Description
Scope of Work for Move ServicesUnited States Coast Guard, National Maritime Center New Location: Martinsburg, WV Project: Move Services for the relocation of the U.S. Coast Guard's National Maritime Center (NMC) from Arlington, VA and Kearneysville, WV to Martinsburg, WV Project Contacts: Mr. Jeffrey Brandt NMC, Move Coordination Liaison Mr. Charles Green GSA, Project Manager Ms. Shannon Vail GSA, Space Planner Mr. Jeffrey Smith GSA, Building Manager Ms. Patti Gaughan-Hare DesignCore, GSA's Move Coordinator Project Description This contract provides for the furnishing of all personnel, equipment, supplies, labor, boxes, packing materials, transportation and related moving services, as specified herein, required to relocate all property of the NMC from their present locations in Arlington, VA and Kearneysville, WV to their new building in Martinsburg, WV. Moves will take place over 2 consecutive weekends. Relocation from Arlington, VA will include a significant number of computer workstations, contents of a large file room/library, miscellaneous office equipment, file cabinets and 2-3 employees. Relocations from Kearneysville will include approximately 175 total employees, associated equipment, related support areas, miscellaneous file cabinets and contents of approximately 60+ bookcases. Specific items to be moved and packed will be clarified at site walk-downs. All Bidders must attend. It is the Bidder's responsibility to confirm all information at that time. Bidder's proposal shall include proper amount of staff support necessary to pack and unpack items identified during site walk-downs. Information provided during walk-downs shall be considered supplemental to this document. Origin and Destination Locations: Origin Site #1: USCG National Maritime Center 4200 Wilson Blvd., 6th floor (approx. 7,000 sf) Arlington, VA 22203 Origin Site #2: Jefferson Building 130 East Burr Blvd., 1st and 2nd floors (approx. 6,000 sf per floor) Kearneysville, WV 25430 Origin Site #3: Washington Building 150 East Burr Blvd., 2nd floor (approx. 6,000 sf per floor) Kearneysville, WV 25430 Origin Site #4: 179 East Burr Blvd., Suite J (approx. 600 sf) (Call Center) Kearneysville, WV 25430 Destination Site: USCG National Maritime Center (new building) Forbes Drive, Floors 1, 2 and 3 Martinsburg, WV 25401 Building Facilities Information: Origin Site # 1: National Maritime Center, 4200 Wilson Blvd., Arlington, VA a. Dock Information Street Access to Building Loading Dock: N. Randolph Street Quantity of Docks Available: 1 Dock 1: Location: off N. Randolph Street Garage Clearance: n/a Leveler/Power Lift: Yes b. Elevator Information Freight Elevator: 1 Door Opening: 42 inches wide x 92 inches high The freight elevator will be reserved in advance of the move for the appropriate weekend. Castle keys will be issued to Move Contractor during the physical move. Elevator operator will be provided by Landlord. c. Travel Routes: Travel across carpet and hard-surface flooring. Floors must be protected with masonite and walls, corner and door jambs must be protected with cardboard. d. Hours of Operation: Mon-Fri: 7:30AM to 6:00PM. Weekends: flexible; Landlord requires 48 hours notice for use of freight elevator so elevator operator can be scheduled Origin Sites # 2 and # 3: Jefferson & Washington Buildings, East Burr Blvd., Kearneysville, WV (2-story buildings, adjacent to each other) a. Dock Information No loading docks. Access through main lobbies Street Access: Ground floor b. Elevator Information Freight Elevator: None; use passenger elevators; provide padding Passenger Elevator: 1 in each building Capacity (lbs.): 2000 lbs. Speed (FPM): 100 fpm Inside Dimension: 50" x 68" Entrance Size: 36" x 84" Operation: Hydraulic c. Travel Routes: Travel across carpet and hard-surface flooring. Floors must be protected with masonite and walls, corners and door jambs must be protected with cardboard. d. Hours of Operation: Mon-Fri: 7:30AM to 6:00PM. Weekends: flexible, must be scheduled in advance. Origin Site # 4: 179 East Burr Blvd., Kearneysville, WV (1-story building, in same office complex as origin sites #2 and #3) a. Dock Information No loading dock. Direct access into office area from outside b. Elevator Information - Not applicable c. Travel Routes: Travel across carpet. Floors must be protected with masonite and walls must be protected with cardboard. d. Hours of Operation: Mon-Fri: 7:30AM to 6:00PM. Weekends: flexible, must be scheduled in advance. Destination Site #1: National Maritime Center, Forbes Drive, Martinsburg, VA a. Dock Information No loading dock. Access through main lobby Street Access: Ground floor b. Elevator Information Freight Elevator: None; use passenger elevators, provide padding Passenger Elevators: 2 (might have to share w/other Vendors) Capacity (lbs.): 3500 lbs. Speed (FPM): 80 fpm going up, 105 fpm going down Inside Dimension: 78inches w x 65 inches d x 84 inches h Entrance Size: 42inches wide x 84 inches high Operation: Hydraulic c. Travel Routes: Travel across carpet and hard-surface flooring. Floors must be protected with masonite and walls, corners and door jambs must be protected with cardboard. d. Hours of Operation: To be confirmed by Agency. Weekends: flexible, must be scheduled in advance. Schedule and Base Scope of Move Services: The moves shall take place over two (2) consecutive weekends. Scope for each site to be confirmed during site walk-downs. Phase I Date: Friday, November 30, 2007 during day (packing might be possible 1 day prior); unload @ destination site on morning of December 1st Origin Site: Location #2/Jefferson Building in Kearneysville, WV Scope: Includes