SOW_NMS_Draft_20251028.pdf

NATIONAL MOVING AND RELOCATION SERVICES

STATEMENT OF WORK

Independently, and not as an agent of the Federal Deposit Insurance Corporation (“FDIC” or the “Corporation”), the contractor (“Contractor”) shall furnish all labor, personnel, supplies, materials, equipment, and supervision necessary to perform the work as specified in this Statement of Work (“SOW”) as listed below.

1.0 SCOPE

The FDIC requires a contractor to furnish all labor and materials associated with local, intrastate, and interstate moving of furniture, office equipment, and related materials;

including but not limited to storage, packing and unpacking, related cleaning, adjustments to furniture, de-installing and installing systems furniture, transportation decommissioning and liquidation, and related services ancillary to the above. Moves will normally be for the purpose of relocating within or between buildings across various FDIC locations nationwide. The FDIC reserves the right to add or delete locations during the life of the contract with written notification. Furniture may include systems, modular, shelving, freestanding types and case goods. The FDIC may require the contractor to move sensitive equipment such as communications servers, telephone switches, X-ray equipment, Space Saver Shelving, High-Density Shelving, and other equipment with special handling requirements.

2.0 OBJECTIVE

The primary objective of this requirement is to provide moving and relocations services to include the following: all supervision, labor, equipment, and materials necessary to pack, move and relocate boxes, office equipment, freestanding, modular, and case good types of furniture. De-installation and reinstallation of panel furniture may be required. The contractor at FDIC’s discretion may work in multiple locations at the same time and shall travel between locations at any given time. The FDIC may require the contractor to provide inventory services or store furnishings and related office material at the contactor’s warehouse and/or dispose of excess FDIC furniture.

3.0 TASK REQUIREMENTS

3.1 General. The Contractor shall furnish all necessary supervision, labor, equipment, and all other related materials (including but not limited to liftgate trucks, vans, packing materials, floor and door jamb protection materials, wall corner protection materials, pallets, shrink wrap, labels, furniture padding, dollies, hand trucks, PC carts, loading ramps, rigging, and cleaning supplies, vacuum cleaner, replacement parts, equipment, and hand tools) necessary to perform all of the services under this contract in a timely, orderly, and efficient manner to the satisfaction of the Oversight Manager (OM)/Designee.

3.1.1 The Contractor is to provide services as listed below on a regular, or if necessary, daily basis for moving and adjusting furniture. The services will include, but are not limited to, removing or placing systems or freestanding furniture, moving boxes or crates, office equipment, artwork, and placement of plastic floor mats as required. Moves may be local, intrastate, or interstate.

Services include:

- Loading or unloading of case goods.

- Installing case goods in offices.

- Collecting and disposing of all packing materials and trash resulting from the Contractor’s work.

- Moving miscellaneous furniture and any other items required by FDIC to assist in furniture moving and installation.

- Relocation of file cabinets and replacements in a sequential order.

- Moving copier paper and supplies.

- Provide FDIC move labels so items can be identified with destination location.

- If size of elevator(s) prohibits use to move furniture and equipment, the Contractor must employ a rigger to take furniture/equipment through windows.

- All Multi-function Devices (MFDs)/Copiers must have prior authorization from manufacturer thru local vendor before relocation under this contract.

3.2 Modular Systems Furniture Services. The Contractor shall provide labor and supervision to assemble, disassemble, and reconfigure modular systems furniture comprised of powered and non-powered fabric panels, work surfaces, file cabinets, suspended drawers and pedestals, shelf and task lights.

3.2.1 Components include posts, panel connectors, electrical receptacles and conduit jumper. The contractor will be responsible for all types of systems furniture.

3.2.2 However, for information purposes, existing FDIC systems furniture is from several manufacturers including Kimball, Knoll Equity, HON, and Herman Miller, and Steelcase and others.

3.2.3 The FDIC may obtain the services of an electrician to

connect/disconnect power.

3.2.4 At its discretion, the FDIC may choose to use another contractor for Furniture Fixture & Equipment (FF&E) and/or systems furniture installation services

3.3 Furniture and Case Goods. The Contractor shall move, place, and adjust FDIC-owned case goods and freestanding furniture per FDIC layout and plan.

