Section D.1 Services, Ordering, Prices.pdf

SECTION D.1 SERVICES, ORDERING, AND PRICES

DESCRIPTION OF SERVICES

The Contractor shall furnish all personnel, materials, facilities and equipment necessary to provide space planning and interior design services to the General Services Administration (GSA). Services in GSA controlled buildings and/or leased facilities within the service areas outlined below shall be provided in accordance with the DESCRIPTION section.

Service Area: Including facilities in the states of Illinois, Indiana, Michigan, Minnesota, Ohio, and Wisconsin.

OFFER / PRICE SCHEDULE

Quote unit prices in the Pricing Worksheets for providing the various services described herein. Pricing shall be provided on a square foot basis or an hourly basis as appropriate.

A separate sheet is included for pricing based on an hourly rate for the professional disciplines indicated.

The Contractor must quote prices for the initial twelve (12) month period as well as all option periods in order to be considered for award.

CONTRACT TYPE AND EFFECTIVE PERIODS

This is a Firm Fixed Price (FFP), Indefinite Delivery-Indefinite Quantity (IDIQ) contract for Space Planning and Interior Design Services. This solicitation follows the policies of FAR Part 12, Acquisition of Commercial Products and Commercial Services, in conjunction with the policies and procedures for solicitation, evaluation and award prescribed in Part 13, Simplified Acquisition Procedures.

This will be an IDIQ Multiple Award contract limited to small business concerns. Multiple awards for this FFP IDIQ may be made as a result of this solicitation. The Government intends to award multiple indefinite-delivery indefinite-quantity (IDIQ) contracts to the offerors who represent the best value to the Government. Offerors are cautioned that the award may not necessarily be made to the lowest priced offer.

The duration of the contract is for a period of five years. Task Orders may be issued by the Government at any time within the five-year period of this contract. Completion of performance on Task Order(s) may extend beyond the contract expiration date in accordance with the task date(s) on the Task Order(s), including any options accepted at Task Order award.

The total Maximum Ordering Limitation (MOL) per awarded contract, for the five-year performance period, shall not exceed $500,000.00.

Guaranteed Minimum (Only applies to base year) – The guaranteed minimum quantity of work the Government agrees to order for the base one-year contract term is $1,000.00. If the awardee does not receive a task order, or multiple orders, totaling $1,000.00 or more during the base year of the contract, the Government will be obligated to pay that awardee $1,000.00.

OPTION PRICING

Offerors shall price the option requirements for four (4) additional twelve (12) month periods to account for any increases in pricing. Increases in prices will not be granted at the time of extension of an option. All pricing should be good for the entirety of the contract performance period.

The Government shall not order in excess of $500,000 for the initial contract period or in excess of $500,000 for any of the individual option-years which are exercised. Please see Section C.3 52.216-19 Order Limitations for more information.

DESCRIPTION

1. BACKGROUND

GSA is the owner or lessee of most of the office space used by United States Government Agencies. GSA assigns appropriate blocks of space from its inventory to various Federal agencies. For further explanation of services provided by GSA PBS (Public Buildings Service), reference the Pricing Desk Guide, Fifth Edition.

GSA will also provide programming and space planning services to agencies as noted in the Pricing Desk Guide. Requirements may be requested from anyone from GSA’s R5 Real Estate Division (RED) or other parts of GSA. In order to respond to this requirement, GSA maintains an in-house staff, but there is still a requirement to supplement this staff by contracting interior space planning services.

This Request for Quote (RFQ) sets forth the requirements for the space planning services being solicited.

The required services are to be supplied on an "as needed" basis and vary in level of service as well as size of job.

2. PURPOSE

The purpose of this contract is to provide strategic space planning and interior design services to GSA and its client agencies. The Contractor will be required to help agencies optimize their real estate portfolio.

Technology has changed the way we work. GSA and our space planning contractor must take the lead in educating clients on the latest office tools and technology, mobility, workplace wellness, culture, collaboration, engagement and leading change.

All programming and space planning under this contract must adhere to agency utilization rates. That means, we may start with a set square footage per person and define the requirements that fit within the space. Creative problem solving will be required. All designs must keep future flexibility in mind. Planning should be done in modules wherever possible to show how private offices today can be converted into X tomorrow.

The Contractor shall provide services to GSA and its client agencies in accordance with the detailed provisions of this contract on a job-by-job basis.

Due to the need to meet in-person with the contractor on short notice regarding a project task order, the Contractor must have the ability to respond to urgent site visit requests by attending onsite meetings with only 24-hour notice. These site visits may be held at various locations throughout the GSA Region 5 Great Lakes, which include the states of Illinois, Indiana, Michigan, Minnesota, Ohio, and Wisconsin. Site meetings may be held at various federal building/leased locations. Some of these locations can be found at this link: https://www.gsa.gov/about-us/gsa-regions/region-5-great-lakes/buildings-and-facilities. It is important to note, this list is not all inclusive and several facilities can be found in other locations throughout the region.

3. OBJECTIVES

Specifically, the objective of each requirement is to:

● Assist agencies with a comprehensive plan to reduce space and meet their agency utilization rates.

