Attachment_B_SOW_-_Space_Planning _Design_and_Analytical_Support_Services.doc

Attachment B

Statement of Work (SOW)

Space Planning, Design and Analytical Support Services

1.0 INTRODUCTION

The purpose of this acquisition is to obtain contractor support for space planning, design, relocation, and related analytical support services for the Department of Education’s (ED), Facilities Services’ (FS) office. ED occupies space in 9 buildings in the Washington, DC metropolitan area and 20 buildings in regional locations throughout the United States and Puerto Rico.

2.0

BACKGROUND

FS provides the highest quality physical work environment for ED employees. FS is responsible for planning, establishing, directing, controlling, and implementing policy, standards and procedures governing all aspects of the following functions: space planning and management, facility management, rent, service calls, moves, furniture acquisition and disposal, warehouse management, and property management and inventory.

3.0

SCOPE OF SERVICES

3.1 Space Planning Support

The contractor shall provide support to design, develop, coordinate, and deliver the ED’s scope of work as described below:

1. Provide interior design services to include furniture layouts, finish selections, etc.

2. Conduct field surveys and verify existing and proposed ED-occupied space.

3. Update AutoCAD drawings to reflect findings from field surveys.

4. Maintain floor plans and CAD library for all ED-occupied buildings.

5. Provide various space design options for new and/or reconfigured space.

6. Provide systems furniture drawings with detailed specifications of components.

7. Review space designs for compliance with the Americans with Disabilities Act and ED’s Collective Bargaining Agreement and Space Directive.

8. Analyze Design Intent Drawings (DID) and Construction Drawings (CD) submitted by the General Services Administration (GSA) and/or outside contractors.

9. Conduct data analysis and ad hoc reporting to support the search for better, more efficient ways to manage and utilize space.

10. Prepare cost estimates, inclusive of material and labor to fabricate elements presented in accepted and approved architectural renderings/designs. The estimate provided shall be utilized as an ‘independent source cost estimate’ and be in Construction Specifications Institute (CSI) format.

11. Develop a detailed project schedule from project initiation through occupancy.

12. Provide support in the closeout of projects by auditing all files and ascertaining that all the required documents are in place. This includes, but is not limited to, payments, warranties, change orders, punch lists, cost reconciliations, etc.

13. Develop a numbering scheme for new space to include workstations, offices, special spaces, suites, etc. Provide recommendations for directional signage and directory boards. Assist with creating an acquisition package for signage procurement.

14. Recommend options for workstation/office/room numbers for space that is altered and/or reconfigured

15. Generate custom reports from space plans.

16. Record minutes of project/budget meetings and provide electronic copies to the COR and/or designated FS PM within 48 hours of meeting.

17. Provide a backup for all tasks outlined in this section.

3.2 Space Planning Support for Special Projects

The Contractor shall provide a Project Manager (PM) to provide construction oversight, coordination support and move management for special projects. The PM will work closely with the FS Project Manager (FS PM) and his team. The Contractor’s PM responsibilities shall include the following:

Construction Oversight

1. Monitors daily construction progress in relation to the contractor’s adherence to schedules and ensures construction is performed in accordance with approved construction drawings.

2. Conducts daily site inspections during construction; apprise GSA representative and FS PM of non-conforming work and steps required to correct same.

3. Initiates and coordinates work plans with the FS PM for unexpected conditions which interfere with construction.

4. Assists/supports the timely development of construction drawings and construction costs.

5. Reviews completed construction drawings and cost proposals for compliance to ED requirements. Verifies accuracy and reasonableness.

6. Coordinates ED project schedule with overall construction schedule.

7. Develops and maintains overall schedule related to all ED activities, and participates in internal team meetings, construction meetings or other project-related meetings.

8. Provides ongoing problem solving to problems that might arise and trouble shooting, as required.

9. Provides status reports and executive briefings, as required.

10. Initiates and supports coordination efforts related to outstanding items, i.e. security, information technology, furniture, interior signage, etc.

