Page 24 of 24 Description: This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2021-05 Effective 3-10-2021. This solicitation is open to all Small Business entities. The associated North American Industrial Classification System (NAICS) code for this procurement is 484210, with a size standard of $27.5 Million. The Tennessee Valley Healthcare System is seeking a contract for Furniture Move, Storage and Installation at multiple locations. The Period of Performance will be from September 1, 2021 through August 31, 2022. This will be a Indefinite Delivery, Indefinite Quantity, Firm Fixed Priced Contract. All interested companies shall provide quotations for the following: DEPARTMENT OF VETERANS AFFAIRS TVHS Veterans Administration- 626-21-3-314-0215 Statement of Work Statement of Work Comprehensive Furniture Management Services and Storage PART I: General Introduction: The Tennessee Valley Healthcare System (TVHS) has a requirement for Facility moves for misc. Hospital and Clinic (CBOC and Leased space, (See list of locations at the end of this document) furnishings from multiple campus s to off campus and back and at other off campus locations including the storage of some furnishings into the vendors storage area. We require a move Contractor/vendor to provide a full range of services to disassemble/reassemble, repair and remove existing furnishings and related parts from a location, then transport the items to a new location and install/place them according to the direction of the Facility POC or COR and or move to storage off campus for future use, create floor plans and drawings in AutoCAD and create and manage a professional inventory with photographs and to occasionally remove and replace flooring and base. Scope is for one-year beginning at time of award. The number of moves will vary from month to month and facility to facility and there can be no guarantee of the number of moves required. Once we have a contract and complete some moves, we will have historical data to track and manage to predict moves. The move Contractor/vendor office and/or warehouse locations, Project Manager, administrative staff, interior designer and move staff that will perform the work must operate in the Nashville, Tennessee area within a 20-mile radius of the main hospital located at 1310 24th Avenue South, Nashville, TN. The move Contractor/vendor must be familiar with moving, assembling, disassembling, and reinstalling Commercial Healthcare Furnishings and Cubicle workstations of various manufacturers such as Herman Miller, Haworth, National Office Furniture and Trendway etc. The prime contractor/vendor must be more than a moving company, and we prefer a Commercial Furniture Dealership to perform the work as these are specialized services that we need and we require a degreed Interior Designer to assist with creating AutoCAD drawings and specifications, space plans/elevations to convey the design for any moves scheduled and issued by the COR/POC. Storage Space must be conditioned and secure, VA has right of refusal for space submitted if it doesn t meet our needs. Please note if the warehouse to store the VA furnishings is too far away then our hours for moves will be reduced. We need to know where the warehouse is located and the travel time to and from the Main TVHS facility. This contract will require the vendor to joint venture (or subcontract) with a flooring contractor to remove existing carpet flooring and vinyl base in the areas we are moving out existing furnishings. This is estimated at 5000 sf. These spaces will then receive new Luxury Vinyl Tile (LVT) flooring and Vinyl base. Performance of the work will be on a phased project approach involving as an example Wednesday through Friday work week involving evenings if required to accomplish each phase complete for installing furnishings on the following week. The flooring removal and replacement will be prior to the new and or reused furniture installation within the following week. This work will be scheduled in advance and quotes submitted for verification and approval prior to start of the work. Requirements for the flooring vendor attached at the back (PICRA). The following flooring is to be used for replacement of flooring as required.: LVT: Mohawk Group, Large & Local Collection LVT Planks, 865 Rowan, 20 mil thick; M-Force Ultra, 9.25 w x 59 long planks, glued; base: Johnsonite, Millwork, Mandalay 4.5 , #63 Burnt Umber.  If the product is not in stock at the time of the order and will be delayed beyond a month, notify the VA POC and they will provide a substitute product. Demo: removal of the existing carpet and base is included; Prep: skim coating with Ardex feather finish is included; Excluded: major sub floor restoration (including grinding or leveling slabs); and handling  hazardous material (asbestos).  1.1 Kick Off Meeting The prime contractor(s) shall participate in a kickoff meeting within ten (10) days of task order issuance, in person at the TVHS facility in Nashville. Time and date will be determined by VA COR or Point of Contact (POC). 1.2 Submission of Quotation Quote Submission: The contractors shall submit complete emailed electronic copy portable document format (.pdf) or Microsoft Excel (.xls) format as required in the Request for Quote (RFQ) to the contracting POC only. : Volume 1: (technical) a. document ability to create drawings only when requested for specific moves, (floorplans, isometrics, shop drawings, typical etc.) to know the parts that would need to be ordered b. quantity of man hours for labor/installation c. project management plan and project staffing plan and resumes d. References (3) for similar projects e. Travel time to and from the Main TVHS facility f. Self-certifying statement confirming ability to meet move deadlines g. Selection of Flooring Contractor to be on the team when their services are requested the contractor will be advised in advance when this is required. Volume 2: (pricing) Price quote with