Description
Hampton VA Medical Center Cubicles for Food and Nutrition 2 STATEMENT OF WORK  Cubicles for Food and Nutrition + Labor Package  January 15, 2026  Hampton VA Medical Center Hampton Campus 100 Emancipation Dr Hampton, VA 23667 Building 116 First floor room 102D     CONTENTS   I. Justification II. Scope of Work III. Bid Requirements IV. Furniture Requirements V. Other Considerations for Performance VI. Contractor Requirements VII. Place of Performance VIII. Period of Performance IX. Payment Schedule X. Non-personal Services Statement XI. Appendix (Drawings) I. JUSTIFICATION: Food and Nutrition Room 102D is a hub in the service line that serves several functions. Appointments are made for veterans and classes are taught via Teams that require the cameras to be on. In essence of preserving veteran privacy using cubicles for both visual and audio privacy is necessary.  II.SCOPE OF WORK: The selected contractor shall be required to furnish, deliver, and install cubicles to 100 Emancipation Dr, Hampton VA Medical Center Bldg 116 first floor to room 102D. The timeframe for delivery receipt shall be no later than 20 weeks following award of contract, with coordination of specific dates mutually agreed upon by the HAMVAMC Interior Designer and the selected contractor.  The vendor shall field verify the spaces before placing a final order. This assembly shall be developed with the awarded vendor with use of the materials outlined within. The vendor responding to the solicitation shall provide the required furnishings as noted on the attached drawings, described in the performance-based technical specification, and described here within. The attached technical based specification describes the minimal materials, construction, and technical requirements.   III.BID REQUIREMENTS: All bids shall be formatted appropriately as shown below to ensure a consistent basis for comparison: Line Item Description Quantity Cost Extended Cost (Item 1) (Guest Chairs (5) ($100) ($500)  Pieces   Parts  Fabric @ $60/yd.  Etc.) Cost of item (as defined below, i.e. Hon Abound Cubicles from OFI is the basis of design) shall be wholly inclusive of all required components.  Comprehensive freight, installation, and any associated project management fees to be indicated. All product bids must include a comprehensive technical package for review. The technical package shall include 2D and 3D drawings of the line items, cut sheets or other documentation supporting the item meets or exceeds all the indicated required characteristics.   IV. HON Abound Cubicle with sliding doors:  1 HON - Abound Cubicles Brand name or Equal Item 1: Cubicle walls  Cubicle Walls: Cubicle Tiles: Fabric Size : Size: various wall tile sizes Color: TBD Electrical ports: Yes Data Ports: Yes  Quantity: 6 workstations Doors: Yes Size of doors: 80"H x 42"W Storage: Yes Size of storage: 50Hx 24Wx 24D  Or Equal Salient Characteristics: Components and hardware shall be provided by a single manufacturer and shall be a standard commercial product as shown in the vendor s pricelist.  Installation Deliver and install all cubicles. Project phasing and scheduling requirements include planning, project management and installation. All materials, labor, and equipment needed for a turn-key installation. The Contractor is responsible for ensuring staff are trained and certified for planning and installing product to maintain the integrity of the manufacturer s warranty. The Contractor shall be knowledgeable of and shall comply with all applicable federal, state, and local laws, Building Codes, Life Safety Codes, Interim Life Safety Measure, Occupational Health and Safety Administration (OSHA), ADA/ADAG, permits, VA design standards, and instructions required for the performance of the duties in the Statement of Work (SOW). Manage punch list items, including the ordering, delivery, and install of punch list items. The Contractor shall ensure policies and procedures are established that protect the safety and welfare of customers, employees, and the community to minimize or eliminate safety or environmental risks. The Contractor shall be made aware of and must comply with local security policies and procedures in the task order. The Contractor will comply to these standards during all site visits on Governmental property. The contractor should contact the VA COR at least 14 days prior to work start date to ensure compliance to any local security policies.  Provide a local Project Manager to be physically onsite during Installation and managing installation.  Provide white glove installation and clean up. Making set up patient-ready . All debris and packaging materials shall be removed from site. Complete a final walk with lead installer(s), Interior Design COR, and compile a punch-list.   Note: Vendor shall provide hard copy data sheets and technical information on the substituted products. Data sheets shall include picture or rendering, make and exact model number, description, cut sheet, price list, and technical information on why  substituted item meets SOW requirements. Technical data shall be provided within 10 days of bid submission. Failure to provide all information and samples will be considered an incomplete bid package.   V. OTHER CONSIDERATIONS FOR PROPOSAL Dealer shall have in-house services available including interior design, sales, installation, and warehousing capability. Dealer/Manufacturer shall have the following professional associations: a. Efficient Data Centers 7x24 Exchange b. AFCOM c. BICSI Lead-time is a critical factor. Bidders shall present their best lead-time to design, manufacture, ship, and install furniture. Installation must be the quickest turnaround as possible within a 72-hour period. If bidder is not the manufacturer of all major components, such as core, surfaces, modular walls, and lift solutions, then the bidder shall specify which manufacturer is being used and include their reference information and past experience to determine qualified status.  