Furniture Management and Relocation Svcs
THIS IS A SOURCES SOUGHT ANNOUNCEMENT ONLY.
No Solicitation is currently available.
All information contained in this Sources Sought Announcement is preliminary, as well as subject to modification, and is in no way binding on the Government. The Government will not pay for any information submitted in response to this request. The information requested will be used solely within the Department of Veterans Affairs to facilitate decision making and will not be disclosed outside of the Government. The determination of a procurement strategy, based upon the comments submitted in response to this Sources Sought Announcement, is solely within the discretion of the Government.
The applicable North American Industry Classification System (NAICS) Code is 484210, Used Household and Office Goods Moving, and the small business size standard is $30.0 M.
Potential Offerors must be registered in the System for Award Management (SAM) to be eligible for an award (See Internet Site https://www.sam.gov/portal/public/SAM/). Potential Offerors must also have a current Online Representations and Certification Application on file with SAM. Service Disabled Veteran Owned and Veteran Owned Small Businesses must be registered and verified in the Department of Veterans Affairs Vendor Information Pages (VIP) (See Internet Site https://www.vip.vetbiz.gov/).
Brief Description of Services
The VA Palo Alto Heath Care System (VAPAHCS) has a requirement for FF&E management, inventory control and warehousing, relocation, installation and other ancillary services. The VAPAHCS requires a contractor to provide a full range of services to:
Assemble/disassemble, install, relocate and remove existing office FF&E, equipment and related materials from a location, transport the items to a new location and install/place them according to the direction of the Contracting Officer Representative (COR) or Designated Technical Expert (DTE).
Inventory and ancillary services are required such as: patch and paint, removal and install of carpet, lighting, electrical and data line installation (low voltage) and plumbing.
Warehousing of VA property and inventory of these items.
The number of services provided will vary from month to month. General Services Administration (GSA) Vendors capable of performing all the following Specialty Item Numbers (SIN) are eligible to bid:
1.0.1 712-2 Assets Management - Furniture, Fixtures and Equipment (FF&E) related supply customer agencies with services designing and installing systems to manage office FF&E and related inventories, includes warehouse and property disposal management.
1.0.2 712-3 FF&E, Fixtures and Equipment (FF&E) related services for reorganizing, consolidating, warehousing and/or opening new facilities. FF&E, office equipment and furnishings included.
1.0.3 712-6 FF&E, Fixtures and Equipment (FF&E) related assets maintenance services for restoring, repairing, renovating, reupholstering and cleaning of office furnishings and equipment.
1.0.4 712-97 Repair and Alterations ancillary to existing SINS under this Schedule (71 II K). Ancillary Repair and Alterations projects are those (1) solely associated with repair, alteration, delivery or installation of products or services also purchased under this Schedule, and which are (2) routine and non-complex in nature, such as routine painting or carpeting, installation/replacement of vinyl ceramic tile (VCT), simple hanging of drywall, electrical or plumbing work, landscaping, and similar noncomplex services.
1.4 Contractor Key Personnel: The Contractor shall provide a list of employees that are key to the organization and who will provide services under this contract. Provide full name, position, title and the specified certifications required by the VAPAHCS. Due to the nature and complexity of this contract, the contractor shall have staff certified and capable to perform the following duties:
Program Manager
Warehousing and Inventory Control Manager
Move Team Foreman
Carpenter (general)
Electrician (low voltage)
Electronics data port installer
Class C Driver
2.1.2 Perform all relocation services as requested by the COR or designated representative. The services include:
Assembly and installation of office systems FF&E,
Warehouse space
Warehouse Management
Inventory Management
Pre-move planning
Relocation plan design
Transportation of government equipment
Assembly/disassembly services
Provide packaging materials and packing/crating
Perform all loading/unloading
Patch & paint walls as needed,
Install and repair carpet as requested repair
Perform all deliveries and set-up of FF&E
2.1.3 Provide basic electrical and plumbing services to include:
Perform electrical connections (for supplied equipment and lighting) and if required installation of power outlets in accordance with the National Electric Code and local facility procedures. Installation shall be directed and coordinated with the COR and VAPAHCS Engineering Service. Installation shall also comply with local shutdown procedures.
