1.1.3_01162024_SOW Pasadena Field Office Furniture Lease.pdf

Department of Homeland Security (DHS)/ Federal Emergency Management Agency (FEMA)

June 2021 1

Federal Emergency Management Agency

STATEMENT OF WORK (SOW) FOR:

Furniture Lease DR-4482-CA

DEPARTMENT OF HOMELAND SECURITY (DHS)

DHS/FEMA Statement of Work (SOW)

Learn more at fema.gov June 2021 2

Statement of Work (SOW)

1.0 GENERAL

1.1 BACKGROUND

The Federal Emergency Management Agency (FEMA) Region 9 is one of the Regions that coordinates the Federal Government 's role in presidentially declared Emergencies and Major Disasters, whether natural or human-caused, including acts of terror. To accomplish this mission FEMA regularly maintains commercial properties across various areas of responsibility (AOR) to include field offices to accommodate mission assignments serving the public before, during, and after disasters. The Region 9 Pasadena office is expected to provide individual support and public assistance directly to individuals and households, as well as state, local, tribal, and territorial (SLTT) Governments under the Robert T. Stafford Disaster Relief and Emergency Assistance Act. Leasing of office furniture at the proposed location shall enhance productivity and teamwork among FEMA responders reporting to Pasadena, CA and afford the necessary flexibility to support disaster-related activities.

1.2 SCOPE

The contractor shall furnish, deliver, and install all office furniture in this SOW for the entire term of the contract, to include option years, exercised at the Government ’s discretion. The contractor shall uninstall, and pick up furniture upon contract completion.

1.3 OBJECTIVE

The objective of these requirement is to lease/rent furniture to furnish an office space leased to support disaster staff in Pasadena, CA. The new space will have approximately 50 personnel, occupying an approximate 11070 square feet of furnished space and 6530 square feet of unfurnished space. This requirement consists of providing, installing, and maintaining commercial office furniture for DR-4482 at the Region 9 Pasadena Office located at 75 N Fair Oaks Avenue, Floor 3, Pasadena, CA 91103.

1.4 APPLICABLE DOCUMENTS

All furniture must comply with all agencies’ policies and regulations in NISTIR 8119, March 2016. Layout of all furniture must comply with all federal, state, and local laws and regulations.

1.4.1 REFERENCE DOCUMENTS

The following documents may be beneficial to the Contractor in performing the work described in this document:

Attachment A – Pasadena Office East Annex – Area SF Pasadena Office East Annex - Area (Square

Learn more at fema.gov June 2021 3

Attachment B – Pasadena Office East Annex – Power Outputs Pasadena - East

Annex - Power Output

Attachment C – Pasadena Office East Annex – Furniture Layout Pasadena - East

Annex - Furniture Layo

Attachment D – R9 Cubicle Example R9 Cubicle example Attachment D.png

Attachment E – Electric Floor outlet Electric floor outlet Attachment E.png

Attachment F – Overview of Furniture Required Overview of Furniture required- Attachment

2.0 SPECIFIC REQUIREMENTS/TASKS

2.1 TASK ONE - Design

The contractor shall provide a design and layout plan to FEMA for approval prior to receiving notification to proceed with delivery and installation. Attachment A-E are for the contractor’s reference only. It is the sole responsibility of the contractor to ensure all proposed furniture and layout fit the space available and meet the requirements of this SOW. The layout of furniture needs to account of for existing electrical outlets to allow FEMA to connect electric furniture add-ons to existing outlets and reduce or eliminate the need for running new electrical drops. All furniture shall be uniform in appearance, finishes, colors, and manufacturers, to the fullest extent possible.

2.2 TASK TWO – Delivery and Installation

Contractor shall supply all materials and labor required to deliver and install the furniture, to include power and data connections specified on the design. All power and data connections shall be incorporated into existing connections.

2.2.1 STANDARD WORKSTATION

Each standard workstation shall be 6’x6’ in size in an L-shaped layout with the following: a. 50” high acoustical panels, b. one lockable pedestal with two drawers and one file drawer, c. vertical cable pathways integral to the furniture and panels, d. a minimum of two power receptacles and one data punch out per workstation. Each workstation shall have an ergonomic design, black in color, mesh-backed, padded, stain resistant seat. They shall

Learn more at fema.gov June 2021 4 also include adjustable height arms, adjustable chair height, and locking controls for front tilt, lumbar support, and seat slider.

