V301--539 - Fifth Floor Pharmacy Move Service Contract

The Cincinnati Veterans Administration Medical Center (VAMC) has a requirement to move the inpatient pharmacy to either to the second floor or the eight floor (back up eighth floor depending on room availability). The intention of this Sources Sought is to obtain information only. Please do not send a proposal. Requested information: To aid acquisition planning, we re seeking capable and interested firms for the information requested. If your firm meets the criteria please send the point of contract (ronald.heidemann@va.gov) the following, via email: Firm s Name Socio-Economic Status Whether or not your company has a contract vehicle we can order against If your company believes there is an alternative NAICS code please provide this If your company has any questions please provide. PERFORMANCE WORK STATEMENT 1.0 BACKGROUND The Cincinnati VA Medical Center (VAMC) will be activating a new air handler unit for pharmacy with the potential move date being late-2026/early-2027, November-May. Due to personnel constraints, we are requesting the use of specialized movers to relocate medical equipment and testing needed to keep up with current inpatient care medication. The current pharmaceutical iv hoods, 3200 Vine St., Cincinnati, OH 45220 fifth floor will be required to move to second floor (back up eighth floor depending on room availability). This will allow room certification testing so the Cincinnati pharmacy department can continue to create medications for patients within the hospital and CLC. SCOPE OF WORK The purpose of this contract is to provide relocation and moving services for the VA Medical Center at 3200 Vine St., Cincinnati, OH 45220. Moving and relocation services could include disassembly and assembly of iv hoods, disconnecting and reconnecting of medical equipment, disconnecting and reconnecting electricity from the equipment. The Contractor shall provide non-personal services, laborers, contractor operated vehicles, equipment, supplies, transportation, tools, materials, supervision, to perform relocation and moving services for Cincinnati VAMC as defined in the PWS. The contractor shall not connect to or have access to the VA Network at any time. This work should also include room recertification of the medical equipment for non-hazardous pharmacy iv hoods. Testing will allow for pharmacy to continue medication for use of patients and minimize down time of the current iv space. The contractor will then return all equipment to its original location after communicating with COR, process will take 2-4 weeks after original relocation date has been chosen. 3.0 CONTRACT TYPE Firm-Fixed Price. 4.0 PERIOD OF PERFORMANCE Due to the fluid nature of construction, there is not a set date established for the move of the facility, the current period of performance would be November 2026- May 2027. The total number of days required for the work can be established by the contractor and COR during the kick-off meeting, floor plans with the square footage will be provided by the government in the PWS to assist with planning. The government will keep the contractor informed on potential move dates weekly to ensure that proper planning can be completed. Weekend and after-hour work may be required. 5.0 PLACE OF PERFORMANCE From: The Cincinnati VAMC located at 3200 Vine St., Cincinnati, Ohio 45220 fifth floor pharmacy. To: The Cincinnati VAMC located at 3200 Vine St., Cincinnati, Ohio 45220 second floor (or eighth floor depending on room availability) . Back: To original location The Cincinnati VAMC located at 3200 Vine St., Cincinnati, Ohio 45220 fifth floor pharmacy. 6.0 TRAVEL The Government does not anticipate(s) travel under this effort. All work will be within the main Cincinnati VAMC building. 7.0 TASK STATEMENT The Contractor shall provide the following services to support the Cincinnati VAMC clinic office move operations. In addition, the Contractor shall provide all the necessary supplies, materials, equipment, and personnel to fulfil the Government s requirement. At no time during the performance of the contract shall the contractor personnel manage or oversee any federal government personnel. a. Loading and unloading equipment to move items to and from Cincinnati VAMC floors as needed. b. Delivering/hauling medical equipment, and supplies. c. Disconnection and reconnection of medical equipment, if needed, in alignment with manufacturer recommendations. d. Disconnecting and reconnecting electrical power from the workstations, if needed, in alignment with manufacturer recommendations. f. Setting up and reassembling workstations, or medical equipment, as directed by the COR in alignment with manufacturer recommendations. g. Moving and arranging medical equipment or workstations in alignment with manufacturer recommendations. h. Disassembly of medical equipment or workstations to facilitate move, if needed, in alignment with manufacturer recommendations. i. Submit Certificate of Public Convenience and Necessity (CPCN) from the Ohio PUCO 48 hours in advance of any scheduled move or relocation, which shall be inclusive of driver proofs of identification, commercial licensure, certifications, and any VA security documentation (Privacy training certificate) if needed for access to Government facilities. Liability insurance as part of this certification shall eclipse the anticipated value of equipment being relocated and should cover damages to the facilities. j. Shall provide ALL packing materials (i.e. moving boxes, cartons, packing material etc.) and equipment to move requested medical equipment, workstations and supplies. k. Shall pack the equipment, furniture, and supplies into appropriate containers (e.g., boxes, bubble wrap, protective materials) to ensure safe transport and prevent damage. 7.1 Pre-Planning Meeting: Upon award of the contract, the Contractor shall schedule a pre-planning meeting with the COR no more than 7 calendar days after award, and no less than 2 calendar days prior to any relocation efforts. 7.1.1 The Contractor shall coordinate all moves required under this contract with the COR, facility management, and technical points of contact within Cincinnati VAMC. Pre-planning will incorporate site surveys before the move, the Contractor and COR s agreed upon planned approach to completing the move, scheduling specific move dates, and inventorying all equipment subject to move. 7.1.2 Pre-planning Meeting will also include coordination for loading docks, security passes, reserved cargo elevators and all other pre-planning required to complete the move. The contractor shall provide the COR and Facility Management with a Microsoft Word Document or PDF outlining the agreed upon planned approach no more than 48 hours after the pre-planning meeting. 