2 | Page This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes. It does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this sources sought must be in writing. This Sources Sought Notice is a follow up to a previous one posted August 2020 with solicitation number 36C25820Q0322. The purpose of this sources sought announcement is for market research used to make appropriate acquisition decisions and to gain knowledge of potential qualified Service Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses: To this notice shall include the following: (a) Company name (b) Address (c) Point of contact (d) Phone, fax, and email (e) DUNS number (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Service-Disabled Veteran Owned Small Business, Veteran Owned Small Business, 8(a), HUBZone, Women Owned Small Business, Small Disadvantaged Business, or Small Business HUBZone and (i) A capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below. The Southern Arizona VA Health Care System (SAVAHCS) located at 3601 S. 6th Ave, Tucson, AZ 85723 is seeking a potential qualified contractor that can provide Furniture Storage, Installation, and Electronic Inventory services for SAVAHCS. Important information: The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought notice. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service-Disabled Veteran Owned Small Business set aside. However, if response by Service-Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 493190 (30.0 Million Dollars). Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) at www.sam.gov and complete Online Representations and Certifications Application (ORCA). Additionally, all Service-Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at http://vip.vetbiz.gov. All interested Offerors should submit information by e-mail to aurora.salazar-alas@va.gov. All information submissions to be marked Attn: Aurora Salazar-Alas, Contract Specialist and should be received no later than 5:00 PM AZ (MST) on April 13, 2021. STATEMENT OF WORK SOUTHERN ARIZONA VETERAN AFFAIRS HEALTH CARE SYSTEM PERFORMANCE WORK STATEMENT FOR ASSET INVENTORY MANAGEMENT AND LABOR/INSTALLATION 1. OBJECTIVE Southern Arizona Veterans Affairs Health Care System (SAVAHCS) requires asset inventory management services and labor/installation. The contractor must have the capabilities to provide labor (technically trained personnel) for the inventory data capture management, product handling inventory management of VA s multi-manufacturer complicated systems furniture and freestanding furniture and for installation throughout the facility. Knowledge of multi-manufacturer systems furniture (Haworth, Herman Miller, Knoll, Steelcase, etc.) with a minimum of 3 years experience of working with product is a must. 2. SCOPE OF WORK The Contractor shall furnish all labor, tools, equipment and trucks to provide and execute the pickup of complex furniture systems, moving of complex furniture systems, freestanding furniture, and the computer data management of these complex systems and furniture. The VA will supply the furniture systems and freestanding furniture to be picked up and inventoried at the vendor s inventory management center. The contractor shall provide furniture moving, installation, and storage services for SAVAHCS for the facilities listed below. Medical Centers: SAVAHCS 3601 S. 6th Ave. Tucson, AZ 85723 Community Based Outpatient Clinics (CBOC): VA NW Clinic, 3920 W Linda Vista Blvd, Tucson, AZ 85742 VA SE Clinic, 7395 S Houghton Rd, Ste. 129, Tucson, AZ 85747 VA Casa Grande Clinic, 1876 E Sabin Dr. Ste 15 Bldg A, Casa Grande, AZ 85122 VA Green Valley Clinic, 380 W Vista Hermosa Dr., Ste 140, Green Valley, AZ 85614 VA Safford Clinic, 355 N 8th Ave., Safford, AZ 85546 VA Sierra Vista Clinic, 101 N Coronado Dr Ste. A, Sierra Vista, AZ 85635 VA Yuma Clinic, 3111 S 4th Ave., Yuma, AZ 85364 Other Locations: Pinal County VA Clinic, 1179 E. Cottonwood Lane, Casa Grande, AZ 85122 Cochise County VA Clinic, 157 N. Coronado Dr., Sierra Vista, AZ 85635 3. PERIOD OF PERFORMANCE This procurement shall be for a single award indefinite delivery indefinite quantity contract with a period of performance from 17 May 2021 to 16 May 2026 (estimated, finalized at time of contract award). Funds will be obligated via issuance of written, unilaterally signed task orders against the indefinite delivery indefinite quantity contract. Only warranted VA contracting officers can issue task orders for services. Ordering Periods (estimated, finalized at time of contract award): Base Ordering Period: 05/17/2021 to 05/16/2022 Ordering Period 1: 05/17/2022 to 05/16/2023 Ordering Period 2: 05/17/2023 to 05/16/2024 Ordering Period 3: 05/17/2024 to 05/16/2025 Ordering Period 4: 05/17/2025 to 05/16/2026 Normal Duty Hours: Monday through Friday, 8:00am to 4:30pm, Arizona Time, excluding Federal Holidays and any other day specifically declared by the President of the United States to be a national holiday. Off Duty Hours: Monday through Friday 4:30pm to 8:00am, Arizona Time, and Saturdays and Sundays. There may be overtime or weekends where work is needed in this contract. The contractor shall be required to start urgent/off duty work within three hours of notification from the Contracting Officers Representative (COR). Any exceptions require a Contracting Officer s (CO) approval. Off duty hours shall also include the following Federal Holidays: New Year s Day (January 1) Martin Luther King, Jr. Day (Third Monday in January) President s Day (Third Monday in February) Memorial Day (Last