S215--Furniture Storage, Installation & Electronic Inventory Services

This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this sources sought must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) DUNS number (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below. The Southern Arizona VA Health Care System (SAVAHCS) located at 3601 S. 6th Ave, Tucson, AZ 85723 is seeking a potential qualified contractor that can provide Furniture Storage, Installation, and Electronic Inventory services for the Southern Arizona VA Health Care System (SAVAHCS). Important information: The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service Disabled Veteran Owned Small Business set aside. However, if response by Service Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 484210 (30.0 Million Dollars). Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) at www.sam.gov and complete Online Representations and Certifications Application (ORCA). Additionally, all Service Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at http://vip.vetbiz.gov. All interested Offerors should submit information by e-mail to derek.lavey@va.gov. All information submissions to be marked Attn: Derek Lavey, Contracting Specialist and should be received no later than 11:00 AM AZ (MST) on August 17, 2020. STATEMENT OF WORK SOUTHERN ARIZONA VA HEALTH CARE SYSTEM PERFORMANCE WORK STATEMENT FOR ASSET INVENTORY MANAGEMENT AND LABOR/INSTALLATION OBJECTIVE Southern Arizona Veterans Affairs Health Care System (SAVAHCS) requires asset inventory management services and labor/installation. The contractor must have the capabilities to provide labor (technically trained personnel) for the inventory data capture management, product handling inventory management of VA s multi-manufacturer complicated systems furniture and freestanding furniture and for installation throughout the facility. Knowledge of multi-manufacturer systems furniture (Haworth, Herman Miller, Knoll, Steelcase, etc.) with a minimum of 3 years experience of working with product is a must. SCOPE OF WORK The Contractor shall furnish all labor, tools, equipment and trucks to provide and execute the pickup of complex furniture systems, moving of complex furniture systems, freestanding furniture, and the computer data management of these complex systems and furniture. The VA will supply the furniture systems and freestanding furniture to be picked up and inventoried at the vendor s inventory management center. Inventory management includes the documentation of all furniture items must be delineated by Manufacturer Product Line Part Number Material Finish/Color Edge Type Power Modules Size Dimensions of furniture pieces Condition Custom cuts, additional grommets, drawers opening well, lock plugs existent, etc. Qty Location within warehouse (Example: Bay 3, Shelf 2) This includes all parts and pieces that make up that unit assembly. This product, when stored, is to be stored broken down into its parts and pieces for maximum storage capacity. Knowledge of all parts needed to create a unitized item are required by selectee. These services will be provided for a period of 52 weeks a year. The following work will be performed by the Contractor but not limited to: The ability of describing furniture made by multiple manufacturers and allows for the capture of information concerning specific category, system type, condition, size, fabric, finish, edge and base details, colors and user defined fields. The ability to view inventories at a local single site or local multiple sites in order to understand the total value of the VA assets at the contractor s location. The database software should be designed for ease of use in navigation and allows for users with limited computer experience. Example: SnapTracker. Excel is not a database. The software should allow items to be reserved in such a way that they can t not be pulled for other uses until release by original reservation personnel. The software should provide detailed reporting through a variety of summary reports of entire inventories or sub-set inventories Initial pickup of systems furniture and freestanding furniture at the VA Main Facility onsite warehouses, located at: 3601 S. 6th Ave. Tucson, AZ. 85723. Items to be picked up from CBOC s may occur with rarity. The Contractor will be available to pick up/deliver product to any of the CBOC locations (locations subject to change within each city): VA NW Clinic, 2945 W. Ina Rd, Ste 221, Tucson Az, 85741 (will be relocating in 2021) VA SE Clinic, 7395 S Houghton Rd, Ste 129, Tucson Az 85747-3305 VA Casa Grande Clinic, 1876 E Sabin Dr Ste 15 Bldg A, Casa Grande Az 85122-6198 VA Green Valley Clinic, 380 W Vista Hermosa Dr, Ste 140, Green Valley Az 85614-1901 VA Safford Clinic, 355 N 8th Ave, Safford