Loren Data's SAM Daily™

SAMDAILY.US - ISSUE OF OCTOBER 22, 2022 SAM #7631
SOLICITATION NOTICE

W -- Tent Package Rental by 11/4/2022

Notice Date

10/20/2022 6:28:27 AM
 

Notice Type

Combined Synopsis/Solicitation
 

NAICS

532289 — All Other Consumer Goods Rental
 

Contracting Office

245-NETWORK CONTRACT OFFICE 5 (36C245) LINTHICUM MD 21090 USA
 

ZIP Code

21090
 

Solicitation Number

36C24523Q0072
 

Response Due

10/27/2022 11:00:00 AM
 

Archive Date

11/06/2022
 

Point of Contact

Theresa Thomas, Contract Specialist, Phone: 410-642-2411 x25261
 

E-Mail Address

theresa.thomas7@va.gov
(theresa.thomas7@va.gov)
 

Awardee

null
 

Description

STATEMENT OF WORK SERVICE & RENTAL OF TENTS PACKAGE 1.0 GENERAL SCOPE The Veterans Health Administration (VHA) has a requirement for outdoor event tent package for the VHAWAS Winter Haven Homeless Stand-down event that meets the VHA high-quality threshold while integrating excellent environmental stewardship taking place on Saturday November 5, 2022. This requirement includes outdoor event tent package, delivery/installation, and project management. The Contracting Officer Representative (COR) will be named upon award Event requirements include tables, table linen, chairs, tents, various heaters, garment rolling racks, lighting, generators and related services. The vendor shall provide all labor, materials, equipment, transportation, and supervision necessary to satisfy the needs of each ordering activity. 2.0 PERFORMANCE REQUIREMENTS The vendor shall provide and be responsible for the technical assistance, development, and generation for final specifications. Tent package delivery and installation will be required on Friday November 4, 2022. Duty hours will be 8:00 am 4:00 pm. The Government recognized US holidays are: New Year s Day, Martin Luther King, Jr. Day, Presidents Day, Memorial Day, Juneteenth, 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 vendor shall: Coordinate and provide project management of all products and services to manage, design, order, ship, deliver, install, break down and pick up tent package with the point of contact (POC). Provide plan for Set-up and Pick-Up 3.0 KICKOFF MEETING The vendor shall participate in a kickoff meeting within 5-7 days of task order issuance, in person at Washington, DC., Veteran s Health Administration, 50 Irving St. NW, Washington, DC. 20422. Time and date will be determined by VA Point of Contact. 4.0 SUBMISSION OF QUOTATION Quote Submission: The vendors shall submit complete emailed electronic copy portable document format (.pdf) or Microsoft Excel (.xls) format of: Volume 1: (technical) Submit a complete tent package Bill of Materials Bill for labor/installation Bill for delivery/pickup Project management plan Self-certifying statement confirming ability to meet project deadlines Volume 2: (pricing) Price quote with separate line for labor/installation Bill of Materials with subtotals Pricing must be within the established GSA schedule and tax-exempt. 5.0 EVALUATION CRITERIA Task order will be evaluated on: Bill of Materials with subtotals Ability to stage tent and materials in accordance with tent plan Labor/Services appropriate to the scope of work Project staffing plan appropriate to scope of work Project management plan appropriate to scope of work 6.0 PRODUCT General All tents and equipment shall be safe to use and free of defective material which can be hazardous and cause personal injury or damage to equipment or clothing. 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. See attachment for technical requirement of products and coordinating floorplan. Requirements of Space Welcome / Registration Area (Red Area on Floorplan) 1 Tent with back and sidewalls (Dimensions 20 x 20 ) 4 tables 4 table linens 8 chairs 4 space heaters minimum Community Vendors (Blue Area on Floorplan) 16 tables 16 table linen 24 chairs 4 tents with back and sidewall (Dimensions 20 x 20 minimum) 4 space heaters minimum 5 Decorative backdrops or pipe and drape with up-lighting (Please see dimensioned drawing with Dimension: 25 W minimum) Social Work (Yellow Area on Floorplan) 8 tables 8 table linen 16 chairs 1 Tent with back and sidewalls (Dimensions: 40 x 10 minimum) 2 space heaters minimum Primary Care (Orange Area on Floorplan) 1 Tent with back and sidewalls (Dimensions: 20 x 20 ) 1 Tent with back and sidewalls (60 x 10 (Divided into 6 stations)) 10 tables 22 chairs 4 table linen 7 space heaters minimum 7 ambient lights for smaller rooms Vaccine Clinic (Orange Area on Floorplan) 1 Tent with back and sidewalls (Dimensions: 20 x 20 ) 1 Tent with back and sidewalls (Dimensions: 60 x 20 (Divided into 6 stations)) 1 Tent with back and sidewalls (Dimensions: 20 x 10 ) 13 tables 26 chairs 16 table linen 7 ambient lights for smaller rooms Winter Gear: Shoes (Purple Area on Floorplan) 1 Tent with back and sidewalls (Dimensions: 40 x 10 (Must be able to open in back)) 8 tables 2 space heaters minimum 2 ambient lights Winter Gear: Coats & Backpacks (Purple Area on Floorplan) 1 Tent with back and sidewalls (Dimensions: 60 x 10 (Must be able to open in back)) 15 rolling garment racks 3 tables for accessories 6 tables for backpacks 6 Chairs 2 space heaters minimum 2 ambient lights Breakfast Station (Purple Area on Floorplan) 1 Tent with back and sidewalls (Dimensions: 40 x 20 (Must be able to open in back)) 10 tables 5 table linen 4 chairs 2 space heaters minimum 2 food warmers Miscellaneous Electric Generators (2 minimum) Extension cords (to coordinate with each tent) Any additional electrical/ mechanical equipment to fulfill event requirements. 