M2M_moving_services_Attch_2_SOW_v4.pdf

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Menlo-to-Moffett Lab & Office Moving Services and Supplies

Scope and Description

The U.S. Geological Survey (USGS) has a requirement for a contractor to inventory, plan, prepare and move (hereafter, referred to as ‘move’ or ‘the move’) sensitive laboratory equipment and supplies from 30+ individual labs (including some very large and/or heavy items), office and related items and equipment for approximately 200 people (including office equipment such as computers, printers, copiers, larger format professional plotters (61” or greater)), and warehouse items from one warehouse to another. The move will happen throughout multiple months of CY 2023 (and possibly into early CY 2024) and require considerable planning and coordination. Thus, the scope of this effort also requires full project management, logistical support, and interim moving help from the start of the contract in early

CY 2023 until the move is complete, likely at the end of CY 2023 but that is dependent on construction proceeding as expected.

The new laboratory location includes cabinets and countertops furniture that will be installed prior to the physical relocation of employees and equipment, so this project will not include a significant relocation of lab furniture beside some very heavy stone tables.

The new office location includes new furniture that will be installed prior to the physical relocation of employees and equipment, so this project will not include a significant relocation of office furniture. However, please note that it is expected that there will still be some small amount of furniture that will need to be relocated such as bookcases, light tables, file cabinets, and miscellaneous other pieces of standard office furniture.

The current main site (Menlo Park Campus) is a multiple building facility (multi-story) with personnel elevators. Laboratory equipment will be moved from multiple buildings on campus to one single, new construction (construction ongoing) laboratory building (called Bldg 800) at

Moffett Field. The new lab building (Bldg 800) contains a service elevator with a 5000 lb. weight limit.

For the offices, in 2019, the USGS moved ~250 employees to the 2nd floor of a two-story historic building (Bldg 19) at Moffett Field, which we had previously renovated. The new office space for this 2023 move will be on the first floor of Bldg 19 at Moffett Field (renovation ongoing).

However, there could be some requests to move items to the 2nd floor and vice-versa. This office building only contains a personnel elevator.

There will also be a need for day project movers throughout the project to relocate furniture to dumpsters, other disposal vendors, etc.

Current Main Site: U.S. Geological Survey (Campus)

345 Middlefield Road

Menlo Park, CA 94025

Current Warehouse Site: U.S. Geological Survey

1020 O’Brien Dr.

Menlo Park, CA 94025

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New Office Site: U.S. Geological Survey

NASA-Moffett Field, Building 19

Moffett Field, CA 94035

New Laboratory Site: U.S. Geological Survey

NASA-Moffett Field, Building 800

New Warehouse Site: U.S. Geological Survey

NASA-Moffett Field, Building N144

A walk-through of the current and new sites will be scheduled during the request for quotation process to allow prospective contractors to prepare accurate quotations. We will begin at the

USGS Menlo Park Campus; see the solicitation for date/time. Attendance is strongly encouraged and will be an evaluation factor in our selection.

This will be a requirements type contract. The first task order, to be issued immediately after award, will be for the Move Project Manager described below. That resource will work collaboratively with USGS personnel to scope subsequent logical task orders to execute the overall move program. Task orders may be issued on a time-and-materials (T&M) basis or a firm-fixed-price (FFP) basis, as appropriate, with FFP preferred. We are assuming that the first task order for the Move Project Manager will be T&M. Most work will occur during normal working hours, excluding weekends and Federal holidays, but some specialized tasks may need to occur during off-hours.

Phasing and schedule: The move will occur in several phases over the course of several months, beginning approximately July/August 2023 (small subset of labs), with warehouse move sometime between September and December 2023 and the majority of the lab/office relocation in November/December 2023. But, again, these dates are dependent upon construction completion, so flexibility is required. In addition, COVID-19 may still present unknown complications to scheduling.

BASIC REQUIREMENTS:

A. General: The contractor is expected to provide for the protection of all items being moved to include any additional protection, packing, crating, etc. of items that may not be adequately boxed or protected. In the case of very specialized and sensitive equipment, a subcontractor (3rd party vendor) may be required to disassemble/crate/reassemble the equipment. It is the contractor’s responsibility to manage any such instances, though USGS will assist by identifying any items for which this may be required.

