Department of veterans affairs

12.2.8. Warehousing and Warehousing Management Services

The Contractor shall provide comprehensive warehousing services. The Contractor shall provide warehousing (to include the provision of the warehouse) for the Buildings 40, 1, 6 & 8 FF&E that will be staged prior to installation and as needed during the activation process. All items must be stored in such a way as to not void manufacturer warranties. It is the Contractors responsibility to determine warehouse size requirements based off the FF&E list (Attachment C). Warehousing services include tracking, receiving, documenting, reporting, and storing all identified FF&E. Please note that Government acceptance of items delivered to the warehouse must be done by Government personnel. The Contractor must have the ability to report all assets stored in the facility with daily updates provided as items are delivered to the facility. Provide temporary and long term warehousing, including all necessary receiving, inventorying, storing and all transportation and logistical services as required to facilitate all IOT&A services under this IDIQ contract and individual Task Orders. Specific task(s) associated with this type of work will be identified and qualified in each individual Task Order. Tasks include but not limited to:

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  The warehouse must be centralized between both facilities (or as otherwise agreed to by the Government POC)
  
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  Provide temperature controlled warehouse
  
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  Identify items that will need to be warehoused and/or determine warehousing requirements
  
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  Warehouse must be equipped with secure Wi-Fi
  
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  Warehouse must provide dedicated IT closet per VA specifications
  
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  Storage of IT equipment (PCs, monitors, phones, peripherals) must be in a designated area meeting VA security requirements
  
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  Provide space for administrative and clinical spaces mockups
  
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  Provide space for Equipment labeling, testing, assembly
  
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  Provide space for IT Equipment programming
  
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  Provide a conference room to host meetings
  
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  Provide office work space for Contractor and Government Employees while on site.
  
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  Identify incoming medical equipment safety inspection, barcoding, and input into AEMS/MERS (Government asset management software used to track enterprise assets) IAW current SFVAHCS policy and provide make/model/serial number information for asset inventory management
  
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  The warehouse must have a sprinkler system, security system, racking, and loading docks.
  
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  The Contractor shall provide appropriate insurance to protect the VA in case of loss or damage to VA property stored at the warehouse
  
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  The Contractor shall provide delivery of items from warehouse to final location on site
  
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  The Contractor shall develop and provide a Warehousing Plan (workflow process).
  
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  Provide necessary Materiel Handling equipment to include: Forklift, pallet-jacks, etc.
  

12.2.9. Delivery, Installation, and Testing Services

Provide for installation, assembly, and technical inspection for equipment/systems. Contractor is to provide for all management, materials, tools, supervision, labor and equipment to support the installation and testing of all purchased equipment and/or systems prior to installation and/or after equipment is installed. All equipment and system testing and installation shall be in accordance with the equipment manufacturer’s recommendations. Specific task(s) associated with this type of work will be identified and qualified in each individual Task Order. Tasks include but not limited to:

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  Transport and install warehoused items
  
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  Installation of FF&E
  
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  Installation of miscellaneous utility services (e.g. network drops, electrical receptacles, plumbing, and low voltage)
  
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  Complete technical inspection of equipment to ensure items and systems are functional per owner’s requirements
  
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  Testing of equipment to ensure items or systems are functional and safe per manufacturer requirements
  
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  IM/IT Cable Test Reports, Wiring Diagrams, and validation of labeling IAW VA OI&T design guide standards
  

12.2.10. Technical Request for Information (RFI) Assistance

In collaboration with the Resident Engineer (RE), provide technical assistance that may include design/build Request for Proposal (RFP) review for space/equipment requirements. Work with internal services to identify space and FF&E needs, and provide technical assistance pertaining to Department of Veterans Affairs Physical Security Design Manual for Life Safety.

12.2.11. Meeting Facilitation Services

The Contractor shall provide group facilitation services to key stakeholders and working groups for meetings required to perform activation PWS tasks. Key stakeholders include, but not limited to: Activation Team Members and Program Support Staff from SFVA Engineering, U.S. Army Corps of Engineers, VA CFM, SFVA Logistics, the Construction Contractor, sub-Contractors, specialty consultants, designers, and other project-related Government and Medical staff as necessary. At a minimum, each department will constitute a workgroup.  The Contractor may identify additional ad hoc groups as necessary.  The Contractor shall guide groups to consensus by identifying requirements, facilitating group discussions, and documenting decisions. The Contractor shall coordinate meetings, and facilitate the groups to assess, analyze, recommend and document solutions as developed jointly by the Contractor and the stakeholders and/or group members.

The Contractor shall be responsible for coordinating and planning. The Contractor shall coordinate the meeting locations and audio/visual support as needed for these meetings with the COR. The COR will finalize arrangement with the facility for rooms and audio/visual support. For meetings requiring teleconferencing capability, the Contractor shall provide the teleconferencing service and call-in numbers, and host the meetings. The Contractor shall not meet with any end users, the A/E firm, Army Corps, the construction Contractor, etc. without first coordinating with the COR and VA PM.

The Contractor shall assure that all appropriate personnel are invited to attend each meeting either telephonically or in person. The Contractor’s Project Manager should be available to attend all requested meetings in person, unless other arrangements have been approved by the COR prior to the meeting. Beyond the Contractor’s Program Manager, the total number of personnel required to attend meetings to support successful execution of the work for any given meeting is to be determined by the Contractor. The Contractor shall notify the COR and/or Government PM in instances where services are habitually absent or late in responding to RFIs. Specific task(s) associated with this type of work will be identified and qualified in each individual Task Order. Tasks include but not limited to:

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  Schedule and document meetings with facility staff, to ensure adequate room and staff availability and meeting times in a centralized location
  
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  Prepare and distribute meeting minutes and sign-in sheets/rosters for all meetings facilitated by the Contractor
  
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  Store meeting minutes and sign-in sheets/rosters in centralized location
  
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  Facilitate meetings as needed
  
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  Facilitate for project management services
  
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  Facilitate for inventory support services
  
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  Facilitate FF&E
  
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  Facilitate for furniture, artwork, and all other interior design services
  
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  Facilitate for equipment and medical equipment support services
  
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  Facilitate for IM/IT planning support services
  
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  Facilitate CONOPS meetings
  
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  Facilitate for IOT&A RFP/RFI development
  
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  Facilitate transfer of data as needed between all stakeholders
  
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  Facilitate all project status meetings
  
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  Facilitate change control board
  
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  Facilitate the and coordinate the storage and collection of all data related to the project