V301– 36C249-21-AP-1818 Moving Services – 5YR BPA Louisville, KY Veterans Affairs Medical Center (VAMC)

Notice Type: Sources Sought Notice

Posted Date: 04-MAY-21

Office Address: Veterans Affairs, Department of; VETERANS AFFAIRS, DEPARTMENT OF; 249-NETWORK CONTRACT OFFICE 9 (36C249); MURFREESBORO, TN 37129

Subject: V301-- 36C249-21-AP-1818 Moving Services - 5YR BPA Louisville, KY Veterans Affairs Medical Center (VAMC)

Classification Code: V - Transportation, travel, & relocation services

Solicitation Number: 36C24921Q0278

Contact: Olonzo Haynes

Setaside: N/AN/A

Place of Performance (address): Department of Veterans Affairs Louisville "Robley Rex" VAMC - John Logsdon (COR)ATTN: Environmental Management Services 800 Zorn Ave Louisville KY

Place of Performance (zipcode): 40206-1433

Place of Performance Country: USA

Description: Veterans Affairs, Department of

VETERANS AFFAIRS, DEPARTMENT OF

249-NETWORK CONTRACT OFFICE 9 (36C249)

Sources Sought Notice 36C24921Q0278This is a Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding the availability and capability of all qualified sources (small and other than small) to perform a potential requirement. The Department of Veterans Affairs, Network Contracting Office 9, hereby provides notice of its anticipated award of a Blanket Purchase Agreement (BPA) to a qualified source. This BPA is expected to be awarded under FAR 13. The period of performance shall be for a period of five (5) years consisting of five (5) ordering periods beginning upon anticipated award date of 08/15/2021 through 08/14/2026. This BPA will provide for moving services for the Louisville Robley Rex Veterans Affairs Medical Center (VAMC) as outlined in the Statement of Work. Contract shall provide all labor, materials, supervision, and equipment to perform relocation/moving services as needed. This requirement is to the Louisville Robley Rex VAMC located at 800 Zorn Ave., Louisville, KY, 40206-1433 and all off-site locations under the responsibility of this Medical Center.THIS SOURCES SOUGHT NOTICE IS NOT A REQUEST FOR COMPETITIVE QUOTES. However, interested parties may identify their interest and capabilities by responding to this requirement no later than May 14, 2021 at 2:00PM, Central Standard Time (CST).Purpose and Objectives: Your responses to the information requested will assist the Government in determining the appropriate acquisition method. A determination not to compete this requirement, based upon responses to this notice is solely within the discretion of the Government. Information received will normally be considered solely for determining whether to conduct a competitive procurement. The Department of Veterans Affairs will NOT be responsible for any costs incurred by interested parties in responding to this notice. Only written responses will be considered. All responses from responsible sources will be fully considered. As a result of analyzing responses to this notice, the Government shall determine if a solicitation will be issued. Any prospective contractor must be registered in the System for Award Management (SAM) to be eligible for award. Interested parties are encouraged to furnish information by email only with RESPONSE TO SOURCES SOUGHT NOTICE 36C249-21-AP-1818 MOVING SERVICES in the subject line. All documents submitted, will not be returned. All interested parties shall submit clear and convincing documentation demonstrating their capabilities to satisfy the requirements listed within this notice to Contract Specialist, Olonzo Haynes by email at Olonzo.Haynes@va.gov. The capability documentation should include general information and technical background describing in detail, the prospective contractor's capabilities, any reelevate experience that will demonstrate your ability to successfully perform this requirement, and your company s business size. Point of contact: Olonzo Haynes, Contract Specialist e-mail above.NAICS code: 484210 and SBA Sized Standard is $30.0M. PSC V301NOTE: Any respondent claiming SDVOSB and VOSB status must be registered and CVE verified in VetBiz Registry https://www.vip.vetbiz.va.gov/. STATEMENT OF WORKMOVING SERVICESRobley Rex VAMCPart I - GeneralIntroductionThe Louisville Robley Rex VAMC located at 800 Zorn Ave. Louisville Kentucky is seeking to establish a Moving Services BPA to handle office moves. The Government anticipates awarding a 5-year BPA that includes single office relocations and multiple office relocations. Moves can occur on the Robley Rex campus, floor to floor, building to building and to or from the below listed CBOC s that can be as close as 15 miles away to over 40 miles away. Additionally, moves may occur between the aforementioned locations and new administrative office space/CBOC s to be determined. Current CBOC s are listed as follows:New Albany CBOC, 811 Northgate Boulevard, New Albany, IN 47150; DuPont CBOC, 4010 DuPont Circle, Louisville, KY 40207; Shively CBOC, 3934 North Dixie Highway, Louisville, KY 40216; Newburg CBOC, 3430 Newburg Road, Louisville, KY 40218. Fort Knox CBOC, 282 Brule Street, Building 875, Fort Knox, KY 40121; Grayson County CBOC, 619 West Main Street, Clarkson, KY 42726; Carroll County CBOC, 1901 Highway 227, Carrollton, KY, 41008; Scott County CBOC, 279 North Gardner Street, Scottsburg, IN, 47170The 800 Zorn Ave Louisville facility has (2) freight elevators. It allows access from the basement to all 9 floors. In addition to the freight elevator, there are two (4) standard passenger elevators one of which provides access to all floors. There are also (4) Clinic elevators which provide service from the basement to the second floor. Loading Areas:The Louisville VAMC Building 1 facility does have an actual Loading dock. The remainder of the buildings located on the main Robley Rex campus do not have loading docks.Building T-20 has a ramp.Building 3 has one passenger elevator. Project SummaryThe move consists of boxed employee items or files along with equipment, case goods, systems furniture, and their contents. In addition, some excess items will need to return to the VA warehouse located at the main campus at the Robley Rex 800 Zorn Ave. Louisville Kentucky 40206 location. There could be instances when furniture items will need to return to the 1720 Mellwood Ave. Louisville 40206 off station warehouse location. Service to include de-installation / transport / re-installation of existing systems furniture (Type: Herman Miller, Kimball, GF & Prison Industries). Period of PerformanceThis requirement is for a 5-year BPA consisting of one guaranteed base ordering period for one-year, with four (4) optional one-year ordering periods. Base period of performance will begin upon receipt of initial call order and last 365 days from issuance. Exercising optional ordering periods will be at the sole discretion of the VA and may include evaluation of Contractor s performance as a determination factor.Base Ordering Period: 08/15/2021 through 08/14/2022Ordering Period 1: 08/15/2022 through 08/14/2023Ordering Period 2: 08/15/2023 through 08/14/2024Ordering Period 3: 08/15/2024 through 08/14/2025Ordering Period 4: 08/15/2025 through 08/14/2026 MoveScheduled moves will be planned for an 8-hour period a day. Significate size moves are defined as exceeding 10 offices moves. Contractor IdentificationThe contract movers are required to check into room A017a for an ID badge. The ID badge must be worn during the duration of their visit to the Medical Center and CBOC s. Patient Confidentiality & HIPAAMaintaining Patient confidentiality is critical while you are at the VAMC and the CBOC s. Private information such as patient names, social security numbers, home addresses and phone numbers cannot be left in the open. Information is always to be secured. If private information is not secured it is the Contractors responsibility to bring it to the attention of the COR for correction and further guidance. PART II MOVE SPECIFIC TERMS & CONDITIONSMove Related Activities:All move activities shall be accomplished within the timeframes specified in the Move Schedule.Mandatory Equipment, Materials & CertificationsPlastic Crates and DolliesPlastic crates (comparable to crates) with interlocking tops and associated dollies for the packing of all adequate office contents are mandatory. Crates must be delivered to both facilities and to a designated location on each floor. Delivered crate / dolly stacks shall not be higher than 5 feet to allow for easy use by VAMC staff. Equipment CartsMoving equipment comparable or equal to equipment carts / gondolas are the preferred choice by VAMC for the transporting of all laboratory equipment, monitors, computer towers and related peripheral devices; padding, shrink-wrapping and utilizing additional precautionary measures to protect the equipment during the physical relocation are also requested. Keyboard BagsKeyboard Bags or suitable boxes/containers are required and will be used by the technology team in prepping the computers for the move. Keyboard bags will need to be delivered to the appropriate VAMC / CBOC facility. The bags must be delivered to designated areas on each floor. Proper Padding and Securing Materials Proper padding equipment such as blankets will be required to help prevent / minimize damage to various furniture and lab equipment during the physical move. Shrink wrap and related materials are also required to secure items during the move process.Move Labels & TapeMove labels and packing tape are required for each move phase and must be delivered to the designated areas on each floor of each facility.Contractor s PersonnelThe Contractor shall provide a full-time project manager and any required assisting management as well as experienced support staff to successfully accomplish the scope of work.The Contractor shall provide a project manager who shall have overall responsibility for the project. The project manager will be responsible for attending large move planning meetings, planning, and organizing the project and shall be the principal point of contact for the Contracting Officer s Representative (COR). The project manager shall remain assigned to the project for the duration of the project and shall be available during all portions of the project work. As required, the Contractor shall assign experienced Installers responsible for de-installing & re-installing office case goods and / or systems furniture workstations as required. The Contractor shall staff each move activity to ensure its completion in accordance with the Move Schedule. Contractor s ResponsibilitiesThe Contractor shall furnish all labor, materials, equipment and resources necessary to accomplish the services as herein