Statement_of_work_updated.docx

Statement of Work (SOW) Project Title: Relocation of 470 Employees to New Offices – USCG Finance Center Project Overview:

The United States Coast Guard (USCG) Finance Center is seeking the services of a professional moving company to oversee the efficient relocation of 470 employees to new cubicles or office spaces. This move will encompass the provision of necessary packing materials, the transportation of personal and work-related items, and the strategic minimization of disruptions to the Finance Center's ongoing operations. The project will be carried out in several phases: pre-move planning and coordination, packing and preparation, moving day operations, and post-move cleanup and inspection.

Location:

1430 Kristina Way, Chesapeake, VA 23326 (Main Building & Annex)

Scope of Work:

1. Pre-Move Planning and Coordination:

• Conduct a comprehensive site assessment to assess building layout, logistics, and any special considerations.

• Collaborate with USCG representatives to finalize the move schedule, timelines, and any specific move requirements, including the relocation of chairs and stand-up desks as needed.

• Confirm move dates for March 21st – 23rd, as well as schedule a secondary pickup of all packing materials and boxes on March 28th.

• Develop and deliver a detailed moving plan that includes a timeline, packing instructions, and logistical considerations. The plan will be provided to USCG for review and approval prior to implementation.

2. Provision of Packing Materials:

• Deliver 2,500 packing boxes (5 per employee) to USCG's designated drop-off locations by March 7th.

• Provide an adequate supply of packing materials, including bubble wrap, and any other necessary supplies to ensure the safe packing of personal and work-related items.

3. Employee Communication and Preparation:

• USCG will be responsible for communicating packing instructions and labeling requirements to employees.

• Movers will coordinate directly with USCG representatives to ensure that employees are adequately prepared for the move and that all materials are properly packed and labeled prior to moving day.

4. Moving Day(s) Operations:

• The move will take place on March 21st – 23rd. USCG personnel will provide an escort for the movers throughout the day.

• Movers will be responsible for transporting personal and work-related items from the current offices to their new cubicles or office spaces, including chairs and stand-up desks, as required.

• Movers will ensure all items are placed in the appropriate locations based on labeling provided by the employees.

• In the event of unready employees or items, a designated temporary storage area will be established for the safe-keeping of their belongings until the move can be completed.

5. Post-Move Cleanup and Final Inspection:

• Following the move, a final inspection will be conducted with USCG representatives to confirm proper placement of all items.

• Movers will dispose of empty boxes, packing materials, and any other waste in an environmentally friendly manner on March 28th.

• Any damaged items will be addressed promptly, with a resolution plan developed in collaboration with USCG.

Timeline:

• March 7th: Delivery of 2,500 packing boxes and associated materials to centralized drop-off points within the USCG Finance Center.

• March 21st – 23rd: Full-day moving operations, transporting employee items, including chairs and stand-up desks as necessary.

• March 28th: Final pickup and disposal of empty boxes and packing materials.

Qualifications of Moving Company:

• Experience: A minimum of 5 years of experience in handling office relocations, particularly within government or corporate settings.

• Licensing & Insurance: The moving company must be fully licensed and insured, with appropriate coverage to protect both the company and employees during the move.

• Specialized Equipment: The company must provide all necessary equipment for a smooth and efficient move, including trucks, packing materials, moving dollies, and other tools necessary for handling both small and large items.

Cost Estimates:

The moving company shall provide a detailed and transparent cost estimate that includes:

• Labor Costs: Breakdown of the hourly rates for movers and estimated hours to complete the project.

• Packing Materials: Costs associated with providing boxes, bubble wrap, tape, and other packing materials.

• Special Handling: Any additional charges for the handling of large or specialized items (e.g., heavy equipment or sensitive materials).

• Miscellaneous Fees: Any applicable charges for insurance, overtime, or other unexpected costs.

Safety and Security:

• OSHA Compliance: The moving company must adhere to all applicable Occupational Safety and Health Administration (OSHA) regulations to ensure safe working conditions.

• Security Measures: Movers must implement best practices to safeguard both personal and work-related items during the entire moving process. The company will be held responsible for any loss or damage to items due to negligence.

Additional Considerations:

• Contingency Planning: The moving company must have contingency plans in place to address any unforeseen issues, such as weather delays, unavailability of employees, or any other unexpected challenges.

• Communication: Regular updates and clear communication will be essential throughout the project. The moving company is required to maintain direct communication with USCG personnel to keep the project on track and minimize disruptions to the employees’ regular work schedules.

• Post-Move Support: The company must be available for any post-move inquiries or follow-up tasks that may arise, ensuring that the transition is seamless for all employees.

USCG Point of Contacts:

FAR clauses incorporated by reference:

FAR 52.204-23-Prohibition on Contracting for Hardware, Software, and Services FAR 52.204-25-Prohibition on Contracting for certain Telecommunications and Video Surveillance FAR 52.212-4 — Contract Terms and Conditions — Commercial Items FAR 52.212-5 — Contract Terms and Conditions Required to Implement Statutes or Executive Orders — Commercial Items FAR 52.222-50 — Combating Trafficking in Persons FAR 52.228-5 — Insurance — Work on a Government Installation FAR 52.236-6 — Superintendence by the Contractor FAR 52.236-7 — Permits and Responsibilities FAR 52.236-10 — Operations and Storage Areas FAR 52.236-13 — Accident Prevention FAR 52.242-13 — Bankruptcy FAR 52.243-1 — Changes — Fixed-Price FAR 52.244-6 — Subcontracts for Commercial Items FAR 52.247-34 — F.O.B. Destination FAR 52.253-1 — Computer Generated Forms FAR 52.222-41 — Service Contract Labor Standards FAR 52.237-2 — Protection of Government Buildings, Equipment, and Vegetation FAR 52.222-3 — Convict Labor FAR 52.222-19 — Child Labor—Cooperation with Authorities and Remedies FAR 52.245-1 — Government Property FAR 52.211-17 — Delivery of Excess Quantities FAR 3052.247-70- Contracting Officer’s Technical Representative