NRC_File_Shelving_Expansion_DRAFT_SOW_dated_6_06_16.docx

Statement of Work National Records Center Expansion Shelving System

1. Introduction

The Department of Homeland Security (DHS), US Citizenship and Immigration Services (USCIS), is requesting the file shelving system described hereinafter for the National Records Center (NRC)- Expansion Site.

2. Objectives:

In an underground cave measuring approximately 129,800 SF at the Summit Space Center, the government is looking for contractors that can:

1. Provide design services for layout and engineering based on the characteristics of the site, and coordination with the project landlord’s architectural and engineering team

2. Provide and install shelving in an estimated 81,800 square feet of the cave space..

3. Provide & install catwalk and mezzanine system

4. Provide & install lifts

5. Ensure seamless and timely delivery and installation.

3. Scope

The National Records Center requires a file shelving system at the address cited herein. The Contractor shall provide a layout and engineering design based on the characteristics of the site. The system must include the catwalk and mezzanine system, lifts, and accommodate a hydraulic vertical reciprocating file conveyor system. The contractor shall coordinate with the project landlord’s architectural and engineering team for seamless and timely delivery and installation.

4. Place of Performance:

Location:

850 Summit II Loop Space Center Summit II Kansas City, MO 64136-1243

Truck Access:

5351 Northwest Lees Summit Road Lee's Summit, MO 64064

5. Period of Performance

The period of performance shall be from date of award through the negotiated schedule.

(See evaluation criteria.)

6. Specifications and Requirements:

6.1 Design

The contractor shall provide a design that meets the following:

6.1.1 Where design characteristics are prohibitive, single level shelving or alternate shelving may be needed in order to maximize the utilization of the space.

6.1.2 File access aisles at both levels to be a minimum of 36” -as applicable codes will allow. The contractor’s design shall allow for the movement of pallets and personnel and take into account the established points of egress.

6.1.3 Primary access aisles at ground level shall be 8’-0” clear minimum so as to allow for two fork trucks to pass unobstructed. All aisles design shall be coordinated with the Lessor’s architect to ensure code compliance.

6.1.4 Top of shelving system shall not exceed facility ceiling height (approximately averaging 15’-0” Above Finished Floor (AFF)) and will allow for code-required sprinkler clearances (usually 18” from top of shelving to sprinkler head).

6.1.5 System shall be engineered by system vendor to support a minimum of 125 psf and system design shall be stamped by a professional engineer licensed in the state of Missouri.

6.1.6 The contractor shall design and engineer the system to include the shelving, catwalk and mezzanine, stairs, the vertical platform lift and minimum of two access point, one on each side of the cave, for a Government mobile conveyor. The conveyor has the following approximate dimensions:

· 19’ conveyor bed

· 29” wide base and conveyor clearance width

· Height is adjustable to reach the mezzanine floor level

6.1.7 Design shall include code-compliant (as adopted by local jurisdiction) handrails, ladders, steps, ramps and landings.

6.1.8 The floors are flat and sloped at a 0.6% grade (or 6” in 100 linear feet) and at three locations the slab has a step in it. Localized slab irregularities exist. The slab is 3.5 inches thick on bedrock.

6.1.9 Ramps and Slab Step Downs. There will be elevation differences that will require steps and ramps. The vendor will use the landlord-provided survey to determine where these are to occur. Existing railings at the step down locations may be adjusted to suit design.

6.1.10 Offsets and Jogs. The vendor shall design the proposed system in such a manner so as to minimize all upper level outside corners since these are costly and inefficient.

6.1.11 The design of the shelving system can go up to the columns of the cave but shall not be attached to the columns or any cave walls.

6.1.12 The design shall begin in the plan-north and plan-south of the cave and move towards the center.

6.1.13 The design shall be in .dwg and PDF format. (See also para.8.0 Deliverables)

6.1.14 A draft design/schematic or feasibility study is due upon proposal submission. See paragraph 8.0 Deliverables for additional information.

6.2 Shelving

The shelving shall meet the following requirements:

6.2.1 Shelving units shall be 12” deep x 42” wide and back-paneled for single rows and 24”deep x 42” wide for double rows.

6.2.2 Shelving units are to be manufactured with box edge shelves that attach to the posts via a shelf clip.

6.2.3 Each shelf must have a minimum load capacity of 400 pounds of evenly distributed weight with nominal deflection.

6.2.4 Each shelving unit to have seven (7) usable shelves and each shelf shall have two metal dividers. Seven shelves are preferred unless site characteristics require lower/fewer units. All shelves shall be useable.