● Develop information in adequate detail to transmit the space planning requirements to GSA or its Lessors, so the appropriate construction and engineering drawings can be prepared to accomplish tenant alterations.

https://www.gsa.gov/about-us/gsa-regions/region-5-great-lakes/buildings-and-facilities https://www.gsa.gov/about-us/gsa-regions/region-5-great-lakes/buildings-and-facilities

● Generate information and drawings, which will assist the Government in coordinating moves, purchasing equipment/furniture, and negotiating implementation costs with various Contractors.

● Organize information into a standard format that GSA and the client agency may evaluate and use as a basis for establishing a continuing space management program.

4. PARAMETERS

The objectives must be conducted within the following parameters:

● The Contractor may be expected to handle several projects simultaneously, without compromising timeliness and quality of service to GSA.

● For all projects, the Contractor shall collect, verify, and analyze Government provided organizational information, conduct interviews with specified agency representatives in sufficient detail to develop the following Scope of Services as described in Section D.1 as required, either by telephone or on site, which will be determined by the GSA Contracting Officer’s Representative (COR). Our COR’s are in-house interior designers.

● Although GSA's client agencies are the end users of all space now occupied and to be planned, all work produced under this contract must be coordinated through and reviewed/approved by GSA.

Any work that does not incorporate workplace wellness (workstations with access to light), future flexibility or outdated design strategies may be returned to the contractor for revisions at no cost to the government before presented to the client.

● GSA or the lessor will provide an electronic version or a Computer Aided Design (CAD) disk which the Contractor will be required to verify and confirm the ANSI/BOMA office area square footage based on the delineated area to be space planned prior to issuance of the task order, unless otherwise stated.

● Critical deadlines will be determined and agreed upon by GSA, the client-agency and the Contractor prior to issuance of the task order. At the project start, the Contractor shall provide GSA a detailed project schedule reflecting elapsed time and milestone dates for all project tasks, amount and duration of travel, submissions and formal reviews to be performed by the Contractor, GSA and the client-agency. Travel is subject to prior approval by GSA. The Contractor shall account for Federal holidays in project schedule. The schedule shall be a graphic bar chart, or equal illustrating total performance time broken down by the month, week and day. The schedule shall be submitted within five (5) working days at the request of the GSA COR. The schedule shall be updated as required by the GSA COR.

● GSA must approve any deviations requested by a client agency from the parameters established by GSA on any particular Task Order prior to implementation.

● The Contractor shall be required to utilize drawings that are not layered according to GSA Standards. The Contractor shall update all layers to comply with the GSA Public Buildings Services CAD Standards.

● Because most agency workstation standards have been reduced in size, the contractor must consider if/how existing furniture can be reconfigured to fit the new standards. If the existing furniture cannot be reconfigured, the contractor must be able to explain why.

5. PERMITS, ETC.

● In Federally owned buildings, the Government will be responsible for all required permits, engineering and architectural drawings, approvals, etc.

● In leased buildings, either the building owner or GSA will be responsible for the above documents, permits, and approvals depending on the lease conditions.

● If GSA requires the Contractor under this contract to provide such documents or services, and the contractor does not have the appropriate staff, it will be negotiated at an hourly rate for an approved subcontractor.

● GSA requires the contractor to follow all federal, state, and local codes in the service area, including, but not limited to, the states of Illinois, Indiana, Michigan, Minnesota, Ohio and Wisconsin.

6. DEFINITIONS

Size of Area Planned:

● The size of area planned refers to the overall square footage of the space planned or surveyed under any individual task order. When expansion occurs, it refers to the new or reconfigured space, not the existing space occupied by the client agency. For space reduction projects, the existing space will be considered the size of area planned for the task order.

● When alternate floor plans are requested and only a portion of the space plan will be revised, GSA and the Contractor will negotiate the size of area planned for the task order.

● The size of area planned refers to "ANSI/BOMA usable office area".

● The size of area planned will be specified to the Contractor on each task order issued.

● No individual Task Order under this contract shall exceed 600,000 square feet, per each basic within each section.

Type of Space Planned:

General Office - Open plan and closed plan spaces including workstations, administrative support areas--such as internal reception areas, copy areas, mail stations, office storage rooms, aisles and other functional types of space normally found in general office space. These spaces normally do not require any major structural, lighting, or HVAC changes, or major decorative treatment to accommodate office type functions.

Executive Office - Work spaces for high-level management personnel and their direct administrative support. Executive space is usually characterized by higher level of decorative treatment and design detailing and therefore, although it carries a rent rate equal to general office space, the planning and detailing effort is greater than that for general office space.

Conference and Seminar - These spaces are designed for group occupancy for formal conferences, training, seminars, and other high occupancy gatherings. Because of their special function, these areas usually require individually designed, special HVAC systems and special controls. These spaces usually have special audio visual equipment and movable wall partitions to separate the space. They require more detailed notation on the Design Intent Drawings than general office space.

