perform the task 2.2.1.4 Quantity and type of materials will be required to properly relocate/move the items 2.2.1.5 Project cost separate line items for labor and materials 2.2.1.6 Date/time moving bins, tape and other supplies will be delivered for VA personnel to pack their belongings 2.2.1.7 Date/time moving bins will be collected after the move. 2.2.2 Contractor Availability - The Contractor shall be available within 24 hours of notification of job requests, furniture/equipment deliveries and/or moves. Due to the dynamic nature of the MVAHCS mission, a high degree of flexibility is required to meet changing needs that occur daily. The 24 hour notification is applicable for business day moves. 2.2.3 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. 2.2.4 The Contractor shall ensure that requests for services are received from an individual listed on the COR provided list of individuals authorized to request services. Services rendered in response to requests from other than authorized personnel shall be at the risk of the Contractor and any cost related thereto shall be borne by the Contractor. 2.3 Overtime Work: The Contractor may be required to perform during off-duty hours. When this occurs, overtime must be approved by the COR prior to performance. Overtime will be paid at 1.5 times the hourly rate. 2.3.1 Overtime Projects - Some projects may only be performed during non-duty hours due to the changing dynamics of VAMHCS and to avoid possible disruptions to patient care. Overtime work must be first approved and assigned by the COR. 2.4 Federal Holidays - The Contractor shall not work on Federal Holidays which includes New Year s Day, Martin Luther King s Birthday, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving, Christmas and any other day specifically declared by the President of the United States to be a Federal holiday. 2.5 Contingency/Back-Up Plan - The Contractor shall have a contingency and/or back-up plan in the event the Contractor is unable to perform services or have services performed as required. The Contractor 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 Contractor Responsibilities 3.1 The Contractor shall ensure an OSHA 30 qualified site supervisor is onsite during the entire move process unless an alternative OSHA 30 qualified substitute is approved by the COR. 3.2 The Contractor shall take necessary precautions to avoid damaging walls, floors, elevators and elevator lobbies when performing move activities. The Contractor shall be responsible for all costs associated with damages related to move activities. 3.3 The Contractor shall provide a communications system, available at all times during the period of performance, to communicate requirements such as changes to location or objects of the movement, etc. with the VA. Use of this communication system will be mutually agreed upon after award but prior to contract performance. 3.4 The Contractor shall provide sufficient and appropriate vehicles to meet the VA s requirements for the pick-up and delivery of equipment, furniture, etc. in accordance with the terms, conditions and schedule of the contract. 3.5 The Contractor shall properly dispose of all debris in dumpsters provide by the MVAHCS. Items must be sorted and disposed of in proper dumpsters (Wood, Metal, trash, etc.). Only garbage generated from moves shall be disposed of in MVAHCS dumpsters. 3.6 The Contractor s vehicles shall meet current applicable Federal, State and local specifications and regulations including, but not limited to, licensing, registration and safety standards. 3.6.1 Contractor 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. 3.7 The Contractor s drivers shall possess valid and applicable operator s licenses IAW with Federal, State and local government laws. 3.8 The Contractor shall attend planning and coordination meetings with VA staff, affected personnel and construction contractors when requested. 4.0 Elements of Move Management 4.1 Moves - Moving single or multiple units including file and storage cabinets, pedestals, tables, chairs, lounge seating, desk units, panel systems, lockers, displays, exercise equipment, broken furniture items, excess items, or other items identified by the COR. 4.1.1 The above items will be either transported on campus, between facilities, or to Contractor-provided dumpster. 4.1.2 The Contractor shall provide and supply all appropriate moving and protection equipment and materials necessary for the completion of each move without damage to furniture, buildings or property. 4.1.2.1 The Contractor 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) laws/regulations for the protection of employees. 4.2 Installations The Contractor staff who will install furniture/equipment shall be fully qualified and have the necessary experience. When installing large furniture such as Steelcase, Herman Miller, Krug, etc. the installers certificates of training shall be provided to the COR prior to installation. 4.2.1 Installation tasks include assembly of new and used furniture/equipment from existing inventory or shipments received. Assemble and install workstations, desk systems, panel systems, ergonomic accessories, storage and other units requiring field assembly. Modification may be required to pull parts from other stocked components to complete installations. 4.2.2 The Contractor equipment or tools shall not block exits, corridors, or impede access to entrances/exits or rooms and shall be in the control of the contractor at all times. When leaving the work site, tools shall be removed and secured. 