There will be a total of 36 workstation in the Recovery Staff area, encompassing an approximate 3210 sq ft.

2.2.2 STAND ALONE WORKSTATION

Each standalone workstation shall be 48” x 30” in size with the following: a. 40” high acoustical panels, b. a minimum of two power receptacles and one data punch out per workstation. Each workstation shall have an ergonomic design, black in color, mesh-backed, padded, stain resistant seat. They shall also include adjustable height arms, adjustable chair height, and locking controls for front tilt, lumbar support, and seat slider.

There will be three standalone workstations in the Recovery Staff area, see attachment C.

2.2.3 OFFICE CORNER DESKS

Office corner desks shall be 66”L x 30”D x 29”H with a return of 42”L x 24”D x 29”H. Each cubical shall have a pedestal of three drawers and one of the drawers must be file-compatible and lockable. Each desk shall have an ergonomic design, black in color, mesh-backed, padded, stain resistant seat. They shall also include adjustable height arms, adjustable chair height, and locking controls for front tilt, lumbar support, and seat slider. Each office shall also have a black guest chair, with armrests and casters.

There will be 9 left corner and 10 right corner desks. Each office shall have one employee chair and one guest chair, except EA-303, 304, and 311 which shall have two guest chairs. Office EA-363 shall have no guest chairs. For clarity purposes EA-363 will have both a left and a right corner desk with an additional desk to extend the workspace. The additional desk must match the total width 48” and be a minimum 24”D, for seamless aesthetic. See Attachment C for office numbers and desk layout.

2.2.4 OFFICE DESKS

Office desks shall be 66”L x 30”D x 29”H. Each shall have at least four drawers and one of the drawers must be file compatible. At least one drawer or set of drawers shall be lockable. Each desk shall have chairs with an ergonomic design, black in color, mesh-backed, padded, stain resistant seat. They shall also include adjustable height arms, adjustable chair height, and locking controls for front tilt, lumbar support, and seat slider. Each office desk shall also have a black guest chair, with armrests and casters.

There shall be two desks in each office EA-310, 317, and 318. See attachment A and C. The waiting room adjoining EA-363 shall have four black guest chairs. Contractor will verify room has required space to accommodate four guest chairs.

2.2.4 STORAGE CABINETS

Storage Cabinets shall be metal, gray in color, and have the following dimensions: 36”L x 18”D x 72”H. The storage cabinets shall be lockable with two forward facing doors and solid surface shelves. The shelves shall have the adjustable height anchors for custom configuration.

Learn more at fema.gov June 2021 5

There shall be two storage cabinets in room EA-318 and one in each of the following rooms: EA 317 & 310.

2.2.5 CONFERENCE TABLES

Conference tables shall be wood finish; color and size TBD by the Government during task one. The tables shall have mounted power module with a minimum of four power outputs and two LAN ports. The contractor shall advise the Government during task one of the appropriate table sizes to maximize the number of participants in the usable space. All chairs will have an ergonomic design, black in color, mesh-backed, padded, stain resistant seat. They shall also include adjustable height arms, adjustable chair height, and locking controls for front tilt, lumbar support, and seat slider. Two conference rooms shall also have a black guest chair, with armrests and casters.

Room EA-301, 302, 305, 306, and 312 will be conference rooms, see attachments A and C. Rooms EA-301 and 302 shall have guest chairs. Contractor shall determine the exact number of chairs that will fit available space during task one. Government wants three guest chairs in EA-301 and five in EA-302.

2.2.6 BREAKROOM TABLES

The breakroom tables shall be round with the approximate dimensions 48”L x 48”D x 29” H with approximately three chairs per table or one large rectangular table with appropriate chairs to maximize seating. It would be left to the vendors to provide the Government the best value to maximize seats available and functionality of the space.

There shall be one rectangle table on the corner of the break room TBD”L x 18”D x 29”H with one chair. The chairs will be black stackable chairs with a weight rating of at least 300 pounds.

See attachment A and C, breakroom EA-300. The layout of the room has changed since attachment A was completed.

2.2.7 LOUNGE FURNITURE

The lounge furniture shall be one sofa, two chairs, and one round coffee table. The sofa and chairs shall be stain-and tear-resistant. The coffee table shall be wood finish, color TBD during task one. The contractor shall select appropriate size furniture to fit the space, during task one.

