7110--Eye Clinic Workstations Seattle Intent to award under SAC Contract Listing SDVOSB set aside

Page 1 of Page 56 of 70 Page 1 of STATEMENT OF WORK PART A GENERAL INFORMATION 1.0 Introduction The Veterans Health Administration (VHA) has a requirement for healthcare furniture for SEATTLE EYE CLINIC WORKSTATIONS that meet the VHA IDIQ specifications and high-quality threshold while integrating excellent environmental stewardship. This requirement includes new healthcare furniture and professional installation. Service required will be as detailed in SV1 Healthcare Furniture technical requirements per VHA Healthcare Furniture multiple award IDIQ. Healthcare furnishings include, modular desking systems freestanding, multiple chair types, modular system furniture with or without panels, tandem waiting seating, artwork, filing and storage systems, modular cabinetry, modular systems, computer support tools and 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 Scope of Work The vendor will provide design, procurement, and installation of interior furnishings and fixtures and accessories for offices and public spaces. Interior furnishings and fixtures requested for this project must meet specifications as identified in this scope of work. The products specified meet the minimum quality standards for VA Puget Sound Healthcare System. Furnishings and fixtures shall include the following: Casegoods- Various configurations as identified in IGCE. Refer to Salient Characteristics for specifications Seating- Lounge/guest seating, task chairs, tandem seating Refer to Salient Characteristics for specifications Storage- mobile storage Refer to Salient Characteristics for specifications Tables Occasional Tables / Height adjustable workstations /etc Refer to Salient Characteristics for specifications Accessories- Trashcans, coat hooks, task lights, etc Refer to Salient Characteristics for specifications 3.0 Work Requirement The contractor shall provide and be responsible for the technical assistance, development and generation for final specifications. Single Point of Contact: Dealer will designate a specific customer service representative, further referred to as CSR, to manage the customer service role locally. Manufacturers Representatives: Contractor will identify each manufacturer s representative to answer any questions regarding product and service requests. 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 the PSHCS Interior Designer & COR Gayle Bart. Only include products specified within the Statement of Work and that match exactly the salient characteristics of the brand name specified. Prepare and provide as built furniture drawings in PDF and AutoCAD. Provide maintenance manuals for all products specified. Only include products specified within the IDIQ. 4.0 Installation Timeframe Furniture delivery and installation will be required in February 2022. Duty hours will be 7:30am to 5:00pm. The Government recognized US holidays are: New Year s Day, Martin Luther King, Jr. Day, Presidents Day, Memorial Day, Juneteenth Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day and Christmas Day. If the holiday falls on Sunday, it is observed on Monday. (adjusted/modified as needed, approved by the Interior Designer/COR/Appointee): 5.0 Design Services, Drawing & Procurement Requirements The Contractor shall provide Design Services, Procurement and Project Management. The CSR will coordinate furniture layouts, quotations, procurement, installation, and phasing schedules as directed by Seattle VA Medical Center s Interior designer and adhere to the following requirements. Drawings and quotations will be labeled appropriately by Building Number, Facility Address, & Project Name. Drawings will specify special installation instructions, data requirements, electrical requirements, and structural support requirements outside of the vendor s scope of services. Complete set of phasing plans with associated dates (these plans shall be updated as needed during the project and each time submitted electronically and in hard copy to the VA POC for approval prior to any changes in scheduling). The detailed installation plans and associated schedule submitted to the VA shall include incorporation of staging areas, the various manufacturers, product lines, dealers, etc. into the plan and schedule. Upon award of the contract, the Vendor is required to update the detailed installation plan as needed, coordinate deliveries, oversee the installation, scheduling and coordination of the various manufacturers, product lines, dealers, etc. Drawings will illustrate 2-D furniture layouts and placements accompanied by 3-D illustrations corresponding to each furniture typical room layout. Quoted line items are to coordinate with approved furniture plan and shall be categorized by functional area. Room designations for all line items are to be identified on the receiving label of each item. Vendor shall provide memo samples of final finish selections to the Interior Designer prior to order placement with manufacturer. These samples are to be organized in a 2 White D-Ring Binder and identify each line item on which the finish is to be used. Vendor shall provide as-built installation drawings to the Interior Designer upon project completion. 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, typicals etc.) 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 sustainability certification documents complete testing results / certificates mock up samples (list any needed here) warranty. Self-certifying statement confirming ability to meet project deadlines Volume 2: (pricing) price quote with separate line for 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 Krystal Weeks contact@example.gov or Laura Davis contact@example.