6.19_FPD,_Rapid_City_Move_SOW.pdf

U.S. General Services Administration

Rocky Mountain Region Client Solutions Division

One Denver Federal Center (8PA) Building 41, Room 177

Denver, CO 80225

Scope of Work Federal Public Defender

703 Main Street, Rapid City SD 57701 Today’s Date: 06/19/2019

GSA Points of Contact GSA Interior Designer Name: Leah Spilling Phone: 303-547-6315

GSA Move Project Manager Name: Verna McCain Phone: 303-918-1991 E-Mail: verna.mccain@gsa.gov

GSA Move Coordinator Name: Kyle Cole Phone: 720-481-7787 E-Mail: kyle.cole@gsa.gov

Project Duration: The move is scheduled to start on ~September, 2019 and end on September, 2019.

Certificate of Insurance: Move Company will need to provide a certificate of insurance to the lessors at 703 Main Street, Rapid City 57701 & 306 7th Street, Rapid City 57701.

Project Scope: The Contractor shall furnish all services required to support the relocation of Federal Public Defender (FPD) from 703 Main Street, Rapid City 57701 into the final space located in 306 7th Street, Rapid City 57701.

Contractor Tasks: The Contractor shall perform all of the services required to remove the specified existing office furniture, equipment, and related supplies (hereinafter called “property”) from the existing location, transport and set up the property at the new office location(s).

Excess Furniture: The Contractor shall also remove any remaining designated excess furniture and dispose of properly. Excess furniture items are specified in the attached Agency Inventory sheet and will NOT be labelled during the move. The date to remove excess furniture is to be determined based on what items have not been picked up or transferred. Please work with the GSA Move Project Manager. Please refer to the Disposal Section below.

mailto:verna.mccain@gsa.gov mailto:kyle.cole@gsa.gov

One Denver Federal Center (8PA) Building 41, Room 177

Denver, CO 80225

Move Items: The Contractor shall move all items labeled to go to the new location(s). Items to be relocated are specified in the attached Agency Inventory sheet and WILL be labeled during the move. During the Contractor’s bid-walk through the Agency will identify what items will be relocated, left behind & excessed.

The Contractor is responsible for inspecting and monitoring all work performed to ensure compliance with the contract requirements.

The Contractor shall provide a help desk at 306 7th Street, Rapid City 57701 and allow for 1x hours to help make minor furniture adjustments, locate missing boxes (if needed), remove trash from packaging and other minor needs.

The Contractor shall provide a Project Manager who will work with the GSA Move Project Manager. It is the responsibility of the Project Manager to:

1. Schedule walk through of the space if and when it is necessary

2. Hold move/packaging instruction meetings (if applicable)

3. Work with GSA to determine security requirements (i.e. are badges needed, escorting, will an extra guard be needed)

4. Work with GSA on the schedule the delivery of packaging materials

5. Work with GSA on the COI requirements when and if applicable

6. Prior to the move and once furniture has been installed:

a. Post room numbers/labels on all offices/storage areas/workstations/etc

b. Provide overall floor layout for movers

c. Walk through with landlord, agency, and move contractor to verify condition of move-in space

d. Work with GSA and customer agency to confirm with all parties on the exact time the move starts (specific time) and location.

7. Be on site for the move

8. Be on site for the excess furniture removal to ensure all items are removed by the lease expiration date. This should already be considered in the overall move schedule prior to the move taking place.

Move Contractor services include:

1. Furnish all packing containers and related supplies including, but not limited to boxes, security bins/totes with zip ties, and color coded marking tags for the moving activity. It will be the responsibility of the Contractor to determine the number and size of packing containers and materials to be utilized for the relocation/moves.

One Denver Federal Center (8PA) Building 41, Room 177

Denver, CO 80225

Delivery of same will be at no extra cost to the Agency. Furnished packing containers, including boxes and cartons, may not be returned by Agency.

2. Provide labels in sufficient colors to code the move and differentiate the excess/disposal items from those items to be moved to the new location.

