P03 Statement of Work Moving Services Raleigh NC.pdf

Statement of Work USDA Raleigh, NC Service Center-Moving Services

Revision 3

6/13/2023

Table of Contents

1 INTRODUCTION

1.1 Mission

1.2 Background

1.3 Scope of Work

2 GENERAL REQUIREMENTS

2.1 Non-Personal Services

2.2 Contractor Personnel Qualifications

2.3 Contractor Key Personnel

2.4 Location and Hours of Work

2.5 Travel

2.6 Invoicing

2.7 Identification of Contractor Personnel

3 REQUIREMENTS/TASKS

3.1 Task One- Dismount/disassemble and Pack required items

3.2 Task Two- Load/Stage (contractor provided Department of Transportation approved moving vehicles), if necessary

3.3 Task Three- Relocate items to specified buildings, floors, and/or rooms

3.4 Task Four-Unload/Unpack/ Set up as needed

The customer will indicate what is required

4.0 DELIVERY/DELIVERABLE SCHEDULE

5. SPECIAL REQUIREMENTS

5.1 Security

5.2 Government Furnished Property (GFP, Equipment (GFE), Information (GFI), and/or Services 8

5.3 Applicable Documents

5.4 Insurance

6. QUALITY ASSURANCE

1 INTRODUCTION

The U.S. Department of Agriculture (USDA) Farm Production and Conservation (FPAC), Natural Resources Conservation Service at Raleigh, NC requires professional moving services.

1.1 Mission

The NRCS mission is to deliver conservation solutions so agricultural producers can protect natural resources and feed a growing world.

1.2 Background

The U.S. Department of Agriculture (USDA) Farm Production and Conservation (FPAC) requires labor and materials to pack, remove office furniture, some limited large tv monitors, conference tables, and associated equipment – contractor to provide packing and shipping materials, and arrange for the orderly relocation of materials between buildings, and supply temporary storage facilities as needed. The intent is to award a one (1) year purchase order with an option to extend services for one (1) year.

1.3 Scope of Work

All work to take place in the USDA leased space specified in this statement of work. This work will take place at varying times, in phases, negotiable with the contractor upon award.

*Expectations are, USDA POCs will call to schedule 10 days in advance and times with an estimate of materials that may be packed and loaded, or dismantled, packed, and moved, or relocated between buildings. Dock access is not available in Raleigh.

Contractor must be ready to send crews to the facility within 10-days of the notification.

The work generally consists of providing necessary materials such as {trucks}pallets, shrink wrap, packing tape, moving boxes/containers, dollies, personnel expertise, and tools and special equipment to pack office furniture, tables, desks, cabinets, credenza, coat racks, and other items (which are detailed in attachments), in a neat and organized manner which will facilitate the relocation and future use of the products and equipment. Contractors must safeguard the walls, doors, floors and prevent damage to facilities. Some credenzas have glass doors. There is a limited number of Computer monitors-which may be packed in speed packs in mass for ease of packing and shipping.

The period of performance is established at one base year from the time of award. There is a one-year option that may be exercised as needed. If used, the one-year option will start immediately after the base year ends.

2 GENERAL REQUIREMENTS

2.1 Non-Personal Services

The Government shall neither supervise Contractor employees nor control the method by which the Contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual Contractor employees, except for the site lead.

It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor’s responsibility to notify the Contracting Officer, in writing, immediately.

2.2 Contractor Personnel Qualifications

Be professional, trained and insured to perform moving services for the federal government.

Within 10 business days after contract award, the contractor shall submit a list of employees assigned to this work and certify a negative background check. Contractor personnel must be cleared to work in any government facility as a result of this requirement.

2.3 Contractor Key Personnel

The Contractor shall assign to this contract the following key personnel (suggested personnel):

Carpentry Packing loader 1 Equipment Operator Packing loader 2

The contractor can propose a different labor mix.

2.4 Location and Hours of Work

FPAC-Business Center MSD operates/has operated two buildings located at 4405 and 4407 Bland Road, Raleigh, NC 27609. The facility has multiple stories and NO loading docks.

Facility is a “typical office building.

Facility Characteristics: 44,000 Rental Sq. Ft. in each building (four (4) floors), divided offices, conference rooms, and corridors. Only the items specifically mentioned in the scope documents.

NOTE: the facility current furnishings are extremely large. The remainder of chairs, cubicles, appliances etc. are going to be removed by another contractor.

The contractor(s) must interact with the USDA personnel that are assigned to the task to make the required arrangements to perform the removal and relocation of Office Furniture such as cubicles, desks, cabinets, file cabinets, laboratory equipment, boxes of records, appliances, chairs, dry erase boards, office equipment and other items as necessary.

Work Schedule-The office working hours are 7:00 am through 3:30 pm, Monday through Friday. Contractor shall be able to provide enough labor and at minimum one supervisor to complete all aspects of the project as required.

