R3_Space_Modernization_Project_Furniture_Scope_of_Work_Draft_1.docx

Project Management Office

MIDWEST REGION REGIONAL OFFICE SPACE MODERNIZATION

FURNITURE SCOPE of WORK

U.S. Fish and Wildlife Service

Midwest Region Regional Office Space Modernization Project Furniture Scope of Work

As of October 27, 2022

Project Name: R3 Regional Office Space Modernization Sponsor: Chris Jensen Customer: R3 RO Regional Directorate Team References: USFWS Space Management Handbook, Region 3 Regional Directorate, PMBoK™, BDH designed Floor Plans

1. Problem Statement With the reduction of JAO employees working in the Region Three Regional Office located at 5600 American Boulevard West, Bloomington, Minnesota, Norman Pointe II Building (occupancy of the 9th floor was 80%), less office space is now required. With this reduction of office space, a modification to existing space is required. This modification will reduce offices, cubicles, and some common areas while also modernize the existing space to meet the needs of the current workforce. This modernization will include the need for updated furnishings for conference rooms, common areas, and a revitalization of cubicles. The regional office desires to minimize costs in this furniture upgrade by repurposing most existing furniture.

2. Goals The primary goals of this project are to modernize the current regional office and reduce the current employee footprint with the benefits of reducing rent requirements and producing a productive work environment and potential Service-wide hub for group meetings. For the intent of this specific scope of work for furnishings, the goals are:

2.1. Replacement of the current conference room tables and chairs with new conference tables and chairs that accommodate fit and function for the intended space matching the overall color scheme of the regional office.

2.2. Replacement of current cubicle skins for the number of cubicles planned in the new configuration of the regional office. This goal repurposes the current frames being used for employee cubicles and upgrades the panels to match the color scheme planned for the regional office.

2.3. Replacement of accent furniture and tables that currently occupy focus/huddle/phone rooms in the regional office. Accent furniture includes upholstered lounge chairs and small coffee or end tables that match fit and function of the space and planned color scheme.

2.4. Replacement of training and tables and chairs in the Learning Center area with new training tables and chairs that can be arranged into multiple configurations and broken down for storage.

2.5. New furniture for a collaboration area that facilitates intimate, small group meetings. This furniture will consist of portable huddle pods, accent chairs and tables, and upholstered benches.

2.6. New hoteling furniture for touchdown areas that incorporate a hoteling cubicle configuration.

3. High Level Requirements Below are the high-level requirements for the specific types of furniture to be procured:

3.1. Requirement 1 – Design and Development

3.1.1. Using the approved floor block plan developed by the A&E Firm BDH and working directly with the A&E Firm and regional office project team, the furniture vendor will design a furniture plan based on the space dimensions, functional requirements, and architectural design of the space. Design and development will require an inventory to be conducted by the vendor to determine quantities of products.

3.1.1.1. Hours / Rate / Total Cost:

3.2. Requirement 2 – Conference Rooms

3.2.1. Conference Tables - Must be a size commensurate with the square footage of the conference room and allow comfortable seating and clearance for participants. Preferred shape is a boat-shaped table that is a modern-style. Color to be chosen by employee vote in keeping with the chosen color scheme. Tables must have closeable A/V access areas containing electrical outlets.

3.2.1.1. Minnesota Room Conference Table – The Minnesota Conference Room is the largest conference room area in the regional office. Large group meetings occur here, but flexibility is required in the furniture so that smaller groups or multiple small groups can be accommodated.

3.2.1.2. The below table displays the typical table size and seating capacity. Design drawings provided by BDH will show exact room dimensions, which will determine the appropriate table size to be included in the furniture design plan.

3.2.2. Conference Room Chairs – must be a leather, adjustable, ergonomic non-static chair. Style to be chosen by employee vote.

3.2.2.1.1. Quantity: 74

3.3. Requirement 3 - Focus/Huddle/Phone Room Furniture

3.3.1. Tables – Size dependent on size of the focus room. Tables are to be coffee style or end table style depending on room size. Style and color will be in keeping with the theme decided by the regional office.

