SOURCES SOUGHT
R -- FEC Transition & Relocation Services - RFI
- Notice Date
- 4/26/2016
- Notice Type
- Sources Sought
- NAICS
- 541618
— Other Management Consulting Services
- Contracting Office
- Federal Election Commission, Office of the CFO, PROCUREMENT OFFICE, 999 E Street, N.W., Washington, District of Columbia, 20463, United States
- ZIP Code
- 20463
- Solicitation Number
- FE-16-RFI-FFE
- Point of Contact
- Marisol Vargas-Busch, Phone: 2026941225
- E-Mail Address
-
mvargas@fec.gov
(mvargas@fec.gov)
- Small Business Set-Aside
- N/A
- Description
- FEC Transition & Relocation Services Request for Information: Federal Election Commission (FEC) Transition & Relocation Support Services NOTE: This Request for Information (RFI) is issued to obtain information to aid the Federal Election Commission (FEC) planning efforts. It is not a solicitation and shall not be considered as a commitment by the Government. All firms responding to this RFI are advised that submissions will not be considered as quotations, bids or offers eligible for contract award. Statement of Work (SOW) 1.0 Introduction : The Federal Election Commission (FEC) is an independent agency of the Federal Government responsible for collecting and disclosing campaign finance information, enforcing and administering the provisions of the Federal Election Campaign Act of 1971, as amended, and Commission regulations, and overseeing the public financing of presidential elections. In addition, the FEC is a self-contained agency that provides its own support functions that includes, but not limited to Human Resources, Information Technology, financial and accounting functions, administrative functions, and an Office of Inspector General. In FY 2014, the FEC had an authorized total of 350 full-time equivalent (FTE) employees, approximately 125 in the Office of General Counsel, 195 in the Office the Staff Director, 15 in the Office of Chief Financial Officer, 6 in the Office of Inspector General, and 20 in the Offices of the Commissioners. In FY 2014 the FEC also provided space for up to 25 contractor personnel. The attached Program of Requirements (POR) contains the estimated FTE and contractor requirements for the future. The FEC operates solely on appropriated funds. 2.0 Background: The resulting task order will assist the FEC in providing Transition & Relocation Planning, Furniture, Fixtures and Equipment (FF&E) Support and initial outfitting services to move from the present facility at 999 E St. NW, Washington, DC 20463 to a new facility in Washington, DC, yet to be determined. This relocation will require 100% coordination with GSA, the landlord (TBD), and key FEC office managers. The FEC currently houses 350 FTE and 25 contractors in 136,957 rentable square footage (rsf) at 999 E St. NW, Washington DC 20463. The current lease expires September 2017. A lease prospectus at OMB will reduce the FEC's footprint to a proposed RSF of 105,000 to accommodate an estimated future staffing level of 375FTE's and 25 contractors. The purpose of this request for information (RFI) is to identify potential sources of relocation services and turnkey transition to plan, pack, ship, install, and furnish the agency offices at the new leased building in accordance with the finished design layout and projected schedule, before the current lease expires in September 2017. The following drive the FEC's space reduction goal: • Executive Order 13514, "Federal Leadership in Environmental, Energy and Economic Performance," dated October 5, 2009, makes ambitious and broad improvements in the overall sustainability of the federal government. The order requires all federal agencies inventory their greenhouse gas emissions, set targets to reduce their emissions and develop a plan for meeting a wide range of sustainability goals. • Presidential Memorandum, "Disposal of Unneeded Federal Real Estate", dated June 10, 2010, directs federal agencies to accelerate efforts to identify and eliminate excess properties, as well as make better use of remaining real estate assets. The memorandum further indicates that federal agencies increase occupancy rates through innovative approaches to space management and alternative work arrangements. •OMB Management Procedures Memorandum, NO. 2013-02, which outlines the implementation procedures for OMB Memorandum M-12-12 Section 3: Freeze the Footprint. This task order will focus on moving the Agency Headquarters from the current facility to the new facility before the existing lease expires. The task order will require the successful offeror to plan, coordinate, and execute an approved relocation plan to accomplish the following tasks. •· Task 1 - Prepare, coordinate, and publish the FEC Transition and Relocation plan to move approximately 375 FEC employees, furniture, and equipment from the present location: 999 E St. NW, Washington, DC to the new location TBD. •· Task 2 - Prepare, coordinate, and publish a Program of Requirements (POR) to reflect future space needs, using the provided Workplace Recommendations Report as a base, in order to identify and outline program requirements suitable for transitioning to Design & Intent Drawings (DID). •· Task 3 - Disposition of existing furniture, supplies and equipment from the current location. •· Task 4 - Design, order, ship, store, and install new furniture, equipment and supplies and IT / audio visual equipment and cabling in the new location. •· Task 5 - Assist the IT Directorate with packing, moving, and installing IT and audio visual equipment and cabling from the present location to the new location. •· Task 6 - Design, acquire, and activate an HSPD-12 card compliant keyless access control and surveillance security system at the new location. •· Task 7 - Design, install, and mount agency branding and signage. •· Task 8 - Submit in process written milestone completion reports to the COR, and a final report when all tasks are completed. •· Task 9 - Develop a project budget plan within allocated budgetary constraints. 