3.3.1 For information purposes only, existing FDIC case goods are from

Gunlocke Medley, Steelcase, Kimball, Herman Miller, Haworth, Paoli, and National.

3.3.2 The Contractor shall pack pictures, clocks, blackboards, bulletin boards, wall hangings, artwork, lamps, plants, and similar fragile items.

3.3.3 The Contactor shall be responsible for installing relocated

FDICsupplied floor mats in offices and workstations.

3.3.4 The Contractor shall be responsible for the repair and replacement of furniture locks and hardware; and the touchup and repair of damage to finishes.

3.3.4.1 Clean and dust moved furniture and relocated (from storage) furniture.

3.3.4.2 The FDIC, at its discretion, may choose to use another contract to repair furniture finishes and locks/hardware.

3.3.5 The Contractor may be requested to rehang items such as bulletin boards, magnetic boards, and artwork, etc. as directed to do so in the Work Order.

3.4 Inventory and Furniture Assessment Services. The Contractor shall provide

Inventory and Furniture Assessment Services to assist the FDIC in determining the quantity, quality, and suitability of FDIC property at a particular location.

3.4.1 The contractor shall prepare an itemized computer inventory of existing freestanding furniture, fixtures, and equipment and existing system furniture panels (including separation of powered and nonpowered panels, power types, and power components). The Contractor may be required to inventory FDIC property at any Regional or Field FDIC office or at any other FDIC office or warehouse space within the United States. The itemized inventory can be provided using either Microsoft Excel or in a PDF format.

3.5 Storage. The contractor shall have the capability to provide temporary (1-6 months) or long-term (6-12 months) storage space in a secure, clean, welllit commercial warehouse for surplus FDIC FF&E. Temporary storage of furnishings cannot be stored in a truck type container longer than five (5) days unless prior approval by the FDIC OM/TM.

3.5.1 The contractor shall assist the OM/TM in locating and tagging any specified FF&E while in the Contractor’s storage facility.

3.5.1.1 The OM/TM shall have access to the Contractor’s

warehouse at any time during the Contractor’s normal business hours.

3.5.1.2 The Contractor shall provide any required moving/relocation services required by the OM/TM to group FF&E within Contractor’s warehouse.

3.5.2 The Contractor may be required to take detailed inventories of various FF&E items or groups, using FDIC-furnished or Contractor’s coding systems, and reporting in a manner to be jointly determined by Contractor and OM/TM.

3.5.3 FDIC records/files will not be stored in Contractor’s facility nor will the Contractor be required to conduct inventories of records/files at any time.

3.5.4 All IT equipment will require secure climate control storage.

3.6 Liquidation & Decommissioning of FFE. The Contractor shall have the capability of liquidating surplus/unneeded FF&E as directed by FDIC property custodian.

3.6.1 FF&E that cannot be relocated or re-used, allotted to another FDIC office, or sold/donated from a FDIC Office is declared “surplus to the needs of the Corporation” and can be liquidated.

3.6.1.1 The FDIC will provide the contractor the necessary

Liquidation & Decommissioning documentation.

3.6.1.2 The FDIC will issue a Work Order for each liquidation activity.

3.6.2 All liquidated FF&E must be processed and recycled, or destroyed or disposed in a manner that is in accordance with all local, state, and federal regulations.

4.0 ORDERING PROCEDURES

The FDIC will issue each request for services in the form of a “Work Order”. The Work Order is issued to the Contractor with the description of services required (location, date, times, etc.). At that time, the Contractor is authorized to conduct a site visit (if necessary) and provide an estimate to the FDIC for the required services. Once the estimate is reviewed by the Oversight Manager and Contracting Officer, a “Task Order” will be issued to the Contractor for signature.

Once the Task Order is agreed to and signed by both the Contractor and the Contracting Officer, the Contractor is officially authorized to start work. Work Orders can only be finalized and approved by the Oversight Manager or the Contracting Officer.

The OM and the TM(s) will be identified through appointment letters issued by the Contracting Officer.

4.1 Each Work Order will include, at a minimum:

a. Contract Number

b. Work Order Number

c. Contractor’s Name

d. Description of services needed;

e. Work Order estimated dollar amount;

f. Location(s) for performance of services;

g. Anticipated pick-up and delivery dates;

h. Estimate of labor and equipment needed.

