36C10E19Q0218-001.pdf

Department of Veterans Affairs Veterans Benefits Administration Regional Office, Providence, RI

Excess and Professional Moving Services Statement of Work (SOW)

OVERVIEW:

The VA Regional Office (VARO), Providence, RI, is undergoing a 5-phase renovation.

The 1st phase is already underway. The station requires the disposal of excess items and professional moving and relocation services for employees, equipment, furniture, etc., both offsite and between floors. This is to be accomplished in phases, but dates are subject to change due to changes in the construction schedule.

PLACE OF EXCESS AND PROFESSIONAL RELOCATION SERVICES:

Department of Veterans Affairs VBA Regional Office 380 Westminster Street Providence RI 02903

PURPOSE:

The purpose of this procurement document is to obtain professional office relocation services for the VBA renovation project. For this contract specifically, move planning services & documents are required to cover the entire renovation project. Contractor will be part of the construction team following the construction team’s schedule.

Contractor will be required to work directly with construction team and attend weekly conference calls. Please see the provided estimated schedule outlining the desired duration of services required. Dates are subject to change slightly as the project progresses, although duration should remain consistent. The Contractor’s schedule is determined by the progress of the ongoing construction.

SCOPE OF WORK:

All moving and excessing services are required to cover the entire renovation project.

All quantities of excess and employee’s moving is subject to change. Moving may take place on weekends. A pre-award site visit will be allowed as needed. A post-award site visit is required to verify furniture, equipment, inventory, etc. Contractor will supply all packing containers, necessary supplies, and equipment to complete the excessing and professional moving of employees. It will also be the responsibility of the Contractor to determine the number and size of the containers, supplies, and equipment to complete the tasks, plus an additional 10% buffer (include in quantity counts). The Contractor is responsible for removal of all excess items offsite and all costs associated with this shall be included in your quotation. The Providence VA Medical Center has already reviewed our current furniture and equipment. All furniture to be removed from the premises is deemed past its useful life and therefore can be disposed of by the Contractor. The

Contractor will arrange to take the excess items offsite by either the use of dumpsters or by taking the items to the local landfill or remove offsite. The VA must document each item that is being excessed. A VA employee will work with the Contractor to record all excess items before they are removed offsite.

The Contractor will have access to the GSA building freight elevator which will be available on a first come, first serve basis. The use of passenger elevators will not be allowed. The dimensions of the freight elevator are as follows:

• Freight elevator cab: 80” (Depth) x 60” (Width) x 86” (Height)

• Freight elevator door opening: 84” (height) x 42” (width)

• Capacity: 3,500 lbs.

The freight elevator is to be used to move disassembled furnishings to be retained and stored, and for the removal of excess furniture/property and/or debris. Freight elevators have a lock-out function for uninterruptable transport of material.

Loading Dock Particulars:

• Clearance: 14’ Height Clearance. The truck cannot exceed 12’ 10” height, which is the height of the shipping door.

• 53’ trucks are highly discouraged to due to extremely difficult navigation into and out of the loading dock (The entrance to the loading dock is on a narrow one-way street with a parking lot on the opposite side), and presence of demolition refuse container. A 40’ truck or shorter is recommended.

• The VARO POC will arrange loading dock access. Private parking or storage is not available in the loading dock.

The Contractor shall be responsible for any damage not previously noted which is caused because of the move. The Contractor shall perform all services required to remove existing office furniture, equipment, and related supplies from their existing locations and transport the property to the designated new location in accordance with the VBA Regional Office (VARO) action and safe transport of the property to be moved (EXCESS FURNITURE INVENTORY and RELOCATION ITEMS workbooks providing all inventory to be relocated and/or excessed offsite have been prepared by phase by the government and are attached). The Contractor will be responsible for removing all moving and packing materials from the premises once items are unpacked as directed by the VARO POC. Any equipment that must/should be disassembled prior to moving will be reassembled by the Contractor after it has been relocated. Any delays created by the Contractor will render them responsible for any additional overhead costs due to their delay for the entire projects. All Contractor generated trash must be removed from all locations the day of the move. Empty containers must be picked up within 2 business days after the move date unless previous arrangements have been made. The Contractor will be responsible for obtaining any 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. Below is an outline which is based on the construction time schedule.