VI. CONTRACTOR REQUIREMENTS The contractor shall perform all work under this contract in strict accordance with all safety codes to eliminate the possibility of damage or injury to patients, personnel and equipment or building structures.  Delivery, Assembly, Installation and Storage 1. The contractor shall not be alone in the designated installation space and shall be escorted by a VA employee at all times. 2. Point of Contact (POC) for delivery and installation is Nicole Washington (948) 205 2308. 3. Track all orders to ensure timely delivery and communicate issues to COR. 4. The contractor shall be contacted by the POC at least two weeks prior to date that services are to begin. Pick-up, delivery and installation services are expected to be performed per future information. The contractor shall coordinate delivery times with the POC to confirm that the building is ready for delivery of boards. Once confirmation is received, the contractor shall provide the POC with a minimum of 72 hours notification as to date and time that the trucks and crews will be arriving. 5. In the event there is a delay in install, the contractor shall notify the Government POC immediately. 6. Caregiver spaces furniture delivery is not to interfere with the operation of the facility. The contractor shall coordinate the work of the project with the COR to ensure minimal disruption of the Medical Center operations. 7. Foreman shall be available to supervise all installation. 8. Furniture layout and shop drawings will be provided before award; the contractor shall place items in building as identified in the furniture layout. Final furniture layout shall be determined by COR. Furniture layout shall meet the requirements and design intent of ABA, NFPA, OSHA, BIFMA, CAL 117, VA, for all accessibility, life safety, occupational safety, VA, and federal requirements for a business. 9. All products shall be installed by manufacturer certified installers with experience working in healthcare environments. 10. The contractor shall uncrate all items received and perform all required assembly in accordance with the manufacturers instructions. All uncrated material shall be removed from VA property by the contractor. 11. If the contractor is unable to complete the assembly and placement of all unloaded items before the end of the workday, the contractor shall be responsible for moving these items to a secure location, until the next available workday. The contractor shall be responsible for delivering the items from to the site on the decided installation day(s). The contractor shall coordinate with the POC as to where any excess items are to be stored, if applicable. The contractor shall be responsible for delivery of excess items to storage area(s) designated by the POC. 12. Post-installation walk-through shall be required by manufacturer s Regional Installation Manager and Senior Account Manager in order to ascertain full compliance to the floor plan, console design, and materials specified. Any inconsistencies will be noted and shall be scheduled for completion prior to sign off of the project. 13. Repair or replace damaged products at the discretion of COR.  Product Documentation 1. Vendor shall provide furniture cut sheets, warranty and delivery schedule. Vendor shall provide O&M manual including warranty, care, and manufacturer contact information to COR at completion of project.  Protection of Property 1. The contractor shall protect all items from damage. The contractor shall take precautions against damage to the buildings, grounds and furnishings. The contractor shall repair or replace any items related to buildings or grounds damaged  accidentally, or on purpose due to actions by the contractor, utilizing materials of the same quality, size, grade and color, to match existing work. 2. The contractor shall perform an inspection of the buildings and grounds with the POC prior to commencing work. To ensure the contractor shall be able to repair or replace any items, components, buildings or grounds damaged due to negligence and/or actions taken by the contractor. The source of all repairs beyond simple surface cleaning shall be the responsibility of the facility construction contractor (or appropriate subcontractor), so that building warranty is maintained. Concurrence of the POC is required before the contractor or anyone other than the facility construction contractor (or its subcontractors) 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. 3. The contractor shall be responsible for security of the areas in which the work is being performed prior to completion and transfer to the Government. The contractor shall maintain accountability and control of any keys provided and shall return them to the POC upon completion of the work. 4. Material handling equipment shall have rubber wheels. 5. Assure that adjoining work is not damaged by installation of this work. 6. Provide temporary protection as required and repair all damage to such work.  Clean-up 1. The contractor shall be responsible for the removal and disposal of all trash connected with uncrating and installing the caregiver spaces furniture and other items installed under this contract. Final acceptance from the contractor shall not occur until all trash connected with furniture installation is removed from the site. 2. Recyclable cardboard products shall be disposed of in accordance with applicable statutes, in respective containers. 3. Items must be staged outside of patient rooms and/or not blocking egress within the units.  4. Personal trash (food wrappers, drink containers, etc.,) shall be removed from the site on a daily basis by the contractor. 5. Immediately after installation and adjustment; clean all surfaces to remove all marks, soil, and foreign matter. Just prior to substantial completion, recheck all components and perform all required additional cleaning.  