SOW Section 1.pdf

SECTION 1.0 STATEMENT OF WORK

OBJECTIVE

The US Department of Agriculture, Farm Production and Conservation (FPAC) will execute a Blanket Purchase Agreement (BPA) to purchase office furniture and related services throughout the United States, Alaska, and Puerto Rico covering a real property portfolio consisting of approximately 2,500 facilities ranging from 200 usable square feet (USF) to 45,000 USF. The FPAC mission area has approximately 22,900 employees.

The period of performance for this BPA is one (1) base year and four (4) option years. FPAC’s Management Service Division provides support services to customer agencies which includes relocating, consolidating, renovating, and disposal of existing office space. The purpose of this BPA is to acquire private offices, workstations, conference room furniture, tables, seating, filing and storage and other ancillary furniture items. Also included under this BPA is design, project management, and relocation and installation services.

The furniture specifications are further described in Section 2.0 – Furniture Specifications.

TYPICAL SPECIFICATIONS: WORKPLACE FURNITURE

CODE DESCRIPTION SF

WK.A WORKSTATION – 6’ x 8’ Customer Facing 78 WK.B WORKSTATION – 6’ x 8’ Customer Facing U Shape Option 78 WK.C WORKSTATION – 6’ x 8’ Non-Customer Facing 48 WK.D WORKSTATION – 6’ x 6’ Headquarter 36 WK.E WORKSTATION – 6’ x 8’ Non-Customer Facing U Shape Option 48 PO.A PRIVATE OFFICE – 10’ x 12’ Standard 120 PO.B PRIVATE OFFICE – 10’ x 12’ U Shape Option 120 PO.C PRIVATE OFFICE – 10’ x 10 Standard 100 TW.A TOUCHDOWN WORKSTATION – 2’ x 4’ 8

TYPICAL SPECIFICATIONS: CONFERENCE ROOM

CODE DESCRIPTION SF

CONF.1 CONFERENCE TABLE – 12 Person 300 CONF.2 CONFERENCE ROOM – Large (Task Order) Call Order

BPA ADMINISTRATION

1. BPA Review/Quality Assurance: Prior to exercising each one-year option period, the

Government will perform a review of the established BPA consisting of the following actions:

a. The assigned Contracting Officer (CO) will perform a review of the BPA to determine the following:

1. The schedule contract, upon which the BPA established, is still in effect.

2. The estimated quantities/amounts of the BPA have not been exceeded.

3. The BPA still represents the best value to the Government as defined in FAR 2.101.

4. To determine best value, the government will:

a. Ensure orders placed under this BPA result in the lowest overall cost alternative to meet the Government’s needs.

b. Ensure the performance of the established BPA awardee has been satisfactory.

c. To determine satisfactory performance, the assigned FPAC CO will consider the results of each past performance evaluation questionnaire completed by the customer agency for each order placed under the BPA.

2. Post Award Reporting Requirements to CO: After award, the awardee, every reporting quarter, should email the following information to the Contracting Officer Representative, Contracting Officer, and Contract Specialist:

a. A list of the completed orders closed out by ordering agencies with the awardee.

b. The awardee should identify the ordering agency, the location of the order, the date the order was closed out, and the total final dollar amount of the order.

DESIGN SERVICES

1. The Contractor shall provide all wood and laminate finishes available under their GSA Schedule contract to the FPAC for final selections.

2. The Contractor shall also provide sample chairs and demonstrations for employees upon request.

3. The Contractor shall provide a 24 to 48-hour notice to the client agency PM for building access in order to conduct a field survey / measurement of the installation space.

4. The Contractor shall be responsible for providing the following design services:

a. Meetings with the client agency PM to develop furniture installation drawings, material and finishes post award.

a. The Contractor shall coordinate with the client agency PM, GSA CO, and architect/engineer of record to convert the design layout drawings into furniture installation drawings.

b. All furniture installation and electrical drawings shall be submitted with a minimum of 1/8” scale.

c. The Contractor shall identify all pre-approved existing furniture in the furniture installation drawings.

d. Electrical drawings shall be provided to the client agency PM identifying all circuit locations.

e. Contractor shall provide plan and isometric (3D) views to the client agency PM in PDF and either CAD/Revit of the typical drawings.

f. Typical drawings shall include all requirements as indicated in the furniture component list.