Public - These spaces are the common areas open to public access and require special design effort to assure functional, aesthetic integration with the character of the tenants and building.

Special Spaces - These spaces include computer rooms, libraries, laboratories, courtrooms, radio equipment rooms, food service areas, cells, vaults, etc. Because of their special function these spaces usually require major structural, lighting, floor loading, duress alarms, security cameras or HVAC changes to accommodate them. These spaces are usually incidental to a general office facility but require more detailed notation on the Design Intent Drawings.

Retail / Courtroom / Judges Chambers Space - These spaces include upgraded carpet and wallcoverings, wainscotting, crown molding, drywall coved ceilings with special lighting, millwork furniture and shelving, etc. throughout the entire space. They require numerous details and elevations to convey the design intent.

7. ORIENTATION (occurs after issuance of each task order)

Meet with GSA and all necessary client agency personnel to discuss procedures, policies, goals, travel, constraints and methods of project administration. All further points of contact with GSA and client agency personnel shall also be established. A minimum of two (2) meetings will be required.

Project Contact List (Sign In Sheet): At the project start, the Contractor shall prepare and submit to GSA a project contact list indicating names, titles, phone numbers and addresses of all participants from client agency, GSA, Contractor and others.

8. SCOPE OF SERVICES

Services shall be provided for a base term of twelve (12) months and four (4) one-year option periods at the Government’s discretion. Services shall be performed within the established "maximum ordering limitation (MOL)" and only as authorized by "task orders" issued in accordance with the "ordering" clause of this contract. Services ordered shall be for buildings located within the service areas established for this contract.

The space planning services required under this contract are described below.

LINE ITEM PRICING

1. PROGRAMMING

A Program of Requirements (POR) typically consists of both a Space Requirements Report and

Special Requirements.

a. Basic 1 - Space Requirements Report (SRR)

This report/program shall quantify the spatial and adjacency needs of the client in terms of offices, workstations, support space, area factor (circulation and layout), and shall include a space utilization rate (UR). Examples of this type of report will be attached to the solicitation. The report must be in the format of the sample provided in the Forms section and shall include the following:

1. A separate executive summary highlighting major issues for senior management review may be required.

2. Statistics and critical internal adjacencies by organizational component in table format.

(Refer to GSA definitions of office and supplemental, special and storage space).

3. Personnel Space Requirements to include:

● Job titles/functional categories.

● Number of personnel in each title category.

● Type of workstation/office.

● Square foot allowance.

● Circulation factor.

● Subtotal of space required by the organizational unit.

4. Support, Special, Storage and/or Supplemental Space Requirements to include:

● Line by line listing of supplemental space square footage requirements.

● Circulation factor.

● Subtotal of space required by organization.

5. Summary Data to include:

● Total office type space, including square footage per person.

● Total support/special/storage space required including overall utilization rates and shortfall of space if applicable.

● Space Utilization Rate (usable square footage/full time employees).

b. Basic 2 - Special Requirements (SR) aka Room/Data Sheets

A room-by-room listing from the SRR on all construction requirements to be used throughout the space (ie, finishes, HVAC, security, millwork, special floor loading, increased ceiling height, plumbing, etc) for each room in the space. (See sample, attached)

1. Typical guidelines of personnel offices, workstations, support/supplemental space, special spaces, above standard finish, and storage spaces based upon spatial and/or functional requirements. All the special requirements (HVAC, electrical, structural, above standard finishes) will be noted. The equipment or componentry listing for all elements of each workspace will be noted. This analysis may be required for conventional, modular or systems furniture. The Contractor shall determine what equipment/furnishings are necessary and apply the proper "area factor" for circulation and layout and identify the idiosyncrasies (particularly for modular and systems furniture).

2. Narrative discussion summarizing all pertinent data describing the method of data collection, intent of each table/graph/drawing, general observations, and analysis of possible expansion/contraction for specified period.

3. Functional adjacency diagrams (bubble interrelationships) among organizational components based upon work paper flow, communications and public access.

2. SPACE PLANNING

Prepare project documents as required to provide the following deliverables: The Contractor may be required to work with the client agency on site to develop design solutions.

a. Basic 1 – Site Verification

The Contractor is required to site inspect, verify and measure in sufficient detail to prepare the deliverables required for each base item indicated on the task order. A copy of the marked up dimensioned drawing from the site visit is required upon invoicing for this specific line item. Items to be included but not limited to are: light fixtures, sprinkler heads, switches, outlets, thermostats, walls, stairwells, toilets, cabling closets, closets, columns, doors etc. This deliverable is not required in CAD. GSA requires a copy of the hand-written mark-ups and notes, not an as-built drawing.

b. Basic 2 – Test Fits/Block Plans

The Contractor will provide Test Fits/Block Plans, to scale, which show in simple outline form walls, doors, workstations, special areas and circulation patterns. These drawings are used to see if the proposed space is suitable to meet the agency’s requirements. These drawings also show square footage allocations and have been blocked graphically showing partitions and doors or by color-coding for specified organizational components. Plans are documented as follows:

1. Organizational/office symbols, special and/or storage space designations.

2. Total square footage including usable required and/or actual square footage blocked.

Indicate the excess or shortfall as necessary.

