7110--Terre Haute Pkg 4 Furniture

Terre Haute VA Clinic Package #4Furniture(Medical Funding) March 30, 2021 2 Submitted by: Strategic Medical Equipment Solutions, LLC Submitted to: COR: Julie Webb Contracting Officials: Kathleen Klotzbach Shanae Thomas INITIAL OUTFITTING, TRANSITION, AND ACTIVATION Statement of Work Package #4 Furniture (Medical Funding) Kimberly S. Woolsey, VA Project Director 10 Primrose Street, PO Box 1555 Palmer Lake, CO 80133-1863 (240) 626-4549 kimberly.woolsey@sme-solutions.co DEPARTMENT OF VETERANS AFFAIRS Veteran Health Indiana (VHI) Terre Haute VA Clinic Updates and Revisions: The following are updates and details. Date Version Description March 17, 2021 1 Initial Final Plan Approval:Â The following signature signifies this document as final and approved. Approving Body Name Signature Date VA COR Julie Webb SCOPE OF WORK GENERAL SCOPE The Veterans Health Administration (VHA) has a requirement for healthcare furniture for

the Terre Haute VA Clinic at 5080 Bill Farr Drive, Terre Haute, Indiana 47803 that meet the VHA IDIQ specifications and high-quality threshold while integrating excellent environmental stewardship. This requirement includes healthcare furniture, design, project management, professional installation, and maintenance/warranty services. Service required is detailed in SV1 - Furniture, Design, and Installation Support Services. Healthcare Furniture technical requirements per VHA Healthcare Furniture multiple award IDIQ. The Contracting Officer Representative (COR) is Julie Webb, the technical experts are John Bendel and Eric Shelton from the VA and Amy Jacobson from SMEs. MTR JSN Extended Nomenclature Quantity LK1 A1030A Locker, 2 Person, Over/Under, Angled Top 7 LK1 A1030A1 Locker, 2 Person, Over/Under, ADA Accessible 3 MD2 E0042 Workcenter, Computer, Free Standing, 48" W 1 MD2 E0042A Workcenter, Computer, Free Standing, 48" W, Height Adjustable 2 MD2 E0045 Workcenter, Computer, Free Standing, 60" W 1 MD2 E0045A Workcenter, Computer, Free Standing, 60" W, Height Adjustable 9 MD2 E0045A1 Workcenter, Computer, Free Standing, 60" W, Height Adjustable w/Screens 8 MD2 E0048 Workcenter, Computer, Free Standing, 72" W 2 MD2 E0048A Workcenter, Computer, Free Standing, 72" W, Height Adjustable 5 MD2 E0048B Workcenter, Computer, Free Standing, 72" W, Height Adjustable w/Screens 2 MSF1 E0075A Workstations, POD of 6 8 MD2 E0090A Workstation, L-Shaped, Free Standing, Height-Adjustable 6 MD2 E0090B Workstation, L-Shaped, Free Standing, 48x90 8 TT1 E0703B Table, 36W x 20D, Mobile 2 CM3 E0927 Locker, Supply, Wire Shelf, Mobile 2 CM3 E0930 Locker, Supply, 6 Drawers, Mobile, 29W x 20D 2 GC1 F0205 Chair, Side With Arms 14 GC1 F0205A Chair, Side With Arms 3 WSG1 F0205AB Chair, Easy Access with Arms 1 GC1 F0205B Chair, Side With Arms 1 WSG1 F0205EA Chair, Easy Access, with Arms 13 WSG1 F0205EA2 Chair, Easy Access, Two Seat 6 GC2 F0206 Chair, Side with Arms, Bariatric 45 GC2 F0206A Chair, Side with Arms, Bariatric 2 WSG1 F0206EA Chair, Side, Bariatric, with Arms, Easy Access 9 CD1 F0215A Ottoman, Child, Solid 1 CD1 F0215B Ottoman, Child, Lines 1 CD1 F0215C Ottoman, Child, Circle 1 GC1 F0225 Chair, Dining Room 18 ST3 F0225B Chair, Bar Stool 3 TS4 F0230 Chair, Drafting, Rotary 5 WSG1 F0250 Chair, Arm, Lounge Type 8 WSG1 F0250A Chair, Arm, Lounge Type, Bariatric 8 TS1 F0275 Chair, Swivel, High Back with Arms 103 TS2 F0280A Chair, Patient, with Braking Casters 1 CC4 F0295 Chair, Stacking 66 CC4 F0295A Chair, Stacking, Dining 6 CC4 F0295B Chair, Stacking Coordinated, Bariatric 16 CC4 F0295B1 Chair, Stacking, Bariatric, Dining 7 WSG1 F0305 Chair, Waiting Room, Single 22 WSG1 F0306 Chair, Waiting Room, Bariatric 24 ST1 F0340 Stool, No Back, Self Adjusting 4 ST1 F0340A Stool with Back, Self Adjusting 40 LF1 F0405 Cabinet, Filing, Full Height, 4-5 Drawer 1 LF1 F0420D Cabinet, Filing, Lateral, Half Height, 30 W with Laminate Top 3 MSS2 F0421 Pedestal, File, Mobile 8 SC1 F0465A Cabinet, Storage, Heavy Duty, 2 Door, 5-Shelf 1 SC1 F0465B Cabinet, Storage, Half Height, Laminate top 1 TT1 F0700A Table, Computer, Medium Size 24D x 48W 4 TT1 F0705A Table, Computer, Small 4 OT4 F0736 Table, Coffee, Round 5 OT6 F0737A Table, Console 4 OT4 F0740W Table, Cylinder, Weighted 20 OT3 F0760 Table, Child's 1 TT1 F0765 Table, Folding / Nesting 16 TT1 F0765E Modular Electrical Power, Clamp-On 4 DT2 F0795 Table, Dining 3 DT2 F0795C Table, Round 4 DT2 F0796C Table, Dining, High 18Dx84Wx42H 1 MM1 F0827A Medication Work Counter 2 WR2 F2015C3 Trash, Triple Bin 2 