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012121 Industry Day Minutes.docx

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Contract Opportunity
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Jan. 26, 2021, 4:12 p.m.
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Subject:Furniture Industry Day

Date: January 21, 2021

Time:8:30 A.M. to 3:00 P.M. (Central Standard Time)

Attendees:PMO: Erin Lush, Brandon Meyer, Dori Turner, Heather Mackenzie

Program Office: Moraima Rivera, Edward Schmiedeke, Mark Boles,

Union Representatives: Robert Smith, Gary Sadler

Contractor (Virtual): Paul Anglin (Steelcase, Inc.), Wesley Callahan (DRT Strategies, Inc.), Ginny Haumesser (Color Art), Angela Giles (Dynamic Facility Design, LLC), Erik Soderlund (Kimball), Jen Clark (Color Art), Carol Espinosa (Freedom Interior Solutions), Jim Scheer (Color Art), John Merriweather(JK Moving Services), Morgan Barkau (Herman Miller, Inc.), Louis Harris (Integrum Workplace Solutions), Pedro Perez (Dynamic Facility Design, LLC), Rob Ornburg (IBVI), Kim Lutz (Kimball), Matt Golliver (Color Art), Diane Lantz (Working Spaces), Sarah, Salvatore Regna, Ryan Chapman (Humanscale), Jennifer Graham (Color Art), Greg Jorgensen(Dynamic Facility Design, LLC), Jim Gremaud (Color Art)

Contractor (In-person): Becky Vehmeyer (Knoll), Shawnee Davis (Color Art), Shaun Dorman (JK Moving), Chase Higgens (Lets Get Moving), Zach Mabery (Freedom Interior Solutions), Jason Hillman (Dodge Moving & Storage), Darin Blaser (Allsteel), Bryan Tabor (Graebel), Tim Rhodey (CI Select), Carl Lechliter (Integrum Workplace Solutions), Linda Osgood (The Building People)

Meeting Minutes:

Topics:

Opening Remarks

Agenda

Ground Rules

Schedule

Purpose of Industry Day is to get all questions answered, industry and USDA

Construction schedule and possible delays

- Construction takes priority

Most cost effective: re-upholster existing furniture or buy new

Walkthroughs

Key points:

Most cost effective: re-upholster existing furniture or buy new

Permits required from the city if vendor plans to use dumpster

Physical Security Requirements: Workforce will be required to meet security requirements (especially for goodfellow building), needs to abide by Real ID act. Workers need to have the background check completed beforehand, we (USDA) will be running them.

Physical Security Requirements: Workforce will be required to meet security requirements (especially for goodfellow building), tenants of the REALID at. Make sure there is a background that you are aware of. Will be checking the identification, secure space. As we move to the new location, it is not as critical, but once tenants begin to move in, the security will become more stringent.

Executive secretary may stay may go, executive offices are standard issue desks

Discussion:

Angela Giles: Our industry does provide reconfigurations and purchase of new furniture. Please take a look at GSA MAS 541614CF

Breakroom high-back Benches in the existing breakrooms are large and bulky. The breakrooms in the new locations may not fit and there is a good chance that those will not go with. The chairs, the roll arounds, the ottomans will be the ones that will be reupholstered (if cost feasible). We do have the dimensions of the rooms and will determine if they will fit to make a final decision if they are coming or not. The same goes for the existing executive secretary desks (x8), they will need to be space dimensioned.

Angela Giles: It's cheaper to reupholster the existing furniture (i.e., pedestal cushion, dividers, cushions, and back/seat of the bench).  Also, the existing furniture is not as difficult to disassemble and reassemble compared to regular panel system furniture. we do have the design services to reconfigure the existing furniture.

Angela Giles: I do not see raised floor on 12th floor, those are core drilled. It will be very expansive for the furniture.

Due Outs (from USDA-PMO):

Check on dock specification to release to industry. Height/length and dock leveler. 53’ length and angle into the dock.

Decide if a draft floor plan will be sent out with a note that says it will be changed. We will get back once permission to release.

We have floor plans of existing space. Those are not 100% but it is very close. We will get these in PDF for PMO to distribute with the Q&A’s.

PMO to decide if we will supply a display disassembled panel, pedestal cushion and a bench to allow the reupholstery personnel to fully understand what is involved.

PMO to follow up if there are any expectations for a records document.

PMO to provide and answer if the new location has raised flooring.

Provide confirmation that the dismantling of the AV in the conference rooms will be performed by OCIO. Disassemble/reassemble and will be moved with the personal/IT relocation portion of the contract.

