Attachment 5-FDA Daily Move Guidelines.pdf

Attachment 5

FDA Daily Move and Labor Related Services Contract

Move Guidelines

A. The FDA client will contact the FDA Daily Move and Labor Related Services Contracting

Officer’s Representative (COR) with their requirements.

B. The FDA COR will review the requirements, generate a Statement of Work (SOW) and contact the Contractor to arrange for a site walk through to review requirements.

C. The Contractor along with the FDA COR and the client will meet to discuss the SOW and to perform a walkthrough of the “send” and the “receive” locations of the move and to establish a tentative date for the work.

D. Using the SOW and the data gathered from walkthrough, the Contractor will generate a costing proposal for the work to be performed. The Contractor will use the “menu of services” and “Time and Material” cost carts contained in the FDA Daily Move and Labor

Related Services contract to generate a cost proposal for the work to be performed.

E. The FDA COR will meet with the Contractor to review the cost proposal and, if necessary, negotiate a final cost proposal bid.

F. Once the cost proposal has been agreed upon by the FDA COR and the Contractor; the

FDA COR will inform the Client of the cost to perform the work. Once this is completed the Contractor will forward the cost bid to the FDA Contracting Office. The FDA

Contracting Office will prepare a Task Order under the FDA Daily Move and Labor

Related Services contract for the work to be performed.

G. The FDA client will provide the Contractor with the name and phone number(s) of points-of-contact for the move.

H. The Contractor will provide the Client will a “move package” which will contain instructions for labeling equipment, diagram for placement of furniture in the new offices, and instructions for the preparation and the movement of the IT equipment.

Sequence of Events for the Move

1. At least three weeks prior to the move, the client will notify the FDA security office of the pending move and ensure that all Contractor move personnel have proper access to both the “send” and the “receive” sides of the move. The client will also arrange for any building usage services that may be needed for the move (i.e. elevator, building engineering on-site, weekend access to the access to the building, etc).

2. Three weeks prior to the start of the move, the Contractor will meet with the client and the

FDA COR to establish a schedule of events for the move. This schedule will include start date of the move, day and time for any packing by the Contractor that may be necessary, the time that the IT Technicians can arrive to disconnect the computer workstations, the time when the Contractor can “prep” the building with Masonite, wall protection, etc for the move, and the time the actual movement of client’s contents can begin. At this time, the full schedule of events for the move will be agreed upon by the Contractor, Client, and the FDA COR.

3. One week prior to the start of the move, the Contractor will deliver any move related materials (i.e. packing crates, library carts, moving labels, bubble wrap, packing paper, etc) to the Client’s “send” location.

4. One week prior to the start of the move, the Contractor will perform a final walkthrough and meet with the Client and FDA COR to ensure that the requirements have not changed, and the SOW is still valid. At this time the client will provide the Contractor with the name and phone numbers of the point(s)-of-contact for the actual move.

5. On the day of the move the Contractor will arrive at the “send” location to disconnect, inventory, and package the agreed upon Information Technology Equipment. The

Contractor will also prep the building for the actual movement of personal items, furniture, IT equipment, etc.

6. Customers are responsible for moving their personal items including money, plants, desk clocks, fountain pens, pictures, plaques, awards, etc. Please take items home several days before the move. Neither the FDA nor the moving company is liable for non-Government property, lost or damaged during the move. Items such as calendars, calculators, rubber stamps, bookends, recycling boxes (small), etc. may be packed in the moving totes.

Clients/Staff should plan on moving trash receptacles and should label them, so they are moved. (PACKING TIPS)

7. Seal paper clips, pencils and other loose materials in envelopes and then pack them. Protect all glass items with paper, newsprint, or other appropriate packing material. The moving company will provide packing materials such as bubble wrap.

8. Prior to the delivery of any personal items, equipment, IT equipment, etc to the “receive side” of the move; the Contractor will prep the “receive” location with elevator, wall, corner, and floor protection. The contents will be delivered to the “receive side” and placed in the proper location according to the instructions and items labeling provided by the client. A client representative will be present and readily available to provide direction and to answer any questions at all times during the delivery of the move contents.

9. Once the delivery of the move contents is completed at the “receive side” of the move; a client representative will perform a walkthrough of the spaces to ensure that the work has been completed to his/her satisfaction and to record any problems or damaged contents as a result of the move. All building protection materials and move equipment will be removed from the site.

10. The day following the completion of the move (or the following Monday if the move was performed during a weekend) the Contractor will provide a team of movers and an IT

Technician for 8 hours (if needed) to perform any post-move assistant to the client as may be necessary. This assistance will be limited to minor relocation of furniture, movement of contents packing crates, repair of any damaged contents, and help with the hardware hook-up of the IT equipment.

11. One week after the move the Contractor will remove all moving crates, library carts, and any other move related equipment from the Client’s site.

Terms and Definitions

1. Send side/location-the FDA location where the material/contents for the move originates.

2. Receive side/location-the FDA location/building where the material/contents for the move are to be delivered.

3. Information Technology (IT) – term is associated with the FDA client workstations and attached peripherals and any network attached printer or FAX equipment.

4. Statement of Work (SOW) - a concise narrative of all work to be performed.

5. Contractor Officer’s Representative (COR)-the person designated by the Contracting

Officer to provide technical guidance on their behalf.

6. Move package-the Contractor’s instructions for the FDA client outlining necessary actions to be taken prior to the actual move.

7. FDA Daily Move and Labor Related Services Contract-an FDA contract with the

Contractor to supply small daily move and labor related services as well as a contract vehicle that can be used by the FDA client to generate a Task Order for any large moves.

8. Post-Move Services-a service provided by the Contractor to assist the FDA Client, after the actual move has taken place, with any small adjustments that may be necessary with the placement of furniture, items, or with the IT hardware that was moved and reinstalled.