3. All materials shall be clean and of quality sufficient to ensure protection of the property.

4. Provide a working point of contact for the duration of the relocation. The working point of contact will be responsible for directing the daily activities of the workers provided for the relocation. This individual will also be responsible for coordination of the relocation with the Agency representatives on a daily basis, as well as, provide moving instructions (written instructions and a verbal presentation of the moving process) to Agency staff prior to packing material delivery (approximately 30 days before the move).

5. Loading and transporting the property to its new location.

6. Unload and place all of the property in the new location as directed by the designated agency representatives.

7. Remove all padding, packing, and crating materials from the Agency premises, as directed by the designated agency representative.

8. Contractor should leave the vacated area in broom clean condition, with no abandoned property or trash left behind. If a return trip is requested regarding site cleanup, the contractor should be prepared to do so in a timely manner.

9. Furnish dollies, hand trucks, book-carts, and packing/cartons, and any other type of equipment commonly used for relocation services.

10. Disassemble property when necessary for safe and efficient transportation as determined, by the GSA or Agency representative. Reassemble after transportation to the new location.

11. Items in supply cabinets and break room cabinets will be packed/boxed and moved by the customer Agency.

12. Remove all empty packing containers, at the completion of the move.

13. Site Visit – Contractor is urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after issuance of an order.

14. The Contractor will be required to furnish equipment and operators to move heavy and/or bulky items that cannot be moved by normal means, on as needed basis (i.e.

safe, lateral files, etc.)

Computer and IT equipment:

One Denver Federal Center (8PA) Building 41, Room 177

Denver, CO 80225

The Agency will be responsible to disconnect all computer, IT, and telecom equipment including monitors, printers, scanners, plotters, fax machines, desk phones, docking stations, speakers, and headsets. The Contractor will need to provide plastic bags, any required packaging materials, and labels for all equipment. The Client Agency will set up and reconnect all equipment.

Wall Mounted Furnishings:

All agency related wall mounted furnishings will be tagged by the client, removed by the contractor, and re-hung in joint use space at the new location with direction by the client. Any personal wall furnishings located in joint use space and private offices is the responsibility of the client to remove, and re-hang at the new location. The Contractor is not responsible for personal wall furnishings. Personal wall furnishings include but are not limited to those items that the employee would remove and take with them such as awards, diplomas, personal artwork, mirrors, etc.

Protection of Building and Property

The Contractor Shall -

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

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

3. Complete a walk-through of all the locations following completion of the relocation with the GSA, Agency, and Landlord representatives to determine any damages to property or premises resulting from the relocation.

4. The Contractor is responsible for the security of Agency property throughout the period it is under their custody. Special arrangements will be made with the Agency to provide escorts for any sensitive files or materials during the move.

Damages

Report of Building Specific Damages: The Agency representative will provide a written list of items found to be damaged during the move to the Contractor within 10 working days of completion of the relocation. This list shall include both furnishings and building finishes, such as walls, carpet, etc., as wells as damages to grounds such as shrubs, lawns, etc. If damages occur during the move and there is a GSA Move Project Manager on site, the Contractor should take pictures, and notify the GSA Move Project Manager immediately.

One Denver Federal Center (8PA) Building 41, Room 177

Denver, CO 80225

Repairs of Building Specific Damage: The Contractor, GSA, and Agency representatives shall visually inspect the damaged items 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 agreed upon by the Contractor and the Agency representative. 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 movement covered by the contract.

Report of Furniture Specific Damages: The Agency representative will provide a written list of items found to be damaged during the move to the Contractor within 10 working days of completion of the relocation. This list shall include furniture related damages such as missing shelving, broken furniture, deep scratches, etc. If damages occur during the move and there is a GSA Move Project Manager on site, the Contractor should take pictures, and notify the GSA Move Project Manager immediately.

Repairs of Furniture Specific Damage: The Contractor, GSA, and Agency representatives shall visually inspect the damaged items 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 agreed upon by the Contractor and the Agency representative. 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 movement covered by the contract.