Will the install/reconfigure be union or non-union labor?

How will the disconnection and re-installation of the electrical and Data/COM be addressed?

Can we lock out one freight elevator for USDA specific installation use.

Confirm concrete flooring and core drilled on 21st floor.

Q&A (11:15 a.m.):

Goodfellow Building Questions (Old Space)

Q1: Tim (pertaining to Goodfellow building): Will there be people working in the workstations when the move takes place for existing furniture?

A1: Right now, under COVID-19, people are mostly teleworking. The people that are in the offices working are in furniture that will not move forward. There will be provisions for people to telework while this is disassembled.

Q2:Angela Giles: Is the reconfigurations of existing system furniture completed? If they are the existing furniture shall take place prior to the new?

A2:Answer is no. We are hoping to have the furniture moved first.

Q3:Becky: If you find the cost is less to re-upholstered would you purchase the components?

A3:We don’t know, and we would like to learn more from industry.

Q4:What percentage of the panels need to be reupholstered?

A4:Most if it is in the best interest of the government.

Q5:Chase: We were shown one freight elevator does the freight elevator go down to one dock or several?

A5:Freight elevator, only one angled dock. Dock height, semi-trucks can fit in this stall. Gary- First area that you went to, further down, there is another freight elevator there. This elevator will only fit a box truck. Two docks, one will fit semi, and one that will fit a box truck (further to the north of the building).

- Dock length. USDA (Ed/Mark) will check on dock specification to release to industry. Height/length and dock leveler. 53’ length and angle into the dock.

Q6:Are the light blue benches being considered for reupholstery also?

A6:We’re not sure. It depends upon reupholster or not.

Q7:Tim: The purpose of today is to provide additional information so that contracting can better construct their solicitation? Provide questions and comments so that contracting can better construct a solicitation for this procurement?

A7:Purpose of today is to find one contract approach to meet all of the needs.

Q8:Will there be another chance to visit the site?

A8: Yes, once we find out the acquisition approach

Q9:While moving of the existing furniture, do vendors need to consider moving the electronic equipment, monitors, laptops, etc. The content of the employee’s belongings. Boxed items? Would the actual systems furniture electronic portion be part of this contract?

A9:Employees belongings, we plan to have employee’s box it. Separate relocation services contract for that. For the electronics/IT portion. IT will disconnect, move the monitors, the employees will have their laptops, they will bag up the computers, monitors, mouse, under a separate contract. The mounting arms will be part of this procurement. The surge/power bar, power strips, harnesses, etc. is considered part of this procurement and will be part of the contract. There are no staff in the area (very limited). Staff will be brought back to remove their personal items and set them to the side. This contract will come in and perform the existing furniture relocation, move it, and reassemble once the space is built.

Q10:Linda: Are you looking to reupholster the team’s rooms, and second is there any color that you like?

A10:Anything in the breakrooms that have upholstery, will be reupholstered to match, if it is feasible in cost. The color scheme that we like that it fits, we will be decided by the time the solicitation is released (Will need to walk around). Breakroom high-back Benches in the existing breakrooms are large and bulky. The breakrooms in the new locations may not fit and there is a good chance that those will not go with. The chairs, the roll arounds, the ottomans will be the ones that will be reupholstered (if cost feasible). We do have the dimensions of the rooms and will determine if they will fit to make a final decision if they are coming or not. The same goes for the existing executive secretary desks (x8), they will need to be space dimensioned.

Q11:Disposing/decommissioning of the furniture?

A11:This is part of excess

Q12:Is there finalized space plan layouts for this furniture.

A12:Not 100%, we will release to industry once the DID’s are finalized. It will be finalized prior to solicitation.

Q13:Will future space plans include floor 12 for existing furniture

A13:Yes, it will include floor 12. Floor plans have been preliminarily completed. Not 100% but will not have any large changes. This is what we are calling the reconfigure. We went through multiple stages of the floor plans. Those plans have been generated for every floor. Once the DID’s are finished, then we will.

Q14:Can we provide with floor plans with existing furniture so that they know what’s in it and what’s moving?

A14:We have plans of existing space. Those are not 100% but it is very close. We will get these in PDF for PMO to distribute with the Q&A’s.

- There were also the counts that were provided, existing counts are attachment B, and Attachment C is new

Q15:Diane: Will you supply a display disassembled panel, pedestal cushion and a bench to allow the reupholstery personnel to ful