3.3.1.1. Quantity: 4

3.3.2. Lounge Chairs – Upholstered fabric lounge chair style. Comfortable, causal seating that is often seen in waiting room areas or lounges.

3.3.2.1. Quantity: 6

3.4. Requirement 4 - Cubicles

3.4.1. Panels – Cubicle panels for all 8x8 cubicles are to be replaced with new panel skins that are the same size as the current panels. Existing framing is to be used. Pattern and color will be decided by employee vote and in keeping with the color scheme of the RO remodel.

3.4.1.1. Quantity:

3.4.1.1.1. 4ft panel only – Amount to be determined by furniture vendor

3.4.1.1.2. Hoteling Cubicle Dividers – 22 (2 groups of 8; 1 group of 6)

3.5. Requirement 5 - Collaboration Area

3.5.1. The collaboration area is an open space on the 10th floor to be used as a gathering space for small informal meetings. The furniture to be placed in this space will be a mix of huddle pods that are mobile and accent furniture (small tables and chairs) and bench-style seating. Base cabinetry will line the entrance wall for storage. Styles and colors to be decided by the R3 RO Space Committee. Rough quantities provided below.

3.5.1.1. Quantity:

3.5.1.1.1. Accent Chairs: 4

3.5.1.1.2. Circular Coffee Tables: 3

3.5.1.1.3. Circular Pub Tables: 5

3.5.1.1.4. Cabinetry – Built in along the back glass wall

3.5.1.1.5. Portable pod nooks: 3

3.5.1.1.6. 20’ benches: 2

3.6. Requirement 6 - Learning Center

3.6.1. Tables – 4ft. in length, foldable for storage and versatile so they can be arranged to accommodate different training and meeting environments and scenarios. Must have electrical outlets for computers and phone chargers.

3.6.1.1. Quantity: 16

3.6.2. Chairs – stackable or storable on a dolly. Must be minimally ergonomically adjustable for lumber support and arm rests and static in movement. Commonly referred to as a training chair.

3.6.2.1. Quantity: 32

3.7. Requirement 7 - Guest Waiting Area

3.7.1. Pub-style chairs for seating at counter.

3.7.1.1. Quantity – 3-4

3.7.2. Base Cabinets with counter space and one counter space to accommodate a sink.

3.7.2.1. Quantity – 3

3.8. Requirement 8 – Installation

3.8.1. Vendor will provide furniture installation for all new furniture and reconfiguration of cubicle panels with new cubicle skins.

3.9. Requirement 9 – Project Management

3.9.1. Vendor will provide internal project management to maintain schedules and delivery of customer products.

4. Objective of the Deliverables

4.1. Deliverable 1 – Furniture Package

4.1.1. Develop a furniture package that captures the design for all of the furniture requirements, quantity, and costs for the R3 Regional Office to include conference room tables and chairs, new cubicle panels, accent seating, accent tables, pub-style tables and chairs, booths, and cabinets.

4.1.2. ACRE is the preferred vendor for the R3 Regional Office. JAO PMO to coordinate with vendor, R3 Project Team, JAO Goods & Services Contracting, and BDH for planning and procurement of required furniture.

5. Rough Order of Magnitude (ROM)

Design & Development

Inventory

Product Consultation

Installation

Project Management

5.1. Contracts

Total Furniture Cost ROM:

6. Timeline (Schedule/Milestones)

6.1. Coordination meeting with vendor – 10/26/2022

6.2. Receive quote for design & development – 10/31/2022

6.3. Submit AR in mySupport (Include SSJ and SOW) – 11/3/2022

6.4. Furniture Design & Development – 11/18/2022

6.5. Inventory– 12/5/2022

6.6. Decide on Product for Purchase – 12/12/2022

6.7. Procure Product – 1/3/2023

6.8. Installation of Product – 10/25/2023

7. Points of Contact Project Manager: Brian Milchak Assistant Project Manager: Lee Elrod Project Consultant: Dave McDonald Sponsor: Chris Jensen R3 Project Team: Tony Samuelson; Karie Reishus

APPENDIX

Floor Plan TO-BE Schematic – 9th Floor

Floor Plan TO-BE Schematic – 10th Floor image1.png image2.png image3.png image4.emf image5.emf