7.0 SERVICES Service required is detailed in General Requirements for Services and SV1 as outlined in the Solicitation. Design Contract Tasks/Requirements The vendor shall attend a minimum of one (1) in-person meeting at the Washington, DC, Veterans Health Administration to review final award with VA COR, Interior Designer and End Users and to make necessary revisions. During first meeting, the vendor will receive a tour of the event area and staging of tents and equipment. Vendor will explain delivery and set up of tents in accordance with floorplan provided by VA Interior Designer. The vendor 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. The vendor 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. The product must not be placed into production without clearance from the VA COR. Project Manager (PM) Requirements PM shall be responsible for all communication with VA Interior Designer as pertaining to Requests for Information (RFIs), updates, design changes, notifications, and installation scheduling in writing by email in addition to any phone conferences or in- person meetings. PM shall represent the Vendor, not the installation company. PM shall perform an on-site assessment of product and replacement of damaged product due to freight delivery. PM shall schedule arrival of the product and installation date. PM shall perform an on-site review of space and installation plans at least 5 business days in advance with VA COR. PM shall perform on-site visit and assess the area for any encumbrances (loading dock, path of travel, electrical/data need locations, etc.) that would be a potential delay to the project. PM shall be on-site during installation to answer any questions regarding product installation or space/area. PM shall perform on-site walk-through and punch list after installation with lead Installer and VA COR. PM shall provide final sign-off for completion of installation. Protection of Property The Vendor shall perform an inspection of the buildings and grounds with the COR prior to commencing work. Vendor shall protect all items from damage. The Vendor shall take precaution against damage to the buildings, grounds, and furnishings. The Vendor shall repair or replace any items related to buildings or grounds damaged accidentally, or on purpose due to actions by the Vendor, utilizing materials of the same quality, size, grade, and color, to match existing work. To ensure that the vendor 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 Vendor, the Vendor shall communicate with the COR to resolve all repairs beyond simple surface cleaning. Concurrence of the COR is required before the Vendor 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. Delivery In the event there is a delay in delivery, Vendor must notify the assigned VA COR immediately in writing, preferably via email. Vendor shall provide the COR with scheduled date and time that the delivery truck will be arriving at least 24 hours minimum in advance. Vendor 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 If the Vendor is unable to complete the assembly and placement of all unloaded items before the end of the workday, the Vendor will be responsible for moving these items to a secure location, until the next available work day. The Vendor will be responsible for moving the items from the overnight storage site to its designated position in the building. The Vendor shall verify and inspect all items. All deficiencies (damage/overage/shortage) shall be brought to the attention of the COR in writing, preferably via email, immediately upon identification. The Vendor shall maintain a complete file of all documents relating to each discrepancy and copies of all Discrepancy Reports shall be forwarded to the COR. Vendor shall repair or coordinate with the COR for replacement of damaged, defective, or missing items. Assembly and final acceptance Vendor shall be responsible for all safety and security guidelines within the area in which work is being performed, to include securing any vendor-owned tools or equipment, and any on-site storage being utilized. The vendor shall install all items in accordance with each requirement statement and basic component floorplan, panel plan and electrical plan, designed and provided by the vendor with each task order. Vendor shall uncrate all items received and perform all required assembly in accordance with the manufacturers instructions. Vendor shall prevent its personnel from entering any area other than the designated work area. Vendor shall inspect to ensure that the tent package is free of defects, and that the installation is complete and ready for use. The Vendor shall do a final walkthrough with COR and provide a punch list before releasing crew for the day. Break-down and Pickup a. Vendor shall be responsible for all safety and security guidelines within the area in which work is being performed, to include securing any vendor-owned tools or equipment, and any on-site storage being utilized. The vendor shall break down and haul away all items in accordance with each requirement statement and basic component floorplan, panel plan and electrical plan, designed and provided by the vendor with each task order. Vendor shall prevent its personnel from entering any area other than the designated work area. The Vendor shall do a final walkthrough with COR and provide a punch list before releasing crew for the day. Jobsite Cleanliness Vendor will be responsible for the removal and disposal of all trash/debris connected with uncrating and assembling all items installed under this contract. 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. Recyclable cardboard products shall be disposed of in accordance with applicable statutes, in respective containers. The vendor is responsible for providing trash containers at an offsite facility. The Vendor shall ensure its personnel eat, drink, or smoke only in designated areas. Personal trash (food wrappers, drink containers, etc.,) shall be removed from the site by the Vendor. Warranty Items The warranty of an item is to start on the date of acceptance of the products/services by the Government VA COR. The Vendor 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 Vendor. Quality Control Plan The Vendor is responsible for Contract Management and Quality Control. The vendor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this SOW. The vendor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The vendor s quality control program is the means by which the vendor ensures their work complies with the requirement of the contract. The Vendor 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).
 

Web Link

SAM.gov Permalink
(https://sam.gov/opp/3ea6f84304564900bc8e57156c466975/view)
 

Place of Performance

Address: Washington DC VA Medical Center 50 Irving Street NW Washington, DC. 20422, USA

Country: USA
 

Record

SN06499041-F 20221022/221020230054 (samdaily.us)
 

Source

SAM.gov Link to This Notice
(may not be valid after Archive Date)

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