See Attachment A and C EA-369.

2.2.8 BREAK ROOM APPLIANCES

The government has not determined if breakroom appliances will be needed as part of this contract. The appliances are being included as options only.

Refrigerator: 2-Door Side-by-Side Refrigerator ‐ Specs: LED interior lighting, energy efficient, equipped with air filtration.

‐ Color: Stainless Steel ‐ Power: No greater than 120 V ‐ Exterior Dimensions: 36" (w) x 69" (h) x 32" (d); approximately 25.6 cu. ft. in total storage capacity.

Microwave: Countertop Microwave

Learn more at fema.gov June 2021 6

‐ Specs: LED interior lighting, digital display, and rotating turntable.

‐ Color: Stainless Steel ‐ Power: No greater than 120 V ‐ Exterior Dimensions: 21.41" (w) x 12.13 (h) x 17" (d); approximately 1.5 cu. ft. in total storage capacity.

2.3 TASK THREE – Maintenance and Repair

Contractor shall provide full maintenance and repair services to include but not limited to replacement of products with like kind at no additional cost to the Government throughout the term of the contract, to include all options.

2.4 TASK FOUR - Pick Up

Contractor shall be responsible to disassemble and remove all leased/rented furniture from the facility upon the completion of the contract.

2.5 General Information

2.5.1- The contractor’s employees shall provide a photo ID to enter the FEMA facility.

2.5.2- The contractor shall remove, from the property of the FEMA facility, all trash, debris, and any broken or unusable systems furniture that accumulate during the completion of the installation.

2.5.3- The contractor shall be responsible for damage to building property and shall repair and/or replace the damaged property. Repairs shall be made, at the contractor’s expense, to correct any building damage caused by the reconfiguration team, including but not limited to damage to walls, ceiling, and floors. Any building damage shall be restored to the original condition it was in prior to the start of the furniture reconfiguration. This applies to all tasks in this SOW.

2.5.4- The contractor and each of its employees shall comply with all applicable local, state, federal, and authority rules, regulations, and practices. All electrical components shall meet UL safety requirements.

2.5.5- The contractor shall also be responsible for all injury to persons or damage to property that occurs as a result of the contractor’s negligence and shall take proper safety and health precautions to protect the work, the workers, the public, and the property of others.

3.0 CONTRACTOR PERSONNEL

3.1 Qualified Personnel

The Contractor shall provide qualified personnel to perform all requirements specified in this SOW.

Learn more at fema.gov June 2021 7

3.2 Continuity of Support

The Contractor shall ensure that the contractually required level of support for this requirement is maintained at all times. The Contractor shall ensure that all contract support personnel are present for all hours of the workday. If for any reason the Contractor staffing levels are not maintained due to vacation, leave, appointments, etc., and replacement personnel will not be provided, the Contractor shall provide e-mail notification to the Contracting Officer’s Representative (COR) prior to employee absence. Otherwise, the Contractor shall provide a fully qualified replacement.

3.3 Key Personnel

Before replacing any individual designated as Key by the Government, the Contractor shall notify the Contracting Officer no less than 15 business days in advance, submit written justification for replacement, and provide the name and qualifications of any proposed substitute(s). All proposed substitutes shall possess qualifications equal to or superior to those of the Key person being replaced, unless otherwise approved by the Contracting Officer. The Contractor shall not replace Key Contractor personnel without approval from the Contracting Officer. The following Contractor personnel are designated as Key for this requirement.

PROJECT MANAGER

Note: The Government may designate additional Contractor personnel as Key at the time of award.

3.3.1 CONTRACTOR KEY PERSONNEL SHALL NOT BE ASSIGNED BY THE CONTRACTOR TO MORE

THAN ONE KEY POSITION FOR THIS REQUIREMENT.

3.4 Project Manager

The Contractor shall provide a Project Manager who shall be responsible for all Contractor work performed under this SOW. The Project Manager shall be a single point of contact for the Contracting Officer and the COR. The name of the Project Manager, and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the Project Manager, shall be provided to the Government as part of the Contractor's proposal. The Project Manager is further designated as Key by the Government. During any absence of the Project Manager, only one alternate shall have full authority to act for the Contractor on all matters relating to work performed under this contract. The Project Manager and all designated alternates shall be able to read, write, speak, and understand English. Additionally, the Contractor shall not replace the Project Manager without prior approval from the Contracting Officer.