Monday in May) Independence Day (July 4) Labor Day (First Monday in September) Columbus Day (Second Monday in October) Veterans Day (November 11) Thanksgiving Day (Fourth Thursday in November) Christmas Day (December 25) 4. CONTRACTOR GENERAL REQUIREMENTS It is the intent of these specifications to govern receiving of furniture and furnishings, maintain a current inventory of existing furnishings, and perform moves to include: Moving furniture and belongings. Disassembly and assembly of furniture. Removal, storage, inventory, and delivery of existing furniture. The contractor is responsible for ensuring that its company and personnel 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 Government will not pay for expenses to meet this requirement. The contractor is responsible for ensuring staff are trained and certified for planning an installing product to maintain the integrity of the manufacturer s warranty. The contractor must have certification to provide installation services for the following manufacturers, at a minimum: Herman Miller Steelcase Knoll Haworth The Contractor shall furnish all labor, equipment, materials, tools, supervision, and expertise required to receive, move, disassemble, and assemble furniture for SAVAHCS. The contractor will be responsible for installing wall mounted sit-stands and accessories to include literature racks, bulletin boards, and marker boards in addition to systems furniture items. The placement of all wall mounted items shall be coordinated with the COR prior to installation. The COR will provide the contractor with an electronic copy of the furniture component listings and installation drawings so the contractor can coordinate inventory pulls, storage, and installation. The COR shall enter inventory orders to be delivered by the contractor in the contractor s inventory system and include these in the daily task lists. The contractor shall assign a single point of contact that will consistently be a project manager as needed, manage the work performed under the contact and shall coordinate work with the other contractor personnel. The project manager shall have a cell phone with e-mail capabilities to simplify communication between the contractor personnel and VA personnel. The contractor s project manager shall be responsible for providing the installation crew with copies of furniture component listing and installation drawings previously provided by the COR. The contractor s project manager shall coordinate sequencing and staging with the COR on larger projects. The contractor s lead installer shall ensure that the job is completed and inspect the job site before notifying the COR that the work is complete. The lead installer must clearly communicate with VA personnel. The lead installer should be the same person for each VA project to the maximum extent practicable. The contractor personnel shall be dressed professionally to include at a minimum attire such as the contractor s uniform or the contractor s company logo. On average the contractor will be scheduled three days a week, but this will vary with workload. When called for projects, the contractor will be requested to work no less than two hours per call. The individual projects could extend several days depending on size of the project. When contacted to respond to an urgent move or installation request, the contractor must be available within two days of an urgent request. The contractor shall provide cleaning services of product (ex: fabric panels) as needed/directed by VA staff. The contractor shall also provide minor repairs to damaged furniture when possible. Examples of minor repairs include replacing a wheel on a chair, cuts to work surfaces around columns, re-edge banding, etc. The contractor shall provide sufficient and consistent personnel and crews based on workload as required to accomplish assigned tasks in the time frame stated per the project timeline. The contractor shall provide, operate, manage and maintain a trained, uniformed team of personnel to provide the services. The contractor s personnel shall have the ability to meet and communicate with the general public; ability to physically perform the functions required in the performance of the assigned duties; ability to read English; understand and apply printed rules, detailed orders, instructions, and furniture drawing layouts. They shall also be familiar with a variety of commercial furniture product disassembly/assembly parts and components. The contractor is responsible for identifying when a project is complete, per plans and specifications, and reporting to the COR for inspection when required. The contractor is only to take instruction from the COR or VA CO during any assignment. The contractor shall notify the COR regarding any schedule implications (if work is taking longer or is completed quicker than scheduled), if there are missing products, or if there is a warranty issue. If electronic task list cannot be completed as a result of government delay, the contractor will notify the COR to reschedule. Furniture Inventory Software The contractor is responsible to input the existing inventory into a web-based solution (SnapTracker for example) that is accessible by VA staff. All data must be fully available to VA staff within thirty days after contract award. The contractor shall own and maintain the database throughout the life of the contract. At then end of the contract the contractor will provide a digital and printed copy of the inventory. Digital copy must be provided such that it is easily transferrable to another system. 