1_b SOW 7.30.2024.pdf

STATEMENT OF WORK (SOW)

NEW/ RE-MANUFACTURED FURNITURE RENTAL ACQUISTION

Project Title: FURN HCO TRNG FURNITURE RENTAL

Project Number: AUS2422284 AUS-TX0284

IO Number: GF054

Project Objective:

IRS Training Center, Dallas, TX requires rental of (144) 24”W x 60”L new/re-manufactured training tabletops medium gray or taupe color with fixed height T-leg base and (222) black guest chairs with casters, black mesh back, pattern seat for the office space as described in this Statement of Work (SOW). The overall objective of the project is to temporarily setup training tables and chairs to accommodate the high demand of hiring of revenue agents and officers. The training rooms need to be setup immediately for the extensive training of the new hires.

Questions may be addressed to Joyce Derry, Contract Specialist, Joyce.D.Derry@irs.gov and Cathy Collier, Contracting Officer, Cathy.S.Collier@irs.gov

Location:

1100 Commerce Building 2nD Floor, Training Center Dallas, TX 75242

Project Schedule:

The rental of tables and chairs shall be estimated from 01 September 2024 – 31 August 2025, or from initial installation for a period of 12 months. Delivery, placement, and retrieval shall be included in rental agreement. The project will be completed in one (1) phase.

Estimated Base Period of Performance:

01 September 2024 – 31 August 2025

Estimated projected installation date is 01-05 September 2024.

Furniture Deliveries and Installation:

The new furniture will be delivered directly to the site and setup immediately.

mailto:Joyce.D.Derry@irs.gov mailto:Cathy.S.Collier@irs.gov

Delivery to Dealership and/or Warehousing of Product Pending Installation:

This will be a single-phased project, tables and chairs that is shipped to the dealer warehouse prior to installation at the project site shall incur no additional cost for staging unless the need for storage is due to a delay in the project schedule.

Installation During Business Hours:

The Vendor may have access to the building during working hours. Monday through Friday, 8:00am-6:00pm local time, excluding federal holidays.

Installation Outside of Regular Business Hours:

Optional day: Saturdays 8:00am – 5:00pm.

Installation Incurring Overtime Work:

If some or all installation must be conducted after regular business hours or holidays, vendor must indicate the cost for the overtime work.

Large Deliveries and Deliveries After Normal Business Hours:

If installation must be conducted after regular business hours or holidays, the Vendor needs to provide the cost of overtime to work. Also, the Vendor must provide at least 48-hour notice/confirmation of a delivery to occur after hours.

Building Information:

IRS Training Center 1100 Commerce Building, 2nd Floor Dallas, TX 75242

Site Access:

Security Check Point

All Vendors and non-employees are required to follow building security procedures.

Building Entrance:

Vendors can enter through the visitor’s entrance or the dock. The entrance location to the installation site is one floor.

Loading Dock Access:

This is a multi-agency building; therefore, our dock is busy receiving freight for the differing entities. Measurements listed below are directly from General Services Admin. (GSA)

1. Garage door entrance, W = 11'11, H = 10'

2. Distance from area left of rollup door, facing out, to the wall right of the Marshal's elevator, 11' 8

3. Floor to ceiling height throughout the area, 11' 11

4. Width of open, double doors, post office side, 6'

5. Shortest distance between elevator entrance wall and the wall leading to the post office area/adjacent wall, 10' 8.

6. Widest distance same reference area, 11' 8

7. Freight elevator W = 11'11, D = 9'1, H = 9' 4

Freight Elevator Access:

The building freight elevator is used throughout the day and after hours so full access will need to be coordinated with General Services Administration (GSA). This is a commercial size with a capacity load of up to 100,000 lbs., W = 11'11, D = 9'1, H = 9' 4.

Vendor Parking Access:

Vendor truck can be locked inside the building dock. Other vehicles will be able to line up in the street with driver present.

Security Requirements:

Standard Security Clauses

Vendor employees and their Sub-vendors must always display a picture ID when working in the IRS facility. Possession and/or use of firearms, alcoholic beverages or drugs on Government premises are prohibited. Cameras are not permitted on site unless the Government issues an appropriate camera pass. Vehicles, persons, and property entering Government property are subject to search.

The Government reserves the right to remove from the site any employee of the Vendor or Sub- Vendor whom the Government deems incompetent, careless, insubordinate, or otherwise objectionable or whose continued employment on this contract is deemed by the Government to be contrary to the public interest. The Government reserves the right to close the job site and order Vendor personnel off the premises in case of an emergency.