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. Manufacturing Requirements a. The manufacturer shall be expected to provide commercial and healthcare grade furniture. b. Manufacturer shall meet the design, manufacturing, and warranty requirements as outlined in these specifications. c. Lead time should be within industry standard 6-8 weeks from receipt of order (it is expected that there may be a manufacturing delay due to COVID related issues, please notify POC on updates to expected manufacturing lead times). 7.0 Deliveries The contractor will be responsible for coordinating delivery of items between all involved parties, including the facility Interior Designer, the installation contractor, and the manufacturer. For the purposes of this scope the Vendor should plan that there is no available storage on site or at the VA Seattle campus site. The Vendor shall confine all operations on Government premises to areas authorized or approved by the Contracting Officer or his/her authorized representative (POC). Working space and staging areas shall be verified and pre-approved by the POC. Vendor shall execute work in such a manner as not to interfere with work being done by others. Vendor shall always keep roads and hallways clear of furniture, materials, debris, standing/moving equipment, and vehicles. Shipping and delivery charges must be calculated based on the geographical location in which the product will be delivered and installed. Vendor will be responsible for any additional freight charges incurred due to miscalculations. Delivery dates and times will be identified by the Interior Designer and coordinated with the contractor and accommodated by manufacturer. Manufacturer to fabricate and ship in accordance to the established schedule. Early and/or unscheduled deliveries will not be accepted. Rescheduling of shipments will be at manufacturer s and/or vendor s expense. Vendor installation team shall be present at time of each delivery to offload and stage all furniture and equipment in the VA designated location. The facility will not provide staff to assist with this task. 8.0 Installation The contractor will be required to install all products solicited under this RFQ and included in the IGCE. The installation team will always have a professional appearance and demeanor. Laborers will be uniformly dressed, displaying either a company logo or company name badge on his or her attire. In addition, each installer may be required to display a Visitor ID badge that will be assigned for the duration of the installation by the Seattle VA Medical Center Police Service. All labor is to be furnished by the contractor and must be appropriately estimated. The installation contractor is required to verify wall type & conditions to ensure proper installation hardware and tools/machinery are provided for installation. All work is to be completed with the highest level of craftsmanship and in a safe manner and in the allotted time frame. The contractor is to maintain a clean job site during work hours and properly store materials and supplies at the end of each work day. All dust and debris must be cleaned by the contractor- this includes vacuuming and damp mopping when necessary. Immediately after installation and adjustment, clean all surfaces to remove marks, soil, and foreign matter. At project completion, recheck all components and perform all required additional cleaning. Cleaning equipment and supplies will be the responsibility of the contractor and will not be provided by the Seattle VA Medical Center. All packaging and waste are to be recycled and/or legally disposed of. Contractor is required to provide own waste and cardboard dumpsters and shall not be permitted to use any waste disposal site on the Seattle VA Medical Center campus / Renton Veteran Community Housing Clinic Waste disposal in landfills shall be minimized to the greatest extent possible. Of the inevitable waste that is generated, as much as possible shall be salvaged, recycled, or reused. At a minimum, the following waste categories shall be diverted from landfills: clean dimensional wood, palette wood, cardboard, and paper packaging. Vendor shall provide the VA with a detailed report of recycled materials prior to final invoice. Vendor shall assign a specific area to facilitate separation of materials for reuse, salvage, recycling, and return. Such areas are to be kept neat and clean at all times. The contractor will be responsible for organizing, palletizing, and delivering any unused or excess furniture items to an offsite storage facility to be identified by the Seattle VA Medical Center s Interior Designer Contractor is responsible for repair of these areas for any damage caused by the Contractor. All packaging material and debris shall be removed from the site and properly disposed of by the contractor. Any defects in material from installation shall be repaired and damaged products that cannot be satisfactorily repaired shall be replaced. A punch list walk through shall be performed with the contractor s representative. Items on the punch list shall be noted and a response for completion time (expected date of completion) of each item shall be provided from the contractor. Coordinate delivery and installation of items with the Seattle Interior Designer/COR The installation shall occur Monday -Friday between the hours of 6:30-4:30PM. Installation: Ideal completion date: October 5th,2022 Product to be stored by manufacturer/dealer and be delivered to the VA jobsite when date approved by VA Interior Designer/COR. The vendor is to contact the interior designer/COR to schedule delivery to confirm a date, time, and the location. Protect doors, doorways, and corridor walls use for delivery. All services shall be delivered by certified technicians in accordance with manufacturer s recommended instructions. Design Efforts Required The VA Interior Design department has completed the programming and interior design selection for supplying and installing furniture, fixtures and equipment for the Renton Veterans Community Housing Clinic. The specification sheets indicate that a specific product or equal are required for this project. Floor Plans