Learn more at fema.gov June 2021 8

3.4.1 THE PROJECT MANAGER SHALL BE AVAILABLE TO THE COR VIA TELEPHONE BETWEEN THE HOURS OF 0800 AND 1700 PST, MONDAY THROUGH FRIDAY, AND SHALL RESPOND TO A REQUEST FOR DISCUSSION OR RESOLUTION OF TECHNICAL PROBLEMS WITHIN 1 BUSINESS DAY OF NOTIFICATION.

3.5 EMPLOYEE IDENTIFICATION

3.5.1 CONTRACTOR EMPLOYEES VISITING GOVERNMENT FACILITIES SHALL WEAR AN IDENTIFICATION BADGE THAT, AT A MINIMUM, DISPLAYS THE CONTRACTOR’S NAME, THE EMPLOYEE’S PHOTO, NAME, CLEARANCE-LEVEL, AND BADGE EXPIRATION DATE.

Visiting Contractor employees shall comply with all Government escort rules and requirements. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent and always display all identification and visitor badges in plain view above the waist.

3.5.2 CONTRACTOR EMPLOYEES WORKING ON-SITE AT GOVERNMENT FACILITIES SHALL WEAR A

GOVERNMENT-ISSUED IDENTIFICATION BADGE. ALL CONTRACTOR EMPLOYEES SHALL IDENTIFY

THEMSELVES AS CONTRACTORS WHEN THEIR STATUS IS NOT READILY APPARENT (IN MEETINGS, WHEN ANSWERING GOVERNMENT TELEPHONES, IN E-MAIL MESSAGES, ETC.) AND DISPLAY THE GOVERNMENT-

ISSUED BADGE IN PLAIN VIEW ABOVE THE WAIST AT ALL TIMES.

3.6 Employee Conduct

Contractor’s employees shall comply with all applicable Government regulations, policies, and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of DHS uniforms, and possession of weapons) when visiting or working at Government facilities. The Contractor shall ensure Contractor employees always present a professional appearance and that their conduct shall not reflect discredit on the United States or the Department of Homeland Security. The Project Manager shall ensure Contractor employees understand and abide by Department of Homeland Security established rules, regulations, and policies concerning safety and security.

3.7 Removing Employees for Misconduct or Security Reasons

The Government may, at its sole discretion (via the Contracting Officer*), direct the Contractor to remove any Contractor employee from DHS facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

4.0 Other Applicable Conditions

The contractor shall, without an additional expense to the Government, be responsible for obtaining all licenses, certifications and permits which are necessary to fulfill the requirements of the Statement of Work. The contractor

Learn more at fema.gov June 2021 9 shall also obtain and pay the costs of any royalties and licenses for any patented or copyrighted items used in the performance of work.

Insurance requirements for successful vendor (proof required and submitted before work to begin).

a. Workers compensation Insurance as required by state law.

b. Commercial general liability insurance in the minimum amount of five million dollars, including an aggregate in the minimum amount of five million dollars.

c. Employer’s liability insurance in the minimum amount of one million dollars.

d. Business automobile insurance in the minimum amount of one million dollars.

4.1 Security

Contractor will not have access to unclassified or Security Sensitive Information under this SOW. All the contractor’s employees and personnel working in the FEMA facility will be required to check in at the building security office and shall be required to have a FEMA escort at all times while working inside the FEMA facility.

4.2 Period of Performance

The base contract period of performance is from the date of award to 30SEP2024. See solicitation for option periods.

4.3 Place of Performance

The primary place of performance will be the Department of Homeland Security, FEMA, Region 9 Pasadena Office located at 75 N Fair Oaks Avenue, Floor 3, Pasadena, CA 91103.

4.4 Hours of Operation

Contractor employees shall generally perform all work between the hours of 0800 and 1700 PST, Monday through Friday (except Federal holidays). However, there may be occasions when Contractor employees shall be required to work other than normal business hours, including weekends and holidays, to fulfill requirements under this SOW.

4.5 Travel

Contractor travel shall not be required for this contract.