separate lines for all categories of staff/products inclusive of base rates and OT rates): Project Manager Move/Warehouse Lead/Scheduler Packer Mover Installer Driver & Van ( can be same as installer) Interior Designer 1.3 Evaluation Criteria These items should be addressed in your proposal as these will be our basis of selection after technical and pricing (above). This will help us to know you understand the requirement. Please specify the following in your proposal: a. How many hours/move staff will a typical move as an example require from start to finish with a move of our 5 staff and existing furnishings? What type of information do you need to plan such a move, what are your steps? b. How many and what type of move Contractor/vendor staff will be required to perform the task based on our estimates in this document. c. What type of materials will be required to properly relocate/move the items? List Please. d. How will you manage the flooring replacement contractor? The C&A requirements do not apply, and a Security Accreditation Package is not required for this package.(HANDBOOK 6500.6 APPENDIX A, CHECKLIST FOR INFORMATION SECURITY IN THE INITIATION PHASE OF ACQUISITIONS) 1.4 . Period of Performance (POP): This will be a 12-month contract period. 1.5 Hours of Performance The Contractor/vendor shall perform duties during normal work hours which is Monday through Friday, 7:30 am to 4:00 pm unless otherwise notified due to off hours operating requirements within the hospital or off campus sites. A project manager and/or Installation Lead must be assigned and attend all weekly move meetings and if unable to attend appoint someone in their place to attend. These meetings will be virtual for the most part, however some locations will require you to travel to the project site and conduct field verification confirming power/data etc. The project manager/Installation Lead must attend all scheduled moves to oversee the movers and coordinate with the Facility Planners, Interior Designer POC and other designated individuals. They must be able to execute the installation without the VA COR/POC. 1.6 Contractor/vendor Key Personnel: The Move Contractor/vendor shall provide a list of employees that are key to their organization and who will provide services under this contract. Provide full name, position, title, and the required certifications (Designer-NCIDQ, Furnishings Installers, flooring installers International Certified Flooring Installers (CFI or equivalent)). All staff will be required to obtain access to VA property and will have their credentials reviewed by the VA Police to obtain contractor badges. Applications and training will be involved in order obtain an access badge. 1.7 The Move Contractor/vendor shall designate a Move Contract Liaison (CL), project manager and lead installer to work with the COR/POC (s). The CL shall have a comprehensive knowledge of furniture moving, furniture installation including systems workstations/cubicles, storage, repair of furniture including seating, reupholstery of furnishings and furnishings cleaning services and possess administration/organizational skills, project management skills and have experience in creating and working with inventory documentation methods. The CL shall have at least five years of experience in this type of work and must be approved by the COR upon award. The VA reserves the right to request different staff at any time for any reason prior to execution of this contract and any work after/during an assigned project. 1.7.1 The CL shall have the authority to negotiate and accept job requests on the Contractor/vendor's behalf from the VA COR/POC (s). The CL shall have technical and administrative knowledge of all job requests pending, in-progress and completed and knowledge of the VA inventory existing. Contractor/vendor shall be required to keep an up-to-date inventory of all spare furnishings and parts stored onsite or offsite. Inventory will be updated whenever an item (s) is removed or added to storage. The master document should indicate where the item was relocated to by date, space number and physical location, i.e. Clarksville CBOC and photograph of the new location. 1.8 The Move Contractor/vendor shall maintain sufficient staff to be responsive to the VA move requests. We can establish a consistent day to do the work, however we may have emergencies that occur and would need someone not scheduled to assist when we call. Typical for the facility we would prefer that moves occur on Thursdays, however, moves can be scheduled in advance for other days through approval in writing. The Move Contractor/vendor s staff shall be USA citizens or have appropriate work permits. The Move Contractor/vendor shall comply with VA security, access, and badging requirements. The move Contractor/vendor staff shall wear company attire that clearly identifies them as Contractor/vendors. 1.9 The Move Contractor/vendor shall assure that its staff are fully certified, trained for systems furniture installation and licensed to perform their duties where required by their company, state, and federal laws. 2.0 Scope of Work 2.1 The Move Contractor/vendor shall provide supervision, staffing, equipment, vehicles, transportation, storage, packing supplies, tools, and materials necessary to perform moving, installation, interior design, storage, inventory, and relocation services. The Contractor/vendor shall perform all relocation services as requested by COR and/or designated representative at any of the locations listed at the end of this document as needed. The services shall include assembly/disassembly of furniture, providing packaging materials, packing/crating, loading/unloading, delivery, set-up, and miscellaneous wall-mounted items (such as pictures, décor items and shelving/cabinetry, white/black boards and office equipment) removal and replacement. 