The Contractor shall not be required to handle computer and hi-tech equipment.

All computers, monitors, scanners, printers, all active electronic equipment in the Main Distribution Frame (MDF), and all equipment within the data closets will be disconnected, packed and moved by VARO OIT Staff.

PERIOD OF PERFORMANCE:

Building hours are 8:00 AM until 5:00 PM Monday through Friday, although there can be some flexibility with building hours to complete moves in the most expeditious manner, including Saturday moves. This will be determined by the Contractor and VBA POC.

No provisions have been made for overtime or shift premium pay. If overtime is required, no additional cost shall be incurred. No work shall be performed on officially designated federal holidays. Extenuating circumstances, such as weather, may also limit access to the facility.

Excessing can take place during normal business hours and must be coordinated in advance with the tenant. No provisions have been made for overtime or shift premium pay if work is performed during alternate times with approval from the VBA. Saturday moves are expected to be completed within a single shift on a Saturday. If additional time is needed due to the variable number of employees and equipment to be moved, activities may continue Sunday to have the move completed prior to tenant arrival Monday. If overtime is required, no additional cost shall be incurred. No work shall be performed on officially designated federal holidays. Extenuating circumstances, such as weather, may also limit access to the facility.

Estimated Construction Schedule – All dates are estimated.

The Contractor shall deliver the relocation services listed below. Contractor shall provide, in response to seven (7) days’ notice from the Government, the personnel necessary to complete each phase.

Phase 2 – 1st and 2nd Floors (SSD and VSC MGT Suite) 7/5/19 – 9/10/19

Phase 3 – 4th Floor (DRAS) 9/3/19 -11/9/19

Phase 4 – 2nd Floor (VSC) 11/4/19 – 1/8/20

Phase 5 – 1st and 5th Floors (Training Rooms and VRE) 1/2/20 - 2/8/20

Detailed Estimated Project Schedule (for information purposes only - Contractor not responsible Demo, Buildout, New Furniture Install) – All dates are estimated.

Phase 1 – 3rd Floor 120 calendar days 3/15/19 – 7/12/19

• Demo 30 calendar days In Progress

• Buildout 75 calendar days In Progress

• New Furniture Install/Move-in 14 calendar days 6/28/19 – 7/11/19

• Removal/Relocation of Phase 2 furniture and equipment 5 business days 7/5/19 – 7/11/19

• Completion 1 calendar days 7/12/19

Phase 2 - 1st and 2nd Floors 60 calendar days 7/13/19 – 9/10/19

• Demo 14 calendar days 7/13/19 – 7/26/19

• Buildout 38 calendar days 7/27/19 – 9/2/19

• New Furniture Install/Move-in 7 calendar days 9/3/19 – 9/9/19

• Removal/Relocation of Phase 3 furniture and equipment 5 days 9/3/19 – 9/9/19

• Completion 1 calendar days 9/10/19

Phase 3 - 4th Floor 60 calendar days 9/11/19 -11/9/19

• Demo 14 calendar days 9/11/19 – 9/24/19

• Buildout 38 calendar days 9/25/19 – 11/1/19

• New Furniture Install/Move-in 7 calendar days 11/2/19 – 11/8/19

• Removal/Relocation of Phase 4 furniture and equipment 5 days 11/4/19 – 11/8/19

• Completion 1 calendar days 11/9/19

Phase 4 - 2nd Floor 60 calendar days 11/10/19 – 1/8/20

• Demo 14 calendar days 11/10/19 – 11/23/19

• Buildout 38 calendar days 11/24/19 – 12/31/19

• New Furniture Install/Move-in 4 calendar days 1/1/20 – 1/7/20

• Removal/Relocation of Phase 5 furniture and equipment 4 days 1/2/20 – 1/7/20

• Completion 1 calendar days 1/8/20

Phase 5 - 1st and 5th Floors 31 calendar days 1/9/20 - 2/8/20

• Demo 5 calendar days 1/9/20 – 1/13/20

• Buildout 20 calendar days 1/14/20 – 2/2/20

• New Furniture Install/Move-in 3 calendar days 2/3/20 – 2/7/20

• Removal/Relocation of remaining furniture and equipment 3 days 2/5/20 – 2/7/20

• Completion 1 calendar days 2/8/20

PRICING:

1. Pricing submitted shall include subtotals of costs per each phase.

2. Pricing breakdown shall also provide subtotals per phase including:

A. Personnel Costs

B. Equipment/Material Costs

SUMMARY OF INVENTORY TO BE MOVED OR DISPOSED OF:

A. Phase 2 – 1st and 2nd Floors

I. See attachment 1 - VARO PROVIDENCE MOVING AND EXCESSING

PLAN IGCE, PHASE 2 TAB, for items to be disposed of.