3.0 Scope of Work : Requirements Development and Workspace Strategy Services 3.1. Task 1 - Prepare, coordinate, and publish The FEC Transition & Relocation plan to move approximately 375 FEC employees with associated furniture, and equipment from the present location: 999 E St. NW, Washington, DC to the new location TBD. Your plan should address the areas listed in Tasks 2- 8 below to include disposition and / or moving of existing furniture, supplies, and equipment; order, store, ship, design, and install new furniture at the new location; Assist ITS Directorate with packing, moving and reinstalling IT and audio visual equipment, cables and associated networks; design, acquire, and activate a keyless entrance security system at the new FEC location to include security for the IT Directorate equipment rooms and other designated secure areas ; and design, install, and mount agency branding and signage. 3.1.1. Executive summary of overall Relocation support plan - Describe the "big picture of what you plan to accomplish in the relocating the Agency Headquarters include goals and milestones 3.1.2. Describe how you plan to process with the deposition of furniture; supplies and equipment from the present location include warehousing, inventory, transfer to new location, and manner of disposal. Describe milestones to accomplish this requirement. 3.1.3. Describe your plan for designing and furnishing the new location, how will you determine the style, fabric, and color for the workstations, offices, and conference rooms at the new location. Describe the phases and milestones for determining furniture and equipment needs. Set the peripherals for selecting, ordering, and installing furniture. Describe the work/employee environment effects of your selections. 3.1.4. Describe how you will assist the ITS Directorate in moving their IT operations to the new location. Your description should include any special packing, transportation, installation, and network setup requirements. Also describe security of the ITS equipment section. 3.1.5. Describe your plan to identify, order, and install a keyless entrance security system at the new location to include camera surveillance requirements. 3.1.6. Describe how you will design, acquire, install or mount agency branding and signage. 3.1.7. Describe your reporting intentions to include the number and frequency of meetings, and targeted attendees. 3.2 Task 2 - Prepare, coordinate, and publish a Program of Requirements (POR) to reflect future space needs, using the provided Workplace Recommendations Report as a base, in order to identify and outline program requirements suitable for transitioning to Design & Intent Drawings (DID). 3.2.1 Using GSA's PBS Leasing Guide prepare the POR as per GSA specifications to adequately, and subject to FEC and GSA approval. 3.3. Task 3 - Disposition existing furniture, supplies and equipment from the present location. The current location consists of 136,000 square feet of rentable space on 8 floors. 3.3.1 -Inventory existing furniture and equipment in the current location to assess new requirements and identify what can be re-used instead of being replaced. Use the FEC Property Management's latest inventory to determine what furniture and equipment over a value of $500.00 is still located in the building. Meet with each FEC Directorate to inventory directorate furniture and equipment, and to identify the disposition of these items before the relocation. Categorize the disposition as store for disposal, store for movement to new location, and pickup for charity organization. The final inventory list must be approved by the FEC Property Officer, and the applicable COR. 3.3.2. Identify a storage facility, and rent 20,000 sq ft of storage space that can be expanded to 33,000 sq ft upon short notification. Request prior approval from the COR before signing any rental agreement. Rental agreement should be at least six months. 3.3.3. Assist with the packing and moving of all existing office supplies, furniture, and equipment from the current location to the new location, warehouse or a charitable organization. Issue each employee four plastic containers for packing offices items from their desks and file cabinets. Use GSA surplus support to dispose of excess furniture and equipment. 3.4. Task 4 - Design, order, ship, store, and install new furniture, equipment and supplies in the new location. 3.4.1. Design workstations, offices and conference furniture and equipment standards and placement using CAD diagrams based on the Design Intent Drawings (DIDs) 3.3.2. Coordinate design of each type workspace with the COR and Office managers to identify specific furniture and equipment requirements. Prepare a detailed spreadsheet to show furniture and equipment approved to order. Obtain approval from each office manager, the program manager, and the COR prior to ordering any furniture. 3.4.3. Recommend workstations, office, and conference furniture based on type, style fabric, and color. Select and price two furniture models for the layout of the Agency work space as appropriate for the building/space layout and based on the requirements outlined in the POR. It is anticipated that the Agency will choose one of these models to furniture the new location. Provide pictures and catalog specifications for these models to office managers. 3.4.4. Submit a furniture order to the COR for approval. 