FURNITURE LAYOUTS

1. Furniture Layouts: See Section 2.0 for typical furniture layouts by type. After award FPAC shall provide the Contractor with full AutoCAD drawings. The Contractor shall then utilize those drawings to provide furniture layouts.

2. The Contractor shall provide the drawings with furniture layouts to the FPAC Project Manager for review and approval. The FPAC Project Manager shall request changes as necessary.

3. The Contractor shall provide ePlans in AutoCAD at regular intervals, approximately one month in advance of the commencement of the work phases.

4. The Contractor shall post finalized floor plans with layouts on the doors of the offices prior to installation on any work phase.

5. The final furniture installation drawings shall be submitted to the client agency PM for review and approval.

6. The final furniture installation drawings shall be submitted to the client agency PM, and the FPAC, AD with the Bill of Materials (BOM).

a. The BOM shall include part numbers, description, dimensions, quantity, and unit price of each component required.

b. The BOM shall be approved by client agency PM and FPAC AD CO prior to ordering furniture.

7. The FPAC anticipates all delivery and installation work to be completed during business hours. The FPAC shall determine when work will be completed before each work phase.

8. Daily work hours will be agreed upon by the FPAC and the Contractor.

PRE-INSTALLATION REQUIREMENTS

1. Prior to the start of work of each Work Phase, the Contractor and the FPAC shall meet and conduct a Pre-Installation Survey of the offices and work areas. The survey includes the following: walk through two weeks prior to the beginning of a work phase (offices and occupied areas) to review furniture and equipment issues that may affect the installation and determine staging areas for crates/dollies and furniture.

a. Survey Pre-Existing Damage: The FPAC and the Contractor shall document pre-existing damage during the Pre-Installation Survey.

b. Room Number Logs by Work Phase: The FPAC shall develop the logs to be used for the Pre-Installation Survey and punch list approvals.

c. Packing Issues and Special Areas: Offices and work areas that require special considerations related to packing, furniture and equipment shall be identified and documented by the FPAC so that the appropriate measures can be taken to address the issues in advance of the commencement of work.

2. Pre-Installation Surveys and Weekly Progress: The Contractor’s Project Manager shall be responsible for attending Pre-Installation Surveys and Weekly Progress Meetings with the FPAC.

a. The Contractor shall provide accurate daily reports documenting manpower, work performed during each shift, deliveries, damage and quality control issues.

The reports shall be tabulated and issued to the FPAC Project Manager at the end of each week.

b. The Contractor shall provide a sample of the report at the kick-off meeting for review and approval.

3. Contractor Related Delays: The Contractor shall acknowledge that once Work Phase layouts and dates have been finalized, deviations shall not be authorized without prior approval from the FPAC Project Manager.

4. The Contractor shall provide a Quality Assurance plan providing details as to how work will be monitored to ensure labor and products are of the highest quality.

5. The Contractor shall have use of the freight or assigned elevator in each building. The FPAC shall coordinate the use of the elevator and loading docks as to not interfere with the schedule and provide it to the Contractor.

6. The Contractor shall always maintain a clean and orderly work environment. The contractor shall remove all packing material, debris, and trash from the job site daily and/or as necessary after wrapping the furniture in blankets. Building trash receptacles shall not be used and trash/boxes shall not be left at the loading dock.

7. The FPAC shall run the HVAC system to mitigate the odors in the area where work is being performed as necessary.

FURNITURE STORAGE AT LOCAL INSTALLER

1. Prior to delivery, the local installer shall provide the option of a minimum of 30 days storage at no cost to government.

LOGISTICS FOR INSTALLING FURNITURE

1. The notional sequence of work for offices and occupied areas is noted below. The Contractor shall meet with the FPAC, after specifications and finishes have been defined, to develop a detailed work phase schedule for the project.

a. Five (5) Days before Day 1: The FPAC shall deliver packing material (boxes, tape, and labels) to the employees so that employees can pack or relocate personal items, wall items, hutches, lateral file cabinets, and bookcases. Employees shall remove all wall hangings, pictures, plaques, etc. from the walls. Employees shall remove personal items and plants from their offices.

b. Day 1: FPAC contractor shall remove all equipment from office including desktop printer, two (2) monitors, docking station for laptop, phone, speakers etc.

c. Day 2: The Contractor shall deliver furniture for the current day’s installation.

