NER SOW Office Furniture Products and Services 2023_REV02 Sept2023.pdf

Federal Trade Commission

STATEMENT OF WORK

OFFICE FURNITURE PRODUCTS AND SERVICES

New York Regional Office

1 Bowling Green, New York, NY 10004

12 Sept 2023

FEDERAL TRADE COMMISSION – NEW YORK REGIONAL OFFICE

Furniture Products and Services Sept 2023

STATEMENT OF WORK

1.0 INTRODUCTION AND BACKGROUND

2.0 SCOPE OF WORK

3.0 DISPOSAL, DELIVERY, AND INSTALLATION

4.0 DELIVERABLES

5.0 PROJECT COORDINATION AND OVERSIGHT

6.0 GENERAL RESPONSIBILITIES AND LIABILITIES

7.0 ATTACHMENTS

FEDERAL TRADE COMMISSION – NEW YORK REGIONAL OFFICE

Furniture Products and Services Sept 2023

1.0 INTRODUCTION AND BACKGROUND

The Federal Trade Commission (FTC) is the only federal agency with jurisdiction to protect consumers and maintain competition in broad sectors of the economy. It enforces laws that prohibit business practices that are anticompetitive, deceptive, or unfair to consumers, and seeks to do so without impeding legitimate business activity. The FTC also educates consumers and businesses to encourage informed consumer choices, compliance with the law, and public understanding of the competitive process.

Through enforcement, advocacy, education, and policy work, the FTC protects consumers and promotes competitive markets both in the United States and around the world.

The FTC will evaluate and award a firm‐fixed price contract to procure design services and new furniture products, and installation services for the FTC New York Regional Office (NER), 1 Bowling Green, New York, NY 10004. Part of the NER suite will be under construction. Therefore, this procurement shall include a two‐phase approach. Phase One provides removal and furniture relocation services to various spaces in the existing suite. Phase Two addresses the area under construction, therefore scheduling the delivery and installation of new furniture to the new space, along with relocating existing furniture products must be coordinated with the FTC project representative. Milestone dates will be provided to the vendor after the FTC obtains the official construction schedule, which will allow the vendor to coordinate the order of new products to avoid storage fees.

2.0 SCOPE OF WORK

Per Table ZZ, new furniture product consists of task, conference and guest chairs, conference and meeting tables, an A/V credenza, a desk, and systems furniture workstations.

All wood veneer products must have the same uniformed wood finish. Therefore, it is imperative to match the wood laminate surfaces with the wood veneer products. All workstations are keyed alike per station. The vendor shall provide all components, hardware, and parts necessary for proper assembly, installation, and operation. All products shall be manufactured as new. All items shall have the ability to be configured with commonly available tools. Any special tools required to assemble the product shall be provided at no cost to the Government. Used, reworked, or refurbished products are not acceptable. No items shall be discontinued at the time of order.

Product item descriptions including but not limited to quantity, functionality, and finish are noted in Attachment E Furniture, Fixtures, and Equipment (FF&E) specification sheets.

2.1 DESIGN SERVICES

The selected contractor shall assign a project designer to the project within 7 days of the award. The project designer is responsible for translating the product offerings to furniture drawings to include installation drawings in compliance with building code requirements within 14 days of field verification and finish selection; the existing AutoCAD floor plan file is provided in the attachments.

The contractor shall schedule and conduct a site verification visit with the FTC, to ensure the architectural drawings accurately reflect existing conditions; any concerns that may affect the installation of furniture are to be reported to the FTC COR within 5 days following the site visit. The contractor shall work with the

FEDERAL TRADE COMMISSION – NEW YORK REGIONAL OFFICE

Furniture Products and Services Sept 2023 FTC furniture team to develop solutions by way of product or redesign for areas of concern. The FTC will provide FTC Furniture team names and point of contact after the contract award.

The designer shall meet in person or virtually with the FTC furniture team to select fabrics and finishes to coordinate with the building standards and existing furniture finishes. Finish samples are to be provided in preparation for the finish review meeting to the FTC COR.

Any request to modify design/installation documents at a cost must be negotiated and approved, in writing, by the Contracts and Acquisition Management Office (CAM). No action on a requested change order shall be performed until a signed modification has been received by the vendor. Any design services performed outside the scope of work is at the contractor’s discretion and cost.