described The Contractor shall possess expertise primarily in the orderly relocation of PC s and peripheral electronic equipment, office equipment, file and storage cabinets, records storage boxes, as well as office and storage contents. The Contractor shall be required to demonstrate past experience in the efficient completion of moves similar in scope, size, and complexity.Contractor shall be insured to the existence of the previously mentioned coverage s applying to the work under this requirement. Contractor insurance shall cover any damage to goods in their care, custody and control including, but not limited to, furniture, fixtures, and electronic data processing equipment, up to full value replacement cost of such goods. This coverage shall specify its standard insurance limits and liability for furniture, fixtures, and electronics data processing equipment, and provide information on supplemental rates and coverage, if applicable, to meet the required full replacement cost requirement of the contract. Rates will include all costs of work including, but not limited to, insurance, taxes, equipment, and labor.The COR will supervise the Contractor, which shall include monitoring performance to ensure compliance with the terms of the contract and adherence to the schedule. The Contractor shall be responsible for relocating equipment, furniture, and contents. The related move tasks include but are not limited to the relocation of:PC s, monitors, facsimiles, all in ones, printers & peripheral devices as needed.All required crates, boxes, supplies and miscellaneous items.Metal shelving units and wire cagesTask chairs, lab & stool chairs, as well as cafeteria chairsCustom made laboratory glasswareStorage / File Cabinets & Lateral FilesAll electronic, PC s and specialty equipment shall be moved in accordance with the manufacturer s instructions unless otherwise specified by the COR. Equipment shall not be stacked during relocation. The Contractor shall protect all equipment from inclement weather. The Contractor shall only be responsible for moving the equipment to its proper location(s) at the new facility. Re-assembly and reinstallation of these items will be the responsibility of the Government.The Contractor is responsible for determining the quantities of office and work area/storage contents that will relocate. The Contractor is also responsible for providing the appropriate number of packing crates, book carts, equipment carts, bubble wrap, keyboard bags, commercial bins, tape, pressure sensitive move tags (which shall leave no residue), and / or other special packing materials as suggested appropriate by the Contractor, etc. to accomplish the aforementioned.The Contractor shall take every necessary precaution by means of crating and padding to safeguard all equipment and property from damage.The Government will be responsible for packing and unpacking all individual office contents; therefore, the Contractor shall not include pricing for packing or unpacking of office contents. The Contractor will provide supporting documentation that defines what types of storage and file cabinets as well as how many drawers must be unloaded prior to relocating (i.e. 5 drawer lateral files, 5 drawer vertical file cabinets, storage cabinets, etc.)The Government will be responsible for transporting all lap top computers..The Government will be responsible for disconnecting and reconnecting all related computer cables and peripheral devices.Employee computers will be disconnected / prepped by the Government. Keyboard bags and move labels provided by the moving company will be used to prepare the computers and peripheral devices. Site CoordinationThe Contractor shall be responsible for coordinating access to the origin and destination sites with the COR of the contract. The Contractor shall be responsible for abiding by the rules and regulations at each location. The Contractor shall be responsible for protecting the buildings at both the origin and destination sites during any move activity; this will include but not be limited to floors, thresholds, walls, doors, and doorframes, ceiling sprinkler system and elevator cabs. At a minimum, the following will be adhered to:Floors along the move route, including all corridors and interior aisles, halls, stairwells and any carpeted areas exposed to moving activity be protected by clean '--' masonite sections or approved alternate material furnished by the Contractor. Terrazzo or other stone surfaces shall have butcher paper or corrugated cardboard placed under the Masonite. All sections of Masonite shall be taped together to prevent sliding.Columns, walls, corners, doors, door frames, etc. along all move routes shall be protected by corrugated cardboard and/or corner protectors provided by the Contractor.The Contractor shall provide protective padding for the elevator being used. The Contractor shall assure that weight capacities of the elevator used by its personnel during the move process shall not be exceeded.Immediately before commencement of any move activity and prior to the placement of building protection materials, the Contractor, along with the COR, shall inspect each work area included in the upcoming move s activity and jointly note existing conditions and damages to the buildings. Following the completion of each move phase