Furniture shall be delivered in blanket-wrapped condition without requiring trash disposal. The Contractor shall move furniture into offices and commence installation. The Contractor can move items out of the offices for staging, and if so, the Contractor shall protect areas used for staging.

d. Day 3: The Contractor completes installation and coordinates punch list with the

FPAC.

e. Day 4: The FPAC reinstalls all equipment.

f. Day 5: Employee returns to work and begins to unpack.

g. Day 7: Packing material removed by the FPAC.

2. Items Affixed to the Wall: Whiteboards and other items affixed to the walls via screw and fasteners shall not be removed during the installation.

3. Computer Equipment: The Contractor is not responsible for removing any computer equipment prior to installation. Removal and re-installation of computer equipment will be the sole responsibility of the FPAC.

4. Product Data (including Material Safety Data Sheets (MSDS)): The Contractor shall provide product data, finish samples, maintenance data, MSDS information and warranties for all materials used on this project to the FPAC Project Manager.

GENERAL CONDITIONS

1. The government intends to utilize the typicals included in this document for projects under the BPAs; however, variations in design are permitted so long as the awarded product lines are utilized.

2. Re-manufactured furniture product and components are not within scope of this BPA.

3. This BPA is based on the Contractors current GSA schedule 71 contract number. In the event the current GSA schedule 71 contract reaches Evergreen expiration and a successor GSA schedule 71 contract is awarded, this BPA shall automatically transfer to the successor GSA schedule 71 contract to the extent the successor schedule contract includes the same scope, products and price as the expired GSA contract.

4. The hourly rates/percentage awarded for design, project management and installation shall not exceed the FPAC, Contract terms and shall serve as not to exceed rates/percentage for this BPA.

5. Some locations may require union or prevailing rates, which will be established at the Order level.

6. The estimated number of hours quoted for design, project management and installation will be evaluated at the order level.

PROJECT CONDITIONS

1. The Contractor shall provide all required products and services herein, in conjunction with the FPAC, Management Services Division (MSD) Project Manager (PM), Contracting Officer (CO), General Contractor (GC) and/or building owner.

2. The Contractor shall coordinate access to the project location in advance with the FPAC, MSD PM and shall comply with all client agency security regulations.

3. The Contractor shall be responsible for verifying the conditions of the building, including but not limited to, site restrictions, parking, storage, hours of accessibility and any other conditions which may affect the cost of delivery, staging and installation.

4. Storage is required at no additional charge to the Government for up to thirty (30) days.

Anything exceeding thirty (30) days will be negotiated at the delivery order level. Price reasonableness will be determined at the delivery order level by the ordering CO.

5. The Contractor shall be responsible for ensuring all furniture products, installation and drawings meet federal, state, and local jurisdictions. This includes but is not limited to:

a. Codes, laws, and ordinances

b. Americans with Disabilities Act (ADA)

c. Architectural Barriers Act Accessibility (ABA)

6. The FPAC, MSD PM and/or GC shall coordinate all electrical requirements and complete the hardwire connections to the building. Base feeds, top feeds, power poles or other electrical product from the manufacturer shall require delivery prior to the furniture installation.

7. The Contractor, furniture dealer(s), furniture installer(s) shall provide proof of insurance to the FPAC, MSD PM, Building Owner’s Representative, and GC no later than 72 hours prior to furniture deliveries.

8. The Contractor shall be responsible for obtaining all permits, as required (i.e. parking, furniture installation).

9. The Contractor shall complete installation of furniture in accordance with Government approved manufacturer specific drawings and specifications. Any missing or damaged products must be replaced within 20 business days. Extensions may be granted, with CO approval, for items requiring a longer lead time.

PROJECT MANAGEMENT

1. Key Personnel: The contractor shall designate and assign to this requirement one (1) Project Manager and one (1) Project Supervisor responsible for day-to-day management and on-site supervision of the delivery and installation activities. The Project Manager and Project Supervisor shall remain unchanged for the duration of this project unless approved in advance by the FPAC per the Key Personnel clause.

2. Project Manager: The project manager shall possess a minimum of 5 years of experience managing large and complex projects over extended periods of time. The project manager shall have experience within the furniture industry as well as be able to interface with the manufacturer. Other skills required are the ability to provide detailed reports, the ability to initiate and complete assessments, and the ability to interface with FPAC executives.