5. CONTRACTOR S STORAGE OR WAREHOUSE FACILITY The contractor shall receive and store new furniture in their warehouse. The square footage of storage space required for new and existing furniture will vary between 1,200 square feet and 2,500 square feet. It is dependent on workload and timing of large projects. On average there is approximately 1,800 square feet of space required for storage at the contractor s warehouse. The contractor shall store furniture inventory until installation of product is scheduled by the COR. The contractor will notify the COR upon receiving VA furniture to initiate receiving reports and schedule installation. The contractor is responsible for unpacking and disposing of all packaging materials. All debris and rubbish not specified to become Government property shall be disposed of by the contractor off Government property. Disposal will adhere to all applicable Federal, State and local hauling and disposal regulations. All items that can be recycled shall be recycled. The contractor shall leave workspaces clean and vacuum workspace if necessary, after work is completed. The contractor shall inventory all existing furniture that is stored in their warehouse and continually keep the inventory database up to date as items are added and removed from inventory. The inventory program shall be available on a website and shall always be accessible to both VA personnel and contractor personnel. The inventory shall include a naming convention assigned to each inventoried item, photograph(s) of each piece or type when quantities apply, a description, size (width x height x depth), quantity, manufacturer, full model number, finish nomenclature, and location stored in warehouse. The inventory shall be updated weekly to reflect accurate information. The categories for inventory shall be coordinated with the COR. The inventory system shall allow the COR to create furniture orders from inventory to include delivery dates. A full inventory will be done annually to confirm databases accuracy. The contractor s storage or warehouse facility is required to be no more than thirty miles from the SAVAHCS at 3601 S. 6th Ave, Tucson, Arizona 85723. The contractor s warehouse must be able to receive product Monday through Friday (excluding federal holidays), between 7:00am to 5:00pm Arizona Time. The current VA contracted warehouse space is estimated at 1,200 square feet. The inventory includes systems furniture components, filing cabinets, and tables. The inventory must be moved by the successor contractor to their facility and inventoried by them within thirty days after contract award. 6. CONTRACT INVOICES The services listed in the Price/Cost Schedule are lump sum requirements per hour. The prices include all labor, resources, and incidental/related services to provide the storage, moving, and installation services. There shall be no extra costs to the Government for services that are detailed and required of the contractor within this Statement of Work. The contractor shall provide monthly invoices in arrears of services for all work performed in accordance with the line items of the contract. Invoices must be submitted to VA electronically via the Tungsten Network. Refer to VAAR Clause 852.232-72 for additional language. Invoices shall be submitted no later than fourteen calendar days after the end of the month. The contractor is responsible for tracking the hours for services provided. The contractor must submit an invoice with all hours completed the previous month, detailed per employee, project name where applicable, location of work performed, and project schedules. Prior to submitting an invoice for payment, the contractor must provide the following information to the COR for review and concurrence: An Excel spreadsheet with separate costs per hour, rate, and totals for SAVAHCS and clinics; and lease facilities separately for each week of the month and the total cost for that month for all facilities combined. The square footage of storage/warehouse space shall be determined precisely on the fifteenth day of each month. In other words, on the fifteenth day of each month, the square footage of space used to warehouse the VA s inventory shall be measured. That measurement shall be used to invoice the VA for the square footage of storage space for that month the measurement was taken. Provide all backup documents, to include the schedule from each day worked along with hours per task. 7. SPECIAL CONTRACT REQUIREMENTS The services in this contract may only be changed by written modification. The modification shall be bilateral and binding when signed by a VA Contracting Officer. The services to be performed by the contractor shall be performed in accordance with VA policies and procedures of the VA facility. Under no circumstances will the contractor s employees be considered VA employees. The contractor shall have insurance for general liability, worker s compensation, and vehicle insurance. The contractor shall furnish after contract award a certificate of insurance proving all required coverage has been obtained to the VA. The contractor is responsible for maintaining insurance coverage for the duration of the contract. 