STATEMENT OF WORK
INTRODUCTION
The Veterans Health Administration (VHA) has a requirement for the replacement of the 10 East Mental
Health Inpatient Nurses’ station at the KCVA 4801 Linwood Blvd. Kansas City MO 64128.
GENERAL SCOPE
The current nurse’s station on the 10th floor east side of the inpatient mental health unit at the Kansas
City VA Medical Center is outfitted with older a furniture system that is unsafe, and not applicable to the
standards-imposed nation- and industry-wide. The older nurse’s station has resulted with unsafe and
unhappy staff and has ultimately caused the east side of the remain un-open. Due to the current furniture
system being comprised of built in components the Interior Design department is unable to fix and/or
repair this system as we are unable to procure replacements parts. This has left a large “graveyard” area
within the hospital where the furniture is inoperable and not to the set design standards for proper height
and protection.
This requirement includes healthcare furniture, design, project management, professional installation,
and maintenance/warranty services.
Healthcare furnishings include case goods, filing and storage systems, systems furniture, furniture
accessories and related services.
The contractor shall provide all labor, materials, equipment, transportation, and supervision necessary to
satisfy the needs of each ordering activity.
2.0 PERFORMANCE REQUIREMENTS
The contractor shall provide and be responsible for the technical assistance, development, and generation
for final specifications.
Furniture delivery and installation for the 10 East Mental Health Inpatient Nurses’ will be required to be
installed by April 2024.
Duty hours will be 8:00AM-5:00PM. 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 Sunday, it is observed
on Monday.
The contractor shall take the following site conditions into account for delivery and installation:
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- Site can be accessed through either the front door or the service dock and there is a sidewalk to
each.
- Site will accommodate a 53’ trailer for furniture delivery.
- Site does not require union labor.
In addition, the contractor shall:
3.0
a. 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
COR
b. Awarded contractor will be responsible for coordinating and communicating scheduling
requirements for a site visit and template of items to be installed.
c. Awarded contractor will be responsible for coordinating and communicating scheduling
requirements for product manufacturing, and installation.
d. Receive product at contractor warehouse, bring to site, de-trash and install at location designate.
Remove all trash and recycle at off campus location of contractors choosing.
e. Prepare and provide as built furniture drawings in PDF and AutoCAD.
f. Provide maintenance manuals for all products specified.
KICKOFF MEETING
The prime contractor(s) shall participate in a kickoff meeting within ten (10) days of task order issuance,
in person at the KCVA 4801 Linwood Blvd. KCMO 64128, Time and date will be determined by VA
Point of Contacts.
4.0 SUBMISSION OF QUESTIONS
Questions: All questions must be received by [date determined by acquisitions]. All questions
submitted for this solicitation must be electronically sent to the following email address:
Jonathan.lutmer@va.gov Questions received after the stated date and time, may be addressed at the
discretion of the Contracting Officer.
5.0 SUBMISSION OF QUOTATION
Quote Submission: The contractors shall submit complete emailed electronic copy portable document
format (.pdf) or Microsoft Excel (.xls) format of:
Volume 1: (technical) no more than 2 pdf documents labeled as shown in Bold below.
a. Document 1 Drawings
Required drawings:
i. full floorplan drawing of the new nurse’s station.
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ii. isometric drawing of the nurse’s station, glass barrier and any related cabinetry, may be
shown with one typical isometric)
electronic finish samples
See below drawing for area and dimension information
b. Document 2 Technical Documentation
manufacturer’s product specifications to validate technical requirements (key features have
been highlighted in the MTR document; vendor must provide validation on these items)
Page Limit 26 pages. Please limit to pertinent information only.
Bill of Materials tagged per project location and room name.
quantity of man hours for labor/installation
project management plan
project staffing plan
warranty
Self-certifying statement confirming ability to meet project deadlines.
Volume 2: (pricing)
a. price quote with separate line for labor/installation
b. Bill of Materials with subtotals and tagged per CLIN/ floorplan.
Submissions can be sent in up to three emails to avoid computer system email size limitation, to Local
CO. Quotes submitted by any other method will not be considered. All proprietary information shall be
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clearly marked. The use of hyperlinks in quotes is prohibited. Late quotes will not be accepted for
evaluation. The contractor is responsible for confirming the Government’s receipt of the contractor’s
quote.
6.0 EVALUATION CRITERIA
Task order will be evaluated on:
a. Drawings –Provide floorplan and isometric drawings.
b. Manufacturer’s product specifications to validate technical requirements within page
limitation.
c. Bill of Materials tagged per MTR code and room name.
d. Quantity of man hours for labor/installation
e. Project management plan
f. Inclusion of all required documentation
g. Ability to meet technical requirements.
7.0 PRODUCT
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.
