SOW_Kansas_City_Furniture_Buy_030518.pdf

Department of Education: Kansas City Regional Office

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STATEMENT OF WORK

DEPARTMENT OF EDUCATION

Kansas City 3rd Floor New Furniture Project

Furniture Requirements

1.0 INTRODUCTION/BACKGROUND

The U.S. Department of Education (ED) is looking to procure furniture for its regional office located at 1010 Walnut Street, Kansas City, MO. This procurement shall include design, product, delivery and installation. All products shall match existing furniture line and finishes on the 3rd floor.

2.0 CONTRACT PHASES

The contractor shall perform the requirement in 4 phases:

Design Services Manufacturing Services (Products) Installation Services Dismantle and Surplus

3.0 SCOPE OF WORK

From a single source, ED requires a turn-key solution for furniture and equipment. The contractor shall provide systems furniture workstations. All products shall match existing furniture line and finishes on the 3rd floor.

The contractor shall provide a high-quality furniture solution. The product line shall have a contemporary, light and open aesthetic design. All furniture shall be of a design, material and workmanship to withstand hard daily usage over an extended period with minimum maintenance and repair.

The contractor shall provide written warranty information for all products, including a non-obsolescence policy. A limited lifetime warranty is required for all furniture components. Exceptions to the lifetime warranty shall be clearly stated by the contractor.

3.1 DESIGN SERVICES

The contractor shall be responsible for translating their product offering to furniture installation drawings that comply with Americans with Disabilities Association (ADA) standards, construction code requirements and field verifications. ED will provide Design Intent Drawings (DID) to the contractor.

The contractor shall assign an Interior Designer (ID) to the project. The contractor’s designer shall conduct a field survey immediately after award to ensure the architectural drawings reflect all hold to dimensions and report any construction concerns that may impact the installation of furniture. The ID shall work with the ED Project Manager (EDPM) to develop solutions by way of product or redesign for areas of concern.

The contractor’s designer shall attend review meetings with the EDPM and/or any other necessary personnel. These meetings will be working sessions to obtain the information required to evaluate the DID layouts for function and accuracy. After the evaluation is complete, the ID shall provide supporting documentation to obtain approval on the final furniture drawings.

The design shall incorporate the furniture to be occupied by the customer and all supporting equipment, such as printers, storage, fax machines, copiers, etc., unless otherwise specifically excluded.

The ID shall create furniture installation drawings and deliver to the EDPM for review and approval. The final signature-approved drawings shall be delivered to the EDPM in hardcopy and electronic formats. Electronic formats must be compatible with AutoCAD 2017 and 20/20 Technology/CAP Studio.

The ID shall meet with the EDPM to select furniture finishes that coordinate with existing furniture finishes. After the final furniture drawings and finishes are approved, the contractor shall provide a bill of materials (BOM) to the Contracting Officer and/or the

EDPM.

The contractor shall provide all products installed under this project. Any modifications shall be incorporated into the final bill of materials, final installation drawings, and installation instructions to serve as the department’s record of inventory.

Any request to modify design/installation documents or pricing must be negotiated and approved, in writing, by the Contracting Officer (CO). The contractor shall not take any action on a change order request until approval has been received from the Contracting Officer.

3.2 FURNITURE SPECIFICATIONS AND REQUIREMENTS

Based on ED’s approved DIDs, the contractor shall provide furniture for approximately 10 systems workstations. All fabric shall be specified in mid-high grade finishes. For example, if the finish has a range of 1 – 10, a 5 or higher must be specified. Laminates shall be high pressured. Fabric shall be an approved Customers Own Material (COM) or approved manufacturer’s standard. All furniture must accommodate CAT 6 cables. All furniture must have data and power plates installed on basefeed.

The contractor shall provide a full range of the manufacturer’s standard and premium finish colors, patterns, and grades available to the government under the current GSA Federal Supply Schedule (FSS) contract for the product components.

3.3 SYSTEMS FURNITURE WORKSTATIONS REQUIREMENTS

General Requirements:

Worksurfaces:

Worksurfaces have metal threaded inserts and attach with metal screws (not wood screws).

Worksurfaces are high pressure laminate with straight vinyl edges.

Worksurfaces to be constructed of low emitting materials (composite wood or agrifiber) Worksurfaces shall be cantilever support, open leg support or end panel support Transaction surface are high pressure laminate with straight vinyl edges, easily removable without causing damage to tiles or panels.

