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36C25923Q0367
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Cheyenne VA Medical Center
Climate-Controlled Storage Units
The purpose of this document is to provide a statement of work (SOW), for the lease of four (4) climate-controlled storage units. The Contractor shall provide all personnel, equipment, tools, materials, vehicles, supervision, certifications, and other services for delivery and installation of four (4) climate-controlled storage units. The units will be utilized for storage of Information Technology (IT) equipment at the Cheyenne VA Medical Center located at 2360 East Pershing Blvd., Cheyenne WY 82001.

*A site visit is encouraged but not mandatory on 14th April 2023. Contractors should contact Marian Schindler at (775) 224-5340 to schedule a time.

Contractors are encouraged to conduct a site visit to evaluate what equipment is needed to deliver the units. Contractors should also determine whether additional support equipment is needed to support the weight of the units. All questions generated from the site visit should be directed to Stephanie.Cahill@va.gov. Onsite VA personnel are not authorized to discuss the details of the requirement.
**The deadline for all questions is 3:00pm MST, 19th April 2023.
All questions must be submitted in writing no later than the question cut-off date marked above. All questions will be answered officially through an amendment to the solicitation. Email all questions directly to Stephanie.Cahill@va.gov and copy Douglas.Buffington@va.gov.
***Quotes are to be provided to Stephanie.Cahill@va.gov, copies of the quotes are to be provided to Douglas.Buffington@va.gov, no later than 3:00pm MST, 28th April 2023.
Quotes shall not be hand carried. Faxed quotes will not be accepted. Emailed quotes are the only method of submitted quotes (4MB email limit). The Government reserves the right to make award solely on initial Quotes received. Offerors bear the burden of ensuring that all portions of the offer (and any authorized amendments) reach the designated office before the deadline specified in the solicitation. This RFQ shall be completed in its entirety, and signed and dated, incomplete documents shall not be considered for award.
The Government will accept new questions through 19th April 2023 at 3:00 PM MST. Any questions received after the cut-off may not be reviewed.

Salient Characteristics:

Dimensions:

Length: 20 feet (Storage area must be at least 20 feet in length units offering additional space for office space accepted but not required)
Width: Minimum of 6 feet of internal storage space
Height: Minimum of 8 feet of internal storage space
Insulated units must still meet the minimum internal measurements of 20 x 6 x 8
Each trailer/container must be able to accommodate at least five (5) pallets (4 x4 ) in a single row
Storage area must have at least one entryway (6 minimum) to accommodate forklift
Ramp should be available if trailer/container is elevated from ground and should be able to support forklift with pallet

Temperature:

Units shall have both heating and cooling capabilities to maintain temperature between 50- and 80-degrees Fahrenheit
Method of heating and cooling must always be operational
Shall be weather-proof and able to minimize humidity

Electric/Power:

Must include a breaker panel
Lighting (ceiling preferred) must provide visibility to all areas within the trailer/container
Electric Panel connection characteristics: 50-amp service for each trailer, 240 Volts
Units must be delivered to desired location with capability to be hard wired into provided power supply VA electrician will complete during delivery/installation of units

Security:

All possible entry points (doors and windows) shall have locking mechanisms (keys and padlock preferred but not limited to) to prevent theft and trespassing
Units shall be secured to prevent insect or rodent access

No furniture/shelving shall be included

Units shall be clean and free of debris

Ground consists of loamy soil covered with a few inches of packed asphalt millings

Scope of Work:

Delivery:
The contractor will make delivery of the climate-controlled storage units F.O.B. destination point. Delivery and installation shall be coordinated with the Cheyenne VAMC COR to ensure proper placement. Upon delivery, the COR shall inspect the equipment for acceptance and will confirm with the contractor representative onsite has been received and accepted prior to contractor departure from site.
If equipment is damaged or unacceptable for use, the equipment will be returned to the contractor for replacement at no additional cost to the government.

Final placement of units is subject to the VA COR s discretion. The Contractor should anticipate placement of storage units to closely replicate the sequence and direction illustrated in the updated first image provided in Section D of this document.

The services provided by the Contractor will include delivery, installation (coordinated with VA electricians), service repairs (if/when needed) and removal of the four storage units. Delivery or relocation charges are one-time charges for as long as the unit is placed in the same location. No additional charges will be assessed unless the unit is relocated from the originally placed site. Pick-up and delivery of a unit due to unit failure will be at no additional cost to the government.
Installation:
The Contractor shall collaborate with COR and VA station electricians to ensure storage units are properly connected to the Cheyenne VA external power source. **If an outside electrician is required the Contractor should include any additional costs associated. The Contractor would be responsible for procurement of electrician services.
The Cheyenne VA facility shall provide the additional cable - if needed - to enable an electrician to connect each unit to the facility's power panel. The Contractor should notify the station if specialty cable or other materials are needed to successfully connect the units to the power source.
The Contractor shall provide any additional support materials needed to ensure the foundation can support the weight of each storage unit. Contractors are strongly encouraged to conduct a site visit prior to submitting bids/proposals.
The Contractor is responsible for ensuring the heating/cooling system is fully operational prior to departure after installation.
The COR shall receive all keys and/or access codes that will be used to secure each storage unit.
Title to Equipment:
The equipment will remain the property of the contractor. The Cheyenne VAMC shall take possession and use of the equipment shall not be disturbed in the event of bankruptcy of the contractor, corporate dissolution of the contractor, or other event, so long as Cheyenne VAMC is not in default. The equipment shall remain in the possession of the Cheyenne VAMC until expiration or earlier termination of this lease. Any assignment, sale, bankruptcy, or other transfer of the equipment by the contractor will not relieve the contractor of its obligations to the Cheyenne VAMC and will not change the Cheyenne VAMC duties or increase the burdens or risks imposed on the Cheyenne VAMC under this lease.
Use of equipment:
The equipment will be used only by the Cheyenne VAMC in accordance with all applicable manuals and instructions, as provided by the contractor. The Cheyenne VAMC will maintain the equipment in good repair, operating condition, and working order (ordinary wear and tear excepted), including but not limited to the performance of reprocessing, cleaning, and maintenance procedures described in the manufacturer s instruction manuals.