submitted Separately. Stored Product Conditions Product must be protected/maintained in the packaging that it arrived in from the manufacturer. Product must be stored in an area that is clear from aisleways. Product must be stored together as a group during the entire period of performance, until delivery. Product must be clearly labeled/identified as VA property. Vendor Responsibility Vendor is responsible for any damage to product/VA property until VA Interior Designer/COR has accepted complete installation of products Vendor to ensure protection of product/VA property by guaranteeing the replacement of any damages to said product/VA property. Warranty Warranty information provided needs to indicate the length, what is covered, and the usage that warranty covers and must meet or exceed the following criteria: Industry standard minimum of 10+ years. Includes all components and moving mechanisms. Warranty work performed on location at manufacture s expense. Warranties shall be signed by the authorized representative of the contractor. Warranties accompanied by document authenticating the signer as an authorized representative of the guarantor, shall be presented to the owner upon the completion of the project. The vendor shall guarantee that the products are free from any defects in workmanship from the date of delivery/installation 13.0 Final Inspection & Acceptance The CSR will be required to do a post-installation inspection upon project completion. Final Inspection of product is not permitted by the furniture installation team. The vendor s CSR is to be present to conduct the final inspection. The CSR will photograph and document all damaged, deficient, defective or mis-ordered/shipped products at the job site and submit them to the manufacturer for repair or replacement. Upon punch-list completion, CSR is to submit to the Interior Designers a remediation plan to correct deficiencies within two (2) working days Contractor will correct deficiencies and punch list items within ten (10) business days after identification, unless deficiency requires fabrication of replacement parts/pieces in which the time allowance will be increased to thirty (30) calendar days for non-readily available or stock items. CSR shall prepare and provide inventory spreadsheet outlining excess or unused line items during installation and deliver those items to an offsite storage facility to be identified by the Seattle VA Medical Center s Interior Designer. Upon completion of installation and all corrected deficiencies, a receiver will be completed, and the contractor s payment will be authorized. Pricing must be within the established IDIQ Pricing. 14.0 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 15.0 General Product Requirements 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. All products and components will be new; refurbished products will not be accepted. Substitutions of the finishes shown/identified in the General Requirements section shall not be accepted. Pricing shall include these exact finishes and colors or as chosen by the VA Interior Designer/COR. See attachment for technical requirement of products. Basis of Design may be used, but are provided for layout and aesthetic purposes only and does not indicate a preferred manufacturer by the VA. All contracted personnel must always have identification on them while on site/VA property. It is the responsibility of the vendor confirm correct quantities prior to order. All finishes to be confirmed prior to manufacturing/delivery by interior designer/COR. Contractor must supply a detailed staffing and project schedule for this install. After award, vendor shall be able to field verify the install site. Any modification after award shall be approved by the VA Contracting Officer and POC/Interior Designer prior to order/implementation. Manufacturers or Equal To Minimum Technical Requirements (MTR), VA Healthcare Furniture IDIQ- See Attachment Minimum Technical Requirements for Healthcare Furniture and Modular Millwork Parts See attachment for technical requirement of products. Requirements of Space- Refer to attached drawings for any dimensions not included See attachment, Salient Characteristics , for specifications 16.0 Services Service required is detailed below: SV1 Design Contract Tasks/Requirements The contractor shall attend a minimum of three (3) in-person meetings at the Puget Sound Health Care System. Time and date will be determined by VA Point of Contact. Gayle Bart, Interior Designer 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 1/8 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 (2-4Day 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 1/8 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. 17.0 Drawings: (Submitted separately) 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 always being 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 the 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. Contractor shall provide the COR with scheduled date and time that the delivery truck will be arriving at least 24 hours minimum in advance. 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 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 workday. 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 assigned VA CO in writing, preferably via email, immediately upon identification. 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 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. 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. 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 items installed under this contract. 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. 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 start on the date of acceptance of the products/services by the Government VA COR. 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. The Government maintains the option to modify the normal work week, days and hours, as necessary for the accomplishment of VHA mission.