6.2.5 Top, middle and bottom shelves are to be bolted connections for stability.

6.2.6 Color – Parchment.

6.2.7 Uprights – 169” H (14’1”) Uprights are preferred unless site characteristics require lower/fewer units.

6.2.8 Shelves – (7) 42” W x 12” D per unit.

6.2.9 Backs – (2) 42” W x 85” H per unit for back-to-back units are required unless site characteristics require lower/fewer units.

6.2.10 Partition/Side panels – (2) 12” D x 85” H - Are required between units and/or at the end of the rows are preferred unless site characteristics require lower/fewer units. Side panels shall be bolted to adjoining shelving unit side panels so that shelving units are interconnected for stability.

6.2.11 Reinforcing angles shall be provided to meet the load capacity of para. 6.2.3 and ensure stability.6.2.12 Cross Strap Braces, Sides – (3) 32” L pairs per unit (not required if side panels used) these are to be used only where side panels cannot.

6.2.13 Base – (1) 3” H x 42” W - Bases required, 1 per unit.

6.3 Catwalk and Mezzanine

The shelving system shall include a catwalk and mezzanine that meets the following requirements:

6.3.1 Contractor Provided Mezzanine walking level to be at +/- 7’-3” AFF (above finished floor) minimum and shall be able to support a minimum of 125lbs. per square foot with 1” bar grating.

6.3.2 Mezzanine shall slope with the floor to allow use of all shelves.

6.3.3 The mezzanine must be code compliant for proper head clearance.

6.3.4 Contractor provided System catwalk design shall consider existing building structure and where possible make use of post-to-post match-ups between levels for cost savings.

6.4 Hydraulic Lifts

The shelving system shall include a quantity of two hydraulic lifts that meet the following requirements:

6.4.1 Hydraulic platform lifts – the Contractor shall provide two (2) hydraulic platform lifts with a capacity of 1,500 lbs. Each hydraulic platform lift shall have a 1500 lb. capacity at a minimum, have welded wire mesh walls or equal,, a door/gate opening of 3’-0” minimum, and be surface-mounted (no pit).

6.4.2. The contractor shall provide operations and maintenance training of the lifts. The training shall be for four (4) hours and shall sufficiently explain the proper operation of the shelving system. (See also para. 8.0 Deliverables).

6.5 Installation and Site Conditions

Installation is required in an underground cave. The facility contains many intricacies that would not be found in a typical warehouse setting. These include, but are not limited to, uneven surfaces, variable height ceilings, and restricted/limited access.

6.5.1 Shims should be utilized under uprights to compensate for minor uneven surfaces.

6.5.2 All major vertical support posts of the catwalk system and shelving shall be bolted down to the slab.

6.5.3 The slab is laser-screened and has very few imperfections. However any major (serious or significant) uneven surfaces will be levelled with concrete by the landlord prior to the system installation as required.

6.5.4 The contractor is responsible to secure their tools/equipment.

6.5.5 Installation Hours. Successful vendor will be allowed to provide multiple work shifts to expedite schedule as needed. Access will be allowed 24/7 if needed to accommodate the contractor’s installation plan.

6.5.6 Coordination. Site access, delivery and installation schedule must be coordinated with the landlord. Coordination with the landlord is required to allow for synchronizing of all trades. (Sprinkler, lighting, furniture, IT, etc)

6.5.7 Material staging is the open space where the shelving is being installed. This area totals 129,000 s.f. prior to shelving installation. The contractor will need to sequence the installation in a way where they can plan a specific staging location within that available space. Placement of dumpsters for trash will be determined prior to delivery of material to the site.

6.5.8 See paragraph 3 above for the address for truck access to the site.

6.5.9 The loading dock contains two slips. Truck engines shall be turned off while unloading and not left idling. No backlog of trucks is allowed in the cave.

6.5.10 No gas powered equipment is allowed in the caves.

6.5.11 There are no restroom facilities on-site. The contractor shall be responsible for providing portable toilets for installation personnel. The toilets may be placed outside the facility along the cave road.

6.5.12 Limited parking for installers is available within the cave. Parking outside the cave is available.

6.5.13 The Contractor shall remove all excess material and debris from the site upon project completion.

7. Key Personnel

Key personnel are defined as personnel considered critical and essential to the work to be performed under this contract. Substitution of key personnel is governed by HSAR Clause 3052-215-70, substitution shall be accomplished at no additional cost to the Government. The Government may reject proposed key personnel substitutions not meeting the personnel requirements for the labor category. Rejection of the proposed substitution by the Government shall not be cause for any degradation or delay of service required under this contract.