3. Project Supervisor: The project supervisor shall possess a minimum of 10 years of experience supervising employees on large and complex projects over extended periods of time. The project supervisor shall have experience managing installation crews within the furniture industry. Other skills required are the ability to interface with FPAC executives on an as needed basis, ability to assess employees’ capabilities, and the ability to provide detailed reports on daily activities.

4. All Personnel: The contractor shall be responsible for maintaining a standard of employee competency, conduct, integrity, and sobriety. All personnel shall be required to act in a professional manner while fulfilling this requirement. The Contractor is responsible for the conduct of its employees. All work performed under this contract shall be performed in an expert, professional and workman-like manner. The contractor shall ensure that their employees do not engage in unauthorized use of Federal Government property. The use of Federal Government telephones and computer equipment is expressly prohibited.

5. The Contractor shall assign a single point of contact (POC) that is responsible for all Project Management services which includes but not limited to managing the relationship between the FPAC, MSD PM, CO, the design firm, GC, furniture manufacturers, furniture dealers, furniture installers, corporate representatives, service providers and all applicable individuals involved on the project.

6. The Contractor must attend and direct the necessary progress meetings, as well as write and distribute notes as required. The Contractor shall be responsible for generating and distributing meeting minutes to all designated team members.

7. The Contractor shall be responsible for documenting all communication in writing and updating the FPAC, MSD PM and FPAC, CO of the project status.

8. The Contractor shall develop, maintain, and distribute a project schedule to the FPAC, MSD PM and FPAC, CO.

9. The Contractor shall notify the FPAC, MSD PM and FPAC, CO immediately of all product and project delays.

10. The Contractor shall inspect and replace all damaged products from shipping, verify quantities, and manage inaccurate orders to meet the project schedule as closely as possible.

11. This contract is for GSA Schedule items only. Therefore, the Contractor shall notify the

FPAC, Contracting Officer, via modification request, of any requirement for open market items.

DELIVERABLES SCHEDULE

The schedule shall be provided in Microsoft Project:

a. Design Deliverable

b. Project Management Deliverable

c. Installation Deliverable.

Design Deliverable Number of Days

Site Verification To Be Determined at Order Level

Electrical Drawings To Be Determined at Order Level

Furniture Design Drawings To Be Determined at Order Level

Final Furniture Design Drawings To Be Determined at Order Level

Bill of Materials (BOM) To Be Determined at Order Level

Project Management Deliverable Number of Days

Proof of Insurance To Be Determined at Order Level Kick Off Meeting To Be Determined at Order Level Meeting Minutes To Be Determined at Order Level Installation Schedule To Be Determined at Order Level Punch List To Be Determined at Order Level Client Acceptance Document To Be Determined at Order Level

Installation Deliverable Number of Days

Warranty Information To Be Determined at Order Level

Installation Drawings To Be Determined at Order Level

As Built Drawings To Be Determined at Order Level

Wire Management Plans To Be Determined at Order Level

Installation Instructions To Be Determined at Order Level Installation Schedule To Be Determined at Order Level

PROTECTION OF FEDERAL GOVERNMENT PROPERTY AND FACILITIES

1. The Contractor shall present a plan to the FPAC setting forth protection methods to minimize damage to corridors and offices during delivery and installation.

2. Areas used as temporary staging areas must be protected from damage, including floor protection, and wall protection to prevent drywall and paint damage.

3. The Contractor assumes full responsibility for repair and/or replacement value for all Federal Government-owned property, and shall indemnify the Federal Government for any and all loss or damage of any nature to any and all Federal Government property, including any equipment, supplies, accessories, or parts furnished, while in the custody, storage, repair, or services to be performed under the terms of the delivery order, resulting in whole or in part from the negligent acts or omissions of the contractor or any employee, agent or representative of the contractor.

4. The Contractor shall provide and install floor protection along all delivery and installation route and on finished floors at origin and destination; any specialty flooring will be additionally covered with plywood protection. The Contractor shall be required to protect all corridors, walls, doorways, elevators along the delivery and installation route with corrugated wall covering material. All protection must be in place prior to any move activity and removed upon completion of the move. The Contractor shall immediately replace or repair any protection deemed insufficient by the FPAC.

5. The contractor is solely responsible for damage to facilities resulting from delivery and installation activities. This shall include cleaning and repairs of walls, floors, corridors, elevators, and any other parts of the facility to the satisfaction of the FPAC and building management.