3. Drawings, to scale, showing block diagrams/layouts of all furnishings and equipment, when appropriate/as requested by the GSA COR. Drawings show workstations, either systems furniture or conventional, or both if necessary. Drawings show equipment in support areas and special areas. Drawings show circulation patterns.

3. DESIGN INTENT DRAWINGS

Design Intent Drawings (see the CAD standards and DID link below), to scale, should have sufficient detail, include basic building dimensions and critical dimensions, at minimum, to communicate the criteria for construction / alterations for client occupancy. Each set of final drawings shall include a cover sheet which shows project name and location, an index of drawings in the set, legend sheet summary table documenting square footage allocations for specified organizational components by floor or sheet, summary of each above standard item per floor or sheet, general notes and some or all of the following:

a. Basic 1 – Construction Plan, Demolition Plan, Furniture/Equipment Plan

Each plan shall include (but not limited to) the following, as instructed by the COR:

1. Construction Plan, Demolition Plan to include:

● General Notes

● Key Notes

● Symbols Legend

● Room numbers

● Critical dimensions

2. Furniture Plan to include:

● General Notes

● Key Notes

● Symbols Legend

● Room numbers

● Critical dimensions

● Systems furniture layouts

● Typical office layouts

● Library, conference, training room and other support space furniture layouts

● Locations of major pieces of equipment, including copiers, magnetometers, power files, etc.

● Labeling of systems furniture as “new” or “existing” when appropriate

b. Basic 2 – Power/Communication Plan

1. Plan shall include (but not limited to) the following as instructed by the COR:

● Key Notes

● Symbols Legend

● All required power and communications outlet locations

● Cable TV, ISDN line, and any other type of special outlet locations

● Security requirement locations when appropriate

● Equipment Schedule (provided by customer) including type of power required, keyed to the plan and specifications necessary for calculation of electrical and HVAC loads

c. Basic 3 - Reflected Ceiling Plan

1. Plan shall include (but not limited to) the following as instructed by the COR:

1. General Notes

2. Key Notes

3. Symbols Legend

4. Existing lighting fixtures to remain (when applicable)

5. Existing locations for sprinklers, vents, etc. when appropriate

6. New lighting locations

7. Lighting fixture types

8. Light switch locations

9. Exit Lighting when appropriate

d. Basic 4 - Interior Finish Selections

1. Three color scheme options shall be provided (product specifications shall be provided by the lessor and/or GSA). Clearly label where each of these finishes are to be used. Finishes will be submitted to the client on a finish board or by affixing tags to the finishes. The preferred submittal method will be indicated by the GSA COR on a project-by-project basis. Finishes shall also be submitted to GSA but shall be no larger than 8.5 inches x 11 inches, unless full scale samples are requested. Two revisions to these options are allowed to the client. Finishes shall include, but are not limited to carpet, VCT, LVT, or any special flooring material, base, paint, wallcovering, plastic laminate, wood finishes, blinds, and drapery fabrics.

2. Final finish specifications, as required, for the project.

e. Basic 5 - Interior Finish Plan

1. Plan shall include (but not limited to) the following as instructed by the COR:

● Final finish plan noting where each of the selected finishes are to be applied.

● Final Finish Schedule of specifications

● General and Key Notes, as applicable

● Symbols Legend

f. Basic 6 – Elevations/Sections

1. Elevations/Sections shall include (but are not limited to) the following, as instructed by the COR:

● Key Notes

● Call-out Notes

● Symbols Legend

● Critical dimensions

2. In addition to the above, Elevations shall:

● Be provided for any built-in or millwork element on the Construction Plan.

● Indicate construction materials used.

● Be labeled to correlate with Elevation tags indicated on the Construction

Drawing Sheet(s).

3. Interior Sections shall:

● Be provided for any Elevation where additional construction information is needed.

● Indicate construction materials used.

● Be labeled to correlate with the Section markers indicated on the Elevations

Drawing Sheet(s).

4. Partition (Wall) Sections shall:

● Indicate all partition/wall assembly construction requirements.

● Indicate construction materials used.

● Labels to correlate with the Partition (Wall) tags indicated on the Construction

Drawing Sheet(s).

g. Basic 7 – Door/Hardware Schedule

1. Hardware Schedule shall include (but are not limited to) the following, as instructed by the

COR:

● General Notes

● Key Notes

● Call-out Notes

● Symbols Legend

● Critical dimensions

2. Door Schedule shall include:

● A tabular formatted schedule listing door numbers assigned to doors on the

Construction Drawing Sheet(s); Schedule shall also include: Type of door and wall opening size needed, construction and finish materials for each door and frame and each type of hardware set needed.

● Elevations of door types.

● Itemized descriptions of Hardware Types used.

