Attachment C- Statement of Work.pdf

Department of State

2/23/2021

STATEMENT OF WORK

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

The Department of State Overseas Buildings Operations Interior Design Division requires overseas furniture installation services. This work includes packing and installation of furniture and furnishings to an indefinite number of US Department of State Facilities overseas and may also include performing warehouse trips and inspection of all freight to warehouses. There is a healthy mix of secure and non-secure facilities. The average project range is 20-200 desks with an average install time of 1-4 weeks. This is a 100% small business set aside, with up to one

IDIQ issued to a WOSB (with a technically sound proposal with fair & reasonable pricing).

*The U.S. Government reserves the right to make multiple awards. The exact number of awarded vendors is up to the discretion of the U.S. Government. The U.S. Government may make an award at any time*

Company/Personnel/Qualification/Performance Requirements Mandatory Company

Requirements

The contracting company shall have at least 5 years' experience managing complex government furniture installation projects and working with the large manufacturers. All hired furniture installers must be able and willing to fully understand the furniture manufacturer's assembly instructions in full. This means in person or virtually (due to COVID). All other terms and conditions remain in full effect. Experience working on projects installing furniture overseas is preferred. Must demonstrate a working knowledge of industry-wide practices for personnel to perform the requirements in the Statement of Work. Must demonstrate ability of staff and provide qualified backup or replacement personnel. Must describe a working knowledge of industry-wide shipping and warehousing practices and procedures.

Contractor must obtain and maintain a Secret Facility Clearance issued by Defense

Counterintelligence and Security Agency (DCSA) for period of performance.

In order to be eligible to perform under this contract, the successful offeror(s) must possess OR BE ABLE

TO OBTAIN a Department of Defense (DoD) Secret facility clearance (FCL), issued in accordance with the National Industrial Security Program Operating Manual (NISPOM), DoD 5220.22-M. Specifically designated personnel assigned to this contract must also possess a Secret personnel security clearance issued by the Defense Counterintelligence and Security Agency (DCSA). Subcontractors who will require access to classified information must also possess a DoD Secret FCL. All offerors will be required to comply with security requirements as detailed in the NISPOM.

If a selected offeror does not possess the necessary FCL, the Department of State will sponsor the uncleared firm for an FCL. Sponsorship does not guarantee that the firm will receive the clearance. A period of 120 days from selection of the final offeror will be allowed for this uncleared offeror to obtain the necessary

FCL. After this period the Government may, at its discretion, consider awarding the contract to another firm or awarding fewer than 1 contract under this effort. Firms that form joint ventures must also comply with the above FCL and personnel security clearance requirements.

Mandatory Personnel Requirements at a Minimum

The Project Manager shall have a minimum 5 years' experience working on overseas furniture installation projects; have worked on projects installing furniture overseas; be familiar with building codes, accessibility guidelines, and life safety requirements; and be able to communicate any onsite installation issues with the OBO Interior Designer. Project Manager should be capable of coordinating furniture whips and electric components with electrical and telecom infrastructure existing within the space.

The Installation Chief shall have a minimum 5 years' experience in the furniture installation industry and have worked on projects installing furniture overseas. Installation Chief should be (1) capable of coordinating furniture whips and electric components with electrical and telecom infrastructure existing within the space.

The installers at a minimum shall have at least 2 years' experience in the furniture installation industry. Installers should be capable of coordinating furniture whips and electric components with electrical and telecom infrastructure existing within the space.

Performance Requirements

The team must deliver all required reports on a timely basis as outlined by the contract deliverables.

The contractor shall reimburse the Department of State for costs associated with damage caused by the installers and any repairs due to the installation effort. The contractor will be responsible for any damage to the building which occurs during delivery and installation including doorways, walls, flooring, stairwells, elevator space, as well as other internal and external building features. It is incumbent upon the selected contractor to identify any existing damage to the building by means of a pre-installation and delivery walk-through and daily submissions of checklists to the designated Customer Agency PM Representative onsite. Proper measures

(protective runner, pads, etc.) shall be put in place to protect the building (elevators, walls, floors

The contractor shall clean up and dispose of waste materials or trash in accordance with federal regulations and following the instructions provided by Department of State. The selected contractor shall keep the job site clean, including staging and storage areas, and free from accumulations of waste material or trash daily. Prior to completion of the work, the selected contractor shall remove from the vicinity - all packing, trash, unused materials and other like material, belonging to the selected contractor or used under the selected contractor's direction.