4.6 Post Award Conference

The Contractor shall attend a Post Award Conference with the Contracting Officer and the COR no later than 5 business days after the date of award. The purpose of the Post Award Conference, which will be chaired by the Contracting Officer, is to discuss technical and contracting objectives of this contract and review the Contractor's draft project plan. The Post Award Conference will be held at the Government’s facility, located at Region 9 Pasadena Office located at 75 N Fair Oaks Avenue, Floor 3, Pasadena, CA 91103 or via teleconference, as determined by the Contracting Officer.

Learn more at fema.gov June 2021 10

4.7 Project Plan

The Contractor shall provide a draft Project Plan at the Post Award Conference for Government review and comment.

The Contractor shall provide a final Project Plan to the COR not later than 10 business days after the Post Award Conference.

4.8 Business Continuity Plan

Not Used

4.9 Progress Reports

The Project Manager shall provide a weekly progress report to the Contracting Officer and COR via electronic mail.

This report shall include a summary of all Contractor work performed, an assessment of technical progress, schedule status, and any Contractor concerns or recommendations for the previous reporting period.

Reports shall shift to monthly check-in with COR to ensure no issues are outstanding, after the invoice for delivery and installation has been paid by the Government.

4.10 Progress Meetings

The Project Manager shall be available to meet with the COR as needed to present deliverables, discuss progress, exchange information, and resolve emergent technical problems and issues. These meetings may take place via teleconference, email, in-person and/or phone.

4.11 General Report Requirements

The Contractor shall provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Windows XP and Microsoft Office Applications).

4.12 Intellectual Property

Not Used

4.13 Protection of Information

Contractor access to information protected under the Privacy Act or proprietary information is not required under this SOW. Contractor employees shall safeguard this information against unauthorized disclosure or dissemination in accordance with the law and Government policy and regulation.

4.14 Section 508 Compliance

Pursuant to Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d) as amended by P.L. 105-220 under Title IV (Rehabilitation Act Amendments of 1998) all Electronic and Information Technology (EIT) developed, procured, maintained and/or used under this contract shall be in compliance with the “Electronic and Information Technology Accessibility Standards” set forth by the Architectural and Transportation Barriers Compliance Board (also referred

Learn more at fema.gov June 2021 11 to as the “Access Board”) in 36 CFR Part 1194. The complete text of Section 508 Standards can be accessed at http://www.access-board.gov/ or at http://www.section508.gov.

5.0 Government Terms & Definitions

2.0 TBD - To Be Determined

5.1 COR - Contracting Officer’s Representative

5.2 DHS - Department of Homeland Security

6.0 Government Furnished Resources

The Government will not furnish any resources to the Contractor in support of this contract.

7.0 Contractor Furnished Property

The Contractor shall furnish all facilities, materials, equipment, and services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources specified in SOW 2.0 and SOW 6.0.

8.0 Government Acceptance Period

The COR will review deliverables prior to acceptance and provide the contractor with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the COR will send an e-mail to the Contractor notifying them that the deliverable has been accepted.

8.1 The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal.

In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection. The Contractor may have an opportunity to correct the rejected deliverable and return it per delivery instructions.

8.2 Inspection and Acceptance of deliverables shall be completed in accordance with

FAR 52.212.

8.3 All review times and schedules for deliverables shall be agreed upon by the parties based on the final approved Project Plan.

The Contractor shall be responsible for timely delivery to Government personnel in the agreed upon review chain, at each stage of the review. The Contractor shall work with personnel reviewing the deliverables to assure that the established schedule is maintained.

Learn more at fema.gov June 2021 12

9.0 Deliverables

The Contractor shall consider items in BOLD as having mandatory due dates. Items in italics are deliverables or events that must be reviewed and/or approved by the COR prior to proceeding to the next deliverable or event in this

SOW.

ITEM

SOW

REFERENCE

DELIVERABLE/EVENT DUE BY DISTRIBUTION

1 4.6 Post Award Conference 5 days after award

COR, Contracting Officer, PM

2 4.6, 4.7 Draft Contractor Project Plan During conference

COR, Contracting Officer

3 4.7 Final Contractor Project Plan 10 days after conference COR, Contracting Officer

4 4.9 Progress Reports Weekly COR, Contracting Officer

7 xxx Post Installation Check-in Monthly COR, Contracting Officer