J071--Furniture Repair and Maintenance Service Contract

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B.2 PERFORMANCE WORK STATEMENT

FURNITURE REPAIR, MAINTENANCE AND RELOCATION
VA DETROIT HEALTH SYSTEM (VADHS)

BACKGROUND:
The Contractor shall provide all necessary products, components, materials, tools, and trained personnel to perform repair and maintenance services as defined in this Performance Work Statement (PWS) in support of the VA Detroit Health System.

TYPE OF CONTRACT:
The government anticipates award of a Firm Fixed Price contract for packaged work orders utilizing procedures from FAR Part 13 to obtain furniture services. The requirement will result in a single-award indefinite-delivery indefinite quantity (IDIQ) contract with a two-year open ordering period which will be funded annually. Maintenance and repair services shall be ordered on an a bi-weekly basis via the issuance of work orders generated through the Maximo system.

The Contractor must identify and provide a single point of contact (POC) to provide overall management and supervision during the term of the contract. The single POC shall serve as a liaison among any service providers/subcontractors to ensure successful completion of tasks.

SCOPE OF WORK:
The purpose of this contract is to provide support of facility needs at the locations identified below. The Contractor must work within the established parameters outlined in this PWS to provide repair and maintenance services for office and medical furniture. In the past this effort has required two furniture repair specialists on site, three days a week to accomplish repair and maintenance activities.

The Contractor must meet with the COR as specified below in Requirement Objectives to review work orders and make recommendations. Additionally, the Contractor must be required to maintain an ongoing inventory throughout the life of the contract.

The Contractor shall generally provide the following services as part of a work order:

Repair chairs
Repair desks
Repair modular furniture
Repair lighting that is connected to modular furniture
Replace furniture locking cores
Relocate furniture from one area to another
Deliver, move and track moving totes
Assist COR in the inventory of stored furniture
Provide a log to the COR documenting completed work orders

Brands of furniture currently in use but not limited to Herman Miller, Steelcase, Kimball, Teknion, Haworth and UNICOR. Specific furniture replacement parts will be ordered by the VA Interior Designer and provided to the Contractor as Government Furnished Material in order to complete the repair as required.

CONTRACTOR RESPONSIBILITIES:

Check in with the COR located in the John Dingell VA Medical Center VA Medical Center, 4646 John R. Street, Detroit, MI, 48201, Lower Level LL643, prior to commencing work and check out when work is complete and turn-in contractor badges to the COR or designated facilities management personnel.

Be in uniform identifying the Contractor; while working on government property. This uniform requirement can be fulfilled by a T shirt with the name of the Contractor displayed.

Where installation, reconfiguration or repair of different manufacturer components will result in voiding any manufacturer warranty, it is the Contractor's responsibility to bring such information to the attention of the Contracting Officer (CO) and COR for direction before installation, reconfigure, or repair of any affected components. If the Contractor installs, reconfigures, or repairs any components prior to receiving such direction, the Contractor shall be responsible for all cost and time incurred, and shall be responsible to return components to their original condition and configuration.

At all times keep the job site, including staging and storage areas used by the Contractor, free from accumulations of waste, material, or rubbish. This material shall be removed on a daily basis to eliminate the accumulation of debris. The Contractor must dispose of all trash in accordance with federal, state, and local laws, and make every effort to recycle packaging material and trash where applicable.

LOCATION OF SERVICES VADHS:

Main Hospital:
Location:
John Dingell VA Medical Center
4646 John R. Street, Detroit, MI, 48201
Clinic:
Location:
Pontiac CBOC
44200 Woodward Ave., Suite 208, Pontiac MI 48341
Detroit Warehouse
8747 Brandt Street, Dearborn, MI., 48126
Piquette Square HPACT
301 Piquette Street, Detroit, MI, 48202
Detroit VET Center
4161 Cass, Detroit MI 48201
Dearborn VET Center
19855 West Outer Drive, Dearborn MI., 48127
Detroit VALOR Center
3245 E. Jefferson Ave. Detroit MI., 48207
Pontiac VET Center
44200 Woodward Ave., Suite 108, Pontiac MI 48341

HOURS OF WORK:
Hours of Work for furniture/equipment moving and installation/de-installation are defined as Monday through Friday from 8 a.m. to 4:30 p.m., excluding federal holidays or as otherwise arranged with the Contracting Officer Representative (COR). Normal schedule will include 3 days per week, normally Tuesday, Wednesday, and Thursday.

The eleven holidays observed by the Federal Government are New Year s Day, Martin Luther King Day, President s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. Also, any other day declared by the President of the United States to be a national holiday.