Category Description
CGS1 Caregiver Team Stations (also Nurse Stations):
Salient Characteristics: To include minimum of the following
specifications:
a. Nurse Station to be built to comply with VA standards and in accordance
with best practices for Behavioral Health Construction for all exposed
elements of the desk.
b. Desk to be built in a ½ circle configuration with the exterior having a
radius of 101”.
c. Desk to be built to terminate into built wall on one end and circular
column on the other end.
d. Desk to have multiple layers of finish on the outside, including a 19”
portion immediately below the transaction top, two 12” portions, and a 6” tall
toe kick.
e. Desk to have Acrovyn Woodgrain cladding on top two portions of exterior
cladding, and an 18-gauge stainless steel on lowest 18” of the desk.
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f. The interior of the desk to be laminated with access panels.
g. Laminate surfaces to have 2mil edge banding.
h. Specification includes 4 double-door cabinets with adjustable shelves.
i. Cabinets to be 27.5” tall and to have standard wire pulls and adjustable
floor glides.
j. The exterior of the cabinetry to be clad in laminate and the interior of the
cabinetry is to be white melamine.
k. Desk to include (6) 48" Wide x 36" Tall Tempered Glass Segments and
one 39" Wide x 58" Tall.
l. Glass to attach to surfaces with 4” Tall CR Laurence Taper Loc system.
m. Glass segments are to be attached to each other with silicone for glass use.
n. Glass to have a top channel that will secure all pieces of glass together.
o. (3) of the panes of glass will have 10" Wide x 4" Tall pass-thru openings
with ½” minimum radius on corners.
Options:
a. Base panel/kickplate, front of station applied stainless steel protective
band.
MSW1 Worksurfaces:
Salient Characteristics: To include minimum of the following specifications:
a. Worksurfaces to be 24” Deep x 1-1/8” Thick.
b. Holes shall be pre-drilled in the underside of the work surface for the
installation of drawers, mounting brackets, and suspended pedestals.
c. Worksurfaces are to be located on the inside of the station with a 1” cord
drop at the back of the surface, and to extend over storage – 54” x 97” in an L
Shape.
d. Surfaces of the desk to be properly supported by cantilevers or cabinetry.
e. Worksurfaces supports shall be powered coated painted minimum 18
gauge or better high strength sheet steel with integral attachment hooks.
f. Components shall include a means to be leveled.
g. Worksurfaces should hold 200 lbs. of concentrated weight without
failing or deforming.
h. Work Surface Shapes- a variety of sizes in rectangular, peninsula, jetty,
corner, and other shaped tops.
I. Transaction top of desk to be 30” Deep, and to be placed at 49” Above
Finished Floor.
j. Transaction surfaces to have a 1/8” round over.
k. Transaction Surface and ADA Worksurface to be Corian Glacier White
Solid Surface – 1-1/8” Thick.
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l. Worksurfaces around the desk and overtop of the storage area to be Corian
Glacier White Solid Surface
See above table for technical requirement of products.
8.0 SERVICES
Services required our further outlined below in SV1.
Vendor must work the delivery and installation with VA POC
Vendor is to deliver these commodities directly to the area where installation will occur. Vendor
is NOT to deliver these commodities to the warehouse.
Vendor must contact VA POC for any issues with the receiving report.
Design Contract Tasks/Requirements
a. The contractor shall attend a minimum of three (3) in-person/virtual meetings to review final
award with VA Interior Designer and End Users and to make necessary revisions.
b. During first meeting the contractor shall provide the Interior Designer with the Auto-Cad
drawings to [1/4” – 1/8”] scale drawings showing layouts of awarded product.
c. The contractor shall allow for three (3) revisions per line item included in design services
including updating Auto-Cad Drawings and PDFs as request by VA Interior Designer.
d. The contractor shall be responsible for taking and applying accurate field measurements to
ordered product for verification of correct sizing. Auto-Cad drawings may not be accurate
finished dimensions and may not be used in place of field measurements. The Vendor shall be
liable for any incorrect field measurements leading to incorrect product order.
e. The contractor shall be responsible for providing all sample materials for awarded product (2-Day
Delivery) as requested by VA Interior Designer.
f. The product must not be placed into production without clearance from the VA COR.
g. The contractor shall provide final, clean [1/4” – 1/8”] scaled drawings of product layout for signoff
prior to scheduling manufacturing.
h. The contractor shall track manufacturing schedule and notify VA Interior Designer with updates
of estimated completion date by email.
i. The contractor shall attend a post-installation meeting to assess, address, and document any
punch-list items and shall submit to the VA Interior Designer a remediation plan within 5
business days.
j. The contractor shall provide 30 days free storage.
The Government maintains the option to modify the normal work week, days, and hours, as necessary for
the accomplishment of VHA mission.
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Work Required by Others
All work required by other trades shall be identified under this section by the Bidder.