2.2 Requests for Services - The COR/POC (s) will coordinate with the contractor/vendor CL and internal staff on every reconfiguration/relocation project to ensure that all resources assigned to the project are properly managed as required. The move requests will be discussed and scheduled at the weekly or biweekly space committee meetings and/or ad hoc. Contractor/vendor shall provide two (2) personnel for one (1) day (8 hours) each week for a total 52 days/year as a minimum and others as scheduled. The intent is for the contractor to provide service typically per facility one (1) day each week that is mutually agreeable to both the Contractor/Vendor and the VA. In the event no work is needed during a week, the workday shall be reserved to be applied toward a future need. In the event we require more than one day, and we come to the end of a period and all the hours projected for the year are about to expire we will revise the contract. It is the responsibility of the contractor/vendor to keep track of the hours used per contract and hours remaining against the contract. If we are within a month of our hours for the contracted year, it is the responsibility of the contract/vendor to notify the VA COR/POC to ensure availability of funds are in place to complete additional relocation services. Once funding for service hours are depleted no further work can be accomplished until a modification to the contract is completed and signed by all parties (VIA the Procurement Office Contracting Officer). 2.2.1 The vendor shall provide an estimate for the project to the COR prior to performance along with the documentation of hours used and hours available. The estimate shall adhere to the Price Delivery Schedule CLIN items. Once approved by the COR, the project shall commence as scheduled. All appointments will be scheduled in MS Outlook to the COR/POC (s) and/or others as designated for each move. 2.2.2 Move Contractor/vendor Availability - The Move Contractor/vendor shall be available within 24 hours of notification of job requests for special requests, furniture deliveries and equipment modifications. Due to the dynamic nature of our work, a high degree of flexibility is required to meet needs that occur daily. The 24-hour notification is applicable for business day moves. 1-week notification is applicable for off hour moves and regular planned/scheduled 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. Move staff are not to make any changes requested by individuals other than the list and may not alter any move plans by staff who occupy any space where a move is occurring without COR/POC approval in writing by email or text or a telephone call to be documented. 2.3. The Move Contractor/vendor shall ensure that requests for services are received from the authorized COR/POC personnel. Services rendered in response to requests from other than authorized personnel shall be at the risk of the Contractor/vendor and any cost related thereto shall be borne by the Move Contractor/vendor. 2.4 Overtime Work: The Move Contractor/vendor may be required to perform during off-duty hours. When this occurs, overtime must be approved by the COR prior to anticipated performance where able in writing and signed. 2.4.1 Overtime Projects - Some projects may only be performed during non-duty hours due to the changing dynamics of TVHS and to avoid possible disruptions to patient care. Overtime work must be approved and assigned by the COR in advance of work. 2.5 Federal Holidays - The Move Contractor/vendor shall not work on Federal Holidays which includes New Year s Day, Martin Luther King s Birthday, Presidents Day, Memorial Day, Juneteenth, 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. 2.6 Contingency/Back-Up Plan - The Move Contractor/vendor shall have a contingency and/or back-up plan in the event the Contractor/vendor is unable to perform services or have services performed as required. The Contractor/vendor 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 Move Contractor/vendor Responsibilities 3.1 The Move Contractor/vendor shall take necessary precautions to avoid damaging walls, floors, elevators, elevator lobbies and other spaces when performing move activities. The Contractor/vendor shall be responsible for all costs associated with damages related to move activities. 3.2 The Move Contractor/vendor shall provide a communications system agreed upon by all parties at award to vendor at kickoff meeting, available at all times during the period of performance, to communicate requirements such as changes to location or objects of the move/project scheduled, etc. with the VA. Use of this communication system will be mutually agreed upon after award but prior to contract performance. 3.3 The move Contractor/vendor shall provide sufficient and appropriate vehicles to meet the TVHS requirements for parking at our facilities, the pick-up and delivery of equipment, furniture, etc. in accordance with the terms, conditions, and schedule of the contract. 3.4 The Move Contractor/vendor s vehicles shall meet current applicable Federal, State, and local specifications and regulations including, but not limited to, licensing, registration, and safety standards. 3.4.1 Move Contractor/vendor 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. Smoking in vehicles on VA property is not allowed. 3.5 The Moves Contractor/vendor s drivers shall possess valid and applicable operator s licenses with Federal, State, and local government laws. 4.0 Elements of Move Management 4.1 Furniture Moves - Moving single or multiple units including file and storage cabinets, pedestals, tables, chairs, lounge seating, desk units, workstation panel systems, lockers, keyboard trays, tack boards, whiteboards, displays, broken furniture items or other excess items which will be delivered to our Logistics group in their warehouse, if to be repaired the move Contractor/vendor will remove the item (s). 4.1.1 The above items will be either transported on campus, between campuses, placed into VA inventory storage on campus, to off campus storage or other locations where designated. 