Az 85546-2694 VA Sierra Vista Clinic, 101 N Coronado Dr Ste A, Sierra Vista Az 85635-6359 VA Yuma Clinic, 3111 S 4th Ave, Yuma Az 85364-8122 The Contractor will provide the labor to pick up and deliver systems furniture and freestanding furniture to the contractor s facility after the initial moving of inventory by the contractor on a once a week basis. Upon the original pick up of all furniture the contractor will have 10 working days to input that data into the database system and make it usable by the VA for their projects. The Contractor will have the weekly furniture pickups entered into the database no less than 3 days after pickup for use by the VA. For each pickup/delivery a trip fee needs to be established. It is anticipated that this will occur weekly. Example: Monday drop off furniture from previous weeks pull list and pick up furniture from previous weeks projects. All VA interior design staff (6-8 members) will have access to the database. The contractor to provide quote per hour for (1) lead and (1) installer to install product throughout the facility on a daily/weekly as needed basis. Specific dates/times to be scheduled. Staffing to be available a minimum of 3-4 days per week. GENERAL REQUIREMENTS: 6500.6/Appendix A/Item 6 The certification and Accreditation requirements do not apply and Security Accreditation Package is not required. 3.2 6500.6/Appendix A/Item 7 This service will not be storing/collecting any data released outside the VA. There is no sensitive information to protect outside of the VAMC. VA PRIVACY TRAINING VA Privacy Training for Personnel without Access to VA Computer Systems or VA Sensitive Information. This TMS training course (VA20939) provides the mandatory yearly Privacy training requirement for any VA personnel such as volunteers or contractors without access to VA computer systems or VA sensitive Information. If employee has access to protected health information, whether paper or electronic, they must take the Privacy and HIPAA Focused Training. You may use this print version for an employee to read. The supervisor, in turn, must enter the training into TMS. WORK REQUIREMENTS Extensive knowledge for the purpose of data management and product handling of complex systems furniture and freestanding furniture from such manufacturers as: Haworth, Herman Miller, Steelcase, Knoll, Sitmatic, Sit-on-It, Swiftspace, Stance Healthcare, OFS Brands, LA Z Boy, Wieland Furniture, Global Office, All Seating, NuCraft, David Edwards, Nemschoff, Kimball Office, Lacasse, and Falcon Furniture. The contractor resides within 50 miles of the VA Main Hospital facility. Provide each VA authorized user with a unique and secure log in to the database system. Based on a standard, a description of a single unique item and asset, which represents the actual item inventoried. Allow for multiple locations and multiple inventories in the contractor s facility. The vendor must supply their own tools, equipment and trucks to provide and execute the pickup of furniture systems and moving of furniture systems to the contractor s facility. Contractor to perform an annual inventory of product in the warehouse to confirm the accuracy of the database. This is the be done/completed within the month of September each year this contract is in place. Contractor must perform work consistently in a manner satisfactory to the Southern Arizona VA Health Care System. CLEAN-UP All debris and rubbish not specified to become Government property shall be disposed of by the contractor off Government property. Disposal will be in compliance with all applicable Federal, State and local hauling and disposal regulations. SAFETY REQUREMENTS: Safety requirement shall meet the applicable sections of Occupational Safety and Health Administration (OSHA) Regulations. The contractor shall ensure that all materials/equipment being used meets any and all applicable safety standards. PERIOD OF PERFORMANCE The Period of Performance for this contract service shall be completed quarterly for a period of one (1) year from 01 October 2020 through 01 October 2021 (Base Year) with four one-year options starting 01 October 2021 through 01 October 2022. GENERAL REQUIREMENTS HOURS OF WORK The hours of work shall take place between the hours of 8:00am to 4:30pm, Monday through Friday, Federal Holidays excluded. There may be overtime or weekends where work is needed in this contract. This intent will be relayed prior and scheduled. FEDERAL HOLIDAYS New Year s Day, Martin Luther King s Birthday, President s Day, Independence Day, Labor Day, Thanksgiving Day, and Christmas Day and any other day specifically declared by the President of the United States to be a national holiday. TYPE OF CONTRACT This shall be a firm fixed price contract based per cubic foot of