A04_-_R3RO_MovingServiceSOW_DRAFT_20230614_1.docx

U.S. Fish and Wildlife Regional Office Furniture Installation and Moving Services Statement of Work

Relocation Services US Fish and Wildlife Service Bloomington, MN Approximate Square footage: 6,100 SF

Origin:

5600 American Blvd W Suite 990 Bloomington, MN 55437

Destinations:

5600 American Blvd W Suite 990 Bloomington, MN 55437 (Reconfiguration of current layout due to construction project)

TBD Bloomington Storage Unit

Estimated move date: August 2023 – March 2024?/TBD

EXPECTED SCOPE OF MOVE

A construction project on the 9th and 10th floors of the facility will necessitate the movement/rearrangement of existing furniture and disposal of some existing furniture in up to 6,100sqft of space, dependent on the newly constructed floorplan. Moving requirements are expected to include, but are not limited to, the following:

· Before construction commences:

· Movement of approximately 15 legal banker boxes, 10 letter banker boxes, and a few floor lamps to either 9th-floor storage or final locations/workstations, depending on the construction phasing plan and availability of final workstations. (FAC)

· Deinstallation of FAC’s 9 adjustable sit/stand desks. Movement of sit/stands desks either to 9th-floor storage or installation at final locations/workstations, depending on the construction phasing plan and availability of final workstations. (FAC)

· Movement and disposal of furniture and equipment out of one 138.5sqft file/storage room on the 9th floor. (FAC)

· Movement of FAC’s 2 lateral 4-drawer file cabinets (currently full) from hallway into 9th floor file room or temporary storage. (FAC)

· Movement of FAC’s 2 lateral 3-drawer file cabinets and 2 bookshelves from storage room into 9th floor file room or temporary storage. (FAC)

· Movement and disposal of materials in one 10’x12’ room on the 10th floor (to be a NWRS office). Movement of furniture from one vacated 10’x12’ office from 9th-floor to the new 10th-floor office. (NWRS)

· Movement and disposal of furniture in two conference rooms on the 9th floor. (RBO)

· Movement of 9th-floor furniture and equipment from four existing FAC 10’x12’ offices, one 12’x15’ office, and one copier/printer room into onsite storage, with furniture from three of the four 10’x12’ offices and the one 12’x15’ office to be repurposed on the new floorplans. (FAC)

· Seney National Wildlife Refuge (NWR): Layout/design thirteen (13) 8’x8’ system furniture cubicles using the existing furniture from the Region 3 FWS Regional Office. Proposed preliminary Seney layout has been provided. The interior cubical layout and components (overheads, files, countertops, etc.) for the Seney cubicles shall be the same as the existing Regional Office cubicles. Identify the correct number and length/size of the existing file cabinets to fit in a 16-foot-long space and a 24-foot-long space at Seney identified on the plan for file cabinets. In addition, please provide a list of any additional connectors, panels, countertops, etc. and any other parts and pieces that the government may have to purchase in order to install the existing cubicle furniture at Seney.

· Disassembly and packaging of 13 8’x8’ Steelcase cubicles, 3 sets of FAC private office furniture, and filing cabinets of various lengths to fill one 16-foot-long area and one 24-foot-long area, Transport all these packaged items to an offsite storage facility near Bloomington, MN, for long-term storage. (NWRS furniture reserved for Seney National Wildlife Refuge in Seney, MI)

· Disassembly and packaging of 4 sets of office furniture and transport to an offsite storage facility (same as above) near Bloomington, MN, for storage. (NWRS furniture reserved for McGregor District Office in Luster Heights, IA)

· Using existing cubicle materials, add walls as needed to make standard cubicles instead of reception-style cubicles for the following cubicle numbers:

· 9th floor: 40, 46

· 10th floor: 38, 55, 56, 62

· Using existing cubicle materials, add furniture as needed to cubicles 50 and 51 (9th floor) to make them standard workstations, as they are currently configured for file storage only. (SA, RBO)

· Using existing cubicle materials, convert cubicle 52 (9th floor) from a large wheelchair-accessible cubicle into a standard cubicle. (RBO)

· Using existing cubicle materials, add a cubicle wall to separate currently merged cubicles 66/68 into two cubicles (10th floor). (NWRS)

· Disassembly of one cubicle partition between two workstations. 53 and 54 (9th floor). Move two large copiers to expanded space and rearrange remaining cubicle furniture from the original two cubicles. (RBO)

· Conversion of the built-in cubicle desk in cubicle 44 (9th floor) to a sit/stand desk.

· Addition of one locking printer cabinet to cubicle 28 (9th floor) for an existing printer. After an appropriate cabinet product is identified, the USFWS office procurement contact will need to purchase this item.