4. COST ESTIMATING SERVICES

Cost Estimates for the project, estimating the total expenditures, broken down by materials, labor, profit and overhead, that will result from construction and/or costs associated with furnishings/equipment. The budget information shall be adequate for use by GSA and the client agency as a guide to subsequent purchases and alteration costs. The submittal will follow excel, unless otherwise determined by the GSA COR.

a. Basic 1 - Design Intent Drawing Cost Estimate

1. Provide a detailed, line-item cost estimate based on the design intent drawings. The cost estimate breakdown will follow the excel format, unless otherwise determined by the GSA COR. The submittal will follow the most current CSI divisions unless otherwise noted by GSA COR. The cost estimate shall be broken down further into two categories: base building shell and tenant improvements. Guidelines for base and tenant improvement breakdown can be found in the GSA PBS (Public Buildings Service) Pricing Desk Guide, Fifth Edition.

5. FURNITURE DESIGN SERVICES

Furniture Design Services should have sufficient detail to communicate the furniture requirements.

The Furniture Design Services must not be manufacturer specific (with the exception of Existing Furniture Inventory, if applicable) but will help guide the furniture dealers in preparing furniture specifications, specification drawings and ultimately, the furniture order. Furniture should be available on the Federal Supply Schedule. Some furniture projects will have LEED requirements, which will be specified by the agency or GSA. Please note, below items are based on a square footage basis, or as otherwise noted (i.e., Typicals).

a. Basic 1 - Generic Furniture Typicals Drawings and Generic Finishes

1. The Generic Furniture Typicals and Generic Finishes may include workstations, private offices, conference rooms, and other configurations. The contractor will work with the client and the GSA to give guidance, recommendations and advice when developing the Generic Furniture Typicals Drawings and Generic Finishes. The Typicals shall indicate the amount and location of power and communication receptacles, and generic finishes which do not include specific material color or specific fabric (or similar) selection. These drawings will not be manufacturer specific. AutoCAD drawings will be used to convey and confirm requirements for approval by the client and the GSA. The AutoCAD drawings will include enlarged plans (to scale) and office furniture on 8 1/2 x 11 sheet size with dimensions, generic finishes, and notations of items such as file cabinets, pedestals, desk sizes, etc.

Below are how the typicals are bundled:

1. 1-4 typicals

2. 5-8 typicals

3. 9-12 typicals

b. Basic 2 - Preliminary Furniture Layouts

1. Drawings, to scale, showing layouts of all furnishings and equipment. Drawings shall show workstations, either systems furniture or conventional, or both if necessary, and shall cross- reference/correlate with the respective Furniture Specifications and/or Typical drawings. Drawings shall show required power and data for the furniture.

Partition plans will be provided to the contractor for use in developing the Preliminary Furniture Layouts.

c. Basic 3 - Furniture Cost Estimate

1. Provide a detailed, line-item cost estimate based on the furniture plans, typicals, and specifications. The Cost Estimate is done in excel and will include pricing for the furniture typicals and miscellaneous free-standing furniture (defined by the Furniture Specifications package) but will also be itemized by components. Components refer to items such as a wardrobe, pedestal, desk surfaces, panels, tables, etc.

Components do not refer to individual bolts, hangers, and other small parts and pieces required in building the furniture. All pricing included within the Cost Estimate shall be the GSA schedule pricing. The contractor is to collect the GSA schedule pricing from the manufacturers. The contractor shall not disclose any project information to any furniture manufacturers.

HOURLY SERVICES

1. Furniture Services

1. Furniture Plans - The information set forth on this furniture layout shall cross reference/correlate with the respective Furniture Typicals and Furniture Specifications Requirements document. The preliminary furniture plan shall be submitted concurrently with the furniture typicals. These drawings shall be to scale, showing layouts of all furnishings and equipment. Drawings shall show workstations, either systems furniture or conventional, or both if necessary, and coded appropriately.

2. Furniture Typicals – The number of Typicals will vary, depending up on the specific project needs.[JH1] The Generic Furniture Typicals & Generic Finishes include workstations, private offices, conference rooms, and other configurations. The contractor will work with the agency and GSA to give guidance, recommendations and advice when developing the Generic Furniture Typicals Drawings & Generic Finishes. The Typicals shall indicate the amount and location of power and communication receptacles. The generic finishes shall be noted on each Typical drawing and submitted at the same time of the Typical drawings.

This service does not include specific material color and/or specific fabric selection, and will not be manufacturer specific, but will help guide the furniture dealers in preparing the furniture specifications, specifications drawings and, ultimately, the furniture order.

AutoCAD drawings will be used to convey and confirm requirements for approval by the agency and GSA. The AutoCAD drawings shall include enlarged plans (to scale) of workstations and office furniture on 8 1/2 x 11 sheet size with dimensions, generic finishes, and notations of items such as file cabinets, pedestals, desk sizes, etc.

3. Furniture Inventory - The contractor is required to inventory existing furniture/equipment and document (1) type of furniture, (2) type of equipment, (3) quantity, (4) new location or diversion, (5) size (when applicable/necessary), (6) finish, (7) power requirements, and (8) description. Each existing furniture/equipment component shall be identified with a unique code which appears on both the inventory and on any applicable Preliminary Furniture Layouts or Furnishing/Equipment Plans.