MH1 F2310 Rack, Pamphlet, Wall Mounted 6 DC2 F3050A Whiteboard, Dry Erase, Magnetic 24X36 15 DC2 F3050L Whiteboard, Dry Erase, Magnetic 48X60 Large 1 DC2 F3050M Whiteboard, Dry Erase, Magnetic, Mobile 4 CL1 F3200 Clock, Battery, 12" Diameter 92 MM1 K4665A Stand, Dual Microwaves 2 CS4 M1802B Work Surface, Wall Mounted, Shelf 1 SH2 M2055 Shelving, Storage, Wire, CRS, w/Adjustable Shelves 46 SH2 M2055C Shelving, Storage, Wire, CRS, w/7 Shelves and Dust Covers 12 SH2 M2070 Shelving, Storage, Wire, 77Hx36Wx18D 3 TT1 U0100 Shelf, Small, Wall Mounted 4 MSP2 U0103 Teamlet, Panels, Copy Area 2 MSP2 U0103A Teamlet, Mail, File Area 2 CS3 U0105 CPU Holder 37 CS U0108 Cart, Rolling, Undercounter 1 WSG1 U0113 Charging Station 4 WSG1 U0114 Privacy Screen, Bariatric, Easy Access 6 WSG1 U0115 Privacy Screen, Two Seat, Easy Access 5 CC4 U0295 Dolly, Stacking Chair 8 LF1 U0420B Lateral File, 2 Drawer, Bookcase Combo 30Wx20D 8 SV1 Assembly and Installation Services, Project Management and Design Services, to include post-award deliverables 1 Project Management and Design Services, to include post-award deliverables 1 The contractor shall provide all labor, materials, equipment, transportation, and supervision necessary to satisfy the needs of each ordering activity. PERFORMANCE REQUIREMENTS The contractor shall provide and be responsible for the technical assistance, development, and generation for final specifications. Based on the current construction schedule, furniture delivery and installation will be required on August 15 September 15, 2021. These dates are subject to change in the event of changes to the construction schedule. Duty hours will be 8 AM 4:30 PM EDT Monday-Friday. 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 Saturday, it is observed on Friday and if the holiday falls on Sunday, it is observed on Monday. The contractor shall: 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 Contracting Officer Representative (COR)/ VA Point of Contact. Contractor shall be responsible for: Collect and haul off all trash and debris associated with their product. Inventorying all product with the COR or his or her representative. Provide a detailed punch list identifying specific completion dates. Correct all deficiencies prior to opening day of the Terre Haute VA Clinic. Current phasing schedule for receiving, install and acceptance of product is listed below. This schedule is current at time of solicitation but may change based on construction timelines. Only include products specified within the IDIQ. All variances from the minimum characteristic specifications shall be clearly noted as such in the response from bidder. Prepare and provide as built furniture drawings in PDF and AutoCAD/Revit. Contractor shall provide three keys per lock / lock core per piece of keyed and locking furniture. One of the three keys from each lock core, as well as three (3) master keys per furniture manufacturer will be provided to VA COR. The key numbers per lock will be noted on the furniture plan and be provided to the VA in electronic and paper form. All furniture to be keyed with one lock number or any combination of key numbers at no extra cost. Contractor shall provide three (3) product binders with all furniture, finishes and fabrics (memo size) used in this facility labeled for quick reference. Included in binder should be cleaning instructions and warranty information. This set of record binders that are maintained by the VA COR, VA Interior Designer and VA facilities staff for any future repair or replacement of the installed furniture components. Binders to be delivered to VA representative 14 days prior to the start of installation. A Finish Matrix should be created to identify specified fabric / finishes and any substitutions that are required. Provide maintenance manuals in electronic form for all products specified. The maintenance manuals are required by the facility to maintain the products after activation.  