Schedule for complete packing, shipping, and removal is to be determined by specific tasks as needed. Movement days may be used for 1- 5 business days, depending, no weekends included M-F.

Contractor must be ready to send crews to the facility within 10-days or less once notified.

2.5 Travel

Under this contract, there is no additional authorized travel outside of the scope of duties prescribed in this statement of work.

2.6 Invoicing

Invoices shall be submitted after completion of each job. Payment will be processed in accordance with FAR Clause 52.212-4, Alternate I, (Nov 2021).

Invoices must be submitted electronically through the Invoice Processing Platform (IPP) system.

In addition to the information required by FAR 32.905(b) each invoice must contain a breakdown of the total amount. Material invoice shall be reviewed and verified by the COR for accuracy prior to submission in IPP.

Invoices and supporting documentation shall be uploaded into the IPP system.

2.7 Identification of Contractor Personnel

Contractor employees must always have company identification on while performing tasks of this contract.

3 REQUIREMENTS/TASKS

3.1 Task One- Dismount/disassemble and Pack required items.

The customer will list items that are required to be packed as needed. Items such as office systems furniture will be required to be disassembled into component parts (after government has removed electrical power and made safe.) Large components will be staged in like groups per section Small components may or will be required to be boxed by similar parts/pieces. Large components such as panels, brackets/braces, horizontal surfaces should be placed in speed packs/gaylords sitting on pallets. Materials designated for disposal by the government will be carry/hauled from the location to a designated dumpster or other point for disposal.

3.2 Task Two- Load/Stage (contractor provided Department of Transportation approved moving vehicles), if necessary.

Depending on the items that require moving, the customer will indicate whether the items will be staged and moved to another area or vehicle.

3.3 Task Three- Relocate items to specified buildings, floors, and/or rooms The customer will indicate movement of equipment. There may be instances where items will require moving to a different building, another floor within the same building or in the same room or a different room of the same building.

3.4 Task Four-Unload/Unpack/ Set up as needed.

The customer will indicate what is required.

• Prevent damage to all building structures involved in the move including, but not limited to all walls, floors, stairways, doorways kitchens, IT outlets, docks, racking and other fixed structures. Protect all hallway corners as needed.

• Estimate and supply the correct amount and sizes of building protection materials. Those materials will be taken up and removed at the end of each phase of moving. If further building protection is needed, materials to do so will be provided and installed by the Contractor, kept in place while moving, and removed afterward.

• Not block access to emergency ingress/egress points of building infrastructure hubs with staged and/or stored items. This includes, but is not limited to stairwells, main corridors, electrical closets, communications closets, and mechanical rooms.

• Provide all trucks, and arrange for the trucks if applicable, moving equipment, building protection materials, packing tape, other packing supplies, such as, but not limited, to safety glasses, nitrile latex gloves, paper pads and sheet corrugated, for packing and moving.

Contractors will list all the moving equipment and other materials they will provide and use, and charges, if any, as well as an Appendix detailing Price and Staffing Schedule.

• At the end of the move, if it is determined that all the moving equipment or materials were not used, only used materials will be considered chargeable.

• Material costs include the costs of such items as raw materials, parts, subassemblies, components, and manufacturing supplies, whether purchased or manufactured by the contractor, and may include such collateral items as inbound transportation and in-transit insurance. In computing material costs, the contractor shall consider reasonable overruns, spoilage, or defective work (unless otherwise provided in any contract provision relating to inspecting and correcting defective work).

• Contractor will be responsible for repairing or replacing any property damaged or lost during the moves.

• Safety Requirements: Contractors will be required to use and take precaution necessary to avoid the loss of life and follow safety protocols and operate with the appropriate tools and equipment needed for safety.

• Equipment Requirements: Contractor will be responsible for properly estimating the amount and the security of equipment needed for the move. Examples below are typical items contractor may use and are provided only as an example.

2/4-wheel moving dollies.

Panel carts – for transportation of larger items Dollies for moving safes or Fire Rated 4/5 drawer cabinets (heavy) Tools for any disassembly and reassembly, Clean moving pads if required.

Pallets for large furniture and cubicle walls, appliances, heavy equipment.

Gaylord/speed packs or shipping containers All other equipment and tools as required.

Pictures of larger items that will be moved.

• As part of the move, Contractor may be required to pack and move IT items or specialized equipment for the purpose of moving to an adjacent building, between floors, referred to as new sites with the intent to reuse items. Items included may be:

VTC Systems –mobile system only unless removed in advance by USDA.

Television/Monitors IT equipment such as phones, computer monitors Conference room tables Desks and Credenzas Large Plotter Printer(s) Chairs

Utility tables Fire Rated File Cabinets 4-5 drawers Other items – trash cans, recycling bins, misc. (minor equipment) Possibly boxes of binders and paper supplies, less than 2 pallets worth.