Contractor to provide basic and rudimentary electrical service connections and installation (when required) for systems and case goods FF&E and office appliances when required to meet mission and customer requirements; electrical connections for power only, examples such as electrical whip connections for workstations and conference tables, audio visual connections and reconfiguration for TV and conference rooms; installation of light fixtures, installation of electrical outlets and data ports (low voltage) during/after activation. Electrical service shall be accomplished by a licensed, competent electrician and in compliance with all applicable Federal, State, local and AFOSH electrical and life safety codes.
Contractor to provide basic plumbing services which will include: water line and drain connections for washing machines, refrigerators and ice makers and other equipment being installed, filtered drinking water attached to bathroom sinks, exhaust connection for dryers and checking condensate lines for A/C (fan coil systems). Contractor to provide all fittings and accessories where necessary. All these appliances should be equipped with a filter upon initial install. The filter should at a minimum, remove all lead and particulates. It should be dated on the date it was installed on the filter housing so a mechanic at the VA can track it and add it to their preventative maintenance schedule.
Perform electronic (TV, monitors, cameras, recording devices, and sound systems) of equipment being installed and if required install supporting data, electrical, video, and audio cabling and connection points.
Connect and if required install data lines and jacks in accordance with local OI&T Standards of Practice.
2.1.4 These services shall be provided to the following VAPAHCS facility locations:
Veterans Affairs (VA) Palo Alto Division, 3801 Miranda Ave., Palo Alto, CA 94304
VA Menlo Park Division, 795 Willow Road, Menlo Park, CA 94025
VA Livermore Division, 4951 Arroyo Road, Livermore, CA 94550
VA Capitola Community Based Outpatient Clinic (CBOC), 1350 41st Ave, Suite 102, Capitola CA 95010
VA Fremont CBOC, 39199 Liberty Street, Fremont, CA 94538
VA Modesto CBOC, 1225 Oakdale Road, Modesto, CA 95355
VA Monterey CBOC, 201 9th Street, Marina, CA 93933
VA San Jose CBOC, 5855 Silver Creek Valley Place, San Jose, CA 95138
VA Sonora CBOC, 13663 Mono Way, Sonora, CA 95370
VA Stockton CBOC, 7777 South Freedom Road, French Camp, CA 95231
VA Mountain View Site, 1776 Old Middlefield Way, Mountain View, CA 94043
VA Sunnyvale Research Center, 1080 Innovation Way, Sunnyvale, CA 94089
VA Jones Hall Administration Center; 1776 Old Middlefield Way, Mountain View, CA 94043
The VAPAHCS estimates the number of projects to be no more than 1000 yearly, which will include large, medium and small projects of varying scope to include a combination of tasks outlined in paragraph 1.0 and 2.1
4.0 Description of Services
4.1 FF&E Moves - Moving single or multiple units including file and storage cabinets, pedestals, tables, chairs, lounge seating, desk units, panel systems, lockers, keyboard trays, tack boards, whiteboards, displays, broken FF&E items or other equipment and excess items.
4.1.1 The above items will be either transported on campus, between campuses, to on-campus recycle/trash bins or placed into inventory storage.
4.1.2 Move tasks include removing and dismantling FF&E, removal and hanging of miscellaneous items such as clocks, art, pamphlet holders, coat hooks, whiteboards, tack boards, signs and displays including securing all items required to be bolted for safety requirements, patching, repair and painting of affected walls and replacement of worn, damaged or soiled carpet, VCT or tile flooring, sheet vinyl and resilient tile.
4.1.3 The Contractor shall wear appropriate safety and personal protective equipment during moves and take precautions regarding fire and life safety and comply with all occupational, safety and health (OSHA/CALOSHA) laws/regulations for the protection of employees. Visit OSHA website for more information: www.OSHA.com
4.2 Installations The Contractor s staff must be fully qualified and have the necessary experience to install several brands of modular systems FF&E such as Steelcase, Herman Miller, Humanscale, OFS, Mayline (just to name a few); the installers certificates of training shall be provided to the CO and COR prior to installation.
4.2.1 Installation tasks include assembly of new and used FF&E components from existing inventory or shipments received. Assemble and install workstations, desk systems, panel systems, ergonomic accessories, storage and other units requiring field assembly. Modification may be required to pull parts from other in-stock components to complete installations.
