USDAFPACNationalFurnitureBPASOW.pdf

1 | P a g e

US DEPARTMENT OF AGRICULTURE - FARM PRODUCTION AND CONSERVATION

BUSINESS CENTER

STATEMENT OF NEEDS FOR OFFICE FURNITURE

Background

The United States Department of Agriculture (USDA), Farm Production and Conservation (FPAC) Business Center (BC) provides efficient, effective and professional administrative services throughout the FPAC Mission Area. FPAC-BC, Management Services Division (MSD), provides critical programs and services, customer service, administrative support, and operational management to FPAC BC, Farm Services Agency (FSA), Risk Management Agency (RMA), Natural Resources Conservation Service (NRCS), and possibly other USDA agencies.

The USDA FPAC Mission Area occupies approximately 3,000 facilities nationwide. These facilities include, but are not limited to USDA Headquarters, State Offices, and rural USDA County Offices. This statement of work will result in a contractual document for the delivery and installation of office furniture to USDA's FPAC offices. This strategic sourcing solution will leverage FPAC-wide purchasing power, allowing FPAC to increase efficiency, reduce costs, and enhance customer fulfillment, by establishing a standardized furniture solution.

The establishment of a contractual vehicle will allow USDA's FPAC offices to work with MSD for the design, delivery, and installation of office furniture no matter the location of the USDA FPAC Office. A task order will be developed for each specific building/office requirement. Office furniture orders will include executive and private office furniture, workstations, and conference and training room furniture.

MSD's Contracting Officer's Representative(s) (COR) will be responsible for coordinating and approving all orders.

Scope of Needs

The contractor will:

Provide preliminary furniture layouts utilizing government furnished drawings for the following: executive office furniture, private offices, workstations, and conference rooms.

Contractor will also provide computer-aided design (CAD) drawings of selected furniture items in office space setups to MSD for approval before placing orders. The layout for each office, conference room and workstation will be reviewed before the final layout is approved.

Provide a final estimate before placing of an order can be approved. The contractor must provide an itemized listing of prices which clearly identified all parts. Price listing must clearly identify the price of installation and delivery costs associated with the itemized quote. No orders shall be placed until the COR has approved the final layouts, installation, order accuracy, and delivery costs.

Provide all management, supervision, labor, insurance, tools, materials, parts, services for installation and delivery services to successfully deliver and provide a complete and fully functional installation in a timeframe approved by the COR.

Clean up and remove all debris daily during installation.

Replace any faulty products that are damaged or not working properly.

Provide final report documenting order has been fully delivered, installed, and inspected and meets all task order requirements. This report must be submitted to the designated COR upon completion of each site.

USDA will immediately notify the contractor of any issues that will affect delivery and installation. If such an event should occur, USDA may adjust the completion date.

The contractor shall perform requirements, identified within each task, at FPAC' s various locations. The contractor shall have the capacity to work on multiple task orders at a time.

2 | P a g e

The final list of locations and quantities will be provided to the contractor as they are identified in each task order. The contractor must not begin any installation of furniture products without prior consent from the COR. Government will remove any existing furniture prior to scheduled delivery. Is this is calling for an additional contract? Should we add this service/task to the contract?

Product/Specifications

The Contractor shall deliver and install furniture as listed below. All old furniture will be removed by the government prior to installation.

Colors and Finishes

Contractor shall provide color and finish options for all furniture to the COR when requested, per task order.

Workstations can be metal, wood or fabric. All options shall be provided to the COR when requested, per task order.

Replacement Lease - (Agency moves to new location requiring new furniture.)

Requirement includes providing all design, delivery, and installation. Contractor must coordinate with COR prior to shipping or scheduling any installation.

Contractor will work with COR and COR appointed local point of contact to coordinate with during delivery and installation.

All arrival times must also be coordinated with the COR.

Installation, setup, clean up, and disposal are the responsibility of the Contractor. USDA personnel will only be available to assist with questions.

All work shall be performed during normal working hours, Monday through Friday (except

Federal Holidays) from 8:00 AM to 4:00 PM.

Succeeding Lease (Agency does not move but requires new furniture.)

Disassemble, Remove Existing Furniture, and Ship to approved personal property transfer, e.g., FPAC’s warehouse or GSA warehouse.

Requirement includes providing all design, delivery, and installation. Contractor must coordinate with COR prior to shipping or scheduling any installation.

Contractor will work with COR and COR appointed local point of contact to coordinate with during delivery and installation.

All arrival times must also be coordinated with the COR.