Acceptable Quality Levels

Accurate complete and/or timely reports are crucial and required by the Government for the success of Department of State's Furniture Installation. The following criteria are established to assure the contract payment in full is made only for services provided in accordance with the terms and conditions of this contract.

Acceptable quality levels (AQL's) are the number of times the Government will tolerate receiving incomplete, inaccurate and/or late reports or tolerate unclean work areas. The contractor shall give the Government a credit for failure to adhere to the terms and conditions of the contract.

Minimum Level of Acceptable Performance

100% - all reports delivered on time per project. No more than 2 instances of visible debris left in work areas per task order.

Credit to Government for Less Than Minimum Acceptable Performance

If reports are late by 5 business days or less 5% shall be deducted per late report; if late more than 5 days, 10% shall be deducted per late report.

If work areas are not left free of debris more than 2 times per task order 5% shall be deducted per incident.

Note: The peréent is the percent deducted from the awarded task order.

Incorporation of Contractor's Technical Proposal

The Contractor shall perform this contract in accordance with its technical proposal dates and any revisions thereto submitted in response to the solicitation.

The Contractor's technical proposal is incorporated by reference and hereby made subject to the provisions of the "Order of Precedence" clause in this contract. Under the "Order of

Precedence" clause, the contractor's technical proposal shall follow "the specification" in order of precedence.

General

The successful offeror shall provide the basic implementation services required to support the

Department of State, Overseas Buildings Operations Interior Design Division overseas. This work includes packing and installation of furniture and furnishings to an in-definite number of U.S.

Department of State Facilities overseas including countries worldwide and may also include performing warehouse trips and inspection of all freight.

The Contractor shall be responsible for the manpower, training, tools, making of travel arrangements, materials and facilities required to comply with the requirements of this contract.

The performance of this contract shall be in accordance with the highest professional standards as set forth in the contract.

For each project (task order), the scope of work, period of performance, and deliverable milestones shall be set forth as determined by the COR. In some cases, the task order issued under this contract may include requirements for more than one phase of a project. An individual task order could include any or all of the phases which are described in section 2.8 below. The established project milestones may be adjusted and negotiated at each phase to accurately existing and predictable project conditions. Security clearance requirements will be specified for each task.

Seismic Requirements

"The Contractor shall provide seismic bracing and/or anchorage to all 1 -meter high and taller bookcases, and file and storage cabinets for installations in regions of high seismic risk. OBO considers these regions as being equivalent to seismic zones 3 and 4 of the 1997 Uniform

Building Code (UBC). Under the provisions of the 2012 International Building Code (IBC), the same requirement applies to installations in building structures assigned a Seismic Design

Category D, E, or F.

Prescriptive seismic bracing details acceptable to OBO can be found in the Federal Emergency

Management Agency (FEMA) Publication E-74. The Contractor shall, for aesthetic and maintenance reasons, make every attempt to conceal the steel angles specified in this publication from view by installing them inside (or behind) the units where possible. Commercially available anchorage hardware such as those manufactured by WorkSafe Technologies and others that are of equal or higher holding strength than the connections shown in FEMA Publication E74 are also acceptable.

Alternatively, the Contractor has the option to engage a seismic consultant and prepare their own bracing details. If this option is chosen, the Contractor-prepared details shall satisfy the applicable provisions of Chapter 13 of the 2010 American Society of Civil Engineers'

"Minimum Design Loads for Buildings and Other Structures" (ASCE 7-10), especially those relating to Architectural Components. Use Table 13.5-1 for the purpose of applying the ASCE

7-10 provisions to the bracing connection designs. This option also requires the submission of bracing details and supporting seismic calculations to OBO for review and acceptance prior to fabrication and installation.

Refer to the individual task orders SOW for seismic hazard exposure specific to that installation site. Table 1609 of the 2015 OBO-ICS may also be consulted if this information is not provided in the individual installation SOW. Contact OBO for clarification in case of discrepancy between the SOW and the OBO-ICS Table 1609."

Definitions

Certain terms used in this contract are defined in this sub-section. Definitions and explanations included in this sub-section govern, unless defined with more detail in other sections of this contract.

A/E/C — Architect/Engineer/Contractor

Contracting Officer — A Government employee with the authority to enter into, administer, and/or terminate contracts and orders and make related determinations and findings.

Contracting Officer's Representative (COR) — A Government employee who has been designated by the Contracting Offer in writing to take certain actions for the Contracting Officer under this contract. Such designations shall specify the scope and limitations of the authority so delegated.