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Attachment 1
Services
1.0 General Scope:
The Veterans Health Administration (VHA) has a recurring requirement for healthcare furniture for the
Medical Centers, the Community-Based Outpatient Clinics (CBOCs), the Vet Centers, and other outlying
clinics and offices throughout the United States and its territories. This is an effort by VHA to streamline
the acquisition process and obtain further discounted commercial pricing.
This requirement includes healthcare furniture, design, project management, furniture removal,
professional installation and maintenance/warranty services.
The contractor shall provide all labor, materials, equipment, transportation, and supervision necessary to
satisfy the needs of each ordering activity.
2.0 Specific delivery/shipping information shall be determined at the individual order level.
3.0 General Requirements for Services: The dates and times for delivery, receipt and installation of
furniture will be established by individual orders.
a. When the Contractor requests to deliver, receive and/or install furniture outside normal duty
hours. When these instances occur a written request shall be submitted to the VA Contracting
Officer’s Representative (COR) for authorization of the individual orders of this type. Written
approval from the VA COR must be received before proceeding with the work. The request
shall be submitted at least (5) five business days prior to the proposed performance of work, and
it shall indicate the day(s), time, the amount of work, and the reason why performance is
necessary outside normal duty hours.
b. The Contractor shall be made aware of and must comply with local security policies and
procedures in the task order. The Contractor will comply to these standards during all site visits
on Governmental property. Contractor shall contact the VA COR at least 14 days prior to work
start date to ensure compliance to any local security policies.
c. The Contractor personnel shall present a professional appearance and shall have a uniform or
some method of identifying them as an employee of the contractor. A VA badge will be
provided and must be worn above the waist and be visible at all times while on government
property.
d. The Contractor shall ensure policies and procedures are established that protect the safety and
welfare of customers, employees, and the community to minimize or eliminate safety or
environmental risks.
e. The Contractor shall be knowledgeable of and shall comply with all applicable federal, state, and
local laws, Building Codes, Life Safety Codes, Occupational Health and Safety Administration
(OSHA), ADA/ADAG, permits, VA design standards (www.cfm.va.gov/til/dguide.asp), and
instructions required for the performance of the duties in the Statement of Work (SOW).
f. The Contractor is responsible for ensuring that its firm and staff maintain any generally
required professional certification, accreditation, license, bond, and proficiency relative to
their area of expertise. The Contractor shall retain documentation of such records. The
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Government will not pay for expenses to meet this requirement.
g. The Contractor is responsible for ensuring staff are trained and certified for planning and
installing product to maintain the integrity of the manufacturer’s warranty.
SV1 – Furniture, Design, and Installation Support Services
Contract Tasks/Requirements
a. Contractor may be required to provide basic design services and layout for commodities
purchased. All designs of furniture layouts, including original designs and any subsequent
redesigns, must be accomplished by a qualified professional Interior Designer with either a four
(4) year Interior Design degree from an accredited school by the Council for Interior Design
Accreditation (CIDA/FIDER), or 5 years of experience, and one year experience using
contractor’s software similar to that proposed for this contract.
b. Contractor is required to provide installation drawings for furniture purchased.
c. Contractor shall place all orders, track orders, schedule deliveries and coordinate trucks with the
manufacturer for manufacturing and delivery according to VA project schedule.
d. Contractor shall be responsible for all field measurements whether in existing spaces or new
construction. Contractor shall not rely on AutoCAD drawings for final measurements.
e. Contractor shall perform installation services
f. Contractor must have a project manager/lead installer based on project size. Project
manager/lead installer must have a minimum of 2 years of experience performing
installation services in healthcare facilities.
g. Contractor may be required to remove and/or relocate existing VA furnishings in coordination
with VA Logistic Management Service and Interior Designer per the task order SOW.
h. Contractor may or may not be required to complete services outside of normal duty hours per
the SOW.
i. Contractor shall be familiar with VA campuses and various VA Outpatient Clinics, regulations,
loading dock locations and hours of operations.
j. Contractor must provide Proof of Insurance.
k. Contractor shall provide 30 Days Free Storage once the complete bill of materials has been
received at a conditioned facility that meets all building requirements including but not
limited to the sprinkler, security, safety, temperature and environmental controls – as not to
void furniture warranties.
l. Contractor must notify VA of the specific location of any or all stored furniture.
m. Contractor shall provide all necessary materials, equipment, labor, supervision, and
Management to: (A) coordinate delivery: (B) load and unload; (C) place/install items in
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designated locations; (D) assemble items as required; (E) secure as designated; and (F) properly
dispose of all associated packing/crating materials outside the VA premises.