II. See attachment 2 – VARO PROVIDENCE MOVING AND EXCESSING PLAN IGCE, PHASE 2 TAB, for items to be relocated.

B. Phase 3 – 4th Floor

PLAN IGCE, PHASE 3 TAB, for items to be disposed of.

EXCESSING PLAN IGCE, PHASE 3 TAB, for items to be relocated.

C. Phase 4 – 2nd Floor

PLAN IGCE, PHASE 4 TAB, for items to be disposed of.

EXCESSING PLAN IGCE, PHASE 4 TAB, for items to be relocated.

D. Phase 5 – 1st and 5th Floor

PLAN, PHASE 5 TAB, for items to be disposed of.

II. See attachment 2 - VARO PROVIDENCE MOVING AND EXCESSING PLAN, PHASE 5 TAB, for items to be relocated.

SPECIFICATIONS:

1. Move Planning Services:

A. Pre-move Meeting(s), Inspection(s), and planning documents: The Contractor's representative shall attend meetings(s) as requested by the VARO point of contact (POC), to receive instructions, provide information and complete planning requirements. Conditions to be noted may include but are not limited to: narrow hallways, stairs, access to building, loading dock, location of elevators or any condition that may affect the execution of the move. If furniture or other property is at origin and is already boxed it can be moved in those boxes; however, the Government waives all right to claim damage on the contents of anything moved in boxes which cannot be inspected by the Contractor. Failure or neglect in becoming familiar with conditions at all move locations shall not relieve the Contractor from performing the services specified herein. Any existing damage to buildings and property will be noted by the participants on the walkthrough. A method of marking or noting existing damage shall be used, such as colored tape, a prepared list, or some other means. The Contractor shall be responsible for any damage not previously noted which is caused because of the move.

B. Allow for 2 planning meetings on site in Providence to build data repository and planning documents, and conference calls and emails as needed.

2. Moving Services:

A. The Contractor shall perform all the services required to remove existing office furniture, equipment, and related supplies (at times hereinafter called "property") from the existing location(s), transport the property to the designated areas within the new location and place them in accordance with the VARO POC’s direction and timelines.

B. The Contractor shall provide a project manager for the duration of any move.

The project manager will be responsible for directing the daily activities of the workers provided for the move and installations. This individual will also be responsible for coordinating phases of the move with the VARO POC daily.

C. The Contractor shall perform packing and/or crating as necessary for the protection and safe transport of the property to be moved.

D. Vertical filing cabinets will be moved empty or full. Lateral filing cabinets can only have the bottom drawer full. Excess files will be removed and boxed by the customer prior to moving. The contractor will not be responsible for any damage to the materials in the cabinets.

E. The Contractor shall ensure the contents of libraries and file areas are labeled and maintained in proper sequence.

F. The Contractor shall be responsible for packing everything in the space being moved except for the employee(s) immediate work area(s). The COR or Alternate will specifically indicate prior to the move or during the walkthrough, areas (such as sensitive files) that the Government prefers to pack. In these instances, appropriate packing materials and labeling shall be provided by the Contractor, and no deductions will be taken for packing performed by the Government.

G. The Contractor will be responsible for removing moving and packing materials from the premises once items are unpacked and placed in their final locations and as directed by the ordering agency.

H. All questions regarding the scope of services shall be submitted in writing to the POCs noted at the end of this agreement.

I. The Contractor shall disassemble property when necessary for safe and efficient transportation, as determined by the customer. The Contractor shall reassemble property after relocation. This requirement does not include tasks requiring specialized technical, mechanical, electrical or plumbing skills.