4.1.2 Move tasks include removing and dismantling furniture, removal and hanging of miscellaneous items such as, artwork with security mounts, pamphlet holders, coat hooks, whiteboards, tack boards, signs and displays etc. including securing all items required to be bolted to walls to prevent tipping or falling requirements. 4.1.3 The Move Contractor/vendor 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/CALOSHA) laws/regulations for the protection of employees. 4.2 Installations The Move Contractor/vendor staff who will install furniture shall be fully qualified and have the necessary experience. When installing large furniture workstations/cubicle s such as Steelcase, Herman Miller, Teknion, Haworth, and other manufacturer products, the installers certificates of training shall be provided to the COR prior to start of the actual first move when contract is awarded or as personnel change. 4.2.1 Installation tasks include assembly of new and used furniture components from existing inventory or shipments received. Some smaller items ordered by the VA will be drop shipped to the warehouse of the contractor/vendor at times when they relate to a future move/installation. Tear down, moving and assembly/installation of workstations, desk systems, panel systems, ergonomic accessories, storage, and other furnishings units is required. Modification may be required to pull parts from other VA bench-stocked components to complete installations. The contractor/vendor must notify the VA POC/COR of any deficiencies in parts to complete a move. The vendor is required to maintain an inventory of all items being moved or stored. This system must be updated as moves occur to identify the actual location of all items. All associate parts taken off pre-move will be deliverable at installation and should remain with the item in storage. The contractor/vendor may choose to implement and/or use a bar coding system for the inventory. This may be to your advantage; however, the VA will not pay for such a system. Moves will not be scheduled until all parts needed are available. If there are issues with parts to complete a move in progress the contractor/vendor must order overnight and bring into the installation site whatever is needed to complete the move and meet the deadlines for completion and staff occupation. Reimbursement is dependent on reason for need of parts determined on case by case basis. 4.2.2 Contractor/vendor personnel shall complete installation/removal, reconfiguration, structural repairs, upholstery repairs and cleaning of furniture and seating in accordance with space plans/sketches provided by the COR/POC, manufacturer certified installation practices to maintain manufacturer warranty, hand sketches or AutoCAD installation drawings provided or as directed by the COR/POC with little to no supervision by the COR/POC. Contractor/Vendor shall possess the ability to read detailed drawings and pull the necessary parts to install furniture required correctly and per manufacturer certified standards without any assistance from the VA staff. They shall possess the ability to problem solve with on the spot conflicts that may arise such as: end user modifications, utility issues, and lack of furniture inventory. 4.2.3 The Move Contractor/vendor equipment or tools shall not block exits, corridors, or impede access to entrances/exits or rooms and shall always be in the control of the Contractor/vendor. When leaving the work site, tools shall be removed and secured. 4.2.4 The Move Contractor/vendor shall vacuum the floor, remove all trash and debris and wipe down/clean all the furnishings before installation is considered complete. Dust may have accumulated from installation on other furnishings not in the move, cleaning will be required of those furnishings prior to the project completion. 4.2.5 Any and all debris shall be removed and disposed daily as the Move Contractor/vendor leaves the VA facilities each day. Items such as cardboard, plastic, wood etc. shall be recycled. 4.3 Transportation The Move Contractor/vendor shall provide the necessary transports when moving to and from the VA facilities and warehouse or storage sites. 4.3.1 The Move Contractor/vendor shall provide the moving equipment and tools necessary to transport the furniture. Equipment is not provided by the VA facilities. Contractor is responsible for securing their equipment at all times. Tractor-trailer rigs may be required based on the scope of the request. Contractor is to provide full blanket wrapping of all furniture that is being relocated and protective packaging for all other items. All equipment must be operable and in good working condition. Additional personnel for transportation to be provided for added manpower, as work requires. The Move Contractor/vendor may not use any VA equipment or tools. 4.4 Types of Projects - The Move Contractor/vendor shall support the various types of projects for Minor, Non-Recurring Maintenance or Station-Level in which all work and purchases that support our projects. This can include daily moves for just a single desk or person. It may include the removal and disposal of old, damaged, or no longer useful furnishings to the VA logistics warehouse dock dumpster or to be taken for excess directly to a recycling center/dump when approved. 4.4.1 Activation Projects. The Move Contractor/vendor shall support moves related to activations and typically removal of vacating leased or owned building etc. however, not projects that have been awarded to IDIQ Contractor/vendors for bid furnishings. Those will include installation. 