4.0 DELIVERY/DELIVERABLE SCHEDULE

Timely completion of deliverables is essential to a successful outcome. Below are the required due dates for each requirement/task.

Item No.

Deliverable Reference Due

1 Disassemble/Dismount or Pack all items as specified by customer

SOW Section 3.1 Within 10 calendar days of contract.

2 Load all items as specified by customer

SOW Section 3.2 Within 10 calendar days of contract.

3 Move all items to the new location as specified by customer

SOW Section 3.3 Within 10 calendar days of contract.

4 Unload/Unpack/Set-up all items moved as specified by customer

SOW Section 3.4 No later than 10 days of specified contract completion.

5. SPECIAL REQUIREMENTS

5.1 Security

The contractor employees are required to have a company Identification tag at all times during the performance of this work. Contractor employees will be escorted to the facilities by a Government designated POC.

At the end of each workday, all Government facilities, equipment and materials, if applicable shall be secured. The Contractor shall maintain a current listing of all employees, including subcontractor employees that have access to Government facilities. The list shall be made available to the Government upon request.

5.2 Government Furnished Property (GFP, Equipment (GFE), Information (GFI), and/or Services

This contract does not require the contractor to be issued any government furnished property, equipment or information. Contractor must furnish all equipment, licenses, and insurance for the duration of the performance period of this contract.

5.3 Applicable Documents

Contractor will turn in material usage report per contract to ensure that all used materials are properly accounted for.

5.4 Insurance

The table below lists the kinds and minimum amounts of insurance required, as referenced in contract clause FAR 52.228-5 (Insurance–Work on a Government Installation).

Minimum Insurance Requirements

1 Workers' compensation and employer's liability $100,000 or per statute

2 General liability:

Bodily injury $500,000 per occurrence Property damage $100,000 per occurrence 3 Automobile liability:

Bodily injury $200,000 per person /

$500,000 per occurrence Property damage $20,000 per occurrence.

In addition, the contractor must provide coverage for any other risks as deemed appropriate, since the Government is not indemnifying the Contractor against any risks under the contract. A current duplicate (not machine reproduced) certificate of insurance must be submitted to the Contracting Officer (CO) for approval before the Contractor begins work under this contract duplicates of renewal certificates (not machine reproduced) obtained by the CONTRACTOR during the life of this contract must immediately be provided to the CO. Also, see the cause, "Insurance Additional Named Insured" below.

The insurance policy must contain an endorsement that any cancellations or material decreases in the coverage’s shall not be effective, unless the insurer or the Contractor gives advance written notices of cancellations or changes in accordance with the CO's instructions.

All premiums or costs incurred to comply with these insurance requirements will be paid by the Contractor. If the Contractor already has an organizational policy in effect, the CO requires evidence that it satisfies all the above stated requirements. The Contractor is required to provide such evidence as deemed necessary by the Contracting Officer before a notice to proceed with contract performance issued. The Government reserves the right to disapprove the purchase of any insurance coverage not in the Government's interest.

This contract requires that all insurance coverages be kept in full force and effect until all contract work is completed; the insurance requirements also apply to subcontractors.

The Government will not be responsible for any losses, damages, or liabilities beyond the amounts, limits, and conditions of the above-required insurance.

The requirement of contract clause 52.228-5 is hereby supplemented to provide that the general liability policy shall name "The United States of America, acting by and through FPAC Business Center”, as an additional insured with respect to operations performed under this contract.

6. QUALITY ASSURANCE

6.1. Inspections/Surveillance. The government reserves the right to perform inspections and surveillance to evaluate the contractor’s compliance to the contract terms and performance of the requirements in the SOW. The government will make every effort to ensure that the surveillance methods described below are conducted in an objective, fair, and consistent manner.

6.1.1. Periodic Surveillance. This action occurs when the contracting officer or other government official observes a deficiency. Examples include evidence from accidents, incidents, or delays. Regardless of where in the line-of-duty the contracting officer observes contractual procedures not being followed, he/she has an obligation to document and report the deficiency to the contracting officer.

6.1.2. Customer Complaint Surveillance. This action is instituted when the contracting officer receives a complaint from a stakeholder (stakeholder organizations include USDA/FPAC) regarding contractor service. The contracting officer will obtain the complaint in writing and then conduct an investigation to determine its validity. If the complaint is deemed valid, the contracting officer will immediately notify the contracting officer for action. The contracting officer will notify both the contract manager and the complainant of the government’s response to their complaint.

6.2. Contract Discrepancy Report (CDR). In the event of unsatisfactory contractor performance, the contracting officer will issue a CDR that will explain the circumstances and findings concerning the incomplete or unsatisfactory service. The contractor must acknowledge receipt of the CDR and respond in writing as to how he/she must correct the unacceptable performance and avoid a recurrence. The government will review the contractor's corrective action response to determine acceptability and will use any completed CDR as part of an overall evaluation of contractor performance when determining present or future contractual actions.