COMPETENCY OF PERSONNEL REPAIRING FURNITURE:

Contractor repairers shall be able to complete installation/de-installation, reconfiguration, structural repairs, upholstery repairs and cleaning of furniture and seating in accordance with detailed blueprints, manufacturer certified installation practices to maintain manufacturer warranty, hand sketches or AutoCAD installation drawings provided or as directed by the COR with little to no supervision by the COR.

The repairers must possess the ability to read detailed furniture drawings and pull all of the necessary parts to install all of furniture required correctly and per manufacturer certified standards without any assistance from the VA Medical Center staff. The Repairers 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.

Contractor shall assemble, disassemble and reconfigure, clean and reupholster government owned furniture using new and used freestanding, wall mounted, modular systems furniture and seating as outlined on a furniture plan, blueprints, hand sketches, AutoCAD drawing or as directed by the COR. Contractor shall complete upholstery repairs if needed, reconfigurations, structural repairs and cleaning as directed by the COR.

The Contractor shall provide written documentation of the competency of personnel by providing training certificates and qualification of key personnel. Background checks will be required.

REQUIREMENT OBJECTIVES:

Attend bi-weekly meetings with the COR, Interior Designer, and/or other designated VA staff, to review the list of Maximo Repair Work Orders and make recommendations for repairs and maintenance.

Maintain an inventory list for the Dearborn Warehouse, and for the six VA Detroit Medical Center storage rooms separately. Inventory shall be both electronic in MS Excel format and hard copy form. As furniture is stored or removed from storage and placed throughout the facility, the inventory lists shall be updated at that time. Once a month the contractor shall meet with the Interior Designer and inspect the furniture in the storage rooms. Damaged furniture must be handled by the Interior Designer who will arrange for disposition. Once furniture is dispositioned, the inventory lists shall be updated accordingly. This list shall be considered government-owned and shall remain at the facility in the storage room throughout the contract and after the contract ends.

Support the VA Detroit Health System through work orders consisting of one of the general tasks below. The contract will specify an estimated number of work orders per task per year. Specific work orders will outline the exact work required for each order. The government will issue individual task orders for anticipated requirements throughout the ordering period.

TASK 1: Installation of Furniture

The Contractor shall have the ability to read detailed furniture drawings (including blueprints, hand sketches, dealership installation guides, and AutoCAD drawings) and pull all of the necessary parts to install all furniture required correctly and per manufacturer certified standards without any assistance from the VA Medical Center 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. The Contractor shall have the ability to repair or provide technical advice on how to adjust furniture properly as it relates to ergonomics.

TASK 2: Moving/Relocation of Furniture/Totes

Contractor shall be required to supply all labor, equipment, hardware and tools for in-house moving including dollies, flat carts, jacks, panel carts, blanket wraps, consumables, vans, semi-trucks, and floor protection and boxes as directed by the COR. Contractor shall supply all labor and necessary equipment for transporting furniture and equipment from one destination to another and the semi-trucks shall have proper lifts that can be used at various warehouse docks and interior strap supports inside the truck to ensure safe transportation of all items. Contractor shall supply all labor and necessary equipment for transporting totes from one location to another.

TASK 3: Repair of Furniture

Contractor shall be required to supply all labor, equipment, hardware and tools for repairing government owned furniture, in-house and at the off-site locations. Work will be assigned by the COR through Maximo work orders. Repairs shall include repairing chairs, desks, locks, lights, casters, tack boards, hutches, and cubical panels. Contractor shall provide labor and tools. Repair materials will be supplied by the VA.

TASK 4: Determination of Feasibility

Determine the feasibility of repairing broken and damaged items assigned through Maximo. In the event that the repair exceeds the values of a replacement, or the parts are not available, the contractor must report to the COR to be entitled to a nominal fee for the effort. This Task 4 also covers small tasks such as delivery of an office chair replacement, or keys for office furniture.

REPORTING REQUIREMENTS:

Provide a bi-weekly report to the COR detailing the materials and man hours required to complete the work orders for that week. This report shall be submitted to the COR in Excel format.

HISTORICAL DATA

Historically, the Detroit VA Health System has ordered approximately 575 work orders annually in these three areas and equating to approximately 1800 man-hours:
TASK
ANNUAL WORK ORDERS
ANNUAL MAN-HOURS
AVERAGE MANHOURS/ORDER
Task 1: Installation of Furniture
193
564
2.9
Task 2: Moving/Relocation of Furniture/Totes
74
544
7.4
Task 3: Repair of Furniture
209
584
2.8
Task 4: Determination of Feasibility
200
100
0.5

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