· Conversion of cubicle 26 (10th floor) to a standard cubicle. This cubicle is currently modified to house a plotter.

· Disassembly and disposal of any remaining 8’x8’ Steelcase cubicles necessary for construction. Locking Steelcase drawers and cabinetry in any one office or cubicle must remain together, because keyholes with a workstation match each other. (RBO)

· Dismantle and dispose of 1 Lektriever in 9th floor storage room (#937). (RBO)

· Miscellaneous items/any other task necessary for a complete move.

· After construction is complete:

· For any boxes/crates remaining in 9th-floor storage, movement to final locations/workstations. (FAC)

· For remaining sit/stand desks in 9th-floor storage, movement and installation at final workstations and offices. (FAC)

· Movement of any remaining lateral filing cabinets and bookshelves in temporary storage to final 9th-floor destinations. (FAC)

· Movement of furniture from two 10’x12’ offices and one 12’x15’ office from 9th-floor storage to two newly constructed 10’x12’ offices and one 12’x15’ office on the 9th-floor. (FAC)

· Movement of remaining office furniture within the vacated 6,100sqft that has not been excessed or accepted by the incoming tenant to the building’s dumpster. (RBO)

· Miscellaneous items/any other task necessary for a complete move.

ESTIMATED SEQUENCING AND PHASING

The Moving Services Contractor will assist in developing a move services plan that includes sequencing and arrangement of the necessary actions listed above. The following table describes phased move-related actions that need to occur before construction commences. Not all items below require Contractor services. Items that will require the Moving Services Contractor’s services are marked with an asterisk(*). Timeframes for this draft SOW are estimates and may shift.

- JAO Contracting clears all files from 6,000sqft and 1 storage room Lektriever

- JAO employees that have vacated the RO completely clean out cubicles

- WSFR clears out smaller items and files

- Movement of copier, printer, and map case into office 1036. Lektrievers will be left for NWRS to assess usefulness and remove later, if needed.*

- FAC Employees move to former JAO/Engineering Cubicles*

- RBO Employees move to former IRTM/Engineering Cubicles

SERVICES TO BE FURNISHED BY THE MOVING SERVICES CONTRACTOR

1. Pre-move Meeting(s) and Inspection: The Moving Services Contractor’s representative shall attend meeting(s), as required, with participants from the U.S. Fish and Wildlife Service (USFWS) representative(s) and building management, to receive instruction and provide information about property movement.

The Moving Services Contractor and USFWS representative shall participate in an initial walk- through to inspect the property to be moved and facility in order to become acquainted with existing conditions. This will confirm the necessary equipment and labor to be furnished to provide for the orderly, timely, and efficient movement of the property.

Failure or neglect in becoming familiar with these conditions shall not relieve the Moving Services Contractor from performing the services specified herein. The participants of the walk-through shall note any damage.

If furniture is at origin and is boxed, it can be moved in boxes; however, the USFWS waives all right to claim damage on the contents of anything moved in boxes that cannot be inspected by the Moving Services Contractor.

It may be necessary to mark existing damage to the building(s) with colored tape, or some other method, to make it easier to identify existing damage. The Moving Services Contractor shall be responsible for damage of anything not previously noted. The Moving Services Contractor shall also be required to participate in the exit inspection and walk- through. The same participants of the initial inspection and walk-through will complete the exit inspection and walk-through.

2. Move Management Services: The Moving Services Contractor will be responsible for providing dates of the moves in coordination with the building manager’s construction contractor and the USFWS, phasing information (as applicable), logistics coordination and instruction, and floor plans/office layouts.

3. General: The Moving Services Contractor shall perform all services required to relocate the office property from the present location(s), transport it to the designated places, and place it pursuant to the instructions of the USFWS specified point(s) of contact.

These services shall include packing all contents of office; padding and/or crating required for the safe transportation of the property; disassembly and/or reassembly of the property when necessary; picking up and loading of the property at its origin(s); uncrating as required; placing the property in the destination(s) as specified by agency Monitors; removal of padding and crating materials from the premises of the Government; and any other services that would normally be included in a complete moving service.

The Moving Services Contractor will be responsible for packing all boxes and office material and supplies prior to moving them.

Please note that there may be multiple destinations included as part of this move. Moving Services Contractor will be required to pay for all dump and disposal fees as applicable.

4. Materials and Equipment: The Moving Services Contractor agrees to furnish all necessary materials and equipment; said equipment may include, but not be limited to dollies, hoists, hand trucks, forklifts, computer carts, library carts, etc. All materials-handling vehicles used in the interior of the building must have rubber-tired wheels.