The contractor must provide personnel who are trained, certified and licensed for all tasks and all required vehicles, specialized moving equipment and/or sub-contractors, tools, cargo straps, moving dollies, pallet jacks, hand-trucks, packing materials such as shrink wrap, bubble wrap, packing peanuts, boxes, tape, etc.

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It is the contractor’s responsibility to determine the number and size of packing containers and supplies to be utilized. Note: there will be many glass and otherwise delicate laboratory materials be moved; the contractor should consider provisions for heavy-duty cardboard moving boxes, plastic tubs, etc.

In general, the contractor will pack up all requested materials and equipment appropriately, move all materials and equipment, and unpack materials and place equipment in its new final location, as directed by USGS. Certain sensitive or delicate equipment and materials may be unpacked and placed by employees, as desired.

In some cases, USGS employees might want to pack and unpack materials and equipment on their own without assistance, due to the sensitive or delicate nature of the items. In this case, sufficient supplies needed for USGS employees to pack up the contents they’d like to pack themselves prior to the move (e.g. moving boxes, labels, etc.) must be furnished within two (2) weeks of the task order award and delivered to all sites. This may occur in phases as mentioned, and as mutually agreed-upon. USGS employees may pack up their workspace into the provided boxes and label their boxes for identification (last name) and destination (office number at new office site). In this case, USGS employees will leave their packed boxes within their current office space in Menlo Park for the contractor’s removal and transportation to new site at NASA-Moffett Field.

All materials supplied by the contractor must be clean and of quality sufficient to ensure protection of all property.

The contractor will be responsible for packing and protecting of all office-type IT equipment including computers, monitors, printers, plotters, fax machines, copy machines, etc. (with some exceptions for IT equipment associated with sensitive laboratory equipment). The contractor will not be responsible for disconnecting/reconnecting any such equipment but will be responsible for keeping cords and peripherals organized in transit. Example, an employee disconnects their personal computer and leaves, on their desk, two monitors, a keyboard, a mouse, a docking station, and a dozen various cords needed to connect all those things together. The contractor is responsible for ensuring that all those things end up on that employee’s new desk, unless the employee packs them themselves as described above.

B. Move Project Manager: The contractor must provide a Move Project Manager

(hereafter listed as PM) responsible for inventory, planning, scheduling, organizing, coordinating, communicating, instructing, training, and directing the entire, multi-phase move, and all aspects related to the move including, but not limited to, inventory, packing, protection, disassembly of large equipment, contracting for specialized vendors, and oversight of laborers performing proper packing techniques. The PM is responsible for communication with and coordination of all subcontractors. The PM will be responsible for executing a robust system for labelling (e.g., color codes) and managing all property to be moved, moved to warehouse (if allotted space is available), sent to surplus, discarded, or abandoned in place, including assisting with heavy, oversized equipment that can be discarded

M2M moving services, attachment 2, SOW, Page 4 of 8 or recycled. The PM will work collaboratively with USGS to develop task order statements of work for discrete phases of work.

C. Vehicles/Moving Trucks/Forklifts: The contractor must furnish properly insured clean and sound closed-type vehicles of sufficient size to accommodate the relocation. All vehicles used in the relocation must be equipped with sufficient clean pads, covers, and other protective equipment to ensure safe and secure transit and delivery of property. Protective covering must be used during the loading and unloading operations in the event of inclement weather. USGS may reject any vehicle that is determined to be mechanically incapable of adequately protecting and/or relocating the USGS’s property. The contractor is responsible for all traffic tickets, fines or citations received.

Electrified Moving Truck: The contractor must furnish an electrified moving truck to move -80 degree Celsius freezers, with their samples inside, to avoid compromising the samples. This capability will also be required for some analytical equipment to avoid loss of vacuum or other critical parameter. The scheduling of these specialized trips will be coordinated carefully with USGS.

Refrigerated Truck: The contractor must furnish a refrigerated truck for the transport of roughly 17,000 sediment core samples, which are 1.5m long (~5-ft-long) sections, that must be kept between 35-40 degrees Fahrenheit. We have several wooden carts that can move ~75-100 sediment core samples at a time. However, the contractor may devise an alternative approach to the wooden carts such as, shelving within their truck. It is important to note that the sediment cores must not be stacked more than 4 cores high, as the plastic cases are not designed to withstand a weighted load. The scheduling of these specialized trips must be carefully coordinated with the USGS.