4.2 The Contractor is not authorized to perform any work until 1) the Work

Order has been approved in writing by the OM or Contracting Officer and 2) a signed task order has been executed.

5.0 FDIC RESPONSIBILITIES, FACILITIES AND SERVICES

5.1 The FDIC will furnish the contractor with drawings, specifications, and instructions for each move. All materials furnished to the contractor are the property of FDIC and shall be returned upon request.

5.2 The FDIC will issue identification/security badges to contractor personnel as required. The contractor shall have full access to FDIC office locations to the extent necessary to perform the services.

5.3 All personal computers (PC), printers, and other sensitive equipment will be made ready for the contractor relocation by FDIC. All power cords, wires and cables, etc., will be disconnected and bound together.

5.4 Desktops shall be cleared and desk drawers shall be emptied completely and contents packed in contractor supplied boxes.

5.5 File Cabinet shall be moved with drawers closed and secured, unless agreed upon by contractor these will be empty of all files.

5.6 Bookshelves shall be packed tightly or emptied completely with contents packed in contractor supplied boxes.

5.7 All FDIC property scheduled to be moved shall be labeled with contractor supplied labels (or equivalent).

5.8 The contractor shall be responsible for rehanging items such as bulletin boards, magnetic boards, and artwork, etc. as directed to do so in the work order.

6.0 CONTRACTOR RESPONSIBILITIES

The contractor responsibilities and requirements for contractor furnished equipment, materials, and services as specified in this section are a statement of minimum level of work and services that are to be provided by the contractor.

They are not intended to be, nor shall they be construed as limiting specifications or requirements. At a minimum, the contractor shall take all steps and measures reasonably necessary to maximize the appearance and life expectancy of the FDIC property being moved and assure that sufficient numbers of qualified personnel are used on each move to meet the requirements.

All responsibilities, duties and services necessary to perform the services in accordance with the terms of this SOW shall be the responsibility of the contractor. The contractor responsibilities include but are not limited to the following:

6.1 Equipment and Material. The contractor shall furnish all necessary equipment and materials, including, but not limited to: lift gate trucks, airride trucks, vans, packing materials, floor and door jamb protection materials, furniture padding, labels, directional signage, dollies, hand trucks, PC carts, library bins, loading ramps, riggings, plastic moving crates (“renta-crate”), moving boxes, sealing tape, cleaning supplies, and any other equipment and materials needed to perform all the services in a professional manner.

6.2 Subcontracting. If necessary, the contractor may subcontract the Inventory and Furniture Assessment Services, Modular Systems Furniture Services, and the moving and assembly of Space Saver Shelving and HighDensity Shelving, when these services are requested by FDIC. The contractor shall adequately supervise all subcontractors and coordinate and schedule the work to ensure it is performed timely and does not cause or result in delays in moving schedules. Notwithstanding the subcontracting of any moving duty, overall responsibility for the performance and quality of the moving services remains with the contractor.

6.3 Permits. The contractor shall be responsible for obtaining any and all permits or licenses required for any move and shall obtain all permits or licenses required at Contractor’s expense.

6.4 Schedules and Reports. The contractor shall provide work schedules, flow charts, and other reports as required by the OM/Designee for large complex moves or services.

6.5 Parking. The contractor will be responsible for transportation to and from

FDIC offices and will be responsible for the parking of all company and personal vehicles at no cost to the FDIC. The FDIC does not provide parking for contractors at any FDIC office location.

6.6 Insurance. The Project Manager shall coordinate with the office building property managers and the OM/TM to ensure Certificates of Insurance are issued 10 business days as required and to obtain the buildings rules and regulations regarding every move.

6.7 Union Affiliation. The Contractor shall maintain union harmony with all trades. Contractor personnel must be members of appropriate unions if required.

All New York City and City of Chicago moves require union membership.

6.8 Protection of FDIC Property. The Contractor shall at all times protect and preserve from loss, damage, or harm, all FDIC property of every description, including materials, supplies, equipment, furniture and buildings.

6.8.1 The contractor shall comply with all reasonable requests from FDIC to protect FDIC property. If requested by FDIC, the contractor shall perform crating, packing, and provide padding for FDIC property to prevent breakage, rubbing, or scarring. All packing containers, crating materials, and padding shall be provided by the contractor.