Provide user manuals in electronic form for all products that have adjustments or allow user adjustability in the procurement packages. Here are some examples but is not a list of all products that meet the criteria; task chairs, wall mounted computer workstations, monitor arms, CPU holders and adjustable height workstations. The solutions provided for this award need to incorporate a hospitality-based design. The furniture and furnishing should reflect the same upscale and contemporary feel that the architecture displays throughout the facility. All Modular Desking, Filing and Storage, and Modular Systems furniture components shall come from the same manufacturer to ensure the finishes are the same. Selection and specification of all Filing and Storage throughout the facility shall maintain the same characteristics to assure a cohesive appearance. KICKOFF MEETING The prime contractor(s) shall participate in a kickoff meeting within ten (10) days of task order issuance, in person at Indianapolis VAMC or by teleconference if necessary. Time and date will be determined by VA Point of Contact. All upholstery selections are to be reviewed prior to the kickoff meeting and the contractor should bring any issues to the meeting, including providing alternatives to review. Any textiles that have not been tested for the specified application or have been discontinued are to be brought to the attention of the VA Interior Designer immediately. If substitutions are required, the contractor is to provide a similar or equal product that meets the guidelines listed within this Instruction to Bidders. Contractor shall provide Project Manager contact information at award. Goal of the kick-off meeting will be to further define timelines, receiving and movement routes, installation, acceptance, punch list and closeout process. Additional requirements can be found in section XIV. Services of the SOW. SUBMISSION OF QUESTIONS Questions: All questions must be received by March 15, 2021 no later than 5:00 PM EST. All questions submitted for this solicitation must be electronically sent to the following email address: @va.gov. Questions received after the stated date and time, may be addressed at the discretion of the Contracting Officer. SITE LOCATION The address of the Terre Haute VA Clinic is provided below: Terre Haute VA Clinic 5080 Bill Farr Drive Terre Haute, IN 47803 DELIVERY SCHEDULE Items shall be delivered no earlier than the estimated delivery start date August 15, 2021 and no later than the delivery end date September 15, 2021. The delivery schedule is based upon the current construction schedule, which is subject to change. The vendor shall not increase prices for a change in delivery date for up to 90 days due to construction delays. DELIVERY AND RECEIVING Delivery and receipt of the proposed items is anticipated to be directed to the clinic location. Confirmation of delivery location will be provided post-award. To coordinate delivery, contact Government POC Jerrell (Jeff) Cockrell at (636) 395-9761, Jerrell.cockrell@sme-solutions.co, and Robert Stonerook at (706) 304-7194, Robert.stonerook@sme-solutions.co. The vendor is required to define the need for a staging area to accommodate the delivery. If needed, this information will be confirmed with the vendor post-award during the kick-off meeting. The delivery of items identified in this document should take place during normal loading dock business hours which are defined as: 8:15 AM to 3:00 PM Eastern Daylight Time, Monday through Friday, and excluding Federal Holidays. If any deliveries are scheduled after normal business hours, then all delivery vehicles must be equipped with a Tommy Gate type lift to facilitate unloading to ground level. Prior to delivery of product into building the vendor shall install floor, wall, and elevator protection to protect all finished spaces and surfaces, as required from delivery and installation damage. Any damage occurring during delivery and installation is the responsibility of the vendor. Damage shall be reported to the Contracting Officer / Specialist or the COR. The vendor shall be responsible for repairs utilizing the finishes identified by the government. Labeling of delivered items shall include the VA facilities contract number and VA purchase order number for identification and reference upon receipt of product.  All products must be clearly labeled on the outside of the packaging with the JSN nomenclature provided in the documents. NOTE: Due to the COVID19 situation, masks are required to be worn by all individuals when in common areas on VA property. Any individuals who need to enter the building for installation &/or training will be required to be screened by the site staff prior to entry. Please allow time for this in your schedule. Vendor should plan for three (3) different delivery / installations. 1. To deliver system base/panel infeeds to be installed by GC electrician before they turn over the building. 2. To install systems and office product. 