4.2.2 The Contractor s 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. When leaving the work site, tools shall be removed or secured.
4.2.3 The Contractor shall verify that electrical, telephone and computer connections are made from entry locations, wiring and cords are available and accessible and any deficiencies are corrected. These specifications may vary by manufacturer and use of channel race ways, wire clips and cable ties are authorized.
4.2.4 Any and all debris shall be removed and disposed of daily; recyclable items such as cardboard, plastic, wood etc. shall be recycled by the Contractor or delivered to designated VA site locations where we have recyclable dumpsters e.g. VA Menlo Park.
4.3 Transportation The Contractor shall provide the necessary modes of transportation when moving to and from the VAPAHCS facilities and warehouse or storage sites.
4.3.1 The Contractor shall provide the moving equipment and tools necessary to transport the FF&E. Such tools and equipment include but not limited to dollies, floats, wheel carts, roller lifts, heavy lifting equipment, stair crawlers, ladders and levelers. Tractor-trailer rigs may be required based on the scope of the request. All equipment must be operable and in good working condition. Additional personnel for transportation to be provided for added manpower, as work requires.
4.4 Types of Projects - The Contractor shall support the various types of projects in support of Major, Minor, Non-Recurring Maintenance or Station-Level project in which all work and material purchases that support that project are tracked and invoiced separately to properly allocate all project costs to the Project.
4.4.1 Activation Projects - These are projects in which all items that are required to establish new spaces are delivered and installed. This type of project is typically scheduled months in advance to secure proper support equipment, transportation and manpower. The Contractor shall attend planning and coordination meetings with the VAPAHCS Project Manager (PM), affected personnel and construction contractors.
4.4.1.1.1 The Contractor shall provide wall and walkway protection prior to the delivery and installation phase. Contractor shall provide Masonite and ram boards to protect walkways, doors, elevator cabs and walls in high traffic areas as mutually agreed upon by the Contractor and the COR.
4.4.1.1.2 The Contractor shall be responsible for providing office software and equipment (e.g., computers, printers) and internet connectivity while working on Activation Projects.
4.4.1.1.3 The Contractor shall use a web-based software, such as PlanGrid or equivalent, to manage the installation of FF&E and information technology (IT) items for all Activation Projects.
4.4.1.1.4 The Contractor shall include twelve (12) PlanGrid licenses or equivalent, with unlimited sheet downloads/uploads for the VAPAHCS s use for one year to include all projects, starting fourteen (14) calendar days after each activation project kick-off meeting.
4.4.1.1.5 The Contractor shall provide twelve (12) hand-held computing tablets with keyboard and folio case. PlanGrid or equivalent software shall be installed and an unlimited data plan, established on the tablet for the VA s use for one year, to start fourteen (14) calendar days after each activation project kick-off meeting. These items must include warranty for the duration of the contract per SOW. All technical issues shall be resolved by the Contractor within 24 hours of notification.
4.4.1.1.6 The Contractor shall unload, and stage FF&E delivered to each Activation Project location as determined by VA personnel.
4.4.1.2.9 The Contractor shall provide a full range of services to include:
Assembly and installation of office systems FF&E,
Warehouse space
Warehouse Management
Inventory Management
Pre-move planning
Relocation plan design
Transportation of government equipment
Assembly/disassembly services
Provide packaging materials and packing/crating
Perform all loading/unloading
Patch & paint walls as needed,
Install and repair carpet as requested
Perform all deliveries and set-up of FF&E
Perform wall-mounted item removal and replacement.
Dispose of all unwanted items per the COR direction.
4.4.2 Deactivation Projects - At the completion of the receiving and installation phase for activation projects, VAPAHCS requires the deactivation of the existing clinics/ buildings as part of scope. Deactivation shall consist of removing or relocating all FF&E and IT items from the existing clinic/space, transportation to and storage at an offsite warehouse facility.
4.4.2.1 During the performance of this contract phase, the Contractor shall be responsible for obtaining, insuring, furnishing, securing, and managing an offsite warehouse facility.
4.4.2.2 The Contractor shall provide all appropriate materials handling equipment (MHE) needed to deactivate, transport and store normal FF&E items as well as high value, sensitive medical equipment.