11. Reviews submittals, change orders and Requests for Information (RFI) and submits recommendations to the FS PM on.

12. Reviews requests for changes and determines when a change order is required. Negotiates the cost of change orders and forwards the final product to the FS PM for review and approval.

13. Develops cost estimates and schedules as needed.

14. Reviews specifications, cut sheets, shop drawings, millwork drawings, etc., and make recommendations to the FS PM for changes, approvals or other action as needed.

15. Develops construction punch lists and follows up to ensure that all items on the list are resolved.

16. Creates and issues construction deficiency lists, when needed, and participates in the development of project punch lists.

17. Reviews the CDs and verifies that hardware requirements meet Americans with Disabilities Act (ADA) guidelines and that the following items have been considered: door silencers, door hinges number and balanced for the disabled, mortised lock set, cantilever door handles for the disabled, door stoppers, coat hangers, electric strikes for secured doors etc.

18. Verifies that all doors can be opened by the disabled. Automatic door openers shall be installed in all critical areas such as bathrooms, building entrance, suite entrances, training, and Video Teleconferencing (VTC) areas, etc.

19. Inventories, measures, researches power requirements, NEMA outlet type, floor load, amperage, voltage, etc., for all ED-owned office equipment and file systems that are to be installed. Verifies that dedicated circuits with a NEMA type outlet are in the required locations.

20. Verifies that all conference/training rooms have adequate lighting, lighting controls, sound attenuation, heating and ventilation, chair rails, flooring, ceiling, wiring, computer and printer outlets, color and fabric selection. Support electrical requirements such as dimmer control; spot lighting, remote controls for projectors, cable TV outlets, adequate number and location of outlets.

21. Provides cost negotiation support to the FS PM by evaluating cost proposals submitted by the AOR, the Lessor and/or the Construction Manager (CM). Determines if cost proposals are reasonable and makes recommendations to the FS PM on approval/disapproval.

22. Verifies that each break room/pantry have the following: sink, garbage disposal, full sized refrigerator, outlets for microwaves, upper and lower cabinets, counter space for lunch preparation, paper towel dispenser, and appropriate ventilation.

23. Provides technical support for sound abatement.

24. Coordinates deliveries and oversees installation of furniture and equipment.

25. Researches appliances for the break rooms/pantries and provides specifications to the FS PM.

26. Researches and identifies miscellaneous items, i.e., wastebaskets, clocks, coat hangers, etc. and provides specifications to the FS PM.

Move/Relocation Management

1. Verifies that all permits have been obtained.

2. Develops an inventory of all ED-owned equipment, furniture, etc., that will not be relocated and coordinates with the appropriate FS PM to schedule disposal.

3. Develops a phase plan for relocating staff to the new location.

4. Assists with the relocation of ED-owned equipment. Works with appropriate ED staff to identify the vendors or maintenance contractors for all equipment or systems that must be relocated.

5. Request all the maintenance manuals, warranties, guarantees for all ED-owned equipment and systems. If training is required, the Contractor shall advise the FS PM and make sure that staff is trained on the use of the equipment and systems and that all training manuals are provided by the vendors or manufacturers.

6. Prepares a Move Package with detailed packing and move instructions for staff moving to the new site.

7. Prepares an Orientation Handbook with information about the new office space. The handbook must include general building information, local transportation, restaurants within walking distances, etc.

8. Performs close-out activities, auditing all files and ascertaining that all the required documents are in place. Confirms that payments, warranties, training, change orders, punch lists, cost reconciliations, release of retentions, etc., are complete. Provides a final report to the FS PM when close-out activities are complete.

3.3 Analytical/Financial Support Services

The contractor shall provide analytical, financial and management reporting, tracking and analyses, for rent, Reimbursable Work Authorizations (RWA’s) and other budgetary items.