4. Furniture Specifications -The contractor will create a document to set forth requirements such as construction, size, power and communications requirements, finish requirements, storage and furniture lighting requirements, The Furniture Specifications are not manufacturer specific. The Furniture Specifications shall consist of key workstation and office components to correlate and supplement the Typicals and also include all ancillary furniture items.

5. Furniture Cost Estimate - Provide a detailed cost estimate for all furniture and ancillary items based on the Typicals and Furniture Specifications. Cost estimate shall estimate the total expenditures, broken down by itemized components, delivery, installation and labor that will result from costs associated with the furnishings. All pricing on the cost estimate shall be based on GSA Federal Supply Schedule pricing unless otherwise requested by the GSA COR. Project information shall not be disclosed to furniture manufacturers or dealers while collecting pricing.

6. Regular and/or Bi-Weekly Check-in Conference Calls - Includes furniture design conference calls with the client agency, not to exceed* a maximum of X hours, as identified by the CO/COR. Contractor should include bi-weekly (or otherwise requested) ‘check-in’ calls on their furniture design Schedule, to review/clarify design details during the identified furniture design period, and, if applicable, as further defined by the CO/COR. Additional calls may also be requested to be available on an ‘as needed’ basis. Call frequency will be identified by GSA before award for each furniture project. These calls are supplementary to the standard project meetings/calls and communication as outlined within this IDIQ contract and are intended to review and/or clarify with the client agency any outstanding design details needed to finalize the required design deliverables but that are unable to be resolved within day-to-day project/email communications

7. Furniture Procurement Solicitation Inquiry Review/Response - The contractor shall assist in responding to inquiries received from vendors/manufacturers in response to the furniture solicitation. These inquiries are post solicitation by CO, but pre-award to furniture vendors for procurement[JH5] . There is no limit to inquiries. Inquiries will be submitted to the IDIQ in a compiled list for response. The expectation is that the IDIQ shall review and respond to inquiries or clarifications related to the furniture design package developed by the IDIQ contractor and, as applicable, provide guidance to GSA in the acceptance or denial of variations/alternates. It is understood that some of these items may require agency feedback and additional details may be required from the contractor[JH6] if the agency requires clarification. GSA frequently received inquiries from 4-6 vendors - the quantity ranges from a few to many (50[JH7] +) questions per vendor. If the contractor requires additional time based on the initial assessment of the quantity of inquiries, that should be discussed prior to starting work on this item.

8. Evaluation of Furniture Bids (aka Bid Review) - The contractor shall assist with the review of 3-5 furniture proposals (if additional Bid Reviews are determined to be required, the CO/COR will request an additional hourly services quote[JH8] ). The proposal review shall be completed within five (5) business days of receiving the complete bid packages. For each proposal, the Space Planning IDIQ Contractor shall prepare a report for each proposal. The report shall include an evaluation of each item and shall state whether the item meets the requirements or identify in what aspect the item does not meet the requirements. In those instances, in which it is not clear whether the item meets the requirements, the contractor shall identify any clarifications that are needed from the offeror. The contractor shall use the GSA provided formatted spreadsheet for the bid review.

9. Furniture Electrical Coordination - Included is one (1) submittal and (1) hour-long video call to review findings with GSA and the A/E’s construction/electrical team. The intent of this hourly service is to coordinate the A/E's proposed electrical/data placement as it directly relates to the proposed furniture layout. This review is to identify discrepancies as in (but not limited to) local furniture code compliance, ample power is identified for electrical feed ins, core locations, thermostat placement, light switch placement, outlet placement doesn't interfere with furniture panels, construction, height adjustable worksurfaces, etc. The deliverable will be one .pdf and .dwg furniture/electrical overlay with highlighted areas and noted solutions to pass along to the electrical engineer.

10. Furniture Inspection and Punch List - After delivery of furniture and miscellaneous items, the contractor shall visit the site and inspect the final furniture product to ensure compliance to the scope as required final furniture design package in the task order. The contractor shall inspect that the items were installed according to layout and specification, that the correct items were delivered, in the correct count, and that the items are not damaged. The GSA COR will provide a copy of the final furniture order/design package for the contractor's use.

The contractor shall create a punch list detailing any issues with the final furniture product.

2. Workplace Engagements A Workplace Engagement can be conducted prior to, or simultaneous with the development of the Space Requirements Report. Decisions and observations made during the Engagement will feed the development of the final SRR.

GSA defines a Workplace Engagement as a top-to-bottom information gathering exercise that, in return, helps agencies understand new ways of working and why they are being adopted. It gives GSA and the Contractor insight on how the Agency currently works and how open they are to adopting new workplace strategies. All personnel must participate, or be “engaged”, in order to conduct this type of strategic requirements development. It is especially critical to have union participation.

A skilled facilitator is necessary to lead the focus groups and executive level discussions. The Contractor must be able to create a vision of the future workplace for those clients who may be resistant or closed-minded towards current workplace trends. The Contractor must clearly communicate notable change in workplace trends that have occurred due to extensive telework implementation and the development of the hybrid office.