Installation, setup, clean up, and disposal are the responsibility of the Contractor. USDA personnel will only be available to assist with questions.

All work shall be performed during normal working hours, Monday through Friday (except

Federal Holidays) from 8:00 AM to 4:00 PM.

Recognized Holidays New Year's Day Martin Luther King Jr.'s Birthday President's Day Memorial Day

Independence Day Labor Day Columbus Day Veteran's Day Thanksgiving Day Christmas Day

3 | P a g e

Packaging and Marking

All furniture shall be packed in a manner that prevents damage during shipping so there is no damage to the furniture when delivered.

Contractor is responsible for any damage it causes during shipping, delivery, and installation. Contractor will be required to replace any damaged items.

Inspection and acceptance

Inspection will be conducted upon completion of the installation.

Inspection will be conducted by a USDA designated point of contact identified in the task order and coordinated by the COR and by the contractor.

A punch list must be developed by the contractor identifying any discrepancies with the delivered and installed product items.

A completed inspection report as well as any punch list must be received by the COR within 2- weeks of completed installation.

At a minimum the inspection report must include:

o Date, time, and location of the inspection;

o Signature block for the persons who performed the inspection;

o Rating of acceptable or unacceptable; and o Identification of any deficiencies and corrective action to be taken.

Furniture Requirements

The contractor shall provide quality products that are durable, easily maintained, functional, visually and aesthetically pleasing, and incorporate the latest technology and sustainable design features which promote improved quality of work life. The contractor must provide options for selection of colors, textures, and materials for all furniture items. All desks and workstations must have the option for automatic movement-controlled sit/stand capabilities. Also, all furniture must have cable management systems.

Office Furniture:

Executive electronic sit/stand desks Executive work surfaces Executive work surfaces Executive Credenzas Executive desk set with hutch and additional work surface Executive computer chairs with and without all soft seating Executive conference tables Executive conference chairs with and without all soft seating Executive overstuffed side chairs Executive file cabinets (2-drawer and 4-drawer lateral) Executive servicing carts (w/o wheels) Dual monitor arm systems Coffee tables Side tables Desk lamps Floor lamps Lighting systems Coat lockers Cable Management Systems Partition and Demountable walls Artwork and Pictures

4 | P a g e

Conference Room Furniture:

....Note: Conference Tables (range of 6-ft to24-ft in length), where some are modular with capabilities to be to be broken down into smaller conference table setups. Conference tables must be IT accessible.

Executive conference table systems Executive conference chairs and side chairs Executive conference room credenzas Cable Connect track (for cabling along the floor) White Boards Partition and Demountable walls

Workstation Furniture:

Workstations (6-ft. x 6ft. or 6-ft. x 8-ft. for standard size) Height Adjustable Glass panel options Whiteboard panel options Overhead compartments Computer chairs with and without all soft seating Filing cabinets (2-drawer and 4-drawer lateral) Coat racks for 5-to-10 employees Light systems Partition and Demountable walls

Details for Workstations and Private Office Desks

Workstations:

Panels to be 3 V4" thick Panel frames available in 18", 24", 30", 36", 42" and 48" widths and in 2-high (291/2"), 3-high (421/8"), 3.5- high (491/32"), 4-high (5423/32"), and 5-high (675/16") heights.

Stacking frames available in I-high and 2-high segments and in widths from I 8" - 96" in 6" increments.

Off-module brackets to allow any frame to be used to start a new panel run perpendicular to an existing run without using a connector. Stacking off module brackets to allow stacking on top of an off-module run.

Ceiling power/data pole available to allow power and data to be routed into the station from the ceiling. Base feed power supply.

Provide 4 ft or 8 ft electrical whips as determined by the furniture lay out.

Provide electrical whip components required for installation to source power supply.

Small channel on panel to install components with thin profile for clean aesthetics Ability to hang overhead storage modules on panels independent of panel width accommodating either on-module or off-module widths as a standard.

End trims available in painted metal or wood Edge support brackets for the attachment of work surfaces Base wire way covers for access to power and data and included with base wire way frame Wire way covers for base-wire way frames and single-sided to-the-floor frames available punched or non-punched.

Base power entry available in 8-wire or IO-wire

5 | P a g e

Top channel in frames allows for top lay-in cabling capacity. Cutouts for routing cables vertically provided in the frame's top channel, bottom channel, and midframe supports.

Data cabling should also be able to be routed horizontally between tiles and frames and through connectors.

