Draft_PWS_Relocation_Services_Market_Research_1.pdf

PERFORMANCE WORK STATEMENT (PWS)

SOUTHWESTERN POWER ADMINISTRATION, DEPARTMENT OF ENERGY

TULSA, OKLAHOMA

RELOCATION SERVICES

GENERAL:

The Southwestern Power Administration, Department of Energy (Agency/Government), has a need for office relocation services to relocate from their current location at Robinson Park Tower II, 1 W. Third St, Suite 1500, Tulsa, OK 74103 (Robinson Park Tower II) to the new three-story Tulsa Headquarters located at 6655 S. Lewis Ave. Tulsa, OK 74136 (Lewis Ave Building); and in addition, relocate items held at The Attic Storage facility, located at 1115 E. Skelly Dr., Tulsa, OK 74105 (Attic Storage) to the Lewis Ave Building. The Agency has a requirement to transfer materials/furniture from the current location and from the storage facility to the new site as well as removal and/or disposal of excess furniture from the Robinson Park Tower II upon completion of the move. The Agency occupies the 15th floor of the Robinson Park Tower II. The square footage is approximately 18,000 sq. ft. In the Robinson Park Tower II there is service elevator access to the 15th floor from the basement garage. The Agency leases two (2) storage units; one

(1) storage unit is located downstairs at the Attic Storage facility and measures 10’ x 20’; the other one (1) is upstairs and measures 10’ x 25’. Elevator access to the second floor is available.

The Lewis Ave Building has two elevators for access to the second and third floors. The relocation is expected to occur in the phases outlined below. The phases are subject to change, and a firm schedule will be provided with the notification to proceed per Section 1.2 not less than two weeks prior to the commencement of performance.

1. Third floor tenants – Compliance/EHSS/Power Marketing/Engineering

2. Third Floor tenant – File Room

3. Second floor tenants – Administrator/Legal/ Resources & Rates

4. First floor tenants -- Finance/ Acquisition & Facilities/Mailroom/EEO.

5. Remove items from Attic Storage

6. Third floor tenants – Relocate IT & Security; Set up equipment

** The floor numbers above refer to the location the material will be moved to at the Lewis Ave. building.

The contractor shall relocate existing furnishings including office equipment, IT equipment (computer displays, docking stations, keyboards), files, cabinets, safes, desk top printers, one (1) large blotter printer, shredders, supplies, signs, wall hangings, televisions, conference room furniture, a limited number of round and small conference tables, wood and glass door bookshelves, office desk chairs, couches, approximately 800 standard size file boxes.

The contractor shall provide the government with a complete inventory of the items prior to transfer. All equipment and furnishings, with the exception of office desk chairs, shall be wrapped and padded with sufficient material to avoid damage in transfer. Any items requiring disassembly in order to be transferred shall be reassembled at time of delivery. The contractor shall ensure space at the delivery location is cleaned at the end of each delivery removing protective coverings, excess packing material, other debris, and vacuuming floors. Additionally, the contractor shall tear down systems furniture and remove it for disposal from the Robinson Park Tower II 15th floor no later than the final date of performance as established by Section 1.2.

The Contractor has the responsibility for total performance under this contract including determining the specific methods on how to accomplish the relocation from the Robinson Park Tower II to the Lewis Ave Building and from Attic Storage to the Lewis Ave Building; putting quality controls in place to ensure safe and secure transport; coordination with Robinson Park Tower II on any special permissions, parking, or access necessary to accomplish the move, and assuming accountability for completing the work during the required timeframe. The Contractor shall ensure that all Agency property, furnishings, equipment and boxes are handled in a manner as such to protect them from damage; and special care is taken during the dis-assembly and re-assembly of furnishings and equipment. The Contractor shall conduct all work in a manner that optimizes productivity, minimizes waste, ensures safety, and fully complies with all applicable laws, regulations, and terms and conditions of the contract.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, packing supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform move services as defined in this Performance Work Statement (PWS).

1.2 Schedule: The Lewis Ave Building is currently being fully renovated with an expected date for completion of the interior construction of October 1, 2024. This date is currently not firm and subject to change. Once completed, the Government will notify the contractor and performance will begin no later than three weeks after notification. Once performance has commenced, the contractor will have 30 calendar days to complete all work specified herein and provide all deliverables. As the performance dates are subject to change, the contractor shall quote and be prepared to begin performance within the date range of November 1, 2024 to January 10, 2025

As stated above, performance will be contingent upon the Government’s acceptance of the renovated space at the identified location. If the delivery date must be changed, due to construction or other causes, the Government will not be liable for additional expenses so long as delivery is set to commence between the date range of November 1, 2024 to January 10, 2025. If delays cause commencement of performance to be directed by the Government outside that timeframe, a contract modification will be initiated between the parties.