storage. Storage items will be closely monitored by VA Interior Design to ensure that what is stored are items that will be reused. The labor for picking up and delivering product once a week will be based on a full day for two people to include: Pulling items (from a previous determined pull list provided by the VA) from the warehouse and loading onto the truck Delivering items to the VA main campus and dropping them off at a predetermined location on campus. Picking up the items that are to be returned to the warehouse and delivering to that warehouse. The maintenance for the database should be based on one individual to print the pull list, inventory the product returning to the warehouse and putting into the database. This should take no more than a single day a week to manage. Any additional requirements requested by the VA will be billed on an hourly basis. 12.0 CONTRACTOR REQUIREMENTS The contractor shall provide the COR with a list of contractor employees expected to enter into buildings at the VA. While on VA premises, all contractor personnel shall comply with the rules, regulations, and procedures governing the conduct of personnel and the operation of the facility. As part of this contract, each contractor employee will be given a (non-access) PIV card with background check. It is the responsibility of the contractor s personnel to park in the appropriate designated parking areas. Parking information shall be coordinated with each facility COR. SAVAHCS does not validate or make reimbursement for parking violations of the contractor s personnel under any circumstance. The contractor shall be required to comply with all security policies/requirements. All security policies/requirements must be met and employees cleared prior to the contractor performing work under this contract. Employees that cannot meet the security and clearance requirements shall not be allowed to perform work under this contract. SERVICES SUMMARY: Performance Objective Performance Standard Performance Threshold Initial moving of VA s systems furniture and freestanding furniture to the contractor s facility for inventory management. The Interior Design department personnel will oversee the moving of VA complex systems furniture and freestanding furniture. The contractors will supply the labor, trucks and tools to remove the product from the VA s warehouses. The contractor s crew must be completed between the hours of 8:00am 4:30pm Monday-Friday. Initial pick up furniture will be from a local warehouse in Tucson. Paragraph 1, under Scope of Work and Period of Performance. Paragraph 2, Hours of Work and Federal Holidays. No deficiencies permitted, unless the fault is with the VA. Due to lack of product, drawings or scope of work for a project. The contractor s describing the VA s product accurately, using the correct manufacturer naming conventions and part numbers. The VA Interior Design personnel will oversee the Inventory Data Capture/Maintenance team and to make sure the accuracy of defining our product. Paragraph 1, under Scope of Work and Period of Performance. No deficiencies permitted, unless the fault is with the VA. Due to lack of product, drawings or scope of work for a project. What will be inspected Who will inspect it When it will be inspected Where it will be inspected How it will be inspected Relocation Activities Interior Designer Safety and movement of furnishing and Upon completion of relocation installation Loading, Unloading and Placement Personal and visual observation. Review of Reports Interior Designer Monthly review of reports to determine the product is defined accurately. Use the report for budgetary purposes. The contractor s website for asset inventory management. Personal and visual observation. Ease of Navigating through Software Interior Designer Review after requesting product to be pulled for pickup by the VA. The contractor s website for asset inventory management. Personal and visual observation. Accuracy of defining our product in their system Interior Designer After initial moving VA s inventory to the contractor s facility. The contractor s website for asset inventory management. Personal and visual observation. GOVERNMENT FURNISHED PROPERTY (GFP) AND SERVICES: Utilities The Government shall furnish electrical power in the performance of services stated in this contract conducted at Government locations. The Government is not responsible for furnishing adaptors for connecting contractor-furnished equipment to government-furnished utilities. No other equipment or services shall be furnished by the Government. Lights shall be used only in areas where work is actually being performed. Contractor personnel shall not adjust electrical or mechanical controls for heating ventilation, and air conditioning systems.