6. At the conclusion of each shift, Vendor shall be responsible for cleaning up the offices and corridors and removing all dust and debris from floors.

7. At the conclusion of the installation, a post-installation walkthrough will be performed by the contractor and FPAC. If damage is identified as a result of the move, a report must be submitted by the Contractor as to the disposition of the repairs.

8. Restoration any Damage

a. If any damage to the building is identified, FPAC staff and/or building management must be consulted and must approve the Contractor repair methods. If the contractor is not able to repair the damage to the satisfaction of the FPAC staff and/or building management, costs to secure the appropriate trades to perform the repairs will be the responsibility of the contractor.

b. If due to any act on the part of the contractor, its employees or agents, Government-owned property is lost or damaged during the performance of this requirement, the Contractor shall be responsible to the FPAC for such loss or damage. No liability will be assumed for any damage or loss to personal property. The FPAC at its option may require the contractor to repair/replace, at the contractor’s expense, all Government-owned property lost or damaged.

9. Permits and Laws

a. The Contractor shall be responsible for determining, obtaining and abiding by federal, state and local laws, rules and regulations related to the relocation activity. The Contractor shall be responsible for securing all necessary permits, licenses, and waivers required in completion of this requirement. Any fees required in obtaining permits, licenses and or waivers shall be the responsibility of the contractor.

10. Certificate of Insurance

a. The Contractor shall be responsible for obtaining any insurance required by property owners prior to the start of the move. A copy of the certificate shall also be provided to the FPAC.

11. Inspection and Acceptance

a. Punch List: An inspection shall be jointly accomplished by the contractor and the FPAC Project Manager to establish and complete a punch list. Prior to acceptance, the FPAC Project Manager shall inspect all adjustments made by the Contractor to satisfy the punch list items. The FPAC Project Manager shall sign the punch list to signify acceptance.

b. Inspection and acceptance shall be completed at the end of each work phase of the project see sections.

12. Warranties:

a. The Contractor shall submit a written warranty for at least ten (10) years from installation on the structure and any mechanisms of each furniture item. The Contractor’s warranty shall agree to repair or replace components that fail within the specified warranty period, on-site, and at no additional cost to the government. If a product is defective, prompt written notice, during the ten (10) year warranty period from the date of shipment, shall be given to the Contractor. The Contractor, at no cost to the FPAC, shall either repair or replace, at its option, the defective part or product with a comparable component or product.

PROJECT CLOSE OUT:

1. The Contractor shall generate and update an ongoing punch list that consists of any damaged, missing, and/or incorrectly installed products. The Contractor will complete one punch list organized by manufacturer.

2. After all the ongoing punch list items have been resolved, the post-installation walk through shall be conducted with the FPAC, MSD PM and COR assigned representative.

3. The Contractor shall distribute the final punch list to the FPAC, MSD PM and COR assigned representative within 48 hours of the final walk-through. The final punch list shall detail all outstanding items and estimated installation completion dates.

4. The Contractor shall complete all final punch list items within 20 working days after all furniture has been installed. Any punch list items that require ordering from the manufacturer shall be done within 10 working days after all furniture has been installed.

5. The FPAC, MSD PM shall sign off on the Acceptance Form (to be provided at the order level) indicating that all work has been performed in compliance with the contract and all punch list items have been resolved.

RECYCLING AND TRASH REMOVAL

1. The Contractor shall dispose of recyclables, trash, and packing materials off-site and not in facility-provided receptacles daily.

2. The Contractor shall recycle all mandated acceptable packing materials.

3. The Contractor shall be responsible for any fees or charges relative to the disposal of materials. If the project location requires a dumpster, the contractor shall coordinate with the FPAC, MSD PM, General Contractor (GC) and/or building owner.

PROPERTY DISPOSAL

1. Contractors are required to disassemble, remove, and dispose of existing furniture at all locations where deemed necessary by the COR or CO for disposal. Contractors must comply and follow government rules and regulations for disposal of government property. The contractor is responsible for determining the cost for the dismantlement and removal of all furniture identified.

2. At the walk-thru(s), the Government will supply the following information to assist contractors: Suite or floor numbers where existing furniture is located; approximate inventory on those floors or suites; an inventory of furniture being retained for use in the refreshed space.