Protection of Property
a. The Contractor shall perform an inspection of the buildings and grounds with the COR prior to
commencing work. Contractor shall protect all items from damage. The Contractor shall take
precaution against damage to the buildings, grounds, and furnishings. The Contractor shall repair
or replace any items related to buildings or grounds damaged accidentally, or on purpose due to
actions by the Contractor, utilizing materials of the same quality, size, grade, and color, to match
existing work.
b. To ensure that the contractor shall be able to repair or replace any items, components, on the
buildings or grounds damaged due to negligence and/or actions taken by the Contractor. The
Contractor shall communicate with the COR to resolve all repairs beyond simple surface
cleaning. Concurrence of the COR is required before the Contractor may perform any
significant repair work. In all cases, repairs shall utilize materials of the same quality, size,
texture, grade, and color to match adjacent existing work.
c. The Contractor shall be responsible for the security of the areas in which the work is being
performed at all times prior to completion. The Contractor shall maintain accountability and
control of any keys provided and shall return them to the COR upon completion of the work.
d. Contractor shall provide floor protection while working in all VA facilities. All material
handling equipment shall have rubber wheels.
Delivery
a. Contractor shall contact the COR at least 14 business days prior to the start of work/shipping to
ensure that the building is ready for install.
b. In the event there is a delay in delivery, Contractor must notify the assigned VA COR
immediately in writing, preferably via email.
c. Contractor shall provide the COR with scheduled date and time that the delivery truck will be
arriving at least 24 hours minimum in advance.
d. Contractor must ensure that the driver of the delivery vehicle has copies of the Bill of
Materials/delivery orders and shall not attempt to deliver any items before the scheduled
delivery date.
Receive and Unload
a. If the Contractor is unable to complete the assembly and placement of all unloaded items before
the end of the workday, the Contractor will be responsible for moving these items to a secure
location, until the next available work day. The Contractor will be responsible for moving the
items from the overnight storage site to its designated position in the building.
b. The Contractor shall verify and inspect all items. Any and all deficiencies
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(damage/overage/shortage) shall be brought to the attention of the assigned VA CO in writing,
preferably via email, immediately upon identification.
c. The Contractor shall store damaged items in the location designated by the COR. The Contractor
shall maintain a complete file of all documents relating to each discrepancy and copies of all
Discrepancy Reports shall be forwarded to the COR on a daily basis.
d. Contractor shall repair or coordinate with the COR for replacement of damaged, defective, or
missing items.
Assembly and final acceptance
a. Contractor shall be responsible for all safety and security guidelines within the area in which
work is being performed, to include securing any contractor- owned tools or equipment, and any
on-site storage being utilized.
b. The contractor shall install all items in accordance with each requirement statement and basic
component floorplan, panel plan and electrical plan, designed and provided by the contractor
with each task order.
c. Contractor shall uncrate all items received and perform all required assembly in accordance with
the manufacturers’ instructions.
d. Contractor shall prevent its personnel from entering any area other than the designated work
area.
e. The Contractor shall maintain a means of egress within all designated work areas to comply with
fire codes.
f. Contractor shall inspect to ensure that the furniture is free of surface dirt, clean and polished, free
of defects, and that the installation is complete and ready for use.
g. The Contractor shall do a final walkthrough with COR and provide a punch list before releasing
crew for the day.
Jobsite Cleanliness
a. Contractor will be responsible for the removal and disposal of all trash/debris connected with
uncrating and assembling all items installed under this contract.
b. Final Acceptance by the Government will not occur until all installed items have been wiped
cleaned and debris/dust connected with installation is removed from the VA site.
c. Recyclable cardboard products shall be disposed of in accordance with applicable statutes, in
respective containers. The contractor is responsible for providing trash containers at an offsite
facility.
d. Packing materials will not be stored in the buildings for any period exceeding 24 hours.
e. The Contractor shall ensure its personnel eat, drink, or smoke only in designated areas.
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f. Personal trash (food wrappers, drink containers, etc.,) shall be removed from the site on a daily
basis by the Contractor.
Warranty Items
a. The warranty of an item is to start on the date of acceptance of the products/services by the
Government VA COR..
b. The Contractor agrees to furnish, without cost to the Government, replacement of all parts and
material which are found to be defective during the warranty period. The cost of installation
and travel of replacement material and parts shall be borne by the Contractor.
7.0 Kickoff Meeting
The prime contractor(s) shall participate in a contract kickoff meeting, in accordance with the terms of the
first task order.
8.0 Quality Control Plan
The Contractor is responsible for Contract Management and Quality Control. The contractor shall develop
and maintain an effective quality control program to ensure services are performed in accordance with
this SOW. The contractor shall develop and implement procedures to identify, prevent, and ensure nonrecurrence
of defective services. The contractor’s quality control program is the means by which the
contractor ensures their work complies with the requirement of the contract.
The Contractor shall be responsible for quality control (QC) for all work accomplished during the
performance of this contract. Work and documentation produced by the contract personnel may be
regularly reviewed by the Contracting Officer Representative (COR).