Any forklifts or power walkers must be electric/battery powered and fully charged. No propane or liquefied petroleum (LP) gas forklifts can be used without the express permission of the building manager (Colliers). Power walkers and forklifts use will not be permitted on raised-floor tiles.

The Moving Services Contractor shall provide moving supplies which may include, but not be limited to tape, boxes, and labels, shrink wrap, corrugated paper, bubble wrap, pads, etc. as deemed necessary by the Government.

USFWS may request moving boxes. Supplies shall be provided to t USFWS at the origin within five (5) working days of receipt of the work order from the USFWS. The supplies shall be provided to the location to allow USFWS time to pack workstations well in advance of the move date by employees going on travel or leave. Of potentially greater significance is the fact that some agencies will need to pack an extensive amount of sensitive files.

New boxes provided for relocation can be reused during other phases of the move, as applicable. The new boxes can be reused for each move phase unless use/damage renders the box unsafe for use. At that time, new boxes may be requested by the Government.

Efficiency must be combined with safety in determining the size of boxes that will be used. Since USFWS employees must handle loaded boxes, it is important to restrict the size of the boxes to reduce the possibility of injury. The size is restricted to the standard 1.5 cubic foot box. The box size shall not be smaller than 16”L X 12”W X 12”D nor larger than 18”LX 13”W X 13”D.

Boxes shall not be stacked higher than 3 standard boxes high. They shall not be stacked in such a way as to impede the operation of drawers or cabinets.

5. Supervision and Labor: The Moving Services Contractor shall furnish all the necessary supervision and labor each day that work is scheduled.

6. Movement of Property: Property to be repurposed shall be moved within the facility. Temporary storage will be available on site while construction is completed. Once construction is complete, the Moving Services Contractor will move property to final locations within the facility. Property to be disposed will be dumped/disposed in coordination with the building manager (Colliers).

7. Phased Moves: Move property, as directed, in groups, by office or area. The Moving Services Contractor shall provide a color coordination system to differentiate property moving in different groups or areas.

8. Special Equipment: Furnish equipment and operators to move heavy and bulky articles such as executive furniture, large bookcases, safes, etc.

9. Disassembling, Reassembling, and Special Handling of Property: The disassembling or property with basic and tools such as hammer, screwdriver, drill, or wrenches, etc. (not requiring mechanical, electrical, plumbing, or specialized technical skills), when necessary for the safe and effective transportation of the property, shall be performed by the Moving Services Contractor.

When it is necessary to disassemble property for transport, such property shall be reassembled by the Moving Services Contractor upon placement at the new location. This does not include items such as bookcases, which have been built into the walls. Typical items that require disassembling include Steelcase cubicles, display boards, blackboards, shelving units, bookcases, storage racks, large tables which are built to be disassembled during a move, etc.

10. Movement of File Cabinets: The Moving Services Contractor will inform the USFWS with sufficient notice whether any filing cabinets must be unloaded prior to moving.

11. Removal of Packing Material: The Moving Services Contractor shall remove empty packing containers and related rubbish from the premises on a daily basis. The Moving Services Contractor should always allocate resources in such a way that rubbish and boxes are picked up by the end of a phase. The Moving Services Contractor shall provide a complete cleanup within two days after the move is complete. The Moving Services Contractor shall transport used boxes/packing materials, etc. from phase to phase.

12. Permits: The Moving Services Contractor shall obtain necessary clearances or permits, if any, which may be required for parking on streets during a move.

13. Elevator Service: The Moving Services Contractor shall make arrangements with respective building owners or managers for any and all services and facilities necessary to accomplish the relocation. Such shall include, but not be limited to, elevator service, access to building, and parking and loading facilities, and shall include the use, maintenance and operation of same without additional expense to the USFWS. Nor shall the USFWS be liable for delays or any cost associated therewith or occasioned by the Moving Services Moving Services Contractor’s failure to make adequate arrangements for any and all services and facilities necessary to accomplish the relocation. The building manager will provide the Moving Services Contractor with key card access to the freight elevator.

**Location is the 9th and 10th floors of a 10-story office building with a freight elevator.**

14. Protection of Property: The Moving Services Contractor shall at all times protect and preserve from loss, damage, or harm all materials, supplies, and equipment of every description, including that which may be Government furnished or Government owned. If, as determined by the USFWS representative(s), any materials, equipment, supplies, or work performed are not adequately protected or provided by the Moving Services Contractor, such property may be protected or the services provided by the Government, and the cost thereof charged against the Moving Services Contractor and/or deducted from any payment otherwise due them. Any work stoppage, which may be incurred by failure of the Moving Services Contractor in this respect, shall not be chargeable against the Government.