relocation of contents, equipment and file cabinets and packing specific areas Relocate approximately 75 people, related support areas, copiers, faxes, printers and miscellaneous file cabinets (quantities of equipment and cabinets TBD) Provide 1 person for 6 hours to assist with packing the night before or morning of the move Provide 2 people for 6 hours each on Monday for post-move support, i.e. unpacking, moving items, etc. Contractor to provide all equipment and tools that might be necessary. Phase I-A Date: Friday, November 30, 2007 - pack during day & load trucks when possible; unload @ destination site on morning of December 1st. Origin Site: Location # 1 in Arlington, VA Scope: Includes packing all items to be moved, relocation of contents, equipment and some furniture Pack contents of 52+ bookcases (contain files) @ 8:00am on move day; move, & unpack same @ destination site (IMPORTANT: Preference is to shrink-wrap bookcases with contents in tact, if mover feels structural integrity of bookcases will not be impacted) * Bidder to specify if shrink-wrapping is feasible or if contents must be packed; identify method of moving files included in pricing proposal Relocate approximately 2-3 people, miscellaneous support/storage areas, approximately 6 file cabinets, 52 wood bookcases (12dx36wx72h) and contents (files), miscellaneous shelving units, 1-2 work benches and various office equipment (100 computer workstations, 1 computer UPS, 2 small UPS's, 2 computer servers, 15+ printers, 10 faxes, 4 copiers) (Phase I-A Scope, Cont'd) Provide 1 additional person for 6-8 hours to assist with miscellaneous packing 1 day prior to move; all items being relocated from Arlington will be packed by Mover * Note: Typical computer workstation and computer server consist of CPU, monitor, mouse, cables and keyboard) Phase II Date: Friday, December 7, 2007 - pack during day & load when possible; unload @ destination site on morning of December 8th Origin Sites: Location # 2/Jefferson Building, Location # 3/Washington Building and Location # 4 in Kearneysville, WV Scope: Includes relocation of contents & equipment and packing specific areas Pack contents of approximately 50 tall bookcases (contain files) & unpack same @ destination site (note: prefer that files be loaded onto mobile library carts or similar units to expedite unpacking and help reduce errors) * Bidder to specify method of moving files included in bid Relocate approximately 100 people, related support areas, copiers, faxes, printers and miscellaneous file cabinets (quantities of equipment and cabinets TBD) and contents of approximately 50+ bookcases Provide 1-2 additional people for 6 hours each to assist with additional packing night before or morning move (pack items in common areas) Provide 2 people for 6 hours each on Monday for post-move support, i.e. unpacking, moving items, etc. Contractor to provide all equipment and tools that might be necessary. GSA reserves the right to change the move dates, sequencing and specific project scope for any reason and no additional cost will be claimed be the Mover. The Mover will, however, be notified a minimum of ten days before the scheduled move date in the event of a change. Special Handling Requirements: 1. Miscellaneous Furniture: Mover shall disassemble, prepare for move, wrap/protect, tag, and move files cabinets and bookcases from origin sites to destination locations per information provided. Movers shall then unpack and reinstall product at destination site, as directed. Bookcases and cabinets must be leveled prior to bolting together. 2. Mover shall pack, protect, move and unpack all personal computers and related office equipment. All computer equipment shall be relocated to destination site in Martinsburg, WV. * Bidder to advise how equipment will be moved, i.e. plywood carts, etc. 3. Mover shall take notice of special equipment to be moved, i.e. computer UPS's, and provide proper protection and support to ensure safe relocation. Unique Agency Requirements: 1. Mover Contractor must provide proof of insurance to GSA. 2. All movers must provide a valid driver's license/identification card and a social security number to obtain security clearance and visitor badge for access to origin and destination sites. Contractor's/Mover's Scope of Work: 1. Contractor shall work with GSA to generate methods and procedures necessary to ensure a smooth and efficient move. Contractor shall conduct orientation and planning meetings with the move committee prior to the move to ensure efficient planning and cooperation. 2. Contractor shall obtain all necessary clearances, permits, and licenses that may be required for use of elevators, loading areas, parking on streets during the move. 3. Contractor shall provide all services required to relocate the Agency from present locations, transport to the destination location and place it according to the instructions of the attachments and GSA Ordering Official or GSA specified Agency Monitor(s) at the new location. 4. Services shall include padding, packing and /or crating necessary for the safe transportation of the property; disassembling and/or reassembling the property as required; pick-up and loading of the property at the present location; unpacking and/or uncrating as required; placement of the property in the new locations as specified by the attachments and GSA Ordering Official and Agency Monitor(s); removal of all padding, packing and crating materials from the premises of the Government; and all other services which would normally be included in a complete moving service. 