Slat walls and work tools available to attach to slat tiles Frameless glass to add height to the panel for separation but keep the look open Frameless glass available in ¼” tempered glass or resin to be installed on top cap with inset channel. Top capable of spanning multiple frames up to 8 feet.

Wire manager profile worksurfaces with a flexible rubber trough that allows cords and cables to be routed along the back edge of the work surface.

Filing hardware for front-to-back and side-to-side filing included for pedestals and lateral files.

Private Offices:

Technology modesty panels available to provide wall access by allowing the face to fold down.

Wire manager option on worksurfaces for floating-surface applications with a flexible trough, allowing cords and cables to be routed along the back edge of the worksurfaces

Flexibility in finish selections. The worksurface, rim, drawer/door fronts, and chassis may be specified in different colors.

Worksurfaces to be 1-1/l6" thick Softened, reed and knife rims are available on worksurfaces.

A variety of factory-installed worksurface grommet options available.

Glass, resin, wood, or laminate modesty panels available for use with worksurfaces, column legs, and panel supports.

Drawer suspensions feature black slides with precision steel ball bearings to ensure long-lasting, quiet, smooth operation. Box, file, and lateral file drawers feature full extension slides

Filing hardware for front-to-back and side-to-side filing included for pedestals and lateral files.

BPA Vendors

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

Quality Control

The contractor shall establish and maintain a complete quality control plan (QCP) to ensure requirements meet applicable Inspection of Services Clause. The QCP must be in place and approved by the CO or COR by the kickoff meeting. The contractor must provide a representative within two weeks of completing furniture installation to conduct a joint walkthrough with the

6 | P a g e

USDA designated point of contact identified in the task order to develop a punch list of discrepancies with the product items.

A description of the inspection system covering all services must provide:

The specification of inspection frequency;

The title of the individual(s) who shall perform the inspection and their organizational placement; and A description of the methods for identifying, correcting, and preventing defects in the quality of service performed before level becomes unacceptable.

Task Requirements

This section defines requirements regarding tasks to be performed, results and deliverables to be achieved, and schedule of key dates. Important compliance requirements should be included in task descriptions and deliverables.

USDA requires all new furniture to be delivered and installed at each of the requested locations that are identified in each task and installed during the working hours of the identified location.

Deliverables

The following is the list of deliverables required for this contract:

Attend Kick-Off meeting with COR Provide a monthly report to the COR to show all orders, expected installation dates, completed orders, and punch list items.

The following is the list of deliverables required per task order:

Provide preliminary furniture layouts and CAD Drawings per Task Order Provide final estimate before the placing of an order can be approved.

The contractor’s RFQ must include an itemized listing with prices RFQ must clearly identify installation cost and delivery costs. Provide a report with established delivery dates after each site has been ordered by the COR.

Deliver and install furniture within six (6) weeks of it being approved and ordered. Special order items may take longer to be delivered and installed if first coordinated with the COR.

Report deficiencies within each task order to the COR.

Complete inspection within 14 days of completed installation and provide inspection report to COR.

Provide a completion report to the COR within 30 days of completion of installation.

Provide a report with the effective date of warranty for all items within 30 business days after completion of the installation.

Project Plans

The contractor shall use project plans as well as standard project management techniques to minimize project delays and ensure project delivery. The contractor resources must be capable of handling multiple concurrent projects within a highly dynamic environment.

Delivery

Scheduling of delivery and installation dates will be made with the COR, which includes scheduling of loading dock

7 | P a g e or other delivery site. Contractor installation of furniture will include removal of debris and trash. Contract is responsible for cost of any damage to the work facilities, walls, ceilings, equipment, floor finish, etc. of the existing facility where the furniture will be installed.

Government-Furnished Services

None.

Safety and SecurityRequirements Contractor employees will follow all official visitor procedures and will be escorted while in USDA facilities. Building access will be limited to the area where work is being performed.

All individuals who require access to USDA facilities must have current federal or state issued identification to enter the facility.

Contractor is always expected to use and enforce Occupational Safety and Health Administration’s (OSHA) regulations.

Contractor is to supply their own first aid kit, in case of minor accidents.

Place of Performance

Execution of contract is in FPAC facilities identified in specific task orders. For headquarters:

USDA South Building/Whitten Building 1400 Independence Avenue, SW Washington, D.C.

20250

USDA Beacon Facility 6501 Beacon Drive Kansas City, M.O. 64133 State and County Offices: Attachment – CPAIS as of 9/30/2020

Period of Performance

Contract award date through XXXXXXXXXXXX and four (4) one-year option periods.