4.5 Repairs (needed due to damage during moving and installation by the vendor will not be reimbursed), Reconfiguration, Modifications and Cleaning. The Move Contractor/vendor shall perform repairs and/or modifications to existing furniture, as required within 15 days of occurrence. Minor modifications shall include tightening or loosening screws on pieces to resolve sticking or realignment, any reconfiguration required for furniture to be functional in new location and adjusting locking mechanisms, etc. Repairs shall include but not be limited to providing materials, parts (screws, glide stops, washers, wing nuts, wheels, etc.) and tools (hammers, mallets, screw drivers, drills, braces, etc.) necessary to accomplish the service. Cleaning services include wiping down and removing all dirt, smudges, gum, and tape residue from furniture. 5.0 Administrative Requirements Reports shall be delivered to the Facility COR/POC designated person on the Monday following the actual moves. This is so we can review the work completed and know what still needs to be completed and sign for proper reimbursements/payments. 5.1 The Move Contractor/vendor shall maintain an administrative office within 20 miles of the TVHS VA Medical Center. 5.2 Monthly Report. The Move Contractor/vendor shall prepare a Monthly Summary Status Report that will identify the work performed during the month, work planned for the following months and a listing of all job requests showing the sequence number, date of issue, estimated or actual date of completion and completion status. Report shall be delivered to the Facility COR/designated person on the Monday following the actual moves. This is so we can review the work completed and know what still needs to be completed and if anything remains to be completed. 5.3 Minutes of meetings. The Move Contractor/vendor shall keep minutes and/or records of all move meetings (in person, online with Teams other technology methods agreed to at award) or other communications relating to each job request. The records shall be readily available to the COR upon request . 5.4 The Move Contractor/vendor shall provide consolidated monthly billings with copies of signed/verified job orders. 6.0 Miscellaneous items 6.1 Personal Injury, Property Loss or Damage. The Contractor/vendor hereby assumes responsibility and liability for any and all personal injuries or death and/or property damage to include their property or losses suffered due to negligence of the move Contractor/vendor s personnel in the performance of services under this contract. 6.2 Liability and Vehicle Insurance. The Move Contractor/vendor shall provide evidence of insurance coverage to the CO before award of the contract. 6.3 Safety. The Move Contractor/vendor shall be responsible for the safe and proper transport of waste items from the pickup point to the authorized/legal disposal site. Some locations in the hospital will require safety Helmets, shoes, glasses, and vests to enter construction work areas, the move Contractor/vendor must provide these items. 6.4 Smoke Free Facilities. All Veterans Affairs Medical Centers and CBOCs are Smoke Free facilities. There is NO SMOKING allowed on any government property. We are a no smoking, no vaping anywhere on government property facility. This must be made clear to all staff performing moves. Smoking in vehicles on VA property is not allowed. 6.5 Storage in Contractor/vendor space is estimated at 2000 SF at this time for the VA furnishings and this may be less than what we are utilizing, however, it should be billed at the actual usage monthly. To be discussed with the successful contractor/vendor awarded the contract. Inventory of the product in storage must be maintained and accurate reflecting the product name/type/manufacturer where known and condition, quantity, and a photograph in the inventory document of the items. This will be shared weekly after a move and updates are made in the inventory. The storage must be climate controlled and have security in place. 7.0 Security Considerations The security requirements do not apply, and a Security Accreditation Package is not required. The Move Contractor/vendor shall adhere to VAAR Clause 852.273-75, Security Requirements for Unclassified Information Technology Resources. 8.0 Move Contractor/vendor s Quality Control Plan (QCP) 8.1 The Move Contractor/vendor s Quality Control Plan (QCP) shall be provided as part of their proposal. 8.1.1 The COR will review the QCP and list any needed clarifications and return to Move Contractor/vendor for revision, if necessary. The Move Contractor/vendor's QCP shall include the following or have incorporated into during performance of contract, at a minimum: 8.1.2 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. 8.1.3 On-site records of all inspections conducted by the Move Contractor/vendor noting necessary corrective action taken. The Government reserves the right to request copies of any inspections. All inspections will be conducted with COR or authorize representative to ensure quality of work. 8.1.4 When quality issues arise, the COR/Representative will work with the contractor to resolve deficiencies (if applicable) before the level of performance becomes unacceptable. 8.1.5 The move Contractor/vendor 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. 9.0 Payments and Invoicing 9.1 End of the Month Billing. The Move Contractor/vendor 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 provided, point of contact, location (city/building/service/room number) of services provided, time of arrival and departure for moving staff and copies of all moves that occurred during the month. All invoices will be submitted electronically in accordance with the contract terms. A monthly report of all invoices will be provided to the COR for tracking purposes. 9.2. Each Move. The Contractor/vendor shall submit to the COR within 48 hours (workday hours) of a move a proper invoice which shall contain the following information: 9.2.1 Date and time of the move 9.2.2 Location of the move (city/service/building/room number) 9.2.3 Who oversaw the move, provide name, title, and phone number 9.2.4 Full description (itemized) of services provided . Full cost of the service (move, repair, storage etc.) 9.2.5 Updated inventory report to be submitted no more than 3 days after a move. 9.2.6 The Move Contractor/vendor shall then accumulate the month s work (4 full weeks) into one invoice for the end-of-the-month submission to the COR for review prior to submitting it online to correct sources for payment. 