Specifically, the contractor shall:

1. Produce rent reports consisting of expenses, budget projections and other pertinent information.

2. Project, analyze, track and reconcile rent data.

3. Identify rent billing discrepancies, track and assist with resolving discrepancies prior to the next billing cycle.

4. Distribute rent payment and projection reports to ED principal offices (PO).

5. Produce space assignment reports consisting of data collection, maintenance, analyses and reporting for space assignments by rentable and usable square footage, by PO, by full-time employees (FTE) and contract employee, by client billing record (CBR), and by building.

6. Produce RWA reconciliation reports by RWA, by authorization amount(s), by obligation by expenditure, by project, by building, and by PO. Reports must include spendable balances and GSA fees.

7. Identify billing discrepancies and notify the designated FS PM assigned to that billing site. Work with GSA and the designated FS PM to resolve discrepancies.

8. Produce expenditure reports by PO, by FS budget item/account, by RWA and by building.

9. Log, track and reconcile Intergovernmental Payment and Collection (IPAC) bills.

10. Coordinate IPAC bill reconciliation with GSA and FS PMs and budget staff.

11. Review ED’s Oracle Award Financial History Report to verify balances and identify discrepancies.

12. Provide a backup for all tasks outlined in this section.

4.0 REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

The contractor shall provide personnel who possess the knowledge, skills and abilities listed below:

· Working knowledge of the Computer Aided Facilities Management (CAFM) software, ARCHIBUS

· Working knowledge of Computer Aided Planning (CAP 2020) software

· Working knowledge of AutoCAD (most current version), with experience in space planning and construction document development

· Knowledge of Building Owners and Managers Association (BOMA) standards

· Ability to read and interpret DIDs and CDs

· Ability to use Adobe Photoshop, PageMaker and Macro Media Flash

· Ability to use Microsoft Office, specifically Project, Excel, Word and PowerPoint

· Working knowledge of GSA’s Reimbursable Work Authorizations (RWA), Rent, IPAC and other billing processes

· Working knowledge and experience with GSA’s Exhibit 54, a tool used to assist agencies in completing their space budget justifications

· Ability to respond to customer’s changing priorities and meet deadlines

· Ability to communicate clearly, courteously and effectively

· Ability to communicate orally and in writing

· Ability to deliver quality products and services that address customer needs

In addition, personnel must possess knowledge of numerous Federal statutes, regulatory directives, and guides. These documents include, but are not limited to:

· OMB Memoranda M-12-12, Promoting Efficient Spending to Support Agency Operations

· Federal Managers Financial Integrity Act of 1982 (FMFIA)

· Government Performance and Results Act of 1993 (GPRA)

· Federal Acquisition Streamlining Act of 1994 (FASA)

· Paperwork Reduction Act of 1995(PRA)

· Clinger-Cohen Act of 1996 (CCA)

· Interagency Security Committee

· Local codes and/or regulations

5.0 CONTRACTOR PERSONNEL/LEVEL OF EFFORT

The estimated level of effort is approximately twelve thousand (12,000) hours annually. Each proposed position should represent the level of effort the Contractor deems appropriate to adequately perform the tasks in this Statement of Work. The contractor must provide coverage from 7:30 am until 5:30 pm each office workday, Monday through Friday, excluding Federal holidays. Hours may be staggered to achieve the required coverage period. Some work may be completed off-site, as appropriate, however, there must be a minimum of two staff members on-site at all times. The on-site staff must be able to complete space planning and analytical/financial support services. Dedicated on-site staff is required and each proposed position should be at a level the contractor deems appropriate to adequately perform the tasks in this SOW.

The contractor shall notify the COR within two business days of the departure of staff; notification shall be immediate in the case of involuntary separation. System access for voluntarily separated contractors shall be terminated as soon as possible, but no later than two business days of notification. Access for involuntarily separated personnel shall be revoked immediately. This applies to passwords, account user Ids, and all other access devices. A recent activity review of the outgoing contractor will take place to inspect the information and IT systems the individual accessed prior to departure.

6.0 TRAVEL

The contractor shall be responsible for local travel.

7.0

PERIOD OF PERFORMANCE

The period of performance for this effort shall be one 12-month base period and four 12-month option periods.