3.4.5. Place and order for the approved furniture, and notify the COR of shipping destination, delivery dates, and list of furniture and the assigned workspace for that furniture. Whenever possible, furniture will be shipped in Directorate/work area installation sequence rather than one big shipment for the entire HQ, unless prohibitive by installation schedule or budget. 3.4.6. Receive furniture and equipment and store or install as appropriate. Notify COR of all furniture that is shipped and stored until installed Coordinate with the new location landlord to install new and transferred furniture. Verify installation layout with the COR and applicable office manager before installation. Also notify the COR of installation dates, and targeted workspace for the installation. 3.4.7. Install furniture and equipment an arranged in the approved design drawing. Coordinate with GSA, the Landlord, and COR to schedule and install incoming furniture. The contractor must insure that all installments meet fire, ADA, and building code standards prior to installation. Escort the Office Manager and COR thru the workspace for final acceptance of the installation for each Directorate/work area. 3.5. Task 5 - Assist the IT Directorate with packing, moving, and installing IT equipment and cabling from the present location to the new location. 3.5.1. Pack IT servers, computers, and routers using special packing as required. Coordinate with the ITS manager what needs to be packed. 3.5.2. Install that necessary server and storage racks and furniture in the IT equipment rooms prior to receipt of shipped IT equipment. 3.5.3. Coordinate internet and telephone services prior to IT and telephone equipment arrival at the new location. 3.5.3. Ship and unpack IT equipment from the present location to the new location. Purchase the appropriate cable hookups for reinstalling IT equipment at the new location. 3.6. Task 6 - Activate a keyless access control, security, and camera surveillance system at the new location. 3.6.1. Install HSPD 12 PIV compliant devices on all entrances and exits to the floor locations 3.6.1.1 Coordinate with Department of Homeland Security/Federal Protective Service security personnel and the FEC physical security officer throughout the process. 3.5.1.2. The contractor is required to obtain approval from the COR prior to purchasing or subcontracting for a keyless system. The Keyless system will be linked to facility cameras, and a common database. The installation is considered complete only when approved by the COR. 3.7. Task 7 - Design, acquire, install or mount agency branding and signage. 3.7.1. Coordinate with the FEC Public Affairs Officer and the COR to determine signage requirements, and design approved signage with the appropriate branding. 3.7.2. Acquire approved signage 45 days prior to move the date. 3.7.3. Install approved and acquired signage at the new location 30 days before the move date or when the new facility is accepted by FEC whichever is earlier. Coordinate installation with Public Affairs Officer and Facility Landlord, and get signage placement locations in writing from the Landlord or designated official. 3.8. Task 8 - Submit in process written milestone completion reports to the COR, and a final report when all tasks are completed. 3.8.1. Prepare and implement a comprehensive relocation checklist that mirrors the Implementation Plan "roadmap" created in Task 3.1.0. 3.8.2. Submit weekly progress reports to the COR and Program Manager which describes accomplishments, delays, issues, and schedule changes. 3.8.3. Submit and present monthly reports that summarizes milestone accomplishments, delays, and/or recommended changes/resolution of any issues. 3.8.4. Submit the final project report to the COR and Program Manager for approval. This report will address the accomplishment or failure to accomplish contract tasks and checklist items. The final invoice for this contract will not be paid until the final project report is approved to verify that relocation of the FEC has been accomplished. 3.9 Task 9 - Develop a project budget plan within allocated budgetary constraints. 3.9.1 Prepare a detailed project budget outlining all project costs by category, line item, and vendors, for move/relocation cost, project management fees, and FF&E expenses. 3.9.2 Work with CFO office, Project Manager, GSA, and COR on budget and spending approvals and execution. 3.9.3 Identify how alternative solutions will be presented when costs approach or exceed the approved budget. 3.9.4 Submit updated budget tracking and expenditure reports at each project meeting. 4.0 General Workplace Strategy Requirements 4.1. The contractor will be required to use commercial, innovative, and/or state-of-the-art practices and techniques that best meet the Government's requirements. The contractor shall provide the necessary management, supervision, labor, administrative support, materials, supplies, and equipment for the accomplishment of services, and purchase of materials/supplies required in the Scope of Work (SOW). The contractor shall plan, schedule, coordinate and ensure the full, effective, efficient, and economical performance of all services ordered under this contract. Contractor must assign a designated project manager/Key person to attend all scheduled construction and design meetings. 4.2. The contractor will be required to determine how to complete the tasks listed above, and provide the Program Manager and Contracting Officer's Representative (COR) with a written Implementation Plan within twenty business days after award. 