7.1.3 Inventory Lists: The Contractor shall review inventory list of items for relocation, including but not limited to office furniture, workstations, and devices, fragile items, file cabinets, medical equipment, and any supplies or office equipment within the facility. 7.2 Relocating/Moving Services: The Contractor shall safely and effectively disassemble, pack, load, unload, unpack, reassemble, and set up moved equipment/supplies in accordance with the PWS. 7.2.1 Upon approval of the planned approach and inventory listing, the Contractor shall properly disassemble, pack, and load items not limited to workstations, appliances , fragile items, IT and medical equipment using the proper tools and equipment provided by the Contractor. Proper tools include, but are not limited to, hand operated tools, dollies, boxes, straps, stevedores, and power operated tools. 7.2.2 The Contractor shall use materials such as cardboard boxes, moving crates, plastic crates, bins, carts, e-bags, bubble wrap, furniture paddings, various floor and elevator paddings, pallets, straps, tape, and materials to safely pack furniture, equipment, devices, and any other items identified by the COR within the facility. 7.2.3 All coordination of unloading and loading of the Contractor s moving equipment shall be completed in accordance with the Contractor s approved planned approach accepted at the pre-planning meeting. Items loaded shall be safely secured with no damage during transport using the assigned loading dock. 7.2.4 Unloading of Contractor s required moving equipment shall be done safely and effectively using the assigned loading dock at the designated receiving facility. 7.2.5 This will include controlled environment certification services to allow for proper use of iv hoods in their temporary eighth floor location. Reference 8 and 8.1. 7.2.6 Schedule for Deliverables and Reporting Requirements: The Contractor shall complete the deliverables as scheduled. If for any reason the scheduled time for a deliverable cannot be met, the Contractor is required to explain why in writing to the COR and provide a copy to the CO, including a firm commitment of when the deliverables will be completed. This notice shall cite the reasons for the delay, and submit a request for an extension with firm commitment date to the CO. The CO and the COR will review the facts and issue a response in accordance with applicable regulations. 7.2.7 The Contractor shall ensure that all Cincinnati VAMC property and equipment is protected from damage during handling, transporting and/or storage. Property shall be properly secured during transport to prevent it from shifting and shall be stacked properly. The contractor will be liable for any damages to government property. 7.2.8 The Contractor shall maintain capacity to always provide the required equipment during the performance of this requirement: 7.2.9 The contractor shall use RAM-board or sufficient alternative when moving items in contact with the ground to mitigate damage to flooring materials during any moving activities. 8. After every confirmed move, proper testing for room certification must be completed with Cincinnati VAMC pharmaceutical standards. Controlled Environment Certification Services. 8.1 Testing shall include but is not limited to laminar flow bench or portable clean rooms (PCR) certification, operational particle count, air sampling, and smoke pattern test digital recording. 8.2 The contractor will coordinate with COR to move equipment back from second floor/eighth floor to fifth floor pharmacy after construction ends in space. Will be roughly three weeks from the first move of the iv hood equipment. 8.3 Final Walkthrough: Upon completion of an approved and ordered move, the Contractor and the COR will complete a final walkthrough and inspection of all items on the inventory list. The inspection includes, but is not limited to, a final inventory check, inspecting the condition of all disassembly of cubicle workstations, chairs, tables, file cabinets, and fragile items. This inspection will also include IT and Medical equipment and devices; however, this will include not only a visual inspection, but a functional inspection as well (The functional inspection shall be completed by the COR and site technical POC within 72 business hours of the completed moves. This is to allow time for VA IT and BioMed personnel to check the equipment and its operation.) The walkthrough will also consist of a facility inspection to ensure no damage to property. If damage to property, equipment, or supplies is identified, the contractor will reimburse the government the cost of the damages. 8.0 KEY PERSONNEL The key personnel required to execute this task order contract are the following: 8.1 Site Supervisor/Manager and alternate 8.2 Movers/Installers 8.3 Truck Drivers 8.4 Room Certification Testers 9.0 GOVERNMENT FURNISHED ITEMS AND SERVICES The Government will remove all confidential documents and devices prior to a scheduled relocation/moving service by the awarded Contractor. Should the Contractor encounter confidential documents or devices, the COR should be notified immediately, and the item should be left untouched until cleared to do so. 10. CONTRACTOR FURNISHED ITMES AND SERVICES The Contractor shall provide services to accomplish tasks outlined in this PWS, non-personal services laborers; Contractor operated vehicles; equipment; supplies; safety equipment; transportation; tools; materials; supervision; and other items and personnel necessary to perform relocation and moving services for the VA. 11.0 SECURITY 11.1 All personnel employed by the Contractor or any representative of the Contractor entering the Government office space shall display a company identifier while on premises. 11.2 Vendor s staff is required to conform to VA's security and privacy requirements as described below: a. General: Vendor, vendor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. b. The Vendor will be responsible for ensuring compliance by its employees with the security regulations of VA, where work is performed under this contract. c. The Vendor shall insert this clause in all subcontracts when the subcontractor is required to have physical access to a federally controlled facility. d. At no time will the vendor have access to the VA system or PII/PHI of employees or patients. 12.0 ATTACHMENTS a. Atch. 1 2nd Floor Plan b. Atch. 2 5th Floor Plan c. Atch. 3 8th Floor Plan d. Atch. 4 All Equipment