4.4.2.3 The Contractor shall deliver existing IT items to VAPAHCS main campus at a location to be determined by the COR.
4.4.2.4 The Contractor shall follow the approved Inventory Management Plan (IMP) during the Deactivation Phase of the existing clinics/ buildings unless otherwise directed by the COR.
4.4.2.5 The Contractor shall perform a visual inspection of FF&E and IT items to identify possible damage prior to removal and transportation to warehouse facility.
4.4.2.6 The Contractor shall document any damage to FF&E and IT items identified prior to removal within 24-48 hours.
4.4.2.7 The Contractor shall immediately notify the COR of damage to FF&E and IT items within 24-48 hours.
4.4.2.8 The Contractor shall ensure all VA-affixed barcodes and/or tracking devices are intact.
4.4.2.9 The Contractor shall carefully remove and disassemble all applicable FF&E and IT items from wall, floor or ceiling mounted locations.
4.4.2.10 The Contractor is not responsible for removing IT networking cabinets and servers directly connected to the VA network within IT closets.
4.4.2.11 The Contractor shall provide all materials and equipment required to satisfy FF&E and IT disassembly and seismic bracing removal.
4.4.2.12 The Contractor shall always maintain a clear path to meet ingress/egress requirements.
4.4.2.13 The Contractor shall schedule and administer daily meetings with the COR during the existing clinics/ buildings deactivation period. Contractor shall prepare agenda and meeting minutes. Contractor shall upload agendas and meeting minutes onto PlanGrid or equivalent.
4.4.2.14 The Contractor shall establish a waste program for FF&E trash and recyclable items based on local City guidelines and coordinate with the COR for its approval.
4.5 Inventory Management - The Contractor shall manage newly purchased and used FF&E according to facility standards and rotating FF&E stock availability.
4.5.1.1 The Contractor shall provide an online electronic or web-accessible inventory management system which can be accessed by VAPAHCS personnel in developing space plans and FF&E installation schematics. It is critical that the inventory system show a manufacturer s graphic of the basic part to show correct handling and confirm part, dimensions, color codes and any notations. The inventory system must be internet or cloud based; it must be an integrated work request, scheduling and inventory system which determines FF&E availability at the warehouse, where work orders are requested and scheduled.
4.5.1.2 The Contractor s online electronic or web-accessible inventory management system shall provide the capability for users to query the system using the VAPAHCS provided Reference number (#).
4.5.1.3 The Contractor s online electronic or web-accessible inventory management system shall, upon Reference # query submission, return all records with a matching Reference #.
4.5.1.4 The Contractor s online electronic or web-accessible inventory management system shall provide inventory reporting capability that includes, at a minimum, a report listing each item received with the following fields:
Reference or Contract number
Vendor
Quantity
Date received
Current location (e.g., at warehouse, delivered to site)
Date delivered to site
4.5.1.5 The Inventory shall be updated within 48 hours of return or removal from warehouse. The designer shall have the capability to reserve and assign a name or identifier code when accessing online inventory to secure stock for upcoming installation.
4.5.1.6 The Contractor shall deliver all packing lists or parts lists from incoming shipments and purchase orders when product is received, unboxed and placed into inventory or delivered to intended site. The Contractor shall manage inventory to assure that items are secure, protected from damage and kept in a clean environment.
4.5.1.7 The Contractor shall provide all materials and equipment required to satisfy FF&E, IT, rudimentary electrical, plumbing installation and seismic bracing requirements. This includes providing appropriate fasteners for the required.
4.6 Storage / Warehouse - The Contractor shall provide a warehouse or storage facility within a thirty-five (35) mile radius of the VAPAHCS campus in Palo Alto.
4.6.1 Typical items to be stored include on-demand stock primarily consisting of used or new spare FF&E inventory. These items must coordinate with the inventory management system locator designations. Various types of facility equipment may be stored within this warehouse as well.
4.6.2 Project FF&E and equipment, typically comprised of new FF&E and equipment, but at times used FF&E and equipment being held for a specific move, may be stored in bulk. Items shall remain palletized and shrink wrapped to ensure that product remains undamaged and kept together for the specific project. Equipment and FF&E shall be tracked by Project Number or COR provided reference #.
4.6.3 Warehouse or storage sites shall be fire protected with sprinklers, is secure and meet GSA warehousing and storage requirements.