Much of the success of a Workplace Engagement can be attributed directly to the “salesmanship” of the Contractor leading the discussion. Energy and excitement must be generated to gain buy-in from the client; Discussions evolving around the change should not be scripted and shall be specifically tailored to the agency.

1. Engagement Planning & Management - The Contractor should anticipate the following conference calls or meetings throughout the engagement:

a. Engagement Planning Session with GSA – meeting between GSA and the Contractor to walk through the background materials and ensure the Contractor understands the Client organization. All members of the Contractor’s Engagement Team are expected to participate in the session.

Anticipated engagement milestone dates will also be determined during the session.

b. Engagement Kick-Off Meeting with Client – meeting between GSA, the Contractor, and the Client Point of Contacts (POCs) to verify the workplace engagement details and review the provided background materials in further detail. Engagement milestone dates will also be determined during the session.

c. Engagement Milestone Schedule – within five (5) working days of the Engagement Kick-Off Meeting with the Client, the Contractor shall provide GSA a schedule identifying key milestone dates for the engagement.

d. Progress Conference Calls – The Contractor shall participate in engagement progress conference calls with the GSA once every two weeks.

2. Diagnostic Research

a. The Contractor shall execute the diagnostic research tools detailed below to determine the Client organization’s business line goals, employee work patterns, and desired workplace features. The results of this research will form the basis for Contractor-produced deliverables.

3. Pre-Occupancy Workplace Survey (sample questions to be provided by GSA)

a. The Pre-Occupancy Workplace Survey collects employee perceptions about job function work patterns and the performance of existing workplace elements. The Survey is web- based, with respondents completing the survey on the internet. Paper or telephone versions of the survey are not permitted. The Contractor shall be responsible for implementing, administering, and analyzing data of the Employee Survey.

b. Announcements

a. The Contractor will provide suggested text that Client agency leadership can use for two e-mail messages.

b. Survey Opening – announces the opening of the survey, reasons why it is important to participate in the context of the project, the web site address to access the survey, any special usage instructions, a point of contact for technical problems, and the survey closing date.

c. Survey Reminder – reminds employees to participate in the survey and reiterates information provided in the Survey Opening message above.

c. Structure

a. GSA will provide the Contractor in MS Word format sample questions to be used in the Pre-

Occupancy Workplace Survey. The contractor shall develop a project specific set of survey questions with input from the client and GSA COR

c. Administration

a. The Contractor shall issue and administer the Pre-Occupancy Workplace Survey. The

Contractor is not required to house the survey on its own servers and may use a third-party internet survey service provider.

e. Internet Browsers

a. The Pre-Occupancy Workplace Survey must be fully functional on internet browsers currently utilized by GSA and other federal agencies, including Internet Explorer and Google Chrome. Compatibility with smart phone internet browsers is not required. Functional enhancements to the survey questions, such as those that may use Flash or Java, should not be implemented without prior approval by GSA.

b. The survey must meet the requirements of Section 508 of the Rehabilitation Act of 1973, as detailed in Section 508 Standards Guide, Subpart B, 1194.22 Web- based intranet and internet information and applications.

f. Testing

a. The Contractor shall create a draft version of the Pre-Occupancy Workplace Survey for testing and evaluation by GSA and the Client. The draft survey must possess the same functionality as the final version, including Section 508 compliance. Once GSA has determined that testing is complete, the Contractor shall purge data collected under the draft survey, launch the final survey, and send GSA the web link that will be used by employees to access the survey.

g. Revisions

a. The Contractor is responsible for any revisions necessary to ensure the survey is fully functional and without defect on the internet browsers identified above.

b. The Contractor may seek an equitable adjustment for survey revisions that are derived from changes to the survey questions or structure that are directed by GSA. The Contractor is responsible for identifying such changes as outside the scope of work and proposing this equitable adjustment.

h. Quantity

a. One (1) survey instrument will be used per engagement.

i. Open Period

a. Surveys will typically be open for 14 calendar days. During this period, the Contractor shall monitor survey response levels and notify GSA if an extension in the survey open period is recommended to achieve the minimum response rate level identified for the engagement.

j. Analysis

a. The Contractor shall analyze survey data to identify job function work patterns and the perceived performance of the current space. MS PowerPoint slides shall also be prepared that presents the responses of each survey question to the Client employees (see Employee Focus Group below).

b. The Contractor shall assemble and analyze comments collected in the survey for use in the Workplace Recommendations Report deliverable (see below).

k. Survey Close-Out

a. After the Pre-Occupancy Workplace Survey has closed, the Contractor will download all survey responses for analysis and as an Excel file for GSA. The Contractor will then purge all versions of the survey and collected data from the web survey application. The Contractor will send GSA a screenshot of the web survey application indicating that the purging process has been completed.

b. Survey results presentation – summarizing the results / participation level by division / branch.