3. To install loose items, such as chairs and mobile pedestals, items which are easily moved within the facility. CLEAN UP AND DISPOSAL There are no dumpsters available for vendor use. The removal of waste and/or excess material shall be conducted through the loading dock area. Delivery trucks and/or other vendor vehicles will not be permitted to remain at the loading dock. Vehicles will need to be brought back to the dock to remove any waste, tools, or excess materials. Any waste and/or excess material that is removed at placement of product will be disposed of through the loading dock. ASSEMBLY AND INSTALL The vendor is required to manage and coordinate installation at the Terre Haute VA Clinic with the Contracting Officer s Representative (COR). On-site assembly and installation of items, and performance of services identified in this document should take place during normal business hours, defined as: 8 AM 4:30 PM, Monday through Friday, excluding Federal Holidays. Any on-site assembly and installation outside of these times shall be coordinated with the IOT&A contractor with approval by the COR. The vendor is required to provide tools, labor, and materials to complete assembly and installation of the items detailed in this document. The vendor shall protect all finished spaces and surfaces, as required from delivery and installation damage. The vendor shall use covering and protection to the extent necessary to prevent damage to finished spaces. Any damage occurring during delivery and installation is the responsibility of the vendor. The vendor will also be responsible for repairing any damage or noted deficiencies to finished spaces and surfaces that occur because of the vendor s (or associate subcontractor s) installation. During the entire duration of assembly and installation, the vendor will have a competent representative on-site as the vendor s contact, and to serve as the intermediary between the vendor and Terre Haute VA Clinic. Please note: the vendor themselves can be the on-site representative. All instructions provided from the COR to the on-site representative will be binding, as if given to the vendor s main contact. While the COR may provide specific instructions, only the Contracting Officer (CO) may change the terms and conditions of the contract. USE OF PREMISES During the performance of this contract, work will be carried out on VHI Terre Haute VA Clinic premises. The vendor will perform all work in such a manner that will cause minimum interference with the Terre Haute VA Clinic operations and the operations of any other contractors on the premises. The vendor will communicate through the COR and IOT&A contractor point of contact any required coordination requirements with the general contractor prior to and during delivery and installation activities. Terre Haute VA Clinic may be an active construction site during delivery and installation. The vendor will take all necessary precautions to protect the premises, all persons, and property from damage or injury. The vendor will assume responsibility for taking precautions for the vendors, and associated subcontractor s, employees, agents, licensees, and permittees. The vendor shall abide by any safety requirements imposed by the general contractor, such as but not limited to: hard hats and safety vests. PRODUCT AND DELIVERABLES Physical finish samples may be requested prior to award if bidder is proposing a substitution (2-day delivery). Samples may also be requested post-award at the discretion of the COR or VA Interior Designers. Bidder will need to include a cover letter detailing bidder name, product being substituted, solicitation description and solicitation number. Samples should be sent to the following POCs: Julie Webb Outreach and Program Evaluation (SCOPE) Services Veteran Health Indiana 1481 West 10th Street (00P) Indianapolis, IN 46202 and Amy Jacobson 10926 W. Ashland Way Avondale, AZ 85392 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. This requirement is in support of a brand name or equal technical requirement. See attached for salient characteristics. If substitutions are required, the bidder is to provide a similar or equal product on the IDIQ that meets the guidelines listed within this Instruction to Bidders. SERVICES Service required is detailed in SV1- Furniture, Design and Installation Support Services. Design Contract Tasks/Requirements The vendor shall attend a minimum of three (3) in-person or teleconference meetings for the Terre Haute VA Clinic to review final award with COR and End User to make