4.6.4 The Contractor shall provide 60,000 square feet (SF) of storage space along with room for multilevel storage capability. This square footage and capability shall be available to VAPAHCS as part of the base contract. Additional storage space may be required and ordered by separate task order.
4.6.5 The warehouse facility shall have a monitored burglar alarm, fire alarm and fire sprinkler system throughout in accordance with all local, Federal and State regulations (including, but not limited to OSHA requirements)
4.6.6 The storage area shall be clean, dry and free of debris, rodents, and pests.
4.6.7 The storage area shall be kept separate and not comingled plumbing with non-VAPAHCS property.
4.6.8 The Contractor s warehouse or storage site shall be available when the installation of such FF&E and equipment is delayed due to unforeseen circumstances. The Contractor shall provide and supply all appropriate moving and protection equipment and materials necessary for the completion of each move without damage to FF&E, buildings or property.
4.7 Repairs, Reconfiguration, Modifications and Cleaning - The Contractor shall perform repairs and/or modifications to existing FF&E, as required. Minor modifications shall include but not limited to tightening or loosening screws on pieces to resolve sticking or realignment, any reconfiguration required for FF&E 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 washing down and removing all dirt, smudges, gum and tape residue from FF&E. Contractor shall perform on-site steam cleaning of upholstery, panel facing, used seating and carpeting as required.
End of summary scope description. (Please note this is not the full Statement of Work (SOW), only a brief summary. The full SOW will be available when the solicitation is released.
Capability Statement
The Government requests that interested parties provide the following capability information to the Contract Specialist, Parvinder Brar by email at: Parvinder.brar@va.gov by 2PM PST October 4, 2019:
(a)B Business Size (Large/Small)
(b)B Business Socio-Economic Status (SDVOSB, WOSB, 8(a), HUBZone, etc.)
(c) SAM record (www.sam.gov)
(d) VIP record (SDVOSB/VOSB firms only) (https://www.vip.vetbiz.gov/)
(e)B DUNS number
(f) Ability and experience in managing similar projects. Include general information and technical background describing your firm's experience on contracts requiring similar efforts to meet the program objectives.
(g) List of Projects (Government and Commercial) that are similar in scope and size.
(h) Anticipated Teaming Arrangements (if any). If subcontracting, demonstrate that you are meeting the limitations on subcontracting per FAR 52.219-14 for Small Businesses; VAAR 852.219-74 for SDVOSB/VOSB.
(i) GSA Contract Number if applicable.
(j) Copies of any training certificates or licenses applicable to the scope of work. Contractor shall provide proof that an OSHA certified Competent Person (CP) (29 CFR 1926.20) is on their roster.
(k) Provide evidence staff are able to perform the following duties: Program Manager; Warehousing and Inventory Control Manager; Move Team Foreman; Carpenter (general); Electrician (low voltage); Electronics data port installer; Class C Driver. The Contractor shall designate a Contract Liaison (CL) to work with the COR or Designated Technical Expert (DTE). The CL shall have a comprehensive knowledge of FF&E moving, installation, storage, repair and cleaning services and possess administration skills. The CL shall have at least five years of experience in this type of work.
(l) Identify if your firm has or can obtain a warehouse or storage facility within a 35-mile radius from the VA Palo Alto Health Care System campus located at 3801 Miranda Ave, Palo Alto, CA 94304. Provide the name and location of the warehouse or storage facility. The facility must consist of 60,000 square feet (SF) of storage space along with room for multilevel storage capability. The warehouse facility shall have a monitored burglar alarm, fire alarm and fire sprinkler system throughout in accordance with all local, Federal and State regulations (including, but not limited to OSHA requirements). See section 4.6 above.
Interested parties shall not submit more than 10 single-sided, type-written pages using 12-point font or larger. Published literature may be any number of pages.
The Government will use this information when determining its business type decision.
This synopsis is not to be construed as a commitment by the Government and no contract will be awarded as a direct result of this Sources Sought announcement.B B B B B
*Failure to provide the information requested above (items (a) (l)) will be considered non-responsive and will not be considered a viable source.
Parvinder Brar
Contract Specialist
559-225-6100 x6436
parvinder.brar@va.gov