activity, each work area shall be jointly re-inspected and relocation company-caused damage, if any, documented.The Contractor shall be responsible for keeping move sites orderly, clean, and safe at all times in accordance with the Contract. Furniture packing, crating materials and miscellaneous debris must be removed daily from all existing and new properties and lawfully disposed of properly.The Contractor will have access to a standard elevator, stairwells, and egress points, where available to conduct all move activities. All moving activity shall be performed through the specified doors of egress, stairwells and elevator unless otherwise specified.At both the sending and receiving locations, the Contractor shall take the necessary precautions to avoid overloading the floors or producing excessive stresses in the structure and prevent the same, including hoisting and staging of materials. The Contractor shall be responsible for obtaining necessary weight and stress limits from the property manager at each location.Prior to performing any moving services, the Contractor shall verify and review all applicable site conditions, especially egress door heights and overhead door clearance, code compliance requirements and any other pertinent information to ensure safe and efficient moving of items. Prior to execution of the move, Contractor shall review the floor plans including an onsite verification, to ensure that proper quantities of building protection materials are ordered, delivered, and installed to protect against damage. Any deficiencies shall be brought to the immediate attention of the COR.Pre-Move PlanningThe Contractor will appoint a Project Manager who will be required to attend large scale move planning meetings and will be responsible for working in conjunction with the COR to plan and coordinate the project for its duration and will be available during move activities. The Contractor shall appoint other management staff to support their Project Manager as necessary to ensure the smooth execution of the move.The Contractor shall perform a survey of all existing facilities to become fully familiar with all locations and their respective contents and equipment.The Contractor shall be responsible for conducting briefing sessions for their crews prior to commencement of move activities for each phase. Briefing sessions shall also be conducted at each shift-changing to ensure continuity in performance.The Contractor shall have sufficient supervisory personnel on site during the move activity to accomplish all scheduled activities in a professional manner. In addition, the Contractor supervisory personnel shall be responsible for ensuring relocated items are placed at the destination location(s) in accordance with floor plans and other documentation provided by the COR. The Contractor is responsible for ensuring that all VAMC assets, equipment, furniture, etc. are off loaded from all trucks and vehicles each day and that no VAMC assets are left inside a truck, move vehicle, etc. overnight..The Contractor shall provide, at a minimum, (1) supervisor, a crew of (2) Movers with at least (1) mover with Installation capability, (1) Straight Truck as well as all necessary equipment to conduct general post move services as listed below. Post-move services include, but are not limited to:Adjustments to the existing freestanding furniture placement for personnel (existing case goods and any systems furniture components that were installed by the move company (if applicable). Relocation of mis-placed items from / to basement storage or other rooms and/or buildings as required.Collection and Removal of packing crates from the premises. Collection and removal of cardboard, plastic wrap, misc. debris from buildings. The Contractor is responsible for damages caused by the physical move The relocation company will arrange for competent mechanics, (repairman, furniture refinisher, etc.) to repair furniture, walls, etc. within 48 hours of notification of damages, or to contact the RM to schedule such repairs. In the case of damage to the buildings, it is requested that repair be coordinated through the Contractor and construction subcontractor on site.Execution of Move The Contractor shall accomplish the move activities in accordance with the most up to date move-schedule, including all pre-move, move and post-move activities for each phase.The Contractor shall move all PC s, printers, and peripheral equipment at the beginning of each department move. The Contractor shall submit a Work plan that fully describes their approach, methods, and specific work steps for completing the work and producing the desired deliverables outlined in this SOW. The VAMC encourages responses that demonstrate a thorough understanding of the nature of the work and what the Contractor must do to get the work finished. If inclement weather prohibits a department move from beginning, the Contractor shall resume moving activities as soon as possible and shall work, uninterrupted to ensure timely completion. The Contractor shall include in their quote a description of the specific weather conditions that will prevent them from conducting moving activities.The Contractor will provide a detailed contingency plan which will specify the way equipment failure and other circumstances will be addressed. This plan will