8.0

DELIVERABLES

The contractor shall complete and submit the following space planning/design related reports. Due dates will vary for most reports based on the type of task, complexity, etc.

· Bi-weekly report that details all tasks completed and meetings attended. Due the 1st and 16th of each month.

· Space assignment reports

· Space layouts (including furniture w/specifications)

· DIDs and CDs

· Design reviews

· Project schedules Analytical/financial reports will be required on a monthly and as-needed basis. Monthly reports will be due within 5 days of the availability of the data. As-needed reports will be due within 5 days of the request by the COR. The COR has the authority to extend the due date, if necessary. Monthly reports include the following:

· Rent reports

· Expenditure Reports

· RWA Reconciliation Reports

· Rent and RWA Summary Reports

Deliverables must meet the requirements specified in the SOW and will be evaluated on their timeliness; accuracy and relevance; usefulness for target audiences; comprehensiveness, clarity and organization and; responsiveness to reviewers' comments and suggestions.

The contractor shall record minutes of budget/project meetings and provide electronic copies to the COR or designated FS PM within 48 hours.

9.0 OPTIONAL SERVICES (Requires a Task Order) 9.1 Travel Travel to regional offices may be required in support of the base tasks outlined in the sections above. If travel is required, a task order will be issued once the details of the trip are known. All travel shall be in accordance with the Joint Travel Regulation (JTR) and must be approved in advance by the COR and/or FS Director. The contractor shall notify the COR when travel is planned and forward a travel estimate; the COR shall review and approve/disapprove the travel request; and all approved travel shall be billed to the government at costs subject to the limits of and in accordance with the JTR.

9.2 Additional Optional Services Reports and tasks identified in the sections below shall be provided on an as-needed basis. A task order will be issued whenever these services are required.

Project Initiation

1. Meet with the FS PM and key ED team members to collect background data and programming requirements.

2. Provide a detailed project schedule from project initiation through occupancy.

3. Provide full support to the FS PM through the full duration of the project to ensure timely delivery of quality services.

4. Develop Program of Requirements (POR).

5. Provide and maintain an interactive administrative website to house project information including administrative information, meeting minutes, plans, budgets, invoices and other relevant project data. Information and data posted to this website must be in the format as proscribed by the FS PM. All project related materials, in their original format, shall be available on this site within 48 hours of their origination.

Building Evaluations

1. Provide assistance to ED during review and evaluation of potential buildings to determine the level of compliance with the POR and Interagency Security Committee (ISC) requirements and suitability with the agency.

2. Assist, as directed, ED team members with the initial market survey of potential buildings to determine whether the site meets the basic requirements and needs of the agency. Both the architectural team and the Mechanical, Electrical and Plumbing (MEP) consultant will require a tour of the potential sites.

3. Assist, as directed, ED team members with reviewing and analyzing the buildings offered to aid in the evaluation and selection process. Site visits, plan reviews and analysis will be required.

4. Provide a detailed field survey of the areas offered in the building selected.

5. Provide an MEP review and evaluation of the area offered in the final selected building that identifies potential issues, challenges or limitations.

6. Provide test fit drawings on the best fit of the POR in to the selected building.

7. Obtain building specifications regarding the loading dock and the elevator cabs, etc., to determine the maximum weight, height, use of and other restrictions associated with the delivery and distribution of furniture and equipment.

Schematic Design and Design Development

1. Provide qualified specialists with knowledge of the furniture industry to support the FS PM in determining the need, style, cost, design, etc., associated with the furniture for the project.

2. Provide qualified architectural MEP specialists with knowledge of the POR to support the FS PM in determining the existing MEP capabilities and restrictions, identify potential issues during the field survey and development of the DIDs.

3. Provide qualified Architects and Designers to support the FS PM in developing and determining the design intent, both conceptually and technically, for the offered space.

4. Provide move specialists with knowledge, skills, and abilities to relocate the ED staff, their furniture, files, and equipment.