Temporary Site Credentials and Access:

All key cards or other access items are the sole property of the government and must be surrendered daily or upon request to authorized government personnel. Specify if there are any additional security requirements for this project.

Access Clearances and Permits:

The Vendor is responsible for coordinating all requirements for use of loading areas/docks building entrances and elevators with the designated IRS or landlord representative. The Vendor is responsible for obtaining any required clearances or permits that may be required by the local municipality for parking on streets during unloading or loading. The Vendor shall deliver copies of clearances or permits to IRS PM/COTR and/or Landlord or Landlord’s managing agent of the building at least two (2) weeks prior to the delivery.

Government Supplied Documentation:

Plans and DIDs

The IRS PM/COR must provide paper and/or electronic (AutoCAD) copies of the approved space plan as well as preliminary design intent drawings (DIDs) if available for the proposed space. Plans shall provide clear direction and labeling of new, retrofitted, or reused furniture. For projects in active (currently occupied) space the PM/COR shall also include a current plan of the existing space annotated to designate intent for re-use as well as IRS National Workspace Standards (NWS) codes and finish data if applicable.

IRS National Workspace Standards (NWS):

The IRS PM/COR shall provide copies of the IRS National Workspace Standards (NWS) and individual workstation layouts as needed to fully describe the requirements for the proposed layout.

Proposed Project Schedule:

The IRS PM/COR may provide a proposed project schedule to identify critical phases, dependencies, or delivery dates. This schedule is not intended to replace the Procurement Milestones but rather to clarify project conditions or critical interactions.

Project Documentation via Attachments to the SOW:

The following documentation is provided by attachment to this SOW:

Description Comments Current IRS building floor plan, AutoCAD v.2021 (.dwg) and Adobe (.pdf) as applicable

Document provided for IRS project approval only.

IRS Future/Proposed floor plans, AutoCAD v.2021 (.dwg) and Adobe (.pdf)

Will be provided to Awardee.

IRS National Workspace Standards, Individual Workspaces/Support Space illustration (applicable to this project), Adobe (.pdf)

Document provided for IRS project approval only.

Current IRS furniture data for None, space is unfurnished no existing IRS assessment/retrofit/removal (FRS list, photos) property.

Project Installation Phases & Move Schedule, Adobe (.pdf)

Installation date TBD, removal will be 12 months from installation date.

Basic Vendor Requirements:

New Furniture Product

The Vendor shall provide all furniture products identified in SOW. Furniture Requirements and Specifications to meet or exceed layout and performance requirements. Remanufactured or retrofitted furniture will be considered equivalent to newly manufactured products to the extent that the proposed products meet all specification criteria and support project goals for:

• Safe and ergonomic operation

• Compliance with design intent and applicable codes

• Durability and warranty support

• Flexibility for reconfiguration and integration with new products

The Vendor shall provide the total product costs itemized by workstation or unit line item.

Specify the GSA Schedule number(s) where applicable and identify any “open market” parts or units not available on GSA schedule(s). A comprehensive Bill of Materials with adjusted pricing will be required after final drawing and finish approval.

Project Management:

The Vendor shall identify a Project Manager with a minimum of two years management experience on projects of similar scope. The Project Manager shall serve as the primary contact for the IRS PM/COR for coordinating delivery and installation of the product safely, efficiently and in compliance with plans and applicable codes. The hourly rate for the Project Manager shall not exceed the negotiated GSA Schedule hourly rate for Project Management.

Design and AutoCAD Services:

The Vendor shall provide all design and CAD services required to develop a complete installation plan and associated bill of materials for the project. The Vendor shall include sufficient time to meet with the IRS PM/COR after award to review the project and address all building conditions, including verification of dimensions and existing furniture or parts inventory that may impact the proposed furniture installation. The vendor shall be responsible for all specifications and modifications to the proposed layout, installation plan and bill of materials to implement the design intent.

Final plans shall clearly differentiate re-used and new product. The Vendor shall provide a minimum of two (2) copies of the final approved floor plan within five (5) working days of IRS approval. Electronic plans of the final as-built furniture plans are required within 10 working days of installation. Electronic plans must comply with current IRS CAD format. Hourly rates shall not exceed the negotiated GSA Schedule rates for design and graphics services.

Delivery Services:

The Vendor shall provide inside delivery of all new or remanufactured products from the fabrication facilities to the final installation site. Delivery services shall include an option for environmentally sustainable packing materials or methods and clearly itemize the upcharge, if any, for exercising this delivery option. The vendor shall specify the factory location site for all major product lines.