Provide worksurface power/data support

Files:

2 high laterals shall be constructed of 22- gauge cold rolled steel with ¾ extension, box drawers and full progressive ball bearing suspensions on all file drawers

All metal finishes shall be of a durable epoxy finish.

Overhead storage cabinets to be panel mounted with easy assist door with locking mechanism align with top of panel and easy close.

Under cabinet LED lighting with occupancy sensor at all overhead units All components to be keyed alike with master key system. Provide six (6) master keys.

Testing:

Manufactured with ISO 14001 Standard Panels meet or exceed the ANSI/BIFMA X5.6-2003 Panel System tests Panels are designed for installation in compliance with the National Electric Code (NFPA 70

- 1990).

All electrical components are UL Listed and CSA certified

Workstation - 59 S.F.

Qty: 10

List of Components:

(1) 84”W x 30”D worksurface

(1) 72”W x 24”D worksurface

(1) 30"W x 18"D x 2H Lateral file - to support worksurface, locking

(2) Overhead Storage 36”W, Panel Mounted, locking, easy close

(1) Overhead Storage 30"W, Panel Mounted, locking, easy close

(3) LED task lights with occupancy sensor

NOTE: New workstations re-using some products from existing hoteling stations:

(1) Keyboard tray will be reinstalled from existing hoteling stations.

(1) Mobile box/box/file will be reinstalled from existing hoteling stations.

Workstation to include components based on attached drawing.

2D Drawing

3.4 FURNITURE SUMMARY

Furniture Description Quantity

Workstations 10

3.5 REMOVAL OF EXISTING FURNITURE

Prior to installation of the new furniture the contractor shall remove twelve 30” x 60” hoteling stations (including worksurface, privacy panels, task lights and monitor arms) and two 30” x 84”case tables (including worksurface). All removal shall occur after normal business hours.

3.6 REUSE AND RELOCATION OF EXISTING FURNITURE

(12) Mobile pads to remain for new workstations.

(12) Task chairs to remain for new workstations.

(10) Keyboard trays to be relocated to the new workstations.

(7) Four high file cabinets to be relocated as indicated on proposed plan

4.0 PROJECT COORDINATION AND OVERSIGHT

The contractor shall contact the ED representative within five days of notification of the award to schedule the Project Kick-off Meeting. The meeting will be to introduce all project team members, review project requirements, and define roles and responsibilities.

The contractor shall assemble a project team consisting (at a minimum) of a manufacturer’s representative, a Project Manager (PM), and an Interior Designer. The manufacturer’s representative shall coordinate with the contractor. The contractor shall designate a PM as a dedicated individual to be the point of contact for all information and communications whether verbal, written or electronic throughout the duration of the project. The contractor’s PM shall be knowledgeable and experienced in the type of services being provided for this project and shall have adequate time available to conduct the coordination duties required by this project in an expeditious manner. The contractor’s PM shall be qualified and authorized to make decisions on behalf of the contractor and shall attend all project meetings to ensure continuity throughout the course of the project. The contractor’s designer shall be responsible for all design services contained in section 3.1.

4.1 Progress Meeting:

The contractor’s PM and other personnel (as requested) shall attend weekly working meetings to address design, production and installation issues. The contractor’s PM shall submit to the ED furniture representative a weekly status report consisting of the following:

Progress date Production schedule of manufacturing furnishings Delivery schedule of furnishings Unresolved issues in production, construction or installation

Resolution and coordination of problems

The contractor’s PM shall notify the ED furniture representative in writing within 24 hours of any problems encountered during manufacturing, construction or installation that may adversely impact the completion of all installation requirements in accordance with required occupancy schedule.

The contractor’s PM shall check all manufacturers’ acknowledgements to ensure that the factory’s order is complete prior to shipment to confirm that the installation is on schedule and will not be delayed as a result of missing parts or an incomplete delivery.

The contractor shall maintain a complete Status Report Collection which will serve as documentation of all issues encountered during the project. This collection shall be submitted to ED at the completion of the project.

The contractor shall record minutes of project meetings and provide electronic copies to all attendees within 48 hours of the meeting.

4.2 Installation Supervision:

The contractor shall provide an experienced on-site supervisor trained by the manufacturer in specialized methods of construction and certified by the furniture manufacturer. The contractor’s supervisor shall be responsible for site management, scheduling, coordination and technical assistance with the ED furniture representative, as required throughout installation.