5. Develop an interactive presentation that reflects general building information, space plans, detailed plan of special areas, furniture concepts, design concepts and finishes. The presentation shall be an interactive tool to be provided to the FS PM, key ED team members and end-users to keep them informed about the project.

6. Prepare architectural renderings to develop and translate the intent of an open space environment that can be provided to the Lessor’s AOR.

7. Prepare presentation boards showing finish options that comply with the interior space design concept. Make a presentation to the FS PM and key ED team members explaining the basis for the selection and the advantages and disadvantages of each.

Design Intent Drawings

1. Research and identify locations for telephone, data and cable TV outlets, based on the furniture layout, and include in the DIDs. Ensure that electrical outlets are available at the specified locations. Coordinate outlet locations with the FS PM and ED IT specialists.

2. Research, recommend and assist in the procurement of the signage, artwork and other decorative items as required to support the intent and as determined by the FS PM. Signage shall coincide with the room, suite, and floor numbering scheme as depicted in the DID’s.

3. Provide MEP review and evaluation of the DID drawings and make recommendations to ensure the successful completion of the project.

4. Ensure way finding devices are designed into the facility to aid people with disabilities.

5. Provide within ten (10) working days of acceptance of 100% completed DID’s, a construction cost estimate by floor and by special space (RTF, pantry, VTC, etc.). This estimate shall be provided by an independent source and be in Construction Specifications Institute (CSI) format.

6. Work closely with the building owner’s AOR in the development of DIDs to certify the following requirements:

a) The POR has been satisfied,

b) The final design incorporates the FS’ intent and has been integrated in the DIDs,

c) All internal ED security plans have been reviewed, incorporated into the final design, and coordinated with life safety requirements,

d) DIDs meet local codes primarily as it pertains to ADA requirements.

7. Integrate into the test fits the approved selections of furniture, flooring, space types, and other interior items.

Interior Space Design – Furniture Selection & Procurement

1. Write specifications in accordance with ED’s standard furniture layouts.

2. Develop a procurement package to solicit offers for the systems, modular, and case goods furniture to be used on the project.

3. Review and evaluate the offers for compliance with the specifications, and make recommendations to the FS PM and key ED team members regarding the vendor that will provide the best value for the Government.

4. Prepare the furniture plan for the entire project. Systems/modular furniture selected by the FS PM will be incorporated into the most current version of AutoCAD compatible background format by the selected vendor.

5. Prepare a cost estimate, inclusive of material and labor to fabricate, transport, unload, install, etc., the furniture.

6. Prepare presentation boards showing furniture styles that comply with the interior space design concept. Make a presentation to the FS PM and key ED team members explaining the basis for the selection and the advantages and disadvantages.

Interior Design – Furniture Coordination and Installation

1. Work with the vendors during the development of the DIDs to coordinate the placement of all furniture with the location of electrical power, lighting and the telephone and computer outlets for each workstation. Interface with the Lessor’s CM to make sure that there are no conflicts between the CDs and the furniture design drawings.

2. Review the furniture vendor’s drawings for compliance with the approved final furniture design drawings and note any discrepancies. In the event that a major issue arises, advise the FS PM immediately and provide options to remedy the situation. Transfer all changes to the DIDs and coordinate CD changes with the AOR.

3. Provide and ensure total oversight for the installation of all products and material.

4. Schedule and coordinate the delivery and installation of the furniture with the Lessor’s CM, and other subcontractors.

5. Coordinate with the Lessor’s CM to prepare a furniture move-in schedule. Resolve any conflicts as they arise.

6. Certify that all furniture has been installed correctly and that the furniture punch list has been completed.

7. The contractor shall inform the FS PM immediately of any damage to walls or other parts of the building that are caused by the furniture installed.

Construction Oversight

1. Support the FS PM by meeting with the AOR to exchange information about the DIDs.

2. Review specifications, cut sheets, shop drawings, millwork drawings, etc., and make recommendations to the FS PM for changes, approvals or other action as needed.