Installation Services:

The Vendor shall provide qualified labor and equipment to install, inspect and adjust all specified furniture at the new location. Installation services and costs shall include offloading, carting, and unpacking at the job location, site protection, inspection, touch-up, repairs, or replacement of any defective parts, as well as thorough site clean-up and trash disposal or recycling.

Installation services shall also include coordination with other trades or Sub-vendors (e.g.

electrical or telecommunications Vendors) and satisfactory resolution of all punch list issues.

For large workstation installations, especially systems furniture, the PM/COR may also require 1-2 days for post-occupancy repairs or adjustments to address user needs. Provide the cost of phased delivery and installation services as separate line items. Note that installation costs will not be paid until punch list is complete.

Space Plans:

The Vendor shall provide floor plan(s), detail drawings and/or specifications to demonstrate the effectiveness of the proposed product configuration in fulfilling the IRS’ workspace needs and design intent. Space plans shall clearly label product which is new vs. existing, retrofitted, or remanufactured products if applicable. Two (2) paper copies (1/8” scale preferred) and an electronic drawing file (AutoCAD release 2021 or later or Adobe .pdf preferred) are required.

Technical Data & Warranty:

The Vendor shall provide technical data sheets (TDS) and primary material safety data sheets (MSDS) for all proposed product lines to validate compliance with IRS technical requirements and contribution toward IRS sustainability goals. In addition, the vendor shall provide a copy of the applicable warranty with designation of warranty service provider for the primary product line with the proposal. Failure to include the TDS and warranty documentation for the primary product line(s) will disqualify the vendor from consideration for this acquisition. See SOW for post- award certification requirements.

Vendor Responsibilities:

Building Protection

The Vendor shall provide and install building protection for the duration of the furniture installation. Building protection includes but is not limited to the following:

a. Masonite or equivalent materials to protect walls and floors within approximately 100’ of the freight elevator or entrance to the space.

b. Masonite or continuous protective material for floors, walls, corners, base molding, carpeting, terrazzo or any other building elements that could be damaged during the delivery and installation of furniture. This protection is critical wherever carts, hand trucks, pallet jacks or other equipment are used for deliveries and staging. All protective materials (Masonite, corner guards, elevator pads and any other protection materials used) must be clean and of a quality sufficient to ensure effective protection of the property.

c. Padding and protective covering materials shall be secured to prevent development of gaps or vulnerable areas. Vendor shall ensure that tape adhesive does not damage floor or walls. Vendor shall provide sufficient protection to the painted surfaces of walls as not to scuff, stain, rub or damage in any way.

d. Elevator padding for the protection of elevator walls and doors for all elevators used for furniture deliveries and installation.

Vendor shall be responsible for submitting a protection proposal for protecting all surfaces of the elevator to be used for the delivery and installation of furniture. The IRS PM/COR and/or Landlord or Landlord’s representative must approve the protection proposal prior to the use of the elevator for delivery and installation of furniture.

The Vendor shall conduct a walk-through of the facility with the IRS PM/COR after the building protection is installed to ensure that the extent and quality of the building protection is approved by the PM/COR. The Vendor shall inspect building regularly to ensure that it is in place and does not present a safety hazard. The Vendor shall coordinate with the IRS PM/COR to leave building protection in place during phased furniture installations, especially when occupancy is also phased. The Vendor shall remove all building protection materials at the completion of the furniture installation. The Vendor shall walk the facility with the IRS PM/COR to ensure that all building protection has been removed and that there is no damage to the facility either from the protection or from the delivery and installation of furniture.

Trash Removal:

The Vendor is responsible for the removal of all packing materials used for the delivery of furniture. Packing materials shall be removed daily. The Vendor is responsible for deciding for the delivery and use of a dumpster if required, or for transportation for the timely removal of all packing materials. The Vendor is responsible for obtaining any required clearances or permits associated with placing a dumpster on the grounds of the facility or on public streets.

The Vendor shall deliver copies of clearances or permits to IRS PM/COR and/or Landlord or Landlord's managing agent of the building at least 2 weeks prior to the delivery. The Vendor shall not allow trash or debris to obstruct other vendors or Vendors.

Post-Award Submittals and Procedures:

Communication

Coordination and communication regarding the project shall be directed to the IRS PM/COR after the award. All questions, shop drawings, technical submittals, delivery schedules, etc.

shall be submitted to the IRS PM/COR.

Site Visits:

One or more site visit(s) may be required to confirm critical dimensions and conditions. All coordination and scheduling must be executed through the IRS PM/COR. Confirmation of space plan dimensions and initial test fit for layout shall be completed within 15-30 calendar days of award. Validation of workstation quantities, pricing, technical specifications, and certifications will generally be required through revision and resubmission of the furniture pricing summary.