8. CONTRACTOR QUALIFICATIONS Personnel assigned by the contractor to perform the services covered by this contract shall be experienced in installing a variety of different manufacturers products, to include systems furniture. The contractor s Project Manager and Lead Installer must have a minimum of two years of experience performing furniture and systems furniture installation services. All certifications held by the personnel working on this contract shall be full and unrestricted. The qualifications of such personnel shall also be subject to review by the COR. Each person assigned to work under this contract shall be certified and trained in furniture installation services and operation of any equipment used. 9. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS All contractor employees who require access to the Department of Veterans Affairs computer systems and/or sensitive information shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security, Information Security Officer and Law Enforcement prior to contract performance. This requirement is applicable to all subcontractor personnel requiring the same access. The contractor shall be required to comply with all security policies/requirements. All security policies/requirements must be met, and employees cleared prior to the contractor performing work under this contract. Employees that cannot meet the security and clearance requirements shall not be allowed to perform work under this contract. The position sensitivity has been designated as low risk. The level of background investigation commensurate with the required level of access is a low-level National Agency Check with Inquiries (NACI). Each contractor assigned work under the contract is required to annually receive and document completion of VA Privacy Awareness training. VA Privacy Training for Personnel without Access to VA Computer Systems or VA Sensitive Information.  This TMS training course (VA20939) provides the mandatory yearly Privacy training requirement for any VA personnel such as volunteers or contractors without access to VA computer systems or VA sensitive Information.  If employee has access to protected health information, whether paper or electronic, they must take the Privacy and HIPAA Focused Training.  You may use this print version for an employee to read. The supervisor, in turn, must enter the training into TMS. Contractor Responsibilities: The contractor shall ensure all personnel requiring access to the computer systems are able to read, write, speak, and understand the English language. Complete the Fingerprint Request Form furnished by the VA after award. Complete the Background Investigation Request Worksheets furnished by the VA after award. The VA CO will send the documentation to the Veteran s Service Center to complete the fingerprint adjudication. The contractor personnel will be required to complete an Electronic Questionnaire for Investigations Processing (e-QIP). The contractor, when notified of an unfavorable adjudication determination by the Government, shall withdraw he contactor s employee from working under the contract. 10. QUALTIY ASSURANCE SURVEILLANCE PLAN The monitoring of the contractor s performance shall be done by the COR. Incidents of contractor noncompliance, as evidenced by the monitoring procedures, shall be first discussed with the contractor by the VA Contract Specialist (CS). If no resolution can be found, incidents will then be forwarded to the VA CO for final resolution. The Quality Assurance Surveillance Plan (QASP) shall outline the evaluation criteria to ensure the contractor is aware of the quality and criteria required to meet the terms of the contract. The COR shall assess the contractor performance once per month and will provide a written assessment to the contractor and VA CS. The evaluation criteria and standards are listed in the Services Summary section. 11. SERVICES SUMMARY TASK # CRITERIA STANDARD RATING 1 The contractor shall provide a timely, within two days, response time for urgent or off duty work requested by VA. Per each calendar month, no more than two documented occurrences of the contractor not responding to urgent or off duty requests with two days notification by the COR or CO. Pass/Fail 2 The contractor shall provide the timely submission of complete and accurate invoices to VA no later than fourteen calendar days after the end of the month. Per each calendar month, no more than two documented occurrences of the contractor invoicing after the fourteenth calendar day after the end of a month. Pass/Fail 3 The contractor shall be required to thoroughly complete each project before notifying the COR that the project s work is complete. The contractor shall notify the COR of any variance to the schedule, to include any work not completed and/or missing parts/components. Per each calendar month, no more than two documented occurrences of the contractor not ensuring that a project is complete before project closeout. All punch list items and any other work must be complete before work is officially accepted by the COR. Pass/Fail 4 The contractor shall adhere to scheduled work times unless notified by the COR. The order of the schedule shall be followed unless approved by the COR. Per each calendar month, no more than two documented occurrences of the contractor not ensuring that all scheduled work is completed per agreed upon schedule. Pass/Fail 5 The contractor shall accurately maintain an inventory and update the web-based inventory system on a weekly basis. Per each calendar month, no more than two documented occurrences of the contractor not keeping an accurate inventory. Pass/Fail 6 The contractor shall avoid contractor-caused delays to project schedules. Per each calendar month, no more than four document occurrences of contractor-caused delays to project schedules. Pass/Fail