Statement of Work Revised 09252024.docx

US Department of Agriculture (USDA)

Statement of Work

Contents

Project ENG-CON-RO- Furniture Movement

General Information

1.0 Background

R5 Regional Office for the United Sates Forest Service (USFS). The Pacific Southwest Region of the US Forest Service manages 20 million acres of National Forest land in California and assists the State and Private Forest landowners in California, Hawaii, and the U.S. Affiliated Pacific Islands, eighteen national forests are in this region, in the North Coast, Cascade, and Sierra Nevada ranges and from Big Sur to the Mexican border in the south Coast range. R5 RO is the administrative support and operations building for our Pacific Southwest Region Forests.

R5 Regional Office Vallejo has been coordinating with R6 Regional Office for the movement and relocation of furniture cubicles and other related furniture components from storage containers at Job Corps Timberlake Site, Estacada, OR from this location to R5 Regional Office US Forest Service in Vallejo, CA. Goal and objectives are to save the US Forest Service thousands in funding by rotating and relocating newer cubicle furnishings to our Regional Office for proper dry storage.

2.0 Scope of Work

The contractor shall provide all tools, materials, supplies, and equipment transportation, personnel, labor, supervision, and management necessary to perform moving services, at the Job Corps Timberlake to the Region 5, Regional Office in accordance with all applicable laws, regulations, standards, instructions, permits, and commercial practices.

3.0 Location

Pick-Up Location: Job Corps Timberlake, 59868 E, Estacada, OR 97023 Drop-Off Location: R5 Regional Office US Forest Service, 1323 Club Drive, Vallejo, CA 94592 Mileage = Approx. 600 miles.

4.0 Period of Performance

Date of award to November 15, 2024. Note - Furniture must be removed from storage by October 31, 2024 and delivery must be completed by November 15, 2024.

5.0 General Requirements

5.1 No disassembly, or reassembly requirements necessary of this office equipment. Equipment has already been disassembled.

5.2 All contractor employees must be able to read, write, speak, and understand English fluently.

5.3 Contractor is responsible for filing proper reports and following all associated guidelines/policies/DOT practices for furniture transport requirements.

5.5 Equipment can be palletized at pick-up location as loading into the cargo area for transportation; forklift will be available by the government at drop off site to assist with the offloading. Pallets will not be provided by the Government.

5.6 Partnering: In order to have an effective contract administration program that also ensures a successful business relationship between the USFS and the Contractor, all parties involved in the service delivery process must work as a team and foster open and honest communication at all times. Close coordination and active cooperation between the Contractor and the USFS are necessary to ensure that each move is done in a timely, professional, and safe manner.

6.0 Specific Tasks

Contractor shall perform the following tasks:

6.1 Conduct Pre-Move Planning of Relocation and Coordination, Shipping Timeline Plan, and Packaging Materials Plan.

6.2 Plan for long distance move and removal of all listed office furniture equipment items (See Attachment Table A) from storage containers, packing office equipment and supplies for transport, and transport and delivery to designated location. Provide damage reports. Transportation of all equipment and supplies from short-term storage containers.

6.3 Properly pack/wrap/weigh/crate/load/labeling as appropriate for moving all associated materials from pick up location for transport, transport to designated location, unloading of materials upon delivery, and move all materials to an elevator access location on the 2nd floor with an open area floor plan for an organized storage.

6.4 Acquire appropriate packing materials to keep materials safe from damage during transportation as required.

6.5 Utilize one (1) truck for pickup and delivery.

6.6 Furnish all packing containers and related supplies including, but not limited to, boxes and cartons, crating material, padding material, marking material, sealing tape, and color-coded marking tags to the moving activity.

6.7 Ensure all materials are clean and of a quality sufficient to ensure protection of the property.

6.8 Provide a project manager for the duration of the relocation. The project manager will be responsible for directing the daily activities of the workers provided for the relocation. This individual will also be responsible for coordinating phases of the relocation with the USFS on a daily basis.

6.9 Remove empty packaging/rubbish from the government's premises after move is completed and properly dispose of off the government premises.