4.2.3 Any and all debris shall be removed and disposed on a daily basis. 4.3 Transportation The Contractor shall provide the necessary transports when moving to and from the VA facilities and warehouse or storage sites. 4.3.1 The Contractor shall provide the moving equipment and tools necessary to transport the furniture. Such tools and equipment include but not limited to dollies, floats, wheel carts, roller lifts, heavy lifting equipment, stair crawlers, and levelers. Tractor-trailer rigs may be required based on the scope of the request. All equipment must be operable and in good working condition. Additional personnel for transportation to be provided for added manpower, as work requires. 5.0 Miscellaneous items 5.1 Personal Injury, Property Loss or Damage. The Contractor hereby assumes responsibility and liability for any and all personal injuries or death and/or property damage to include the landscaping or losses suffered due to negligence of the Contractor s personnel in the performance of services under this contract. 5.2 Liability and Vehicle Insurance. The Contractor shall provide evidence of insurance coverage to the CO before award of the contract. 5.3 Safety. The Contractor shall be responsible for the safe and proper transport of waste items from the pickup point to the authorized/legal disposal site. 5.4 Smoke Free Facilities. All Veterans Affairs Medical Centers and CBOCs are Smoke Free Campus. There is NO SMOKING allowed in any interior spaces, including all mechanical and electrical rooms/spaces and roofs. Smoking is only permitted in designated exterior smoking areas. 6.0 Contractor s Quality Control Plan (QCP) 6.1 The Contractor s Quality Control Plan (QCP) shall be provided during the pre-solicitation phase to the CO and any updated QCP shall be provided to the COR. 6.1.1 The COR will review the QCP and list any needed clarifications, and return to Contractor for revision, if necessary. The Contractor's QCP shall include the following or have incorporated into during performance of contract, at a minimum: 6.1.2 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. 6.1.3 On-site records of all inspections conducted by the Contractor noting necessary corrective action taken. The Government reserves the right to request copies of any inspections. 6.2 The methods for identifying and preventing deficiencies in the quality of service performed before the level of performance becomes unacceptable and organizational functions with supervisory responsibilities and overall management responsibilities for ensuring total acceptable performance. 6.3 The Contractor 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. 6.4 The Contractor shall have a system that verifies the licenses of individuals operating the vehicles and the driving records of individuals operating the vehicles. The contractor shall make this system available for review by the VA. 7.0 Payments and Invoicing 7.1 End of the Month Billing. The Contractor 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 provide, point of contact, location of services provided, time of arrival and departure for moving staff and copies of all moves that occurred during the month. 7.2. Each Move. The Contractor shall submit to the COR within 24 hours of a move a proper invoice which shall contain the following information: 7.2.1 Date and time of the move 7.2.2 Location of the move 7.2.3 Who was in charge of the move, provide name, title, and phone number 7.2.4 Full description (itemized) of services provided broken down by CLIN. Include both quantity of staff used and workhours. 7.2.5 Full cost of the service 7.3 The Contractor shall then accumulate the month s work into one invoice for the end-of-the-month submission to the COR for review and payment. 7.4 Payment of invoices may be delayed if the appropriate reports are not properly completed and submitted to the COR as stated in this SOW. 8.0 Service Calls. The Contractor shall provide in the space provided below, the name, location, and telephone number of the office where services calls are to be placed. Name: ________________________________________________ Address: _______________________________________________ Telephone Number: ______________________________________ Email address: ___________________________________________ 9.0 Ordering Activities and Officers. The Contractor shall not accept any instructions issued by any other person(s) other than the Contracting Officer (CO) or Contracting Officer Representative (COR). 10.0 Changes. Only those services specified herein are authorized. Before performing any service of a non-contract nature, the Contractor shall advise the CO of the reasons for the additional work. Changes to the resulting contract are not authorized, unless in writing by the Contracting Officer. 11.0 Overtime. Any overtime shall be approved by the CO/COR before services are rendered. VHA Supplemental Contract Requirements for Combatting COVID-19 Contractor employees who work in or travel to VHA locations must comply with the following: Documentation requirements: If fully vaccinated, contractors shall show proof of vaccination. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination. If unvaccinated, contractors shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor s order or an FDA approved over-the-counter test that includes an affiliated telehealth service. Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel. Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities. For indefinite delivery contracts: Contractor agrees to comply with VHA Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced. (End of Statement of Work)