After order submittal, the contractor must provide the FTC COR a Bill of Materials (BOM) for order confirmation

2.2 CODES AND STANDARDS

The vendor shall ensure that all products and services comply with the following recognized national and international standards relevant to the design, manufacture and install of contract furniture:

International Standards Organization [ISO], Standard ISO‐9000 for compliance with total quality management standards in manufacturing practices and procedures.

International Standards Organization [ISO], Standard ISO‐14001 for compliance with the environmentally responsible practices and processes in manufacturing facilities.

American National Standards Institute [ANSI], Guidelines and certification for safe use of commercial and institutional furniture products.

Business and Institutional Furniture Manufacturers Association [BIFMA], Safety and Performance Standards, developed in conjunction with ANSI to provide regulatory oversight of the design and construction standards governing the manufacturing of commercial and institutional furniture product.

2.3 PHASE ONE

The contractor shall relocate or dispose of existing furniture items per Attachments C and D. The FTC will tag items for either relocation or disposal. All assembly and disassembly of furniture products will occur during normal duty hours.

Reference Section 6.0 General Responsibilities and Liabilities for additional requirements.

2.4 PHASE TWO – NEW PRODUCT

All furniture must be disassembled, disposed of, and delivered in accordance with a phasing plan. The vendor and the FTC Project Team will establish an installation schedule, which shall incorporate the restrictions due to furniture manufacturing and occupant work schedule. All assembly and disassembly of furniture products will occur during normal duty hours.

FEDERAL TRADE COMMISSION – NEW YORK REGIONAL OFFICE

Furniture Products and Services Sept 2023 All Product deliveries and removals must occur during regular business hours and will be coordinated with the facilities loading personnel, the contractor’s representative, and the FTC.

Reference Section 6.0 General Responsibilities and Liabilities for additional requirements.

TABLE ZZ: List of new furniture products

TAG ITEM QTY

CH‐01 Task Chair 4

CH‐02 Conference Chair 20

CH‐03 Guest Chair 8

D‐01 Traditional Double Pedestal Desk 1

S‐01 A/V Credenza 1

T‐01 Conference Table 1

T‐02 Round Table 2

T‐03 Rectangular Table 1

WS‐01 Workstation 6'‐0" x 5'‐6" 8

WS‐02 Workstation 6'‐0" x 6'‐0" 6

3.0 DISPOSAL, DELIVERY, AND INSTALLATION

The contractor must provide on‐site labor from start to close‐out with all supervision necessary to perform all services listed, while in constant communication with FTC Furniture team.

The contractor shall coordinate the manufacturing and product delivery schedule with the installers and/or installation company, as mutually agreed upon by the FTC furniture team. It is required that all furniture product ships to the contractor’s warehouse location instead of direct to site in case of unforeseen schedule changes.

The contractor shall install all new furniture per manufacturer guidelines. Reference Attachments A and C for new furniture locations.

The contractor shall relocate furniture to other locations or dispose of furniture per phased plan and Attachments C and D. Furniture will be tagged by the FTC for relocation or disposal.

The contractor shall coordinate and supervise all furniture installation to include disassembly and disposal work via the facilities loading dock, with the building manager and FTC COR to provide space appropriate for receiving and securing furniture product, including disposing of packing material and debris.

Clean and dust all furniture surfaces inside and outside with non‐toxic cleaner upon completion of each phase. Vacuum all carpeted work areas with an installer‐furnished heavy duty vacuum cleaner at the end of each installation phase, including the panel and component installations. Use vacuum cleaners equipped with high efficiency vacuum bags and high efficiency particulate [HEPA] filters to capture particles. Repair any damage to the carpet and perform any spot cleaning in accordance with the carpet manufacturer’s guidelines, provided by the FTC.

FEDERAL TRADE COMMISSION – NEW YORK REGIONAL OFFICE

Furniture Products and Services Sept 2023

The loading dock on Bridge Street is accessible with preapproval 8:00AM to 3:45PM, Monday through Friday. The allowed vehicle height is 14’, the main bay is 11’‐5” W x 22’‐6” L, and the last bay is 11’W x 23’L. The freight elevator is 10’‐5” W x 5’‐9” D x 9’‐0” H, the elevator doorway is 4’‐6” W.