CAA+ — Those areas of the building requiring the highest levels of protection where particularly sensitive or compartmentalized information may be handled, stored, discussed, or processed.

Task Order — In the context of this contract, the term 'Task Order' is defined as an order for supplies or services placed against an established contract or with Government sources. Each

Task Order will be identified with a specific number that will be prepared by the Government and issued only to the Prime Contractor selected for award of this contract.

DOS Department of State

FPS-140 (should read FIPS 140-2) — This is the National Institute of Science and Technology's

(NIST) standard for the Requirements for Cryptographic Modules, May 25, 2001 "Federal

Information Processing Standard

FTP — File Transfer Protocol (Computer Term)

Furniture and Furnishings (F&F) — In relation to DOS facilities, the term refers generally to

Government-Furnished system and freestanding furniture, along with associated accessories.

ID — Interior Design Division (of the Overseas Buildings Operations)

OBO — Overseas Buildings Operations (of the Department of State)

SSL — Secure Socket Layer (Computer Term)

USG — United States Government

IBC — International Building Codes

ICS — International Code Supplements

2.9 General Description of Project Phases

The Services required under this contract have been divided into four distinct phases as outlined below. Basic Services include those services described as Phases One and Two. Additional

Services include those services described as Phases Three and Four. A task order issued under this contract may be for any one of these phases, or any combination thereof.

Basic Services

Phase One: Project Review Phase

Phase Two: Installation Phase

Additional Services

Phase Three: Quality Control Phase Phase

Four: Overseas Transportation Phase

Phase One — Project Review Phase:

On a project by project basis, the contractor shall review all documents provided by the COR to clarify the project specific scope of work required for contract performance, become familiar with the existing contract documents, review the systems furniture Bill of Materials (BOM) and review other manufacturer's BOM's. Discuss any question with the COR, prepare a project implementation plan, and discuss the schedule Iòr the project implementation.

Document Review

Review all project documents prepared by the interior designer, including furniture floor plans, electrical and telecom plans, specifications, and finish samples, verify quantity take-offs, vendor information, packing instructions, coordination of customer's own materials (COMs), and custom finishes.

Implementation Plan

Identify all activities, resources and sequencing required for proj ect implementation, especially as related to PVD (power, voice, data) and work elements installed by others.

For installations in regions of high seismic risk, develop a plan for bracing and/or anchorage of items as called out in Section 2.7 above.

Create a Project Implementation Schedule.

Confirm all post specific requirements, relating, but not limited to Department of State

(DOS), Transit Security, US Dispatch Agency (USDA) and Host Country regulations and conditions as applicable.

Compile a list/schedule of activities to include proposed itinerary and work to be accomplished. Submit a list/schedule for the COR, OBO Designer review/approval and coordination with Post.

Contractor shall maintain current annual Visit Authorizations with DS/IS/IND for all cleared personnel, and shall submit electronic Country Clearance (eCC) requests to the COR at least

14 days prior to deployment.

Deliverables

The Contractor shall, within the determined time frame as established, transmit the following materials to the COR or project lead for review and approval prior to the next phase:

Listing of discrepancies to be submitted within five (5) working days after COR or project lead provides documentation to the Contractor for review. E-mail form.

Implementation Plan — including bracing and anchoring plan where required, to be submitted within ten (10) calendar days after COR or project lead provides documentation to the Contractor for review. E-mail form.

2.9.2 Phase Two — Installation Phase

The Contractor shall install all Furniture and Furnishings (F&F) items in the building(s). The

Contractor shall travel to Post for the installation of in the overseas location. Activities in this phase include the following:

Coordinate the Installation Schedule with the Following:

On-Site Post Representative

OBO Interior Designer

Post Management Officer/General Services Officer/Facilities Maintenance

Procurement Logistics Team

Installation

Review and comply with all personnel clearance procedures and secure handling and escort requirements.

Initial walkthrough to identify any existing damage and report to On-Site Post Representative prior to preparing the site for installation.

Supervise and install all furniture items, signage, artwork, accessories, window blinds/shears, and refurbished items, as required for the project and per the SOW.

Provide necessary training to Facilities and General Services Staff at Post for ongoing maintenance and reconfiguration of and electrical distribution system maintenance.

Inventory and turn over tools, furniture and storage keys to the Project Director/GSO/FM at

Post. Inventory should include the key number and location. Make a thorough inspection of the completed building(s) as directed by the COR or project lead.