6.10 Perform packing and/or crating necessary for the protection of the property to be moved.

6.11 Lighting fixtures be pad-wrapped.

6.12 Make all arrangements for elevator service at the relocating site and new site location. This may be done through the COR, building owner/manager and/or USFS.

6.13 Obtain necessary clearances or permits, if any, which may be required by the local municipality for parking on streets during loading or unloading phases of the relocation.

6.14 Furnish padding and/or other protective material for the interior of the buildings, including protection for the elevators.

6.15 Furnish plywood, vinyl, heavy gauge plastic or masonite runners as required to provide protection to the floors.

6.16 Complete a walk- through of the new location following completion of the relocation with the USFS to determine damage to property or premises resulting from the relocation (if any) and decide for processing any claims.

6.17 Be responsible for the day-to-day inspection and monitoring of all work performed to ensure compliance with the contract requirements.

7.0 Vehicles/Equipment

7.1 The Contractor shall furnish clean and mechanically sound, closed-type vehicle(s) of sufficient size to accommodate the shipment and properly licensed personnel to operate such vehicle(s). Unless a specific size and type of vehicle is requested by the Government, the Contractor will use their best judgment in furnishing vehicles(s) of the most appropriate type and size for the required services.

7.2 The Contractor will not be allowed to substitute and charge for two (2) or more small vehicles if a large vehicle(s) would have been sufficient and appropriate to accomplish the job. If such instance should occur, the Contractor will charge only for the lesser number of vehicles that should have been furnished.

7.3 If hauling and moving services are furnished to other agencies concurrently with those being furnished to the USFS, the cost of equipment, driver and extra labor involved shall be prorated between the agencies.

7.4 Vehicle(s) shall be in good repair and in compliance with all federal, state, and local laws and regulations for operation.

7.5 All vehicles shall be equipped sufficiently with clean pads, covers, and other protective equipment to ensure safe transit and delivery of property.

7.6 Protective covering shall be used during the loading and unloading operations in the event of inclement weather.

7.7 The USFS may reject any vehicle that is determined to be mechanically incapable of adequately protecting the government's property. However, failure to do so shall not release the Contractor from liability and from any damage caused by usage of such.

7.8 The contractor shall obtain necessary clearances or permits, if any, which may be required by the local municipality.

7.9 The Contractor shall ensure personnel are properly licensed and insured. The Contractor is responsible for all traffic tickets, parking violations, fines or citations received.

7.10 When the use of special equipment (other than highway vehicles) is required in the performance of the requested service, the Contractor shall obtain advance approval for the USFS and include the charges thereof as a separate item on its invoice, not to exceed the schedule price.

7.11 Furnish dollies, hand trucks, book-carts, and glass packing/cartons, and any other type of equipment commonly used for relocation services. Hand trucks, dollies and book carts MUST have soft rubber wheels. NO metal or hard rubber wheels shall be used in the performance of this contract.

8.0 Government Furnished

Pick-Up Location and Access:

Address: Job Corps Timberlake, 59868 E, OR-224, Estacada, OR 97023 Access/POC will be determined prior to scheduled pick up date/time and shared with contractor.

Drop-Off Location and Access:

Address: R5 Regional Office US Forest Service, 1323 Club Drive, Vallejo, CA 94592 Access/POC will be determined prior to scheduled pick up date/time and shared with contractor.

Mileage = Approx. 600 miles.

8.1 Contractor/Government Responsibilities: The Contractor shall identify its expectations of the government’s roles and responsibilities in the move that may include but is not necessarily limited to the following at the task order level: scheduling of a walk- through of the origin and destination facilities in time to prepare an offer; identify if a library will be involved in the move; identify whether assembly or disassembly of systems furniture is required and whether the Contractor is required to move the systems furniture, even if not disassembling or assembling; obtaining a written list of any items or interior decoration (e.g. sculptures, statues, paintings, etc.) valued over $l00 that require pricing prior to placing an order.