Vehicle occupants will be subject to personnel screening and the vehicle, if deemed necessary, will be inspected by a canine team or additional screening procedures.

Drivers and passengers must submit a valid ID, vehicle registration and insurance card, and invoice/manifest including agency, contact person, and phone number, for deliveries.

Reference Section 6.0 General Responsibilities and Liabilities for additional requirements.

3.1 POST‐MOVE AND POST‐INSTALLATION

Within twenty‐four (24) hours after completing product installation on each phase, representatives from the contractor’s project management and installation teams shall accompany the FTC furniture team on a punch‐list walkthrough inspection consisting of:

o Verification of the working condition of the furniture o Quality of installation o Quality and quantity of goods received o Development of punch‐list

The contractor shall provide a team of installers to correct minor deficiencies and make all minor adjustments as required for life safety or as required by the FTC furniture team. The vendor shall assume responsibility for correcting all outstanding deficiencies within fifteen (15) working days of furniture inspection. After each installed phase has been fully completed and inspected, the FTC will provide a written acceptance of the installation.

4.0 DELIVERABLES

PRODUCT BROCHURES AND WARRANTY

The Vendor shall submit product brochures that include pictures of the product and/or color photos, finish samples, technical specifications materials and warranties for the product submitted for this procurement. The product information will be evaluated on the degree to which it demonstrates that proposed furniture conforms to the required specifications and meets the design characteristics described in Section 2.0.

Exceptions and/or Deviations

Provide a statement as to whether the quotation contains any exceptions or deviations from specifications or other provisions of this solicitation and describe and justify any such exceptions or deviations. If an item is non‐standard, e.g., a ‘special’, the vendor must note such item in the proposal.

FEDERAL TRADE COMMISSION – NEW YORK REGIONAL OFFICE

Furniture Products and Services Sept 2023 The FTC reserves the right to accept or reject any quotation that includes exceptions and/or deviations to this solicitation, based on the best interest of the government.

DRAWINGS

The vendor shall provide plan view and isometric drawings to match the requirement in the attachments.

The drawings shall identify any discrepancies between the product offered and requirements noted. The final and approved furniture componentry to include relocated items shall be incorporated into the existing AutoCAD drawing file, Attachment B, and provided to the FTC COR at closeout in AutoCAD 2020 file version and PDF. All furniture components shall be individual blocks.

BILL OF MATERIALS (BOM)

The vendor shall provide a complete and accurate Bill of Materials (BOM) in PDF format to the FTC COR capturing but not limited to approved and installed product manufacturer, model, dimensions, options, finishes and quantity information.

5.0 PROJECT COORDINATION AND OVERSIGHT

5.1 TEAM

Project Manager

The awardee shall designate a project manager as the dedicated point of contact for all information and communications throughout the duration of the project. The project manager shall be knowledgeable and experienced in the type of services being provided per the SOW and shall have adequate time available to conduct the coordination duties required to meet the project schedule.

The project manager shall notify the FTC furniture team in writing within 24 hours of any problems encountered during manufacturing or installation that may adversely impact the completion of all installation requirements in accordance with required schedule.

The project manager shall check all manufacturers’ acknowledgements to ensure that the factory’s order is complete prior to shipment to confirm that the installation is on schedule and will not be delayed because of missing parts or an incomplete delivery.

The furniture installation services shall require the vendor’s project manager to coordinate the following processes for each phase:

o Pre‐installation meeting o Product delivery, installation, and the clean‐up o Product inspection and punch‐list o Punch‐list completion and acceptance

Project Designer

The vendor’s designer shall be responsible for all design services for product layouts contained in this Scope of Work.

FEDERAL TRADE COMMISSION – NEW YORK REGIONAL OFFICE

Furniture Products and Services Sept 2023 Field Supervisor

The vendor shall provide an experienced field supervisor trained by the manufacturer in specialized methods of construction and certified by the furniture manufacturer. The field supervisor shall be responsible for site management, scheduling, coordination, and technical assistance with the FTC furniture team, as required throughout all phases of removal, disposal, and installation.

