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STATEMENT OF WORK
SERVICE & RENTAL OF TENTS PACKAGE

1.0 GENERAL SCOPE
The Veterans Health Administration (VHA) has a requirement for outdoor event tent package for the VHAWAS Winter Haven Homeless Stand-down event that meets the VHA high-quality threshold while integrating excellent environmental stewardship taking place on Saturday November 5, 2022.
This requirement includes outdoor event tent package, delivery/installation, and project management. The Contracting Officer Representative (COR) will be named upon award
Event requirements include tables, table linen, chairs, tents, various heaters, garment rolling racks, lighting, generators and related services.
The vendor shall provide all labor, materials, equipment, transportation, and supervision necessary to satisfy the needs of each ordering activity.

2.0 PERFORMANCE REQUIREMENTS
The vendor shall provide and be responsible for the technical assistance, development, and generation for final specifications.
Tent package delivery and installation will be required on Friday November 4, 2022.
Duty hours will be 8:00 am 4:00 pm. The Government recognized US holidays are: New Year s Day, Martin Luther King, Jr. Day, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day and Christmas Day. If the holiday falls on Sunday, it is observed on Monday.
The vendor shall:
Coordinate and provide project management of all products and services to manage, design, order, ship, deliver, install, break down and pick up tent package with the point of contact (POC).

Provide plan for Set-up and Pick-Up

3.0 KICKOFF MEETING
The vendor shall participate in a kickoff meeting within 5-7 days of task order issuance, in person at Washington, DC., Veteran s Health Administration, 50 Irving St. NW, Washington, DC. 20422. Time and date will be determined by VA Point of Contact.

4.0 SUBMISSION OF QUOTATION
Quote Submission: The vendors shall submit complete emailed electronic copy portable document format (.pdf) or Microsoft Excel (.xls) format of:

Volume 1: (technical)
Submit a complete tent package
Bill of Materials
Bill for labor/installation
Bill for delivery/pickup
Project management plan
Self-certifying statement confirming ability to meet project deadlines
Volume 2: (pricing)
Price quote with separate line for labor/installation
Bill of Materials with subtotals
Pricing must be within the established GSA schedule and tax-exempt.
5.0 EVALUATION CRITERIA
Task order will be evaluated on:
Bill of Materials with subtotals
Ability to stage tent and materials in accordance with tent plan
Labor/Services appropriate to the scope of work
Project staffing plan appropriate to scope of work
Project management plan appropriate to scope of work

6.0 PRODUCT
General
All tents and equipment shall be safe to use and free of defective material which can be hazardous and cause personal injury or damage to equipment or clothing.
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 attachment for technical requirement of products and coordinating floorplan.

Requirements of Space
Welcome / Registration Area (Red Area on Floorplan)
1 Tent with back and sidewalls (Dimensions 20 x 20 )
4 tables
4 table linens
8 chairs
4 space heaters minimum
Community Vendors (Blue Area on Floorplan)
16 tables
16 table linen
24 chairs
4 tents with back and sidewall (Dimensions 20 x 20 minimum)
4 space heaters minimum
5 Decorative backdrops or pipe and drape with up-lighting (Please see dimensioned drawing with Dimension: 25 W minimum)
Social Work (Yellow Area on Floorplan)
8 tables
8 table linen
16 chairs
1 Tent with back and sidewalls (Dimensions: 40 x 10 minimum)
2 space heaters minimum
Primary Care (Orange Area on Floorplan)
1 Tent with back and sidewalls (Dimensions: 20 x 20 )
1 Tent with back and sidewalls (60 x 10 (Divided into 6 stations))
10 tables
22 chairs
4 table linen
7 space heaters minimum
7 ambient lights for smaller rooms
Vaccine Clinic (Orange Area on Floorplan)
1 Tent with back and sidewalls (Dimensions: 20 x 20 )
1 Tent with back and sidewalls (Dimensions: 60 x 20 (Divided into 6 stations))
1 Tent with back and sidewalls (Dimensions: 20 x 10 )
13 tables
26 chairs
16 table linen
7 ambient lights for smaller rooms
Winter Gear: Shoes (Purple Area on Floorplan)
1 Tent with back and sidewalls (Dimensions: 40 x 10 (Must be able to open in back))
8 tables
2 space heaters minimum
2 ambient lights
Winter Gear: Coats & Backpacks (Purple Area on Floorplan)
1 Tent with back and sidewalls (Dimensions: 60 x 10 (Must be able to open in back))
15 rolling garment racks
3 tables for accessories
6 tables for backpacks
6 Chairs
2 space heaters minimum
2 ambient lights
Breakfast Station (Purple Area on Floorplan)
1 Tent with back and sidewalls (Dimensions: 40 x 20 (Must be able to open in back))
10 tables
5 table linen
4 chairs
2 space heaters minimum
2 food warmers
Miscellaneous
Electric Generators (2 minimum)
Extension cords (to coordinate with each tent)
Any additional electrical/ mechanical equipment to fulfill event requirements.

7.0 SERVICES
Service required is detailed in General Requirements for Services and SV1 as outlined in the Solicitation.

Design Contract Tasks/Requirements
The vendor shall attend a minimum of one (1) in-person meeting at the Washington, DC, Veterans Health Administration to review final award with VA COR, Interior Designer and End Users and to make necessary revisions.
During first meeting, the vendor will receive a tour of the event area and staging of tents and equipment. Vendor will explain delivery and set up of tents in accordance with floorplan provided by VA Interior Designer.
The vendor shall allow for three (3) revisions per line item included in design services including updating Auto-Cad Drawings and PDFs as request by VA Interior Designer.
The vendor shall be responsible for taking and applying accurate field measurements to ordered product for verification of correct sizing. Auto-Cad drawings may not be accurate finished dimensions and may not be used in place of field measurements. The Vendor shall be liable for any incorrect field measurements leading to incorrect product order.