4.3. The identified tasks and deliverables shall support the Transition and Relocation of the FEC in the form of an Implementation Plan; Disposal/transfer of existing furniture, equipment, and supplies from the present location; Purchase/installation of new furniture, equipment, and supplies to the new location; installation of HSPD 12 PIV compliance keyless access control systems with cameras; and weekly/monthly milestone reports. Furniture installation at the new office shall be in accordance with the latest approved Intent Design Drawing. Engagements will include the use of one or more of the following: Program Manager Initial Meeting, meetings with designated managers, senior managers' progress sessions, and working sessions as required to refine deliverables. No final plan or reports shall be accepted by the COR until the program manager, GSA Representative, and the Landlord (TBD) have commented. All deliverables will include new workplace guidelines that utilize the latest innovations in alternative work environments. All recommendations must take into consideration sustainability and real estate reduction goals identified by FEC and GSA. 4.4. The contractor shall maintain all documents of record indicating information and decisions throughout the course of this task order. 4.5. Schedules for meetings/presentations; furniture inventories and transfers, and new installation shall be approved by the COR in coordination with the Program Manager, GSA Lease Representative, and Landlord 4.6. Project Directory - The Contractor will be required to submit a Project Directory for the entire Government and Contractor project team. This shall include Project team member names, agency/company, role/responsibility, phone numbers, and emails. The Project Directory shall be submitted ten business days after award. 4.7. Weekly Meetings - When scheduled, the Contractor's key team members are required to attend or call-in to all scheduled meetings for this project. The COR or the Program Manager may call unscheduled meetings with four-hour notice to the contractor. 4.8. Executive Presentations: The Contractor is required to give Executive presentations throughout the course of this project. These shall be formal presentations of professional quality to the leadership, 30 minutes in length minimum (not including questions and answers. The presentation will describe the services and methodology used to accomplish the project and deliverables. An agenda and any presentation materials (e.g., presentation slides, handouts) will be provided to the Contracting Officer's Representative (COR) at least 48 hours prior to the presentation. The contractor should expect to make these presentations at the conclusion of each deliverable submission. 4.9. Meeting Minutes: The Contractor will document all project meetings and other conferences (including telephone conferences with FEC, GSA, other Contractors and Vendors). These documents/meeting minutes are due 5 business days after the meeting or call is held. The Government will then have 5 days to review the Meeting Minutes, and provide feedback to be incorporated into the final meeting minutes. The Contractor must incorporate those comments within the final meeting minutes within 5 business days after receiving the comments. 4.10. Status Reports: The Contractor will submit status reports as required in Task 7. Status reports are to be presented in typed form. Reports shall be issued to the Contracting Officer's Representative (COR). These status reports will be required with every invoice. 5.0 Deliverables An appropriate letter of transmittal will accompany all submissions from the Contractor to the Government. The Contractor will provide three copies to FEC during the review period of each submission, and after incorporating all previous comments from the review. These copies may be electronic. The deliverables are as follows: Deliverable 1: Project Implementation Plan Deliverable 2: Program of Requirements Deliverable 3 - Disposal/Transfer Plan for Existing Furniture/Equipment/Supplies Deliverable 4 - Purchase/Design/Install Plan for New furniture/equipment Deliverable 5- Pack, Relocate and setup IT Directorate and audio visual equipment Deliverable 6 - HSPD 12 PIV card compliant Keyless access control and Camera Security System Deliverable 7 - Design, acquire, install or mount agency branding or signage. Deliverable 8 - Monthly In-process Reports Deliverable 9 - Detailed Project Budget Planning and Execution Plan 6.0 Government Review Periods: The Government will have 10 business days to review all deliverables and submissions, and provide comments to the Contractor for incorporation into the next deliverable or submission. Once the Government has reviewed and approved the deliverable, and the plan has been implemented, the deliverable is considered "Accepted". If the government provides comments about the plan or finds deficiences in implementation that subsequently show additional information or work is required on deliverable, the Contractor is required to update the deliverable per the comments, correct deficiences, and submit it to the Government for acceptance. 7.0 Due Date: Questions regarding this RFI must be submitted to the FEC Contracting Officer Marisol Vargas-Busch, mvargas@fec.gov, by 4:00 p.m. E.T. on Monday, May 16, 2016. Interested parties must submit formal responses to this RFI must be submitted to mvargas@fec.gov by 4:00 p.m. E.T. on Thursday, May 26, 2016. Late submissions will not be considered unless doing so is determined to be in the best interest of the FEC.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/FEC/OSD/AD/FE-16-RFI-FFE/listing.html)
- Place of Performance
- Address: Federal Election Commission, 999 E St, NW, Washington, District of Columbia, 20463, United States
- Zip Code: 20463
- Zip Code: 20463
- Record
- SN04096097-W 20160428/160426234853-a38a381b44f6e1d1b10958ff7a76cc46 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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