9.2.7 Payment of invoices may be delayed if the appropriate reports are not properly completed and submitted to the COR as stated in this SOW. These may be completed utilizing the move Contractor/vendor s digital methodology for said services. The PO number, contract number and award numbers must be on each monthly invoice for racking purposes. Flooring and base removal and replacement a. The contractor shall utilize the provided TVHS Construction and Renovation Infection Prevention and control precautions memorandum and Attachment A (which is a Pre-Construction Risk Assessment (PICRA) that will be signed by our Safety Staff and Infection Control Staff) through the COR. It must be followed for all flooring/base removal. The areas will have been tested and will not require abatement. b. Installation will be based upon Veterans Affairs specifications in our Master Construction Specifications (PF-18-1) on the TIL. https://www.cfm.va.gov/til/spec.asp Section 01 00 00 -General Requirements; Section 01 35 25-Safety Requirement; Section 01 42 19 Reference Standards; Section 0241 00 09- Demolition; Section 09 05 16 Surface Preparation for Floor Finishes; Section 09 65 13 Resilient Base and Accessories; 68 00 -Carpeting, 09 65 16/19 Resilient Sheet and Tile flooring (LVT). Additional Information, Resources and Conformance Standards All services provided under this contract shall be performed in conformance with the National Fire Protection Agency (NFPA), https://www.nfpa.org/ Occupational Safety and Health Administration (OSHA), https://www.osha.gov/ The Joint Commission (TJC), https://www.jointcommission.org/ Health Insurance Portability & Accountability Act (HIPAA), https://www.hhs.gov/hipaa/for-professionals/privacy/laws-regulations/index.html Americans with Disabilities Act (ADA), https://www.ada.gov/ Battle Creek VAMC Policies, and Original Equipment Manufacturer standards and specifications to maintain manufacturer product warranties. https://www.va.gov/orpm/ All contractor and their employees will be required to complete the necessary privacy training required by the VA. GSA SIN Services Description (GSA Comprehensive Furniture Management Services (CFMS) Schedule 71 II K) SIN 712-1. Project Management (Furniture and Furniture Related): The project management services will provide to TVHS comprehensive support for the design, reconfiguration, relocation, increasing or downsizing office spaces and similar facilities. Feasibility shall be determined by space forecasting and other analyses. Provide both plan and 3-dimensional drawings generated by state-of-the-art computer system. The services will also include the interior design and configuration of the office assets. Vendor CL/Project Manager - Plans and manages the activities of the project to ensure quality installations, and provides motivation and support of Operations staff, while providing the highest level of customer service and satisfaction. Ensures completion of project within the triple constraint: on time, within budget, and according to specifications. Corresponding functional education and experience: Bachelor s degree with minimum 5 years of related experience. SIN 712-2. Asset Management - Supply customer agencies with services designing and installing systems to manage office furniture and related inventories, includes warehouse and property disposal management. SIN 712-3. Reconfiguration/Relocation Management (Furniture and Furniture Related): The Reconfiguration and Relocation services will provide all the services required for the reorganization and consolidation of existing facilities, and/or opening new facilities as relates to existing inventory. Reconfiguration/Relocation/Relocation Management Specialist - Provides support to the TVHS COR/POC coordinating all activities for the project in the reorganization and consolidation of existing facilities, and/or opening new facilities. Corresponding functional education and experience: Bachelor s degree with minimum 5 years of related experience. SIN 712-4. Furniture Design/Layout: The Furniture Design/Layout services will provide TVHS with complete interior design, product specifications and furniture consultation services. FURNITURE DESIGN AND LAYOUT SPECIALIST - Responsible for accurately designing, product specifying and space planning of projects. Serves as a product and furniture specification consultant to client. Corresponding functional education and experience: Bachelor s degree with minimum 5 years of related experience and where possible NCIDQ certificate holder is preferred. SIN 712-6. Assets Maintenance - Services for restoring, repairing, renovating, reupholstering, and cleaning of office furnishings and equipment. TVHS Facilities Locations Nashville Campus 1310 24th Avenue South Nashville, TN 37212 800-228-4973 Alvin C. York Campus 3400 Lebanon Pike Murfreesboro, TN 37129 800-228-4973 Albion Street VA Clinic 1810 Albion Street Nashville, TN 37208 Phone:615-873-6700 Athens VA Clinic 1320 Decatur Pike Athens, TN 37303 Phone: 423-746-1410 Bowling Green VA Clinic 600 US 31 West Bypass, Suite 12 Bowling Green, KY 42101 Phone: 270-782-0120 Charlotte Avenue VA Clinic 1919 Charlotte Avenue Nashville, TN 37203 Phone: 615-873-6503 Chattanooga VA Clinic 6098 Debra Road Suite 5200, Bldg. 6200 Chattanooga, TN 37411 Phone: 423-893-6500 Clarksville VA Clinic 782 Weatherly Drive Clarksville, TN 37043 Phone: 931-645-3552 Cookeville VA Clinic 851 South Willow Avenue Suite 108 Cookeville, TN 38501 Phone: 931-284-4060 Dover VA Clinic 1225 Spring Street Dover, TN 37058 Phone: 931-232-5138 Gallatin VA Clinic 419 Steam Plant Road Gallatin, TN 37066 Hopkinsville VA Clinic 1002 South Virginia Street Hopkinsville, KY 42240 Phone: 270-885-2106 International Plaza VA Clinic 2 