6.8.2 All material handling equipment used by the contractor in the interior of buildings must have rubber tire wheels and be maintained free of dirt and grease. Contractor shall ensure that all equipment is in proper working condition.

6.8.3 All FDIC property shall be moved in closed vans or trailers that can be locked during transit and must be protected from inclement weather during loading and unloading operations. At the request of FDIC OM/TM, security tags protocol shall be implemented. These protocols will be addressed with the contractor’s PM at the initial move meeting.

6.8.4 Typewriters, personal computers, printers, and other sensitive equipment shall be padded by the contractor, and packed in containers appropriate for transportation of such equipment, or in the case of local internal moves, on carts made especially for this type of equipment.

6.8.5 All vertical and lateral file cabinets shall be moved EMPTY unless agreed upon by contractor so they will not be damaged. All drawers should be protected from opening. The file cabinet(s) shall be transported upright and placed in sequential order as indicated on the moving label.

6.8.6 When the contractor provides storage for FDIC property, the storage facility must be clean, safe, and secure and must be protected by on-site security guards or an alarm system.

6.8.7 The contractor shall provide full replacement value protection for the cost of repairs or replacement of FDIC property damaged while in its possession.

6.9 Building Protection. The contractor must provide adequate protection for the building when loading or unloading furniture. The contractor shall install Masonite or other material when necessary for the protection of carpeting and flooring. The contractor shall also install door bucks, koraflex, or other materials required to protect buildings. All elevator cabs, including jamb and trim areas must be adequately protected from damage at all times during the moving process.

6.10 Building Work Rules. The contractor shall comply with all FDIC office building work rules and load and unload furniture and equipment only at places designated for the performance of such work and only during times permitted by the office building management.

6.11 Post Move Housekeeping. The contractor shall perform “housekeeping” duties as necessary and keep the area in the immediate vicinity where moving services are being performed neat and clean and free of debris and litter. Upon completion of a move, the contractor shall remove all materials installed by the contractor to protect the building and vacuum hallways and elevators to remove broken Masonite or other materials left as residual remnants of the move.

7.0 STANDARDS OF CONDUCT/ DRESS CODE

The contractor shall be responsible for maintaining satisfactory standards of competency, conduct, appearance, and integrity of its personnel.

7.1 Dress. Contractor personnel shall wear clean neat clothing consisting of, at a minimum, a shirt imprinted with the Contractor’s company name, uniform pants, or (non-uniform), socks and shoes. Improper body hygiene will not be tolerated. Personal protective equipment (PPE) shall be worn per local requirements.

7.2 Conduct. The contractor personnel shall conduct themselves in a professional courteous manner at all times and adhere to all FDIC rules pertaining to facility access and use.

(a) The contractor shall bear full responsibility for any vandalism or loss due to acts of its personnel.

(b) The contractor shall implement and maintain appropriate control measures to guard against theft or pilferage of supplies and equipment.

(c) The contractor shall adequately supervise, direct, and discipline their personnel.

(d) Smoking/Vaping/Chewing Tabaco is not allowed at any FDIC location.

(e) Contractor personnel shall remove all trash related to lunch or dinner breaks.

(f) Radios or playing loud music are not allowed in any FDIC office.

8.0 MINIMUM QUALIFICATIONS

8.1 The Contractor shall furnish knowledgeable staff with the technical expertise to meet and perform the requirements of this SOW. Contractor personnel must have the minimum experience indicated below for each job title:

8.1.1 Project Manager/Supervisor. Must have a minimum of three (3) years of experience in the moving industry with a minimum of one (1) year experience planning and supervising commercial office moves.

8.1.1.1 Project Manager. The contractor shall designate a Project Manager to oversee implementation of the contract and to serve as the contractor’s primary point of contact with the FDIC’s Oversight Manager (“OM”) and the FDIC Technical Monitor (“TM”). Specific Project Manager duties include:

8.1.1.2 Inspection. The Project Manager shall inspect the office premises at the origin and destination for each move to determine the condition of the sites and the FDIC property therein and identify any pre-existing damage.