8.2 After acceptance of government task order, the Contractor shall continue to ensure cooperation in the move with the USFS that may include, but is not necessarily limited, to the following: ensure receipt from USFS copies of legible floor plans or maps of offices of both the old and new locations involved in the move; ensure cooperation with the USFS that all equipment is tagged and marked, showing floor number and location via color coordination for placement at the new location; coordinate with the USFS if more than one government representative is designated which representative is responsible for acceptance; ensure an understanding exists with the USFS that all electronically operated equipment will be disconnected and ready for movement at origin and ensure unless otherwise indicated by the USFS, that it will unpack all boxes Packed By its Employees (labeled PBE) and collapse the boxes and stack; ensure how many invoices are required to be submitted to the USFS agencies financial office; through the payment process of IPP ensure date and time when the facilities/office of the relocating site and new location will be available for site inspection.

8.3 As required, the USFS will provide the Contractor space for the temporary storage of hand trucks, dollies, packing material, etc., being used in the performance of a job, and will make cartons and other such materials available for return to the Contractor as soon as possible after completion of the job.

9.0 Deliverables / Schedule

Working Days: Monday through Friday (7:30am – 3:30pm), exclusive of Federal Holidays include:

Indigenous People Day: October 14 Veteran Day: November 11

9.1 Scheduling of timeline and deliverable timeline will be coordinated between the COR and the Contactor within a designed timeline of operational needs and required movement of property prior to seasonal changes. Contractor will need to have all materials designated in the contract to be moved out of the storage containers “NO” later than October 31, 2024.

10.0 Travel

Travel requirements will include contractors’ mode of transportation to transport furniture materials from one location to another.

Pick-Up Location and Access:

Address: Job Corps Timberlake, 59868 E, OR-224, Estacada, OR 97023 Access/POC will be determined prior to scheduled pick up date/time and shared with contractor.

Drop-Off Location and Access:

Address: R5 Regional Office US Forest Service, 1323 Club Drive, Vallejo, CA 94592 Access/POC will be determined prior to scheduled pick up date/time and shared with contractor.

Mileage = Approx. 600 miles.

11.0 Contractor’s Key Personnel

N/A

12.0 Security Requirements

12.1 The Contractor and its employees shall comply with all host activity, local, state and federal laws, ordinances, and regulations governing the performance of services required hereunder and shall comply with all instructions pertaining to the conduct of persons on government premises as may be issued by the USFS.

12.2 When services are performed in a federal building, the Contractor may be required to coordinate the work with the building manager. Notwithstanding this provision, government agencies located.

12.3 In USFS-controlled space shall not arrange for any services listed herein without clearance from the respective USFS building manager.

12.4 Certain areas or buildings may be designated as "Security Areas" and entrance of persons other than those employed therein is restricted. In some of these areas, the Contractor is permitted to enter and perform the work unescorted. In others, the Contractor will be admitted and accompanied by an authorized occupant of the area. It is the responsibility of the USFS to ensure that the contractor's personnel are not unduly delayed.

12.5 Ordering agencies may require various recording procedures as part of performing the task order. This includes, but is not limited to, sign-in/sign-out logs (to include name, title, location and time of contractor/subcontractor employees); fingerprints or other biometric information; photo ID or other identification badges; criminal history check; and special clearances.

12.6 The Contractor shall provide personnel for the performance of the services required under this contract that for security reasons are acceptable to the Government.

12.7 The Contractor shall adhere to all security-related laws, requirements and regulations that bind the government. Contractor personnel involved in the management, operation, programming, maintenance, and/or use of information technology shall be aware of these responsibilities and fulfill them.

12.8 The Contractor shall ensure that all clearances, escorts and armed agent protection, if any, are coordinated with the ordering USFS COR.

12.9 When requested by the government, the Contractor must provide the names, addresses, dates and places of birth, citizenship, and social security numbers of all personnel working engaged in performing office relocation services at least 72 hours prior to the move. If satisfactory security clearances cannot be obtained for the contractor where necessary, service may be obtained from a source other than the contractor.

12.10 On the day of the move all Contractor personnel must have a valid picture ID with them. Contractor personnel will be refused admittance if they do not meet security requirements.

12.11 Any containers, boxes, or bags entering or leaving the facilities may be subject to search by Government security officers.

12.12 To assist in easy identification, Contractor personnel must be wearing a company shirt or a large badge.

12.13 Removal from duty: The USFS may request that the Contractor immediately remove any employee(s) from the worksite(s) should it be determined that individual(s) is disqualified from work on the specific task for either suitability or security reasons, or who are found to be unfit for performing the assigned duties. The Contractor shall comply with these requests. Specific reasons for removal of an employee(s) will be provided to the contractor in writing.