Installer Qualifications Furnish proof of familiarity with equipment to be installed. Provide list of at least three previous projects, giving names of projects, scope, and name and telephone number of individual at facility to contact. Furnish proof of financial and technical resources to assure prompt performance in delivery and installation and in-service training of hospital personnel. Provide competent supervision and installation personnel.  Conformance Standards  Contractor shall provide installation service and ensure that the equipment functions in accordance with the equipment manufacturer s technical performance specifications. Contractor shall conform to all regulations to include but not be limited to federal, state and local governing any chemicals, equipment or work which may be used or performed in the work under this contract. Certified Trained Technicians & Key Personnel The installation and testing shall be performed by vendor trained personnel in accordance with the agreement. In addition, each report must, at a minimum, document the following data legibly and in complete detail.  A. Name of contractor and contract number. B. Name of FSE who performed services. C. Contractor service ESR number/log number.  D. Date, time (starting and ending), equipment downtime and hours on-site      for service call. E. Identification of equipment to be serviced: 1) Inventory ID number,  2) Manufacturer's name,  3) Device name,  4) Model number,  5) Serial number,  6) Any other manufacturer's identification numbers. F. Itemized Description of Service Performed (including, if applicable, costs                  associated with after normal working hour services) including: 1) Labor and Travel, 2) Parts (with part numbers),  3) Materials and Circuit Location of problem/corrective action. G. Signatures:  1) FSE performing services described  2) Authorized VA Employee who witnessed service described.  NOTE: - Any additional charges claimed must be approved by the COR or designated representative before service is completed! Reporting Requirements The Contractor shall be required to report to the Police Office to check in. This check- in is mandatory. When the service is completed, the FSE shall document services rendered on a legible ESR(s). The FSE shall be required to check out with Engineering and submit the ESR(s) to the COR or designated representative. ALL ESRs shall be submitted to the equipment user for an "acceptance signature" and to the COR or designated representative for an "authorization signature". If COR or designated representative is unavailable, a signed, authorized copy of the ESR will be left with the user. Identification, Parking, Smoking & VA Regulations The Contractor's FSE's shall wear visible identification at all times while on the premises of the VAMC. The Contractor shall park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the VAMC. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court Security Requirements  All contractor personnel shall obtain a short-term identification badge issued by the COR or government designated representative. Such badge shall be worn by the individual and prominently displayed at all times while on VA Property. No employee of the contractor shall enter the project site without a valid identification badge issued by the VA. In order to obtain a short-term identification badge, contractor personnel shall present to the COR a valid (non-expired) photo identification issued by a US federal, state or local government agency.  Records Management Language for Contracts The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract: 1. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. 2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.  3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.  4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.  5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.  6. The Government Agency owns the rights to all data/records produced as part of this contract.  Note: The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting    VII. PLACE OF PERFORMANCE The contractor shall coordinate delivery and installation of cubicles at 100 Emancipation Dr, Hampton VA Medical Center Bldg 116 first floor to room 102D. Work hours will be between 7 AM and 4:30 PM, Monday Friday unless otherwise agreed upon. However, delivery dock hours shall be off hours Monday Through Friday after 4:30pm or Saturday after 8am.   VIII. PERIOD OF PERFORMANCE The vendor is on notice that time is of the essence in the performance of this contract. The timeframe for delivery receipt shall be no later than 20 weeks following award of contract, with coordination of specific dates mutually agreed upon by Hampton VA Healthcare System, Hampton Campus and the selected contractor. Vendor supplied storage for up to 60 days may be required.   IX. PAYMENT SCHEDULE The contractor shall bill on completion and acceptance of the work. Invoices will be paid upon the completion and acceptance of the procured equipment. Invoices shall include at a minimum, the following information: Contract Number, Purchase Order/Task Order Number, Contractor Name, and Item(s) installed.   Additional Charges There shall be no additional charge for time spent at the site (during, or after the normal hours of coverage) awaiting the arrival of additional FSE and/or delivery of parts.  X. NON-PERSONAL SERVICES STATEMENT The contractor employees performing services under this order shall be controlled and supervised at all times by management personnel of the contractor. The contractor management shall ensure that employees properly comply with the performance work standards outlined in the SOW. The contractor employees shall perform their duties independent of, and with occasional supervision of VA COR. The tasks, duties, and responsibilities set forth in the SOW may not be interpreted or implemented in any manner that results in any contractor creating or modifying Federal policy, obligating the appropriate funds for the United States Government, overseeing the work of Federal employees, providing direct personal services to any Federal employee, or otherwise violating contracting regulations.Â