International Plaza, Suite 300 Nashville, TN 37217 Phone: 615-367-5928 Maury County VA Clinic 833 Nashville Highway Columbia, TN 38401 Phone: 931-981-6930 McMinnville VA Clinic 1014 South Chancery Street McMinnville, TN 37110 Phone: 931-474-7700 Pointe Centre VA Clinic (Chattanooga) 1208 Point Center Drive Chattanooga, TN 37421 Phone: 423-893-6500 Roane County VA Clinic 2305 North Gateway Avenue, Suite 2 Harriman, TN 37748 Phone: 865-882-2010 Tullahoma VA Clinic 225 Von Karman Road Arnold Air Force Base, TN 37389 Phone: 931-454-6134 Women Veterans Healthcare 1919 Charlotte Avenue, Suite 300 Nashville, TN 37203 Phone: 615-327-4751 D. SCHEDULE: All interested parties shall provide a quotation for the following: CLIN Description Quantity Price OT price (Time and a Half) if applicable 0001 PM - PROJECT MANAGER 300 Each 0002 LABOR - MOVE/WAREHOUSE LEAD/SCHEDULER 200 Each 0003 PACK PACKER 150 Each 0004 MOVER 100 Each 0005 INSTALLER 150 Each 0006 DRIVER - DRIVER & VAN 150 Each 0007 DESIGN - INTERIOR DESIGNER 200 Each 0008 STORAGE AT 2000 SF FLOOR SURFACE AREA 2000 SQ FT Each 0009 MISC FLOORING(CARPET) AND BASE REMOVAL AND REPLACEMENT (LVT) IN CERTAIN DESIGNATED AREA, ESTIMATES HERE BY SF 5000 SQ FT Each Total Pricing $ Place of Performance Primary will be Nashville Campus, 1310 24th Avenue South, Nashville, TN. All locations are listed in the SOW. EVALUATION OF QUOTES: Award will be made to the lowest price offeror that is determined to bring the BEST VALUE to the Government and meets the technical requirement of the solicitation. Award shall be made to the vendor whose quotation offers the best value to the government, considering technical acceptability, past performance, and price. QUOTE FORMAT AND SUBMISSION REQUIREMENTS: Offerors shall provide only one quote. Quote should be emailed to ramona.bonness@va.gov NLT 8/24/2021 at 8:00 AM CST. The solicitation number, 36C24921Q must be referenced in the subject line. Non-compliance with this requirement may result in disqualification of the quote. All vendors must be registered and complete all entries in the System for Award Management (SAM) to be considered for award. Potential vendors may register at the following web site: https://www.sam.gov/portal/public/SAM All Quote submissions must list your DUNS number, CAGE code, and Federal TIN with Company name, POC, and phone number. If you need to obtain or renew a DUNS number or CAGE code, please visit www.sam.gov. Lack of registration in the SAM database will make an offeror ineligible for award. The government intends to award a Firm Fixed Price contract as a result of this RFQ that will include the terms and conditions set forth herein. To facilitate the award process, ALL quotes shall include a statement regarding the terms and conditions herein as follows: "The terms and conditions in the RFQ are acceptable to be included in the award document without modification, deletion, or addition." OR "The terms and conditions in the RFQ are acceptable to be included in the award document with the exception, deletion, or addition of the following:" Offeror shall list exception(s) and rationale for the exception(s). Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required. The following solicitation provisions apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Items March 2020 FAR 52.212-3, Offerors Representations and Certifications Commercial Items Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required. The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html. The following contract clauses apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions Commercial Items OCT 2018 FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders MAR 2020 FAR Number Title Date 52.203-16 PREVENTING PERSONAL CONFLICTS OF INTEREST DEC 2011 52.203-17 CONTRACTOR EMPLOYEE WHISTLEBLOWER RIGHTS AND REQUIREMENT TO INFORM EMPLOYEES OF WHISTLEBLOWER RIGHTS APR 2014 52.204-13 52.228-5 SYSTEM FOR AWARD MANAGEMENT MAINTENANCE INSURANCE WORK ON A GOVERNMENT INSTALLATION OCT 2018 JAN 1997 52.232-40 PROVIDING ACCELERATED PAYMENTS TO SMALL BUSINESS SUBCONTRACTORS DEC 2013 (End of Clause) VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA ACQUISITION OF COMMERCIAL ITEMS (APR 2020) (a) The Contractor agrees to comply with any provision or clause that is incorporated herein by reference to implement agency policy applicable to acquisition of commercial items or components. The following provisions and clauses that have been checked by the Contracting Officer are incorporated by reference. [X] 852.203 70, Commercial Advertising. [] 852.209 70, Organizational Conflicts of Interest. [] 852.211 70, Equipment Operation and Maintenance Manuals. [] 852.214 71, Restrictions on Alternate Item(s). [] 852.214 72, Alternate Item(s). [Note: this is a fillable clause.] [] 852.214 73, Alternate Packaging and Packing. [] 852.214 74, Marking of Bid Samples. [] 852.215 70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors. [] 852.215 71, Evaluation Factor Commitments. [] 852.216 71, Economic Price Adjustment of Contract Price(s) Based on a Price Index. [] 852.216 72, Proportional Economic Price Adjustment of Contract Price(s) Based on a Price Index. [] 852.216 73, Economic Price Adjustment State Nursing Home Care for Veterans. [] 852.216 74, Economic Price Adjustment Medicaid Labor Rates. [] 852.216 75, Economic Price Adjustment Fuel Surcharge. [] 852.219 9, VA Small Business Subcontracting Plan Minimum Requirements. [] 852.219 10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside. [] 852.219 11, VA Notice of Total Veteran-Owned Small Business Set-Aside. [] 852.222 70, Contract Work Hours and Safety Standards Nursing Home Care for Veterans. [] 852.228 70, Bond Premium Adjustment. [X] 852.228 71, Indemnification and Insurance. [] 852.228 72, Assisting Service-Disabled Veteran-Owned and Veteran-Owned Small Businesses in Obtaining Bonds. [X] 852.232 72, Electronic Submission of Payment Requests. [X] 852.233 70, Protest Content/Alternative