Loss or damage of equipment:

The contractor shall be responsible for all loss or damage to the equipment during periods of transportation to and from the VA facility. During the time the equipment is in possession of the Cheyenne VAMC, the Cheyenne VAMC shall be responsible for any loss or damage due to the Cheyenne VAMC fault or negligence. If the equipment or any component or accessory is lost while in Cheyenne VAMC possession, the Cheyenne VAMC will be liable for no greater than the fair market value of the lost item or items at the time of loss. The Cheyenne VAMC shall assume risk of loss or damage to the equipment during relocation (i.e., moving the equipment from one Government location to another Government location) unless the contractor shall undertake such relocation.

Warranty:

The contractor will warrant and apply that the equipment will be fit and sufficient for
the purpose intended as set forth in user manuals, merchantable, of good quality and free from
defects in materials or workmanship, for a period covered by this lease. The contractor will
warrant that it has good title to the equipment supplied and that the equipment is free and clear
from all liens and encumbrances. If the equipment proves to be non-conforming with this warranty within such warranty periods, The Cheyenne VAMC may return such equipment to the contractor for repair or replacement of the non-conforming or defective equipment. Repair or replacement of non-conforming or defective equipment shall be the contractor's obligation. The contractor will be responsible for costs associated with the return of non-conforming or defective equipment.

Maintenance:

Lessor shall provide at its sole cost and expense:
Consultation for the purpose of advising Lessee of Site requirements for initiation of rental.
The Equipment as described in introduction.
Preventive maintenance and service of the storage unit(s) will be provided during the hours of 8:00 am and 5:00 pm MST, Monday through Friday, except when damage to the equipment is a result of the negligent acts or omissions of Lessee. Lessee will be solely responsible for reimbursing Lessor for expenses incurred by Lessor for the repair of such damage and for the labor costs of service performed outside covered hours **if prior written authorization is obtained from the Contracting Officer**

Return of Equipment at expiration/termination of contract:

The Contractor shall arrange for pick up and removal of the storage units within 20 business days after completion of the contract. Only costs established within the contract associated with the removal of the storage units will be invoiced by the Contractor once the units have been removed. The Contractor shall notify the Cheyenne COR of the date of removal from the Cheyenne VAMC campus.
B.2 PRICE/COST SCHEDULE
ITEM INFORMATION
ITEM NUMBER
DESCRIPTION OF SUPPLIES/SERVICES
QUANTITY
UNIT
UNIT PRICE
AMOUNT
0001

1.00
JB
__________________
__________________

Delivery/Installation
Contract Period: Base
POP Begin: 05-01-20 POP End: 05-05-2023
NAICS: 531130 - Lessors of Mini-warehouses and Self-Storage Units
PSC: X1GZ - Lease/Rental of Other Warehouse Buildings

0002

12.00
MO
__________________
__________________

Monthly Rental Fees
Contract Period: Base
POP Begin: 05-01-2023 POP End: 04-30-2024
NAICS: 531130 - Lessors of Mini-warehouses and Self-Storage Units
PSC: X1GZ - Lease/Rental of Other Warehouse Buildings

0003

1.00
JB
__________________
__________________

Removal
Contract Period: Base
POP Begin: POP End:
NAICS: 531130 - Lessors of Mini-warehouses and Self-Storage Units
PSC: X1GZ - Lease/Rental of Other Warehouse Buildings

1001

12.00
MO
__________________
__________________

Monthly Rental Fees
Contract Period: Option 1
POP Begin: 05-01-2024 POP End: 04-30-2025
NAICS: 531130 - Lessors of Mini-warehouses and Self-Storage Units
PSC: X1GZ - Lease/Rental of Other Warehouse Buildings

2001

12.00
MO
__________________
__________________

Monthly Rental Fees
Contract Period: Option 2
POP Begin: 05-01-2025 POP End: 04-30-2026
NAICS: 531130 - Lessors of Mini-warehouses and Self-Storage Units
PSC: X1GZ - Lease/Rental of Other Warehouse Buildings

3001

12.00
MO
__________________
__________________

Monthly Rental Fees
Contract Period: Option 3
POP Begin: 05-01-2026 POP End: 04-30-2027
NAICS: 531130 - Lessors of Mini-warehouses and Self-Storage Units
PSC: X1GZ - Lease/Rental of Other Warehouse Buildings

4001

12.00
MO
__________________
__________________

Monthly Rental Fees
Contract Period: Option 4
POP Begin: 05-01-2027 POP End: 04-30-2028
NAICS: 531130 - Lessors of Mini-warehouses and Self-Storage Units
PSC: X1GZ - Lease/Rental of Other Warehouse Buildings

GRAND TOTAL
__________________
36C25923Q0367

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36C25923Q0367

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SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS
Asphalt Millings Trailer Area

Unit Markers 1 Unit Markers 2

Attachments/Links