The contractor’s supervisor shall be responsible for confining his crew and work to the designated project areas and ensuring that installation personnel are identifiable.

The furniture installation services shall require the contractor’s project manager and on-site supervisor to coordinate the following processes:

Pre-installation meeting Product delivery, staging, installation and the clean-up Electrical, network and telecommunication coordination Component delivery, staging, installation and the clean-up Product inspection and punch-list Punch-list completion and acceptance

5.0 DELIVERY AND INSTALLATION SCHEDULE

The contractor and the ED representative will establish an installation schedule which shall incorporate restrictions due to construction, furniture manufacturing and desired occupancy date. All deliveries and installation shall occur after normal business hours.

The contractor shall schedule a pre-installation meeting with the ED representative, contractor’s project manager, on-site supervisor, and appropriate installation personnel prior to proceeding with the installation, to review the following:

Planned approach Coordination required with construction trades and movers Responsibilities of each building trades and mover personnel Elevator availability Street delivery schedule

The contractor shall coordinate the manufacturing and delivery schedule with the installers and/or the installation company, as mutually agreed upon by the ED representative.

The contractor’s supervisor shall coordinate all furniture installation work with the EDPM or building manager in order to provide space appropriate for receiving, storing and securing furniture product, including disposing of packing material and debris.

The contractor shall be held responsible for any damage to the building resulting from delivery, installation, and related work by installers and/or employees. Pre-Delivery/Pre- Installation Walkthrough is required, during which the contractor’s PM can identify and document any existing damage to the site. Project manager shall also perform daily inspections of the site for damage and document any findings in a contractor-developed checklist. Proper measures such as protective runners, pads, and corner wall protectors shall be utilized by the contractor’s installers to protect the building (elevators, walls, floors, etc.) at all times.

Clean and dust all furniture surfaces inside and outside with non-toxic cleaner upon completion of installation. Vacuum clean all carpeted work areas with an installer-furnished heavy duty vacuum cleaner after installation. Use vacuum cleaners equipped with high efficiency vacuum bags and high efficiency particulate arrestance [HEPA] filters to capture particles. Repair any damage to the carpet and perform any spot cleaning in accordance with the carpet manufacturer’s guidelines. All repairs shall be inspected and approved by the ED and/or GSA representative.

Within seventy-two (72) hours after completing product installation, representatives from the contractor’s project management and installation teams shall accompany the ED furniture representative on a punch-list walkthrough inspection consisting of the following:

Verification of the working condition of the furniture

Quality of installation

Quality of goods received

Development of punch-list

The contractor shall provide a team of installers to correct minor deficiencies and make all minor adjustments as required to eliminate safety hazards or as required by the ED furniture representative. The contractor shall assume responsibility for correcting all outstanding deficiencies within ten (10) working days of furniture inspection. After installation has been fully completed and inspected, ED will provide a written acceptance.

Furthermore, the contractor shall provide a team of dedicated installers for two working days after the move to complete any adjustments that may be required.

6.0 GENERAL RESPONSIBILITIES/LIABILITIES

The contractor shall provide the products, services and other deliverables outlined below:

The contractor shall be responsible and liable for actions of personnel; the personnel shall be easily identifiable and confine their activities to the designated project site. All personnel may be required to sign in and out of the building on a daily basis and may be subject to a security clearance. Contractor must also provide a list of all installation personnel who will be on-site during the installation with their full name, date of birth, and Social Security number.

The contractor shall clean up and remove all trash from the premises at the conclusion of the installation day.

The contractor shall provide a Project Manager/Installation Manager to maintain supervision on the premises during installation to ensure that all furniture is properly installed in accordance with all requirements within this statement of work. The contractor shall coordinate with the EDPM on requirements and scheduling of the installation of IT cabling and electrical basefeeds.

The contractor shall exercise due care to prevent damage to the building by applying protection for walls, floors and corners to assure no damage occurs during the delivery and installation of furniture. The contractor shall be responsible for the repair and/or costs associated with any damage to the building during the process of delivery, installation, and/or removal of furnishings.

The contractor shall provide all components, hardware and parts necessary for proper assembly, installation and operation described in the specification. All goods shall be new, unused, and delivered ready for use.