The Project Manager and the OM/TM will itemize and mutually agree to a list of any pre-existing property damage. After the move is completed, the premises shall be re-inspected to identify any damage incurred during the move. Any damages to the office premises or to FDIC property (e.g., gouged case goods, wall damage, torn carpeting etc.) caused by negligence of the Contractor may be charged against the Contractor and the cost of repair or replacements deducted from any payment FDIC owes to the Contractor.

8.1.1.3 Meetings. The Project Manager will attend planning meetings prior to the move as deemed necessary by the FDIC, i.e., construction meetings, client division meetings, and post move meetings.

8.1.1.4 Move Plans. The Project Manager will develop a move plan, which will include items being moved, and a schematic plan for destination. A post move plan will also be developed.

8.1.1.5 Supervisor/Coordinator. The Project Manager shall provide a working Supervisor/Coordinator for all moves, regardless of size. The Supervisor/Coordinator shall oversee the crew to pack and unpack offices, file areas, etc., as required for the duration of the move.

8.1.1.6 Contact. The Project Manager will be the primary contact with the Contracting Officer, Oversight Manager and Technical Monitors on all phases of the contract.

8.1.2 General Laborers and Packers. Must have minimum of three (3) months experience on a commercial moving crew.

8.1.3 Drivers. Must hold a valid driver’s license for the type of vehicle being operated.

8.1.4 Systems Furniture Installers. Must have minimum of six (6) months experience in assembling systems furniture.

8.1.5 Temporary Labor. The contractor may use temporary day labor as general laborers and packers on a limited basis. However, temporary day laborers employed as general laborers and packers must meet the experience requirements in “General Laborers and Packers” and in the Union Affiliation section.

9.0 WARRANTY OF SERVICE AND QUALITY CONTROL

9.1 The Contractor agrees that all labor, equipment, supplies and materials furnished under this Contract shall be covered by the most favorable commercial warranty which Contractor gives to any customer (in no event less than ninety [90] days) for such services and the rights and remedies provided herein are in addition to and do not limit any rights afforded to the FDIC by any other clause of the Contract. The warranty period shall begin after the completion of the FDIC's inspection and acceptance of the materials and/or services provided. The Contractor is responsible for documenting FDIC's acceptance of such services.

9.2 Notwithstanding inspection and acceptance by OM or any provision concerning the conclusiveness thereof, the Contractor warrants that all services performed under the contract will, at the time of acceptance, be free from defects in workmanship and conform to the requirements of the Contract. The Contracting Officer shall give written notice of any defect or non-conformance to Contractor within ninety (90) days from time of acceptance. The Contractor agrees to rectify any defect or nonconformance within ninety (90) days of notification.

10.0 COMPLIANCE WITH LAWS

10.1 Environmental Provision

10.1.1 Contractor Responsibilities. The Contractor agrees:

10.1.1.1 The Contractor shall at all times and at its own expense comply with all federal, state and local environmental laws, rules, regulations, or ordinances, including, without limitation, Hazardous Substances Laws and administrative and court orders relating to Hazardous Substances, and shall pay for all costs and compliance therewith, including the costs of obtaining and maintaining necessary permits.

10.1.1.2 The Contractor will not permit any of its personnel, agents, subcontractors or invitees, to use the facility or any portion thereof for the manufacturing, treatment, storage or disposal of Hazardous Substances in violation of any Hazardous Substance Law.

10.1.1.3 No hazardous substances will be installed, constructed, introduced, utilized, released, spilled, leaked, pumped, poured, emitted, emptied, discharged, injected, leached, dumped, or disposed on, upon, beneath or into an FDIC facility or any portion thereof.

10.1.1.4 If at any time after completion of the work, the facility is determined to be in violation of any applicable Hazardous Substances Laws or administrative or court order relating to a Hazardous Substance, due to negligence on behalf of the contractor, then Contractor shall, at its own expense, promptly cure or otherwise remedy any such violation forthwith.

10.2 Safety

10.2.1 All contractor personnel, to include subcontractors, shall comply with all applicable Federal, State and local laws, which include maintaining a neat and safe work environment as set forth within the OSHA Regulations.

10.2.2 The Contractor shall implement any required Federal, State or local mandated safety and health programs prior to the initiation of work.