Equipment needed for extremely heavy items: Some of the items to be moved are rocks and concrete blocks weighing multiple tons. The contractor must furnish the rigging equipment (crane, forklift, high load rollers, strapping, chains, etc.) and expertise that will be required to relocate large and heavy supplies and instrumentation, including but not limited to: 1+ton stone and concrete sample blocks, multi-ton steel test apparatus, hydraulic equipment, etc.

Shock prevention: Route/Velocity: For any items the USGS identifies as particularly sensitive/delicate, the contractor will be expected to choose a route, time, and velocity to minimize vibrations/shock. Certain USGS scientists have indicated a desire for shock sensors with accelerometers to be attached to equipment in transit for the purpose of recalibration upon arrival. The parties will cooperate to further define this scope in a subsequent task order(s).

Chemicals/ Compressed Gasses: In the case of very expensive or rare chemicals or compressed gasses, transport of chemicals to the new lab building will be required.

D. Clean-Up: The contractor is responsible for providing the removal of all padding, packing, crating, pallets, and other moving-related materials from all current and new

M2M moving services, attachment 2, SOW, Page 5 of 8 sites. The contractor is not to use dumpsters at any of the sites, unless prior written approval is received from the building manager and/or owner. The jobsite must be kept free of waste accumulation at all times, and waste must be removed on a daily basis.

Depending on the box material used by employees, the contractor will be responsible for regular pick-up and collection for recycling and/or disposal of empty/unpacked boxes after each phase of the move. USGS will make available for pickup any reusable materials (plastic totes, book carts, etc.) within four (4) weeks of the completion of each phase of the move. Similarly, the contractor will not be responsible for the pickup or cleanup of any disposable materials USGS has not made available for pickup within four

(4) weeks of each phase of the move.

PROJECT MEETINGS AND COMMUNICATIONS

A. The PM is responsible for communication with and coordination of all subcontractors.

B. The PM will be expected to attend standing recurring project meetings (likely weekly) as mutually scheduled and involve appropriate subcontractors. The PM is also expected to attend site visits and other ad hoc meetings as may be necessary and involve appropriate subcontractors.

C. The contractor must have a minimum of one (1) supervisor on site at all times at any location where contractor or subcontractor employees are working (whether current or new site, or both simultaneously). This move involves multiple buildings and locations, and the supervisor(s) must be equipped with mechanisms of effective communications such as cell phones and two-way radios.

D. The contractor must conduct a one (1) hour move training session to science center move coordinators (USGS employees) advising on what items need packing, how to pack, how to label, handling of personal items, etc. This is a “train the trainer” type of exercise. During this training session, the contractor will outline a labeling plan that will provide for an efficient use of time and minimize misplacement, damage, or loss of items.

E. The contractor must maintain an overall project schedule, updated as frequently as necessary, and provide a detailed schedule for each task order. The first overall project schedule is due within 45 calendar days of contract award.

SCHEDULING, NOTIFICATION, AND PROTECTION

The contractor must:

A. Coordinate moving hours and dates with the Contracting Officer’s Representative

(COR) and USGS building representatives and/or science center move coordinators.

B. Make all arrangements with the USGS COR for access to current buildings and elevator usage. Also coordinate new building and elevator access with COR.

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C. Obtain necessary clearances or permits, if required, by the governing entity for parking during loading or unloading phases of the relocation.

D. The move contractor will be responsible for any required traffic control measures to include any local permitting that may be required.

E. Furnish padding and/or other protective material to protect the interior of current and new buildings, including stairwells, elevators, building entrances, etc. Floors must be protected with durable protection products and carpets must be covered at a minimum with heavy duty protective film along the entire main corridor and all wing hallways to handle the primary cart and dolly traffic.

PROTECTION AND DAMAGES

The contractor must use all reasonable care to protect USGS property against loss and/or damage. This includes items to be moved and real property at the departing addresses and the destination address. Except when loss and/or damage arises out of causes beyond the control and without the fault or negligence of the contractor, the contractor assumes all liability for replacement/repair of property lost and/or damaged.