Dispute Resolution. [X] 852.233 71, Alternate Protest Procedure. [] 852.237 70, Indemnification and Medical Liability Insurance. [] 852.246 71, Rejected Goods. [] 852.246 72, Frozen Processed Foods. [] 852.246 73, Noncompliance with Packaging, Packing, and/or Marking Requirements. [X] 852.270 1, Representatives of Contracting Officers. [] 852.271 72, Time Spent by Counselee in Counseling Process. [] 852.271 73, Use and Publication of Counseling Results. [] 852.271 74, Inspection. [] 852.271 75, Extension of Contract Period. [] 852.273 70, Late Offers. [] 852.273 71, Alternative Negotiation Techniques. [] 852.273 72, Alternative Evaluation. [] 852.273 73, Evaluation Health-Care Resources. [] 852.273 74, Award without Exchanges. (b) All requests for quotations, solicitations, and contracts for commercial item services to be provided to beneficiaries must include the following clause: [X] 852.237 74, Nondiscrimination in Service Delivery. (End of Clause) VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING MONITORING AND COMPLIANCE (JUL 2018) Accordingly, any contract resulting from this solicitation is subject to the limitation on subcontracting requirements in 13 CFR 125.6, or the limitations on subcontracting requirements in the FAR clause, as applicable. The Contractor is advised that in performing contract administration functions, the Contracting Officer may use the services of a support contractor(s) retained by VA to assist in assessing the Contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to Contractor's offices where the Contractor's business records or other proprietary data are retained and to review such business records regarding the Contractor's compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the Contractor's business records or other proprietary data reviewed or obtained in the course of assisting the Contracting Officer in assessing the Contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the Contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The Contractor is required to cooperate fully and make available any records as may be required to enable the Contracting Officer to assess the Contractor's compliance with the limitations on subcontracting or percentage of work performance requirement. (End of Clause) VAAR 852.270-1 REPRESENTATIVES OF CONTRACTING OFFICERS (JAN 2008) The contracting officer reserves the right to designate representatives to act for him/her in furnishing technical guidance and advice or generally monitor the work to be performed under this contract. Such designation will be in writing and will define the scope and limitation of the designee's authority. A copy of the designation shall be furnished to the contractor. (End of Clause) The following subparagraphs of FAR 52.212-5 are applicable: (a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items: (1) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (JAN 2017) (section 743 of Division E, Title VII, of the Consolidated and Further Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)). (2) 52.204 23, Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab and Other Covered Entities (Jul 2018) (Section 1634 of Pub. L. 115 91). (3) 52.204 25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment. (AUG 2019) (Section 889(a)(1)(A) of Pub. L. 115 232). (4) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (NOV 2015). (5) 52.233-3, Protest After Award (Aug 1996) (31 U.S.C. 3553). (6) 52.233-4, Applicable Law for Breach of Contract Claim (Oct 2004) (Public Laws 108-77 and 108-78 (19 U.S.C. 3805 note)). (b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items: [X] (1) 52.203-6, Restrictions on Subcontractor Sales to the Government (Sept 2006), with Alternate I (Oct 1995) (41 U.S.C. 4704 and 10 U.S.C. 2402). [X] (4) 52.204 10, Reporting Executive Compensation and First-Tier Subcontract Awards (Oct 2018) (Pub. L. 109 282) (31 U.S.C. 6101 note). [X] (8) 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (OCT 2015) (31 U.S.C. 6101 note). [X] (19) 52.219-14, Limitations on Subcontracting (MAR 2020) (15 U.S.C. 637(a)(14)). [X] (ii) Alternate I (MAR 2020) of 52.219-28. [X] (27) 52.222-3, Convict Labor (June 2003) (E.O. 11755). [X] (29) 52.222-21, Prohibition of Segregated Facilities (APR 2015). [X] (30)(i) 52.222 26, Equal Opportunity (SEP 2016) (E.O. 11246). [X] (ii) Alternate I (JULY 2014) of 52.222-35. [X] (32)(i) 52.222-36, Equal Opportunity for Workers with Disabilities (JUL 2014) (29 U.S.C. 793). [X] (33) 52.222-37, Employment Reports on Veterans (FEB 2016) (38 U.S.C. 4212). [X] (34) 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (DEC 2010) (E.O. 13496). [X] (ii) Alternate I (MAR 2015) of 52.222-50 (22 U.S.C. chapter 78 and E.O. 13627). [X] (44) 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011) [X] (51) 52.225-13, Restrictions on Certain Foreign Purchases (JUN 2008) (E.O.'s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury). [X] (57) 52.232-33, Payment by Electronic Funds Transfer System for Award Management (Oct 2018) (31 U.S.C. 3332). [X] (2) 52.222-41, Service Contract Labor Standards (AUG 2018) (41 U.S.C. chapter 67). [X] (3) 52.222-42, Statement of Equivalent Rates for Federal Hires (MAY 2014) (29 U.S.C. 206 and 41 U.S.C. chapter 67). [X] (4) 52.222-43, Fair Labor Standards Act and Service Contract Labor Standards Price Adjustment (Multiple Year and Option Contracts) (AUG 2018) (29 U.S.C. 206 and 41 U.S.C. chapter 67). [X] (8) 52.222-55, Minimum Wages Under Executive Order 13658 (DEC 2015). [X] (9) 52.222-62, Paid Sick Leave Under Executive Order 13706 (JAN 2017) (E.O. 13706). Point of Contact Any questions or concerns regarding this solicitation shall be sent in writing only via email addressed to ramona.bonness@va.gov subject line: 36C24921Q. Questions shall be submitted NO LATER THAN August 16, 2021 @ 8:00am CST. Reference the following wage determinations applicable to this requirement: 2015-4647 Rev. 15 https://sam.gov/wage-determination/2015-4647/15