Prepare a punch list of items to be completed or corrected, prior to the final acceptance, for submittal to the OBO Interior Designer. Coordinate with the Interior Designer of record.

Agreement must be reached between the Contractor and Designer on the items to be included on the punch list.

Prepare a Trip Report relating all activities which occurred during the installation. Include an evaluation of installation highlighting specific problems.

Interior Photographs: Photograph installation of typical offices. Show an overview of final building(s) installation in weekly reports with progress photographs during the installation.

Photographs of any diplomatic overseas building or facility must be authorized in advance by the

Regional Security Officer (RSO), COR or Site Security Manager (SSM), who will establish any controls, limits and/or restrictions as necessary. Photographs of Controlled Access areas (CAA) are only permitted by RSO with approved equipment and are subject to their inspection.

Deliverables

The contractor shall transmit the following materials to the COR or OBO Interior Designer within the timeframes as noted:

• Trip Report within ten (10) working days following the conclusion of the visit.

• Contractors shall submit written and graphic progress reports during installations.

Photographic Documents: Digital format only

Note: All services outlined in this phase of work are to be completed within 18 months after execution of this contract. This includes time for Government review of submittals.

Phase 3 — Quality Control Phase

"As a USG option, this phase provides for an independent review of the installation of quality assurance on projects where a non-USG installation contractor has been used by the General

Contractor. Contractor is tasked to provide a furniture installation technician certified for the current furniture system product used by DOS. The contractor shall review the documentation provided to become familiar with the project requirements. The Contractor shall direct any coordination questions or requests for the clarification through the COR or OBO Interior

Designer.

If required, the Contractor shall accompany the OBO Interior Designer to the project site to inspect and report on the furniture installation, schedule to coordinate with the project completion.

Contractor shall inspect and certify that furniture, requiring assembly, has been installed in compliance with the manufacturer's directions, and that the distribution of power/data/telephone and lighting systems meet code.

The Contractor shall complete a punch-list which identifies furnishings that have been incorrectly installed, missing parts or damaged. The punch-list shall include digitized photographs and written reports to document each deficiency.

The Contractor shall prepare a report summarizing the findings for Project Acceptance and

Turnover. The report should include a BOM for any items requiring replacement or identified as requiring parts. The report shall include instructions for the correction of any deficiencies identified. The report should be submitted within ten (10) working days after their return to U.S.

Phase 4 — Overseas Transportation Phase Transportation Activities

Inspect goods at the consolidation facilities for visual damage.

Verify all items for quality, quantity, and condition (as per contract documents) and packaging and crating as required for overseas transport.

Check that any delivered items which are deficient, wrong item, or poor/irreparable quality of workmanship according to Purchase Documents/Contract Documents. Annotate any item(s) which may be deficient in any of the above, Notify OBO Interior Designer of any irregularities.

Containerization

Supervise consolidation and packing of Furniture and Furnishings (F&F) into ocean containers.

Packing will consist of manufacturer's recommended standard packing for shipments into ocean containers for overseas shipments. The OBO Interior Designer may request that the Contractor provide the containers.

Note: The size of the container is determined by the contract team.

Deliverables

The Contractor shall transmit the following materials to the OBO Interior Designer within the time frame established in the project specific SOW:

Discrepancy Report/Punch List

Container Packing

List Shipping Plan

Pre-Performance Conferences

At the direction of the OBO Interior Designer, the Contractor may be required to travel to

Arlington, Virginia for a Pre-Performance Conference/Orientation meeting. When required, the government shall provide ten (10) working days advance notice to the Contractor. The Contractor shall bring all plans, drawings, blueprints related to the project for review and discussions.

IMPORTANT NOTE: THE CONTRACTOR SHALL NOT TRAVEL TO ATTEND A

PREPERFORMANCE CONFERENCE WITHOUT A FUNDED TASK ORDER ISSUED TO

THE CONTRACTOR BY THE CONTRACTING OFFICER FOR SUCH TRIPS.

for Proposal (RFP)

The Contracting Officer (CO) will provide the contractor with a Request for Proposal (RFP) for each project specific (country specific) task order. The RFP will include the necessary information such as the SOW, statement of work, due dates, etc.

The Contractor shall submit a proposal with the number of man labor hours and the price for installation materials, travel expenses, and DBA insurance. Prices that are received are to be pulled from the original contract. Prices are firm fixed priced.

* Please note that proposals will be evaluated amongst other contract holders based on the best value to the Government. Technical approach out ways price, but price is always heavily considered. *