Laws, Ordinances and Regulations

1. The Contractor and his/her 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 instructions pertaining to the conduct of persons on Government premises as may be issued by GSA or Agency representatives.

2. All areas are designated as “Security Areas” and entrance of persons other than those employed therein is restricted. In all areas, the Contractor will be admitted and accompanied by authorized personnel.

Building Regulations, Permits and Insurance

The Contractor Shall: Make all arrangements with the GSA Move Project Manager at the relocation sites regarding moving procedures including restrictions, if any, on moving hours, One Denver Federal Center (8PA) Building 41, Room 177

Denver, CO 80225 elevator usage (at existing locations), parking restrictions, etc. at least 2 weeks prior to the selected move date.

1. Provide proper and adequate proof of insurance to each Building Manager and/or owner at the relocating sites via email.

2. Obtain necessary clearances or permits that may be required by the local municipality for parking on streets during loading or unloading phases of the relocation.

Equipment: The Contractor shall provide all equipment associated with the entire project, operate in a safe manner and adhere to all OSHA and GSA standards.

Material Removal: Remove rubbish from the Government’s premises after move is completed.

Housekeeping: The project site shall be kept in a neat, orderly, and safe condition at all times.

The Contractor shall provide enough containers for collecting debris.

Disposal:

1. Any items disposed of by the Contractor shall be inspected for any markings, labels or tags that identify the item as belonging to the government. Such markings will be removed by the Contractor before disposal. Remove furniture property tags.

2. Contractor will be responsible to un-install all excess modular furniture as needed.

3. The Contractor shall arrange for the disposal of any excess property through recycling or dumping as necessary unless specified differently by the GSA Move Project Manager.

Transportation and Deliveries:

1. The Contractor shall furnish clean and sound, closed type vehicle(s) of sufficient size to accommodate the shipment. The vehicles shall be in good repair and in compliance with all federal, state, and local laws and regulations for operation.

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

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

3. The Contractor shall obtain necessary clearances or permits, if any, that may be required by the local municipality.

One Denver Federal Center (8PA) Building 41, Room 177

Denver, CO 80225

4. The Contractor is responsible for all traffic tickets, fines or citations received.

Cleaning:

The Contractor shall:

1. Remove all tools, equipment, surplus material, and rubbish

2. Restore or refinish, to original condition, surfaces that are damaged due to the work of this contract

3. Remove grease, dirt, stains, foreign materials, and labels from finished surfaces

4. Pick up all debris from the site.

Clearance Checks: The Contractor shall ensure all assigned workers and/or contractors assigned to the move have a clean background and are permitted to work in federally-owned and leased buildings. Proper paperwork and/or after hours/escort forms will need to be submitted one week prior to the move. If clearance requires an additional process(es) needed by tenant agencies, the Contractor must comply.

Government Responsibilities

1. The Agency representatives will provide direction to the contractor for the placement of all relocated equipment either by scaled floor plan or direction on the job site during the move.

2. The Agency staff will be responsible for tagging and marking all equipment, showing number and location where property is to be placed at the new location. This includes, among other items, floor mats, chairs, and wastebaskets.

3. The Agency will tag all artwork, bulletin boards, whiteboards, etc. for placement in at the new location.

4. The Agency staff will be responsible for relocation of all personal items, including live plants.

5. GSA and the Agency representative will be responsible for establishing a time for prospective offerors to walk through the origin and destination facilities in sufficient time prior to the date for receipt of proposals to allow offerors time to prepare their offers.

6. GSA or the Agency representative will provide a copy of the floor plans of each location with room numbers identifying destination room numbers for placement of all moved property at the new location.

7. GSA and the Agency representative must ensure they maintain a 5:1 escortee to escort ratio at all times during normal work hours, after hours, and weekend moves with the contractor in federal space.

The Contractor is responsible for inspecting and monitoring all work performed to ensure compliance with the contract requirements.