necessary revisions. During first meeting the vendor shall provide the Interior Designer with the Auto-CAD/Revit drawings to [1/4 1/8 ] scale drawings showing layouts of awarded product. The vendor shall allow for three (3) revisions per line item included in design services including updating Auto-CAD/Revit Drawings and PDFs as request by COR. The vendor shall be responsible for taking and applying accurate field measurements to ordered product for verification of correct sizing. Auto-CAD/Revit 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 vendor shall be responsible for providing all sample materials for awarded product (2-Day Delivery) as requested by COR. The product must not be placed into production without clearance from the VA COR. The vendor shall provide final, clean [1/4 1/8 ] scaled drawings of product layout for sign-off prior to scheduling manufacturing. The vendor shall provide additional drawings of furniture layouts, if requested by VA organizations in an unlocked electronically transmitted AutoCAD/Revit drawing set complete with any attached layers in both .dwg and .pdf formats unless otherwise specified in the contract. Designs of each location shall include a Panel and Hardware, Component and Storage Layout sheets for system and modular furniture: to include all finish colors and fabrics, panel widths (30", 36", 42", etc.), in 1/4" = 1'0" scale, in addition to display hardware, keys and locksets shall be included. Design sheet layouts of each location shall include a Furniture Power Distribution sheet in 1/4" = 1'0" scale to include: the location of all powered panels, powered components, receptacles, communication ports, power poles, powered raceways, base electrical feeds and building connection points. The vendor shall track manufacturing schedule and notify VA Interior Designer with updates of estimated completion date by email. The vendor shall attend a post-installation meeting to assess, address, and document any punch-list items and shall submit to the COR a remediation plan within 5 business days. The vendor shall provide 30 days free storage in the event of construction delays. The Government maintains the option to modify the normal work week, days and hours, as necessary for the accomplishment of VHA mission. DELIVERABLES SCHEDULE Deliverables (Post Award) Deliverable Format Due Date A001 Drawings: Initial Product Layout shows layouts of awarded products in Â1⁄4 to 1/8 scale. Designs of each location shall include a Panel and Hardware Layout sheet for system and modular furniture: to include all finish colors and fabrics, panel widths (30", 36", 42", etc), in 1/4" = 1'0" scale, in addition to display hardware, keys and locksets shall be included. Design sheet layouts of each location shall include a Furniture Power Distribution sheet in 1/4" = 1'0" scale to include: the location of all powered panels, powered components, receptacles, communication ports, power poles, powered raceways, base electrical feeds and building connection points. AutoCAD 45 Days After Receipt of Order (ARO) A002 Submittal 2 Drawings: Final Product Layout shows layouts of awarded products in Â1⁄4 to 1/8 scale. Designs of each location shall include a Panel and Hardware Layout sheet for system and modular furniture: to include all finish colors and fabrics, panel widths (30", 36", 42", etc), in 1/4" = 1'0" scale, in addition to display hardware, keys and locksets shall be included. Design sheet layouts of each location shall include a Furniture Power Distribution sheet in 1/4" = 1'0" scale to include: the location of all powered panels, powered components, receptacles, communication ports, power poles, powered raceways, base electrical feeds and building connection points. AutoCAD/Revit Submit to COR for final approval prior to scheduling manufacturing of items. Deliverable must be submitted in sufficient time to allow for VA review/approval and manufacturing/delivery of items to ensure timely installation of furniture. A003 Three Product Binders. Contractor shall provide two (3) product binders (2 to VA designer and 1 to SME design staff with all furniture, finishes and fabrics (memo size) used in this facility labeled for quick reference. Cleaning instructions and warranties. Hard copy 3-ring binders; Electronic PDF; AutoCAD 2019 14 days before installation A004 As-built furniture drawings AutoCAD and PDF 14 days after the completion of installation. A005 - Maintenance Manuals for all products Electronic format 14 days after installation