Contractor shall be responsible for the following:

Touch-up of nicks and scratches on the furniture that may occur before, during, and after installation (up until final acceptance by ED)

Cleaning or replacement of all fabric marred before, during, and after installation (up until final acceptance by ED)

All undiscovered freight damage

All shipping and handling charges for replacement parts shall be paid by the contractor

Responsibility and liability for loss or damage shall remain with the contractor until final inspection and acceptance by ED.

The contractor shall provide a copy of their Certificate of Insurance (COI) to the GSA and/or building representative for general liability insurance as required by the local jurisdiction.

Services and Deliverables

Item ID Service Deliverable SD-1 Assist with the selection of furniture’s fabrics & finishes.

SD-2 Generate a design solution for the new furniture layout and verify critical dimensions to ensure that the furniture will fit in the space allotted.

An installation drawing package to include all workstations in hardcopy and electronic format that is in compliance with AutoCAD 2017 and CAP Studio including critical hold-to dimensions as needed.

SD-3 Generate product orders for all new furniture.

A bill of materials (BOM) itemizing the new furniture costs and material.

SD-4 Coordinate dismantle and disposal of existing furniture.

A schedule that identifies the order and duration of the bread down and disposal of existing furniture.

SD-5 Coordinate and implement the delivery and installation of new furniture.

A schedule that identifies the order and duration of the delivery and installation of new furniture.

SD-6 Provide Certificate of Insurance (COI). A copy of the COI for general liability insurance shall be provided to the GSA representative and/or building manager.

SD-7 Verify any restrictions or limitations to delivery of furniture including loading dock access and/or street delivery.

Written documentation: permits for the installation of furniture, street access and other requirements.

SD-8 Process the purchase orders for new furniture.

All manufacturers’ acknowledgements and/or delivery schedules with ship dates, back-ordered ship items and arrival dates.

SD-9 Provide storage for new furniture to include 30 days at no cost.

A cost breakdown for additional storage that may exceed the 30 day agreement.

SD-10 Installation services to include unpacking, inspection of product for damage, placement, set-up, assembly, leveling of product.

A delivery schedule and list of all installers to be on-site with full names, dates of birth and Social Security numbers.

SD-11 Coordinate a post-installation “walk-through” with project managers and installers to identify outstanding issues.

A punch list report that identifies items that remain outstanding after the initial installation is accomplished, a plan for resolution and a written confirmation of completion.

SD-12 Provide schedule resolution of any post-installation issues within two weeks of completion. Contractor shall document deviations from original design.

Set of as-built drawings that highlights changes to the space after initial installation is completed, updated typicals and an updated bill of materials that reflects the final product on site.

SD-13 Create finish binder with all selected finishes.

Provide (1) binder to include approved fabrics, finishes, samples and specifications.

SD-14 Provide instructions for the proper care and maintenance of the furniture and warranties for each product offered.

A document that shall include cleaning instructions, maintenance and post-installation instructions for problems. Written copies of all warranties to be included in final BOM.

7.0 PERIOD OF PERFORMANCE

The period of performance is September 21, 2018 through December 21, 2018.

8.0 SUSTAINABILITY

The ED is committed to meet or exceed the Executive Order #13514; Federal Leadership in Environmental, Energy and Economic Performance to achieve a more sustainable design for its new office space.

The contractor shall provide documentation to support commitment to conserving materials and natural resources, using clean technologies in manufacturing processes, and achieving the certifications from at least one third party organizations such as:

Forest Stewardship Council (FSC) GREENGUARD Environmental Institute Green Seal International Organization for Standardization (ISO) 14001 U.S. Green Building Council’s LEED Green Building Rating Systems MTS, SMaRT Certification Scientific Certification Systems (SCS)

9.0 CODES AND STANDARDS

The contractor shall ensure that all products and services comply with the following recognized national and international standards relevant to the design, manufacture, and install of contract furniture:

International Standards Organization [ISO], Standard ISO-9000 for compliance with total quality management standards in manufacturing practices and procedures.

International Standards Organization [ISO], Standard ISO-14001 for compliance with the environmentally responsible practices and processes in manufacturing facilities.

American National Standards Institute [ANSI], Guidelines and certification for safe use of commercial and institutional furniture products.

Business and Institutional Furniture Manufacturers Association [BIFMA], Safety and Performance Standards, developed in conjunction with ANSI to provide regulatory oversight of the design and construction standards governing the manufacturing of commercial and institutional furniture product.