3. Prepare responses to all RFIs initiated by the AOR, the CM, the Lessor, and GSA.

4. Review the CDs and verify their compliance with the DIDs from an architectural, MEP and furniture standpoint.

5. Provide cost negotiation support to the FS PM by evaluation cost proposals submitted by the AOR, the Lessor and/or the CM. Make recommendations to the PM on payments, etc.

6. Perform site visits during construction to ensure compliance with the CDs from an architectural, MEP and furniture standpoint and to acts as liaison for the Government ensuring overall project compliance.

7. Develop and maintain a project schedule for all ED activities. Coordinates ED project schedule with construction schedule.

8. Participate in internal team meetings, construction meetings and other project-related meetings.

9. Provide status reports and executive briefings, as requested.

10. Initiate and support coordination efforts related to outstanding items, i.e. security, information technology, furniture, interior signage, etc.

11. Monitor submittals, change orders, and payment request and make recommendations to the FS PM, as appropriate.

12. Review requests for changes and determines when a change order is required. Negotiate the cost of change orders and forward the final product to the FS PM for review and approval.

13. Develop construction punch list and follow up to ensure that all items on the list are resolved.

Move/Relocation Management

1. Coordinate all aspects of the move with FS PM and the contracted movers.

2. Ensure that all permits and certificates of insurance have been obtained and that the move is totally coordinated with the appropriate persons responsible for the relocation of telephones, faxes, computers, and related equipment and systems.

3. Develop and provide an inventory of all equipment, furniture, etc., that will not be relocated and coordinate the disposal.

4. Identify the vendors or maintenance contractors for all the equipment or systems that must be relocated. Contact all vendors to determine if the equipment is under warranty and if relocating it will cancel the warranty. If warranties are jeopardized, the Contractor shall make arrangements to have the vendor or maintenance company disconnect, wrap, move, unwrap, and reconnect and test the equipment, certification of functionality must be delivered.

5. Provide manpower as required to facilitate the move of the Department to the new site. The move may be executed in several phases.

6. Assist in the development of an Occupancy Emergency Plan. The Plan shall contain drawings of the building, showing the exit stairs, emergency telephone numbers, exit procedures, etc.

7. Obtain copies of maintenance manuals, warranties and guarantees for all ED-owned equipment. If training is required the Contractor shall advise the FS PM and ensure that ED staff is trained on the use of the equipment and systems and that the vendors or manufacturers provide all training manuals.

8. Inform the FS PM when substantial completion has been reached and when the Certificate of Occupancy has been issued to the Government.

9. Establish procedures for submittals, change orders, payment requests, response to RFI’s, procurements, punch list schedules, move-ins, delivery, etc.

10. Support the PM in the closeout of the project by auditing all files and ascertaining that all the required documents are in place. Payments, warranties, training, change order, punch lists, cost reconciliations, releases of retentions, etc., must be completed and accounted for.

11. Verify that the Lessor has properly received Occupancy Permits.

12. Prepare a Move Package informing the ED staff on the particulars of the new office space, transportation, restaurants within walking distances, etc.

13. Prepare and distribute newsletters and other informational data to help facilitate change management and to help manage the expectations of the end-users.

14. Provide any administrative and technical support needed by the FS PM, e.g., engineering, architectural, material specialists, etc.

10.0

DELIVERABLES FOR OPTIONAL SERVICES

Due dates for reports and tasks outlined in Section 9.0 will vary and will be determined by the FS PM. Reports and tasks include the following:

· Program of Requirements (POR)

· Review and evaluation of potential buildings

· Project schedules

· Schematic design, presentation material, and final design for relocation, reorganization and/or alteration of office and other space

· Data analysis and ad hoc reporting to support the search for better, more efficient ways to occupy and utilize space

· Development and maintenance of an interactive website

· MEP review and evaluation

· Field surveys

· Construction oversight

· Presentation boards with furniture and finish options

· Relocation newsletters and handbooks

· Cost estimates

· Bid packages

· Furniture plans

· Move coordination

· Furniture and equipment inventory