The product must not be placed into production without clearance from the VA COR.

Project Manager (PM) Requirements
PM shall be responsible for all communication with VA Interior Designer as pertaining to Requests for Information (RFIs), updates, design changes, notifications, and installation scheduling in writing by email in addition to any phone conferences or in- person meetings.

PM shall represent the Vendor, not the installation company.

PM shall perform an on-site assessment of product and replacement of damaged product due to freight delivery.

PM shall schedule arrival of the product and installation date.

PM shall perform an on-site review of space and installation plans at least 5 business days in advance with VA COR.

PM shall perform on-site visit and assess the area for any encumbrances (loading dock, path of travel, electrical/data need locations, etc.) that would be a potential delay to the project.

PM shall be on-site during installation to answer any questions regarding product installation or space/area.

PM shall perform on-site walk-through and punch list after installation with lead Installer and VA COR.

PM shall provide final sign-off for completion of installation.

Protection of Property
The Vendor shall perform an inspection of the buildings and grounds with the COR prior to commencing work. Vendor shall protect all items from damage. The Vendor shall take precaution against damage to the buildings, grounds, and furnishings. The Vendor shall repair or replace any items related to buildings or grounds damaged accidentally, or on purpose due to actions by the Vendor, utilizing materials of the same quality, size, grade, and color, to match existing work.

To ensure that the vendor shall be able to repair or replace any items, components, on the buildings or grounds damaged due to negligence and/or actions taken by the Vendor, the Vendor shall communicate with the COR to resolve all repairs beyond simple surface cleaning. Concurrence of the COR is required before the Vendor 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.

Delivery

In the event there is a delay in delivery, Vendor must notify the assigned VA COR immediately in writing, preferably via email.

Vendor shall provide the COR with scheduled date and time that the delivery truck will be arriving at least 24 hours minimum in advance.

Vendor must ensure that the driver of the delivery vehicle has copies of the Bill of Materials/delivery orders and shall not attempt to deliver any items before the scheduled delivery date.

Receive and Unload
If the Vendor is unable to complete the assembly and placement of all unloaded items before the end of the workday, the Vendor will be responsible for moving these items to a secure location, until the next available work day. The Vendor will be responsible for moving the items from the overnight storage site to its designated position in the building.

The Vendor shall verify and inspect all items. All deficiencies (damage/overage/shortage) shall be brought to the attention of the COR in writing, preferably via email, immediately upon identification.

The Vendor shall maintain a complete file of all documents relating to each discrepancy and copies of all Discrepancy Reports shall be forwarded to the COR.

Vendor shall repair or coordinate with the COR for replacement of damaged, defective, or missing items.

Assembly and final acceptance
Vendor shall be responsible for all safety and security guidelines within the area in which work is being performed, to include securing any vendor-owned tools or equipment, and any on-site storage being utilized.

The vendor shall install all items in accordance with each requirement statement and basic component floorplan, panel plan and electrical plan, designed and provided by the vendor with each task order.

Vendor shall uncrate all items received and perform all required assembly in accordance with the manufacturers instructions.

Vendor shall prevent its personnel from entering any area other than the designated work area.

Vendor shall inspect to ensure that the tent package is free of defects, and that the installation is complete and ready for use.

The Vendor shall do a final walkthrough with COR and provide a punch list before releasing crew for the day.

Break-down and Pickup
a. Vendor shall be responsible for all safety and security guidelines within the area in which
work is being performed, to include securing any vendor-owned tools or equipment, and
any on-site storage being utilized.

The vendor shall break down and haul away all items in accordance with each requirement
statement and basic component floorplan, panel plan and electrical plan, designed and
provided by the vendor with each task order.

Vendor shall prevent its personnel from entering any area other than the designated work area.

The Vendor shall do a final walkthrough with COR and provide a punch list before releasing crew for the day.

Jobsite Cleanliness
Vendor will be responsible for the removal and disposal of all trash/debris connected with uncrating and assembling all items installed under this contract.

Final Acceptance by the Government will not occur until all installed items have been wiped cleaned and debris/dust connected with installation is removed from the VA site.

Recyclable cardboard products shall be disposed of in accordance with applicable statutes, in respective containers. The vendor is responsible for providing trash containers at an offsite facility.

The Vendor shall ensure its personnel eat, drink, or smoke only in designated areas.

Personal trash (food wrappers, drink containers, etc.,) shall be removed from the site by the Vendor.
Warranty Items

The warranty of an item is to start on the date of acceptance of the products/services by the Government VA COR.

The Vendor agrees to furnish, without cost to the Government, replacement of all parts and material which are found to be defective during the warranty period. The cost of installation and travel of replacement material and parts shall be borne by the Vendor.

Quality Control Plan
The Vendor is responsible for Contract Management and Quality Control. The vendor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this SOW. The vendor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The vendor s quality control program is the means by which the vendor ensures their work complies with the requirement of the contract.
The Vendor shall be responsible for quality control (QC) for all work accomplished during the performance of this contract. Work and documentation produced by the contract personnel may be regularly reviewed by the Contracting Officer Representative (COR).

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