4. Onsite Visit

1. After the Pre-Occupancy Workplace Survey is completed, GSA and the Contractor’s team will visit a sampling of client organization’s current workplace to:

a. Identify key aspects of the current workplace, such as existing storage and unique support spaces, both in narrative and photograph formats.

b. Confirm employee work patterns as identified by Employee Survey responses.

c. Assess the performance of existing workplace elements as identified by the Employee Survey responses and noted by GSA or the Client.

d. Identify key relationships within and between Client organizations

2. This will be accomplished during an On-Site Visit by GSA and the Contractor. During the visit, the following tools will be utilized, which is detailed further below:

a. Leader Visioning Session or Leader Goal Setting Session

b. Leader Interview

c. Employee Focus Group

3. The Contractor will accomplish the following logistics to ensure all specified research activities (see below) are accomplished during the on-site visit:

a. Develop a schedule of activities in coordination with GSA and the Client POC.

b. Identify necessary meeting room requirements and coordinate with the Client POC on their provision.

c. Confirm the date, time, and location of the Visioning Session and Employee Focus Group with the Client POC.

d. Confirm the date, time, and location of the Leader Interview and Walk Through with each Client Leader

e. Send e-mail confirmations to Client Leaders reminding them of their participation in the Visioning Session and Leader Interviews.

4. Onsite Activities shall be scheduled back-to-back during the same week and/or visit to the site.

Onsite activities shall be scheduled with the client/GSA in advance and shall include:

a. Leader Visioning Session – See description under POR above

b. Leader Interviews - During the On-Site Visit, the Contractor shall interview the leaders of each organization to validate Employee Survey and Focus Group responses, identify relationships with organizations, factors that could influence future workplace needs, and to confirm current and future headcount data. Interviews will average 1 hour in length. The exact number of interviews will be determined at least 10 working days before the On-Site Visit.

c. Employee Focus Groups (open to all employees) - During the On-Site Visit, the Contractor will solicit feedback from employees using structured focus group sessions.

Focus groups will include a presentation of Pre-Occupancy Workplace Survey responses in order to validate survey data and further explore various themes, such as:

· Individual work patterns for each job function.

· Importance and performance levels of various workplace elements.

· Organizational relationships.

For each focus group, the Contractor will utilize a MS PowerPoint slide template to display the results of each Survey question, modifying the slide deck as required. The average PowerPoint file length is 25 slides, consisting of PowerPoint graphs generated directly from imported Excel data. Manual manipulation of the graphs and charts are not required.

d. The Focus Group session length is 1.5 hours and will consist of up to 40 attendees.

The average PowerPoint file length is 25 slides, consisting of PowerPoint graphs generated directly from imported Excel data.

e. After each focus group, Contractor shall document:

· The number of attendees for each focus group session and their component organization.

· Any significant corrections to the survey results.

· Any findings that will be utilized by the Contractor during deliverable production.

5. Executive Brief-Out

a. On the last day of the On-Site Visit, the Contractor will lead a 2-hour brief-out of the week’s on-site visit activities. The Contractor shall describe the major themes that emerged from the research activities and recommend any adjustments to the engagement approach or schedule. Formal presentation materials will not be required.

5. Workplace Recommendations Report (WRR)

1. The WRR is a detailed extension of the Space Requirements Report that includes a narrative summary of focus group feedback, survey results and observations made during the onsite visit. It includes recommendations for future workspace changes and proposed change management strategies.

2. The Workplace Recommendation Report shall be created in the latest version of Microsoft Word or Powerpoint, as directed by the COR. Graphs, illustrations, and tables created in another application (e.g., Microsoft Excel) should be inserted as images and not embedded. Source files for these insert images must accompany the Report. The Workplace Recommendations Report must be provided to GSA in both native MS Word format and Adobe Acrobat.

3. The Workplace Recommendations Report will be provided by the Contractor and reviewed by GSA and the Client organization as follows:

a. Draft Version - The Contractor will provide the draft deliverable to GSA and the Client point of contact for review and comment. The Contractor will also lead a review session with GSA and the Client POC, walking through the recommended workplace strategies and underlying rationale. The review session will last approximately 2 hours.

b. Final Version - The Contractor will provide the final deliverable to GSA and the Client point of contact for final review and comment. Once complete, the Contractor will present key findings and recommendations to Client leadership and stakeholders. The Contractor should anticipate utilizing a presentation slide-deck not to exceed 20 slides in length, and may present pages and images that already exist in the full report.

4. An advance copy of the final Workplace Recommendation Report and presentation slide deck will be provided to GSA and the Client point of contact prior to the review session.

MISCELLANEOUS SERVICES

1. Audio Visual

2. Signage

3. Artwork

4. Vertical Stacking Plans

5. Workplace Engagements

6. Phasing and Move Sequence Plans - Plans graphically or color coded in preparation for a construction project or move. Phasing plans will be accompanied by a tentative schedule for accomplishing each stage of phasing.

7. Contract Administration/Construction Document Review/Build-out Review - Attend construction/coordination meetings, review shop drawings to assure compliance, issue change orders, write field reports, complete punch lists, and other services as requested by the GSA COR.

8. Drawing Comparison - Review and compare the lessor’s contract documents to the final design intent drawings.