include provisions for vehicle replacement and staff replacement which may be required during the move.The Contractor acknowledges that time is of the essence. The Contractor shall plan and perform all move activities to minimally impact the on-going operation.The Contractor shall staff each shift with an experienced and productive crew. The COR reserves the right to require the Contractor to remove staff that is not in compliance with this requirement or those who are deemed unproductive.Safety & SecurityThe Contractor s employees shall always be uniformed when move activity is underway.The Contractor shall provide adequate security for all locations while the move is underway. The Contractor shall be responsible for all losses that may occur as a result of the Contractor s failure to provide adequate security at building access and egress points used for the move.The Contractor shall be responsible for safeguarding confidential data in their possession against loss and theft in connection with the performance of work under this contract.Contractor s may be required to obtain a VA Issued Identification Badge, as well as submit to a Background investigation to obtain the required credential, if Contractors are going to be working unescorted. Sub-Contractors and part time Contractor s requiring Day passes only, will need to be credentialed and badged through the SYMPR, office located in room A017a. NOTE: The Contractor s work shall be performed in a manner to comply with all OSHA, Federal, State and Local laws, regulations and standards and other applicable safety rules and regulations, including those of COR and the Relocation Manager. The Contractor shall maintain through the completion of the contract work all necessary safety procedures, equipment, signs, devices, means and methods for the safe and secure conduct of the work so as to protect all persons from injuries and to protect ODHL s property as well as the Building Owner s property from damage. Compliance is mandatory. Should there be a conflict between a current law, regulation or standard and the contractual arrangements; the most stringent requirement shall be followed. In addition to the above requirements, the following items shall be incorporated into each Contractor s Safety program BW1 and adhered to on this project.Substance Abuse and Drug TestingVAMC prohibits the use, possession or distribution of any controlled substances or alcoholic beverages by a Contractor or an employee of the Contractor on any of VAMC premises. A controlled substance is any drug or drug-like substance whose sales, sue or possession is unlawful, or any prescribed substance used without a prescription. Violators of this policy will be banned from VAMC premises.The Contractor must exclude any individual who has been convicted of a felony or crime involving fraud within the last five years.The Contractor must exclude any individual who has been convicted of a misdemeanor within the last two years (excluding any traffic violations not involving the use of drugs or alcohol).The Contractor shall provide specific policy documentation regarding Conviction and substance abuse to assure compliance.ODHL shall reserve the right to require confirmation that the conviction checks and drug tests of items 1-3, above, respectively, have been and are being conducted pursuant to this Schedule. Special ConsiderationsAccidents All accidents must be reported to the Relocation Manager (COR) BW2 immediately on the day the accident occurs with a complete written report delivered no later than 24 hours following the accident. Contractor is to fully cooperate with the RM in any accident or near accident investigation.Contagious Disease Access to the site will be denied to personnel carrying or suffering from contagious disease.Smoking and Tobacco Chewing Permitted only in the designated smoking areas located outside each facility. No tobacco use is permitted inside the facilities.Intoxicants Use is always strictly forbidden. Penalty is immediate dismissal of the noncompliant Contractor employee as well as a written report submitted to the COR within 24 hours of the incident.Firearms and Weapons Possession is for bidden on the property. Penalty is immediate dismissal of the noncompliant Contractor employee as well as a written report submitted to the COR within 24 hours of the incident. This includes knives over 2 '--' inches, stun guns, Mace, Pepper Spray, and any kind of hatchet or bludgeoning device. Individuals in possession of weapons of any kind will be subject to investigation and potential prosecution by VA Police.Radios, Tape Players, etc. - Use is not permitted at the Project Sites.Cameras Use of photographic equipment such as still cameras or video recorders is not allowed unless written approval is obtained in advance from the COR.Conduct All employees shall observe generally accepted standards of behavior. Contractor s employees will conduct their work in a manner to avoid offending the public, the client s employees, other workers, and supervisory personnel. Fighting will be cause for immediate dismissal and will be reported to the VA Police, resulting in the potential investigation and subsequent prosecution through the United States MagistrateEND OF SOURCES SOUGHT NOTICE

Link/URL: https://beta.sam.gov/opp/be7d1ec4e18e4b07b39a8d3b2a7ca697/view