A. Reporting Damages: The USGS will provide the contractor with a written list of items found to be lost or damaged during the move. The list will be provided within ten

(10) calendar days after completion of each phase of the move.

B. Replacement/Repairs: Items reported as lost are deemed to be legitimately lost unless the contractor locates them within five (5) business days of the date the loss is reported. The contractor and COR shall visually inspect all damaged items reported within five (5) business days of the date the damage is reported. Lost or damaged items must be replaced or repaired within thirty (30) calendar days.

Monetary damages may be agreed upon in lieu of replacement or repair of lost or damaged items.

C. Insurance: The contractor must carry at minimum $10M in commercial general liability insurance and provide satisfactory evidence of such insurance (with USGS as a named additional insured) to the Contracting Officer immediately upon award.

QUALIFICATIONS OF PERSONNEL

A. Supervision. The contractor must ensure that all work required by this contract is satisfactorily supervised. As stated above, the contractor must have a minimum of one (1) supervisor on site at all times at any location where contractor or subcontractor personnel are working (whether current or new site, or both simultaneously).

B. Contract Supervisor and Point of Contact. The contractor’s points of contact and on-site supervisors must be fully conversant (verbal and written) in the English language. The contractor must provide name, phone number, and e-mail address of the on-site representatives to the COR at least two weeks prior to start of project.

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C. Employee Appearance: All contractor and subcontractor personnel must be clean with regards to hygiene and clothing and be neat in physical appearance. All personnel who are on-site, including supervisors, must wear distinctive uniform clothing with the Contractor’s name for ready identification. Uniforms are subject to

COR approval. Generally, a clean, undamaged company T-shirt or similar is acceptable.

D. Performance of Work on Government Premises: Current rules and regulations applicable to the premises where the work will be performed will apply to all contractor and subcontractor personnel, including but not limited to adherence to smoking and safety regulations, appropriate language, any COVID-19 restrictions, and proper and valid identification for all personnel. The contractor is responsible for confining its crew and work to the designated project areas.

E. Removal: The CO/COR may require the contractor to remove any person(s) from

Government-controlled real property should it be determined that the individual(s) is either unsuitable for security reasons or otherwise unfit to work on Government-controlled real property. All personnel must be a citizen of the United States or an alien who has been lawfully admitted for permanent residence as evidenced by Alien

Registration Receipt Card Form I-51. All personnel must possess and present upon request a valid state-issued identification card (e.g., driver’s license), which is a requirement to enter the NASA-Moffett Field property. The new warehouse site

(Bldg 144) is “behind the fence” at Moffett Field so personnel participating in that phase of the move will have to obtain a 30-day security pass, which the contractor must apply for in advance. Other access at Moffett Field simply requires showing a valid ID to the security guard at the gate.

EQUIPMENT AND MATERIALS

A. Items to be Furnished or Accomplished by the USGS:

(1) Floor plans with diagrams and office numbers for new location. USGS representatives will be on site for questions or clarification regarding placement of boxes/miscellaneous items, and how/where to unpack and place items.

B. Items to be Furnished or Accomplished by the Contractor or Subcontractor:

(1) Padding and/or other protective material for the interior of the buildings, including protection for the elevators, stairs, doors, floors, etc.

(2) All packing containers and related supplies such as boxes, plastic bags, cartons, crating, padding, marking material, sealing tape, and color-coded identification tags.

(3) Special handling of laboratory equipment such as but not limited to: balances, microscopes, hot plates, stir plates, autoclaves, desiccators, etc.

(4) Special handling of highly sensitive and delicate instrumentation, such as but not limited to: mass spectrometers, gas chromatographers, etc.

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(5) Special handling of laboratory materials such as but not limited to: glass beakers, glass flasks, plastic beakers, plastic flasks, pipettors, etc.

(6) Special handling of office equipment such as but not limited to: all computers, printers, fax machines, copiers, TV, plotter, disconnected projector screens, etc.

(7) Dollies, hand trucks, book carts, glass packing, cartons, and any other type of equipment commonly used for moving various items.

(8) Licensed, registered, and insured vehicles, to include trucks of all sizes, as well as forklifts if needed, to handle the safe and timely transport of items.

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