1.3 Key Personnel: The following personnel are considered key personnel by the Government:

Project Manager, Superintendent, or Site Manager. The contractor shall provide a project manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer, and Agency representatives. All contact information for the Site Manager shall be provided to Agency representatives.

1.4 GENERAL INFORMATION:

1.4.1 Quality Assurance: The Government shall evaluate the contractor’s performance under this contract. This is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. The Government intends to perform 100% inspection of work as it is delivered. Any corrective actions shall be made immediately while on site, unless otherwise extended by the Agency POC.

1.4.2 Hours of Operation: The contractor is responsible for conducting business, Monday through Friday beginning at 8:00 am each morning and ending at 4:30 pm until the move and/or each phase is complete. Relocation will be during business days unless otherwise specified by the Agency, except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

1.4.3 Point of Contact:

Contracting Officers Representative (COR) – Michael Love Contracting Officer – TBD Property Excessing Coordinator – John Camp Back Up Property Excessing Coordinator – Derek Livesay

1.4.4 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. A letter of designation issued to the COR, a copy of which is provided to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.4.5 Security Requirements: Security screening will be conducted for all workers. The contractor is responsible for submitting a list of names of individuals that will work on the relocation along with the individuals’ email address (not a central email for a business or supervisor) and a copy of the individual’s driver’s license or other government issued ID no later than 15 days prior to the commencement of the move/phase. All workers must present themselves to the Agency for processing prior to the commencement of move/phase. The Agency will need to be notified if any of the individuals are foreign nationals as processing requires additional documents and a minimum of 30 days.

All contractor personnel shall go through the Agency’s security process and must have Agency photo ID badges with them at all times and available to present if and when asked while working at the Robinson Park Tower II and the Lewis Ave Building. Contractor personnel shall wear identifying company uniforms or shirts at all times during the moves.

1.4.6 Trash Removal / Disposal / Cleanup: All trash produced or otherwise associated with the performance of this contract must be removed from site(s) daily. The space shall be left clean at the end of each day. The Robinson Park Tower II, Attic Storage, and Lewis Ave Building dumpsters are for those facilities’ use only. The Contractor will not be allowed to utilize the facilities’ dumpsters. After all material has been moved, the Contractor shall ensure all packing materials and other trash are removed from the sites, the affected areas are in a cleanliness state similar to that prior to the move, and any items damaged or destroyed during the move (items deemed unusable by the Government) are also removed.

2. Disposal of Excess Furniture: All furniture, equipment, and material deemed by the Government to be excess and ready for disposal will be marked prior the start of performance.

The contractor is responsible for the removal and disposal of all excess systems furniture, office furniture, all remaining wall hangings (chalkboards, whiteboards, bulletin boards) and any remaining office furnishings from the Robinson Park Tower II location. This will involve the disassembly of cubicles, walls/partitions and miscellaneous office furniture, recycling metal to the maximum extent practicable (i.e., disassembled pieces made exclusively of metal shall be recycled, but no additional effort is required to further disassemble pieces to segregate and recycle metal).

3. IT Equipment: Agency will disconnect all IT computer monitors, keyboards, mice and docking stations and any other equipment with power and connecting cords. Contractor is responsible for to packing equipment in a manner as to not cause damage in transport.

4. Transport: Contractor is required to provide /install all floor and wall protection at the Robinson Park Tower II, Attic Storage, and Lewis Ave Building locations including elevators to protect walls and flooring.

5. Inventory: Prior to being transported, the Contractor shall inventory all materials being re-located and provide that inventory to the COR. Once all materials are transferred, the inventory will then be used to validate that all materials have been properly transferred and safely delivered and installed. Prior to the disposal of any material deemed excess (and marked as such) the contractor shall inventory the items and provide to the COR. Any pre-existing damage to property and materials to be re-located shall be identified by the Contractor and indicated on the original inventory.

6. Placement of Furniture, materials and boxes: The Contractor will deliver furniture, boxes and materials to the designated room number tagged or labeled on the item. Government will label all boxes with designated color code for each area and provide a color coded floor plan layout to Contractor with the notice to proceed.