The field supervisor shall be responsible for confining their crew and work to the designated project areas and ensuring that installation personnel are identifiable.

The furniture installation services shall require the vendor’s field supervisor to be present for and coordinate the following processes:

o Pre‐installation meeting o Product delivery, installation, and the clean‐up o Product inspection and punch‐list o Punch‐list completion and acceptance

NOTE: NY Regional facility is Union operated.

5.2 MEETINGS

Kick‐Off Meeting

The selected vendor shall be contacted by the Contracts and Acquisition Management Office (CAM) within five days of award notification to schedule the Project Kick‐off Meeting. The meeting will be held virtually to discuss the project requirements and introduce the project team.

Progress Meeting

The vendor’s project manager shall attend scheduled monthly virtual meetings to address design, production and installation status updates and issues.

Finish Selection Meeting

The vendor’s designer shall meet in person or virtually with the FTC furniture team to select fabrics and finishes to coordinate with the building standards and existing furniture finishes. Finish samples are to be provided in preparation and record for the finish review meeting to the FTC COR.

Pre‐Installation Meeting

A pre‐installation meeting shall be scheduled with the FTC team, project manager, field supervisor and appropriate installation personnel two weeks prior of the demolition and installation, to review:

o Planned approach for each space.

o Building trades coordination o Building trade and vendor team member responsibilities o Elevator availability o Space conditions o Delivery schedule

FEDERAL TRADE COMMISSION – NEW YORK REGIONAL OFFICE

Furniture Products and Services Sept 2023

6.0 GENERAL RESPONSIBILITIES AND LIABILITIES

The contractor shall be responsible and liable for actions of personnel; the personnel shall be easily identifiable and confine their activities to the designated project site. All personnel may be required to sign in and out of the building daily, be subject to a security clearance, and must always have valid identification. The contractor must also provide a list of all installation personnel who will be on‐site during the installation with their full name and date of birth.

The contractor shall be responsible for site management, scheduling, site protection, and coordination with FTC representatives, as required throughout this contract. The contractor shall provide copies of their certificates of insurance as specified by the building managers, prior to starting work.

The contractor shall provide a field supervisor to maintain supervision on the premises whenever contracted personnel are on site to ensure proper conduct and all furniture is properly installed in accordance with all requirements within this statement of work.

All material handling vehicles (dollies, hand‐trucks, etc.) used in the interior of the facilities must have rubber‐tired wheels and must be free from grease and dirt. Proper measures such as protective runners, pads, corner wall protectors shall be utilized by the vendor’s installers to protect the building (elevators, walls, floors, etc.).

The contractor must ensure all employees possess all required licenses for operating vehicles used in performance of this contract. All vehicles used shall be properly state‐registered, licensed, and insured prior to operating. The contractor must obtain proper parking permits and building access approvals where required.

Contractor shall be responsible for the following:

o Touch‐up of nicks and scratches on the furniture that may occur before, during, and after installation (up until final acceptance by ED) o Cleaning or replacement of all fabric marred before, during, and after installation (up until final acceptance by ED) o All undiscovered freight damages o All shipping and handling charges for replacement parts shall be paid by the contractor

Responsibility and liability for loss or damage shall remain with the contractor until final inspection and acceptance by the FTC.

The contractor shall clean up and remove all trash from the premises at the conclusion of the day.

The contractor shall be held responsible for any damage to the building resulting from delivery, installation, and related work by installers and/or employees. Pre‐Installation Walkthrough is required, during which the vendor’s field supervisor and/or project manager will identify and document any existing damage to the site; daily inspections of the site for damage are also required and any findings documented in a checklist given to the project manager and/or the FTC furniture team.

FEDERAL TRADE COMMISSION – NEW YORK REGIONAL OFFICE

Furniture Products and Services Sept 2023

7.0 ATTACHMENTS

A. NEW SUITE FLOOR PLAN – PDF

B. THIRD FLOOR PLAN ‐ PDF

C. ENLARGED FLOOR PLANS – PDF

D. THIRD FLOOR AREA OF WORK PLANS PDF

E. FURNITURE, FIXTURES, AND EQUIPMENT SPECIFICATION SHEETS