7.1 Project Manager:

The contractor shall provide a Project Manager. The Project Manager shall be the overall manager of the contract and a single point of contact for resolution of contract related issues. The Project Manager shall have the authority to legally bind the Contractor.

The Project Manager is responsible for managing and implementing the overall contract requirement and overseeing the implementation of more complex tasks, organizes and coordinates planning, and implements all contract and or task order support activities; interacts with high level program officials regarding issues and status of the contract and/or task orders; coordinates financial and staffing resources; coordinates recruitment and training activities to keep staff current on agency programs and performance objectives, manages activities of subcontractors; and reviews contract, operations, and management reports. The Project Manager shall attend all weekly meetings and keep the meeting minutes. USCIS reserves the right to approve the selection of the contractor-assigned project manager prior to placement.

The Project Manager must have a bachelor’s degree in Construction Management or related field as well as a minimum of 5 years of experience managing projects similar in magnitude and complexity. A Project Manager Professional (PMP) certification may be substituted for education.

7.2 Superintendent:

The contractor shall provide an on-site Superintendent during the entire installation for each shift. The Superintendent will oversee the installation work and coordinate with the landlord and other contractors in the facility. The Superintendent will be the on-site point of contact for the Government to discuss any installation or safety issues/concerns. A minimum of 10 years of supervisory experience of projects in similar size and complexity is required.

8.0 Deliverables

The contractor shall provide the below deliverables:

8.1 Kick-Off Meeting: The Contractor shall participate in a kick-off meeting that will be held within three (3) business days of contract award. The purpose of the meeting will be to review the requirement and answer any questions regarding logistics. This meeting will be telephonic and should include at a minimum the Contractor Project Manager and the project manager for any major sub-contractors.

8.2 Weekly Meetings: The Contractor shall participate in weekly meetings to review progress to date, anticipated progress for the next week, and any issues. The Contractor Project Manager is required to attend all weekly meeting and to keep meeting minutes. Attendance may be telephonic.

8.3 Weekly Meeting Minutes: The Contractor shall provide weekly meeting minutes within 2 business days after each meeting. The minutes shall be provided in MS Word format.

8.4 Three-week Look Ahead – The Contractor shall provide a three-week look ahead of next steps and anticipated progress for the next three weeks of the project. The document shall be updated weekly and provided at the Weekly Meetings.

8.5 Detailed Installation Plan shall be provided concurrently with the Final Design Document submission This plan shall include a detailed schedule showing when the material will be delivered and installed, broken out in a format to be determined by the Contractor. At a minimum the plan shall provide a phasing plan, dates of delivery of material, a substantial completion date, a punch-list walk-through date, a date of substantial completion, an O&M training date, and a clean-up completion date.

8.6 Draft Design Documents shall be provided at 30%, 60% and 90% of the shelving system design. The 30% draft design shall be provided within five (5) business days after the Kick-off Meeting. The documents shall include drawings in PDF and .dwg format. The Government will provide comments within two (2) business days of receipt. The documents shall be provided electronically to the CO and COR.

8.7 Final Design Documents shall be provided within ten (10) business days of receipt of the Government comments on the 90% Draft Design Document.

8.8 The contractor shall provide a written Punch-list that shall be inclusive of all defects and deficiencies that are found by the project team, consisting of both Contractor and USCIS personnel, during a walk-through at substantial completion. The date and time of the walk-through will be mutually agreed on by both parties.

8.9 Material Data Sheets and all Warranties shall be provided for the shelving, lifts and all other equipment used in the Contractor’s design.

8.10 All manufacturer operating instructions shall be provided to USCIS staff members either paper or electronic format.

8.11 As-Built Design Documents shall include the complete shelving system design and engineering, inclusive of all product associated systems. As-Built document shall include any design changes made between permitting and project completion.

The Project Management Plan shall include the contractors plan to execute the project. It shall include detailed information on how the contractor will resolve issues encountered during the project, including escalation procedures. The plan shall include a narrative discussing the design process, the manufacturing and installation time. It shall also explain the contractor’s installation process including the number of shifts and projected work hours for each shift. At a minimum the following milestones shall be included:

Product Manufacturing and Delivery

Installation

Punch -List

For milestone estimating purposes the Government intends to provide review comments to the draft designs within business days of the 30%, 60% and 90% submissions.

All deliverables shall be provided in the format and frequency listed in the below table.

60% due 10 business days after receiving USCIS comments on the 30% design.

90% due 10 business days after receiving USCIS. comments on the 60% design.

USCIS COR and PM

Table 8.1