3. Materials and Equipment:

A. Furnish all packing containers and related supplies including, but not limited to: boxes, crates, cartons, crating material, padding material, marking material, sealing tape, and color-coded marking tags to the moving activity. It shall be the responsibility of the Contractor to determine the number and size of packing containers to be utilized for individual relocations. Delivery of same will be at no extra cost to the Government. Provide for up to 10% additional supplies.

B. The Contractor shall use materials and supplies that contain recovered environmentally preferable and bio-based products feasible.

C. Supplies, materials and/or equipment shall be delivered to the customer far enough in advance of the move to guarantee timely start and completion of the move.

D. The Contractor shall ensure all materials are of sufficient quality to ensure protection of the property.

E. The Contractor will remove all padding, packing, empty containers, crating materials and related rubbish from the premises of the government as directed. All Contractor generated trash must be removed from both origin and destination locations day of the move. Empty containers must be picked up within 2 business days after the move date unless previous arrangements have been made. Contractor to pick up all left behind packing materials for use in subsequent moves.

F. The Contractor will furnish dollies, hand trucks, and glass packing/cartons, and any other type of equipment commonly used for relocation services.

Hand trucks, dollies and carts MUST have soft rubber wheels. NO metal or hard rubber wheels shall be used in the performance of this contract.

G. The Contractor will transport filing equipment in an upright position with file cabinet drawers secured against opening by strapping or other means. Use suitable padding between the cabinets to prevent rubbing or chafing.

H. The Contractor will furnish padding, plywood, masonite, heavy gauge plastic and/or other protective material for the protection of the interior of the buildings and floors. The elevators being used is finished and protected w/padding although please take care not to cause damage to the car, doors, control panel, etc. A walkthrough of the areas, stairwells, floors, and elevators will be conducted to record the condition before any moving takes place. Special care shall be taken by the Contractor to ensure that the building interior is protected from damage.

I. The Contractor shall furnish clean and mechanically sound vehicle(s) to accommodate the removal of excess furniture and equipment and properly licensed personnel to operate such vehicle(s). Vehicle(s) shall be in good repair and in compliance with all federal, state, and local laws and regulations for operation. The Contractor shall obtain necessary clearances or permits, if any, which may be required by the local municipality.

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

II. The Contractor will 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.

4. Scheduling:

A. The VARO POC will make all arrangements for all services and facilities needed to accomplish the moves at original sites through the Federal Center property management team. This may include, but is not limited to, elevator service, access to building, and loading facilities.

B. The Contractor will coordinate moving hours with the VARO POC.

5. Standard Components

A. The Contractor will furnish all planning documents, lists, procedures and perform all services necessary to provide office relocation planning services.

B. The Contractor will be responsible for the day-to-day inspection and monitoring of all work performed to ensure compliance with the contract requirements. Note: Provide daily status report when work is performed to POC and COR.

C. The Contractor shall provide commercial office relocation services by providing all planning, oversight, labor, materials, and equipment necessary to accomplish the work.

D. The Contractor shall furnish all vehicles, insurance, fuel, driver, supervision, maintenance, equipment, and operating supplies/services, and perform all services necessary to provide office relocation services.

E. The Contractor will ensure that its firm and staff maintain any generally required professional certification, accreditation, license, and proficiency relative to their area of expertise. The Contractor shall retain documentation of such records. The Government will not pay for expenses to meet this requirement.

SECURITY REQUIREMENTS:

1. Contractor personnel will not be subject to background investigations as they will be escorted/accompanied by VA personnel at all times while on site at the

VARO.

2. The Contractor project manager and/or supervisor are responsible for the behavior and whereabouts of their employees while on site. The entire project team shall read and sign the attached VA’s Contractor Rules of Behavior, VA

Handbook 6500.6 Appendix D. These rules and regulations shall apply to the Contractor and its employees while working on the premises.

3. The Contractor shall be responsible for confining their employees/sub-contractor employees to the designated project areas.

POINTS OF CONTACT:

1. VBA Project Manager Eric Anderson Work (202) 461-9446

2. VARO POC’s Allan G. Willson Work (401) 223-3615 Cell (401) 835-4106

Kathy E. Livesley Work (401) 223-3614 Cell (401) 612-3465