12.14 Safeguarding information: It shall be understood by the Contractor that disclosures of information relating to the work or services provided under this contract requirement to any person not entitled to receive it, or failure to safeguard any classified information as defined in Executive Order Number 11652 that may come to the Contractor or any person under the contractor's control in connection with the work under this contract, may subject the Contractor, his agents or employees to criminal liability under Title 18, Section 793, 794, and 798 of the United States Code.

13.0 Quality Assurance

The Contractor shall have a quality control plan.

13.1 The USFS may require a Quality Assurance Plan (QAP) prior to commencement of the work to include but not be limited to:

13.2 Service Delivery: The quality and timeliness of the Contractor's performance of the scheduled moving services will be used to assess the overall service delivery.

13.3 Performance Objectives and Quality Assurance Reporting: The USFS may make tours and inspections of the moving services as they progress from start to finish and random job-site inspections accomplished by the USFS or designated inspector shall be used to determine the quality of work delivered during the move process.

14.0 Insurance

14.1 The Contractor, at its expense, shall provide and maintain the appropriate insurance coverage in amounts maintained commercially and as may be required by any State regulatory authority. This includes cargo, vehicular and general public liability insurance.

14.2 The Contractor shall provide evidence of acceptable cargo insurance, vehicular and general public liability insurance as part of its proposal to the USFS. The Contractor shall furnish written notice to USFS, 30 days in advance of the effective date of any reduction in, or cancellation of these policies. The Contractor shall furnish written evidence of any renewal policy not less than 15 days prior to the expiration of any current policy on file with USFS. The Contractor shall also make such insurance information a part of its proposal to an USFS to provide office relocation services. The Contractor shall also maintain workers’ compensation and other legally required insurance with respect to the Contractor’s own employees and agent.

14.3 Replacement Valuation Coverage: The Contractor shall be insured to provide members Full Replacement Value Protection for damaged and/or lost goods. The Contractor shall guarantee either replacement of articles lost or damaged while in the Contractor’s custody (in custody of the carrier is considered in the Contractor’s custody), reimbursement for full replacement cost (as determined by current market value), or repairs, or the cost of repairs to damaged item(s) to the extent necessary to restore the item(s) to the same condition as when received by the Contractor from the employee. Actual replacement articles, if any, shall consist of articles of like kind and quality without deduction for depreciation.

15.0 Damages and Claims

15.1 The Contractor will be liable for loss or damage to property caused by their failure to properly pack and crate the property.

15.2 Report or Damages: The USFS will provide a written list of items found to be damaged during the move to the Contractor within 24 hours after the completion of the relocation. This list shall include both furnishings and building finishes, such as walls, carpet, etc., as well as damages to grounds landscaping such as shrubs, lawns, etc.

15.3 Repairs: The Contractor and USFS shall visually inspect the damaged item(s) and mutually agree upon a time frame for repairing or replacing the damaged item(s). The repair or replacement of the item shall be completed within the time frame specified by the USFS. Except when loss and/or damage arises out of causes beyond the control and without the fault or negligence of the Contractor, the Contractor shall assume full liability for any and all goods lost and/or damaged in the relocation covered by the contract.

15.4 Claim Forms: The Contractor shall provide ordering agencies with all necessary claim forms and instructions in the event that any damage is reported as a result of services performed under this contract. The Contractor is required to acknowledge claims within 30 calendar days and or either pay, decline or make a formal compromise settlement within 120 days after receipt of a claim. If for some reason beyond the Contractor’s control, action on the claim is delayed, the Contractor shall notify the USFS as to its status and each 30 calendar days thereafter until final action is taken. The Contractor shall furnish the ordering USFS with a copy of each claim filed, any related correspondence and any notice of final settlement or denial of any claim. The USFS Contracting Officer reserves the right to request copies at no additional charge to the Government.

15.5 The Contractor shall settle all claims for loss or damage attributable to carrier liability within 120 days (41 CFR 102-117.195) image2.png