Combined Synopsis Solicitation: Ergotron Sit/Stand Workstation General: This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR subpart 12.6 as supplemented with additional information included in this notice. This notice constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued. The solicitation number is 36C25019Q1222 and is issued as a Request for Quote (RFQ). This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2019-03, effective June 22, 2019. This procurement is a 100% Service Disabled Veteran Owned Small Business (SDVOSB) set-aside and only qualified contractors may submit quotes. This requirement will be awarded on all-or-none basis. The Government will issue a Firm-Fixed Price, brand name only purchase order resulting from this solicitation. The applicable North American Industry Classification System Code (NAICS) is 337214 and the small business size standard is 1000 employees. Line items: ITEM INFORMATION ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 33-406-085 75 EA Ergotron Workfit-TL Sit-Stand Desktop Workstation BRAND NAME ONLY Installation JTC GRAND TOTAL __________________ 3. Statement of Work: 1.0 GENERAL SCOPE The Cleveland VA Medical Center has a requirement Ergotron Workfit TL sit to stand units for the New Philadelphia, Canton, and Akron outpatient clinics. The Cleveland VA Medical Center is currently offering employee wellness with sit to stand units at their desks. VA Cleveland is standardized on the Ergotron Workfit series sit to stand units. This project requirement scope includes 1. Provide 75 Ergotron Workfit TL sit to stand units. VA Cleveland is standardized on this model. 2. Provide installation of the units per a list sent to the installer. Installation may include removing/raising/adjusting system furniture overheads, shelves, and/or tack boards to accommodate the units 2.0 PERFORMANCE REQUIREMENTS The contractor shall provide and be responsible for the technical assistance, development and generation for final specifications. The contractor/sub-contracted installer shall: Remove existing Herman Miller AO system furniture components in the way of the new sit to stand units and return to VA Stock at JTC Contracting. Preferred installer is JTC Contracting. All VA inventory is held at their warehouse. Any parts taken down to accommodate sit to stand units will need to go back in to VA inventory. It will need to be barcoded, scanned and uploaded into VA SnapTracker inventory tracking system proprietary to JTC Contracting. Only JTC staff can do this. Installation will be broken up in to 3 separate trips. It takes about 45 minutes to an hour to install one unit. Staffing according to number of units will need to be appropriate. Akron Outpatient Clinic - 45 miles from Cleveland, 1 hour from drive Install 32 units Canton Outpatient Clinic 65 miles from Cleveland, 1.25-hour drive Install 23 units New Philadelphia Outpatient Clinic 90 miles from Cleveland, 2-hour drive Install 13 units Warranty- Product needs to offer a lifetime warranty that product is free from defects in materials and workmanship (includes shipping, parts and labor for the repair or replacement of defective item. Installation. The SDVOSB awardee shall assemble a team that will work with and for the VA interior designer who is the COR, Katrina Russell. This team shall have a Lead team installer, SDVOSB dealership consultant, and Katrina Russell, COR VA interior designer. Furniture shall be shipped directly to JTC Contracting under direct coordination with COR Katrina Russell. Direct shipments to the Cleveland VA Medical center warehouse are not permitted. Product delivery shall be delivered to the awarded party s own warehouse, where product shall be carefully reviewed for any and all damage. It is preferred but not required to have an installation team selected that has had prior experience working at the Cleveland VA Medical center. Install teams shall adjust staffing accordingly to accommodate project timeline. All installers shall be trained and certified in systems furniture and commercial furniture installation. SDVOSB awardee shall be fully responsible for uncrating and unpacking all furniture and removing all waste products from site. It is not permitted to dispose of packaging materials on the job site. There is no designated dumpster being provided for discarding of packaging of products. Environmental practices and recycling sensitivity are encouraged. Blanket wrapping vs carton packaging is acceptable as long as it is proper precautions are taken to protect the furniture. If something is damaged or broken during shipment to job site, it shall be replaced free of charge to the VA, within a 1-4-week (depending on product) timeframe. Lastly, the SDVOSB awardee shall provide the install team with clear drawings that are functional and buildable. If there are an extensive amount of product symbols that blurs visibility, these will be cleaned and deciphered by the SDVOSB so there is no issue in understanding what the installers are reading and installing product. Install communication The SDVOSB shall be responsible for communicating issues to the COR Katrina Russell, the awardee manufacturer, troubleshooting, and tracking deliveries and ship dates. Every design workstation shall be accessed for accuracy and for completeness. Any items outstanding shall be denoted. A punch list shall be given to the COR within 3 business days post the completion of a phase, detailing a course of action how each item will be addressed and the estimated timeframe. The SDVOSB shall work with the manufacturer to get timely additional product if circumstances deem necessary due to field issues. 3.0 SUBMISSION OF QUESTIONS Questions: All questions must be received by July 31, 2019 11:00 am EST. All questions submitted for this solicitation must be electronically sent to the following email addresses:
[email protected] and
[email protected]. Questions received after the stated date and time, shall be addressed at the discretion of the Contracting Officer. 4.0 SUBMISSION OF QUOTATION Submissions can be sent in multiple emails to avoid computer system email size limitation, to:
[email protected], by August 5, 2019. Quotes submitted by any other method will not be considered. All proprietary information shall be 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. 5.0 EVALUATION CRITERIA Task order will be evaluated on: Bill of Materials with subtotals and tagged per CLIN / floorplan department and room etc. Cut sheets with product detail for each line item. Labor/Services appropriate to the scope of work. (no pricing included) Project staffing plan appropriate to scope of work Project management plan appropriate to scope of work Sustainability Certification 6.0 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. See performance requirements above. 7.0 SERVICES The product shall not be placed into production without clearance from the VA COR. The contractor shall track manufacturing schedule and notify VA Interior Designer with updates of estimated completion date by email. The contractor shall assess, address, and document any punch-list items and shall submit to the VA Interior Designer a remediation plan within 3 business days. The contractor shall provide 30 days free storage. If any additional fees are needed for the course of the three phases, this shall be detailed out in the quote. The Government maintains the option to modify the normal work week, days and hours, as necessary for the accomplishment of VHA mission. PLACE OF PERFORMANCE: The facility does have a loading dock. Delivery: 30 Days ARO FOB Point: Destination JTC Contracting, Inc. 7635 Hub Pkwy Valley View, OH 44125 GOVERNMENT HOLIDAYS: National holidays observed by the Federal Government are as follows: New Year's Day 1 January Martin Luther King's Birthday Third Monday in January President's Day Third Monday in February Memorial Day Last Monday in May Independence Day 4 July Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day 11 November Thanksgiving Day 4th Thursday in November Christmas Day 25 December If a holiday falls on Sunday, the following Monday will be observed as the National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by the U.S. Government agencies. Also included would be any day specifically declared by the President of the United States of America as a National Holiday. Applicable Provisions and Clauses: The following clauses apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions - Commercial Items, with the following added as addenda to the clause, Addendum to 52.212-4 Contract Terms and Conditions-Commercial Items; 852.203-70; 852.219-10; 852.232-72; 852.246-71; FAR 52.252-2; 52.232-40; http://www.acquisition.gov/far/index.html, and http://www.va.gov/oal/library/vaar/index.asp (end of addendum 52.212-4) 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders (of which 52.222-3, 52.222-19, 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.223-18, 52.225-1, 52.225-13, and 52.232-34 are applicable). The following provisions apply to this acquisition: 52.212-1, Instructions to Offerors-Commercial; 52.232-38, and http://www.va.gov/oal/library/vaar/index.asp (end of addendum 52.212-1) 52.212-2 evaluation factors: Technical; Delivery; Past Performance; and Price. 5. Offer Evaluation and Award: This is a competitive Request for Quotations (RFQ) that will be evaluated under FAR Part 12 and 13. The Government will issue a Firm-Fixed Price Purchase Order resulting from this solicitation to the responsible offeror whose offer conforms to the requirements within this solicitation and will be the most advantageous to the Government. Best Value will be how the quotes are evaluated. The following factors will be used in evaluation: A price comparison along with Technical Acceptability, Delivery, and Warranty. An Offeror s initial quote shall contain the best terms from a price and technical standpoint. Offerors are reminded that representatives from your company SHALL NOT contact any Cleveland VAMC personnel to discuss this RFQ during the solicitation and evaluation process. 6. Procedure for submitting documents to the Department of Veterans Affairs. DOCUMENTS THAT ARE TO BE PROVIDED TO THE CONTRACTING OFFICER WILL BE SUBMITTED USING THE APPROPRIATE VEHICLE BELOW. email:
[email protected] 7. Submission of Offer. All information shall be submitted in the manner described below and offerors who do not submit all information may not be considered for award. Set-Aside Requirement: Only verified SDVOSB firms are eligible to submit an offer or receive an award of a VA contract that is set-aside for SDVOSBs in accordance with VAAR Part 819. A non-verified vendor that submits a bid or proposal should be rejected as non-responsive or technically unacceptable as listing in VIP is not self-correctable as a minor informality as, for example, a listing in SAM. All other purported SDVOSBs must apply for and receive verified status in accordance with 38 CFR Part 74 and be listed in VIP prior to submitting a bid or offer on an acquisition conducted in accordance with VAAR Part 819. The VIP database will be checked both upon receipt of an offer and prior to award. This requirement is brand name only. Contractor shall provide an authorized distribution letter. The Contractor shall be an Original Equipment Manufacturer (OEM) authorized dealer, authorized distributor, or authorized Contractor reseller for the proposed equipment/system such that the OEM warranty and service are provided and maintained by the OEM. All warranty and service associated with the equipment/system shall be in accordance with the OEM terms and conditions. The Contractor shall provide new items ONLY; no remanufactured or "gray market" items. All items must be covered by the manufacturer's warranty. Quote must be good for 90 calendar days after close of this Combined Synopsis Solicitation. This solicitation requires registration with the System for Award Management (SAM) prior to award, pursuant to applicable regulations and guidelines. Registration information can be found at www.sam.gov. CONTRACTORS MUST STATE THEIR BUSINESS SIZE when submitting their quote AND if the item is on an FSS/GSA schedule awarded to the Contractor include the schedule information on your quote. Quotes are to be broken out to include line item pricing for each line item. RESPONSES ARE DUE: Monday, August 5, 2019 at 2PM EST. Offers will only be accepted electronically via e-mail to
[email protected]. Enter RFQ 36C25019Q1222 Ergotron Desks in the email subject line.