This documentation shall be completed within 45 days of contract award or 10 days after final plan approval.

LEED-CI Projects:

Additional submittals and calculations will be required for LEED-CI projects as directed by the PM/COR. These submittals include the following:

• Third-party certifications of environmental performance

• Validation of potential energy savings or carbon output reduction

• Percentages of recycled or reused material content

• Indoor Air Quality (IAQ) documentation

• Documentation of special design features or programs that contribute to life-cycle sustainability and environmental.

Contracting Issues:

All contracting issues shall be referred to the IRS Contracting Officer.

IRS Acceptance of Deliveries:

All deliveries and services shall be accepted on-site by the designated IRS on-site representative.

An IRS representative shall be present for all deliveries and installations.

Final Acceptance:

Final acceptance (Receipt and Acceptance) of the project installation shall be made by the IRS PM/COR. Both the product receipt(s) and punch list(s) must be certified complete by the IRS PM/COR prior to payment of final invoice.

Finish Samples:

At the completion of project vendor is to provide actual samples of finishes specified and approved to include paint, laminate, panel fabric.

Furniture Requirements and Specifications:

Description of Furniture

The training room tables must have power/data grommet with cable management in the center of the table with capacity to house at least 4 data ports and 4 power receptacles. ECO friendly with high quality material (144) 24 x60 training tabletops with color: medium gray or taupe color.

The training room chairs must be ECO friend with a weight of up to 500 lbs., with various adjustments to accommodate all types of employee’s height/weight, ergonomic with durable material. (222) guest chairs with casters, black mesh, fabric seat back and black pattern seat fabric.

Specifications and Technical Requirements:

Construction

All furniture shall be commercial quality product designed for long term performance in federal offices and public spaces. Joints and connections should be tight, strong, and stable.

Surfaces and materials shall be even and consistently applied, with clean transitions from one material to another. Materials, finishes and application methods shall be selected for durability, ease of cleaning or repair, and recycle-ability.

Safety and Ergonomics:

All products shall be designed, manufactured, and tested to ensure compliance with all applicable codes and regulations for safe installation and performance over the life of the product. Operative elements such as hinges, slides, glides, locks, levers, cranks, and lifts shall move smoothly and safely, and adjust with intuitive ease. Ergonomic features or adjustments must support a wide variety of tasks and body types. The proposed furniture shall not only minimize stress or degenerative impact on the user but encourage healthy postures and behaviors. The range of adjustability as well as ease of use, particularly for task seating, will be a critical factor for technical review.

Environmental Performance and Sustainability:

The following specifications describe the minimum certification levels for evaluating environmentally preferable furniture products. Products with higher ratings will be preferred in the technical evaluation of proposals. If environmental performance information is available for the proposed product(s) through a manufacturers or industry-standard website, e.g. Eco Scorecard™, provide web address. Web-based support data or qualified LEED support is required when the product is intended to contribute to LEED certification.

Valid documentation of certifications will be required after contract award. Failure to deliver current certifications within 45 days of award will be referred to the Contracting Officer for correction.

• Level™ or equal: Primary product lines shall be currently certified at BIFMA Level™2 or equivalent multi-attribute assessment.

• Indoor Air Quality: Products shall minimize off-gassing of formaldehyde, VOCs or other potentially hazardous substances in the indoor environment. All proposed products shall be certified under Greenguard™, SCS Indoor Advantage™ or equivalent programs.

• Recycled Content: Products shall incorporate a minimum of 15% recycled content (20% for LEED-CI projects) for primary material(s)

• Certified Wood: Products for which wood-based material is the primary component shall be Certified for Chain-of-Custody through Forest Stewardship Council (FSC), Sustainable Forestry Initiative (SFI) or equivalent program.

• End-of-Life Disposition: Products shall incorporate materials and recovery methods for recycling a minimum of 40% of the primary material(s)

Warranty Requirements:

A minimum 15-year warranty term is required for all systems, case goods, storage and table products. For systems furniture, Vendor must demonstrate and maintain manufacturer training and certifications as an authorized service provider. A minimum 10-year warranty term is required for all seating, including height adjustment mechanism. This furniture is required to support 24-hour, shift-based occupancy. Warranty terms must clearly extend coverage to 24/7 usage.

Conference and Teaming Table/Chair Summary:

Description and Size of Conference/Training Table

Quantity Location/Code Installation Phase

24 x 60 Training tabletop, medium gray or taupe color with fixed height T-

144 Phase 1

Leg Base

Guest Chair with casters, black mesh back, pattern seat, black

222 Phase 1