5. Mover is responsible to operate elevators at origin sites in Kearneysville, WV and Martinsburg, WV. GSA will be responsible for elevator operator in Arlington, VA. 6. Contractor shall provide at least one supervisor for each location (origin and destination), and all other necessary supervision and labor for each day that work is scheduled. 7. Damages a. Contractor shall be required to conduct a pre-move walk-through of origin and destination sites immediately prior to each move phase to identify existing damage. Contractor shall record damage. A GSA representative must be present at walk-throughs. b. Contractor shall conduct a post-move walk-through the day after move phase completion to ascertain any damages to the buildings, furniture and equipment. However, this walk-through does not relieve the contractor of damages identified by personnel within a reasonable time subsequent to this walk-through. Any additional damages will be provided to the contractor fourteen (14) days from completion of the relocation, unless notified otherwise. c. The Insurance Requirement set forth in this solicitation is the minimum amount required. The government requires that any equipment/furniture that is damaged during the move be repaired or replaced by the moving contractor. The contractor will be held responsible, and be required to make good at his own expense, all damage or loss done or caused by him or his workmen in the execution of the contract. The Government will not be responsible in any way for damage to or loss of the contractor's equipment kept in or near the buildings; or the contractor's employees' personal belongings brought onto Government premises; occasioned by fire, theft, accident or otherwise. d. The owner of each building must be named "as also insured" on all insurance certificates. It will be the Mover's responsibility to provide necessary documentation to building Owners at least 1 week prior to scheduled moves. Provide copies to GSA representative. 8. Clean-Up a. Contractor must remove all trash, site protection materials and the unpacked cartons resulting from the move and dispose of off premises. b. Contractor shall provide totes bins on all floors of the new building for Users to put empty boxes into once unpacked c. During the seven (7) calendar days following completion of each move weekend. each phase, the contractor shall at no additional cost, make a return visit to reposition, clean up and "fine tune" the area as required. This is to be scheduled at a time agreeable to both parties. d. Contractor shall pick up empty moving boxes from the site at least 2 times over a period of 7-10 calendar days, after each move weekend. Statement of Services Required: The property to be moved is the property of the Government. All services must be performed to the complete satisfaction of the Government. The required services shall include padding, packing and/or crating as may be required for safe transportation of the property; disassembling and/or reassembling the property when necessary; pick up and loading of the property at its present location; transportation to destination; delivery of the property to the designated room and/or rooms and positioned at the new location; placement inside the rooms as may be required by the GSA Ordering Officials and Agency Monitor(s); reassembling that which the Contractor had disassembled; removal of all packing and crating materials from the premises of the Government; and all other services which are normally included in a complete moving service. Supervision, Labor, Materials and Equipment: The Contractor shall furnish all supervision, labor, new or good condition, packing materials, trucks, cartons, bags, carts, ropes, belts, dollies, hoists, load lifting vehicles and other materials and equipment necessary to perform all of the services contemplated under this contract, in an orderly, timely and efficient manner to the complete satisfaction of Government supervisors in charge. Such equipment shall include, among others, hand trucks, cradles loading ramps, and rigging as may be required. All material handling vehicles used in the interior of the buildings must be transported upright. Typewriters, adding machines, calculators, and other machines of the type shall be packed and moved by the Contractor in cartons or carts especially made for this type of equipment. Computer equipment shall be moved on plywood carts or in cartons made for this task. Air-ride trucks shall be provided for the special handling of computer equipment. All property shall be moved in closed vans or trailers that can and will be locked during transit. Government supervisors may reject any of the Contractor's equipment during the move which, in their opinion, may cause scuff marks to floor surfaces or mar walls or corridors of the building at either present or new locations. Packing and/or Crating and Padding: The Contractor shall perform all of the packing and/or crating and padding necessary for the protection of the property to be transported. All packing containers, crating materials, and padding materials and equipment shall be furnished by the Contractor. The Contractor shall also furnish or cause to be furnished, when necessary, padding or other protective materials for the interior of the buildings, including elevators, from and to which the property shall be moved under this contract. A minimum 1/4 inch plywood or masonite shall be used to protect flooring. Cardboard shall be used to protect walls in main passageways, exposed corners of walls and door jambs. All containers and materials shall be clean and of quality sufficient to insure protection of the property. The Contractor shall tape or otherwise protect all filing cabinet drawers (other than locked security files) against opening. The use of steel strapping for this purpose is prohibited. The Contractor shall shrink wrap items as required for safe transport and to hold contents securely. Disassembling and Reassembling of Property: The disassembling of property, when necessary, shall be performed by the Contractor. When it is necessary to disassemble property for shipment, such property shall be reassembled by the Contractor upon delivery at the new location. Unpacking and/or Uncrating and Placement of Property: The Contractor shall perform all unpacking and/or uncrating of property which was packed and/or crated by the Move Contractor for movement under the provisions of this contract. The Contractor shall also place the property in the new location as instructed by the Government and/or as shown on floor plans, and shall remove all packing and similar or related material from the premises as requested by the Government. Protection of Property: The Contractor shall at all times protect and preserve from loss, damage, or harm, all materials, supplies, and equipment of every description, including that which may be Government furnishes or Government owned. If, as determined by the Ordering Agency's designated representative, any materials, equipment, supplies, or work performed are not adequately protected or provided by the Contractor, such property may be protected or the services provided by the Government, and the cost thereof charged against the Contractor and/or deducted from any payment otherwise due him. Any work stoppage which may be incurred by failure of the Contractor in this respect shall not be chargeable against the Government. Cleaning: The Contractor shall sweep hard floors and vacuum carpeted areas in paths of travel at origin and destination sites before leaving. Cleaning equipment to be provided by Contractor. Packing materials: The Contractor shall deliver boxes/cartons, clear plastic bags and tags/labels to the origin sites at least two (2) weeks prior to the moving date. Contractor should assume that 2 separate deliveries of materials to each origin site might be required. Moving cartons will be delivered to areas designated areas by NMC or GSA's representative. 1. Cartons and Bags for Packing: The Contractor shall furnish, without additional charge, tuck-in-type cartons, minimum size 12x24x12 inches and minimum strength 200 pounds per square inch. Quantity of cartons must be adequate for contents and items observed by Contractor during bid walk-throughs at origin sites The Contractor shall provide clear plastic bags (13 or 16 gallon, 30 inches long), for use in packing periphery computer accessories such as cables, keyboards, mice, speakers, etc. Assume 1 bag per person and piece of equipment. 2. Tags/Labels: The Contractor shall provide an adequate number of colored tags for identification of all boxes and items on inventory. Three (3) distinct colors shall be provided to represent Phase I, Phase IA and Phase II moves. Services to be Furnished by the Government: 1. Supervision and Marking: The agency being moved will label property with Contractor-furnished labels, to coordinate with locations in destination site. is to be placed within the new area. The agency will provide sufficient personnel to help direct Contractor's personnel in the placement of the property at destination. However, this does not relieve the Contractor from responsibility of providing adequate project supervision. 2. Packing and Unpacking: Government personnel will pack loose material, supplies and contents of desks, and table drawers in packing boxes in order to facilitate the removal of the material from its present location. All packing and unpacking will be accomplished by the Government except where specified in other provisions of this contract or in a particular job order. Emptied containers supplied by the Contractor shall be collapsed and accumulated in several locations for pick-up by the Contractor. Contractor shall pick up empty boxes on 2 separate visits within 1 week after each move. Contractor may bill the agency at actual cost for cartons NOT returned, that were included in proposal. 3. Servicing copy machines: Government personnel will have copy machines serviced by appropriate vendors prior to relocation by Contractor/Mover. The Mover will shrink wrap/pad/protect all copier components prior to move. Information to be included in Contractor's pricing proposal: 1. Explain how files will be moved that Mover is responsible to pack, i.e. library carts, boxes, transport on existing shelves, etc. 2. Explain how computer equipment will be transferred and protected by Mover, i.e. shrink-wrapped on plywood carts, in totes bins, etc. 3. Define proposed move supervision and responsibilities 4. Identify estimated time & manpower allocation for each phase, including estimated time required at origin site(s) and destination site 5. Clarify percentage of boxes included that Mover assumes will be picked up at project completion 6. Provide fee breakdown as follows: Phase I Phase IA Phase II Additional services, not in base scope of work, include hourly rates for additional packing or unpacking Unit cost for boxes not returned by Agency Attachments: Agency Move Contact Information (dated 9/2007) Existing Furniture/Equipment Inventory for Move -- Refer to pages 3 and 4 of this document "Schedule and Base Scope of Move Services" for scope of items to be moved; clarification to be made during site walk-downs Floor Plans of Origin Sites - to be provided prior to moves Floor Plans of Destination Site (Martinsburg, floors 1-3) For reference only, these are NOT move plans