DFAS Indianapolis Community 2021 Project

Defense Finance and Accounting Service (DFAS) is issuing a Sources Sought Announcement for DFAS Indianapolis (DFAS-IN) in an effort to improve workspace and to foster collaboration which includes design, layout and installation of new workstations, collaboration rooms and caf areas in each work area to determine the interest, availability and capability as described below. An industry day for all interested vendors will be held on Thursday, 28 June 2018 at 11:00 am (Eastern). (See details below). DFAS is conducting market research in compliance with Federal Acquisition Regulations, Part 10. Market research is being conducted to determine interest and capability of potential sources for this requirement under NAICS code 337214. This notice is for planning purposes only and does not obligate the Government to any contractual agreement. This is not a request for proposal. The Government does not intend to award a contract on the basis of responses, nor otherwise pay for the preparation of any information submitted, nor will respondents be notified of the review of the information received. The information obtained from this Sources Sought notice will be utilized as market research for consideration in development of the Acquisition Strategy for this requirement. The Government will not reimburse interested sources for any costs incurred in preparation of a response to this notice. Information provided herein is subject to change and in no way binds the Government to solicit for or award a contract. DFAS-IN VENDOR INDUSTRY DAY: Indianapolis Community 2021 Project Save The Date: DFAS-IN will host an Industry Day on 28 June 2018, starting 11:00 am (eastern) at Emmitt J. Bean Federal Center, 8899 E. 56th Indianapolis, IN 46249. The intent for this Industry Day is to allow interested vendors to tour the facility, examine existing conditions, and understand the magnitude and scope of this proposed effort, view results of Pilot Project utilizing Herman Miller furniture and reviewing existing inventory and electrical whips. If you would be interested in attending this Industry Day, please register with to Ms. Carrie Fairbanks at contact@example.gov no later than 26 June 2018 by 10:00 am (Eastern) by providing the information for each person as requested below: COMPANY'S NAME: COMPANY'S CAGE CODE/DUNS NUMBER: ATTENDEE'S NAME: ATTENDEE'S EMAIL: ATTENDEE'S PHONE NUMBER: BRIEF DESCRIPTION OF COMPANY'S CAPABILITIES: BACKGROUND: The Indianapolis Community 2021 (IC2021) project is an effort to reduce the overall footprint of DFAS-IN, improve the quality of the workplace and foster a community feeling for the work areas. The project aims to not only reduce costs but also improve the work environment to a more modern and efficient layout. Key to this goal is changing to office furniture that is more compact while still providing a safe and effective workspace for employees. The project also is replacing a wide range of furniture types, conference room facilities and shared workspaces so a common "look" is beneficial to support the professional environment being created here. The project also is required to address a dramatic increase in rent expense planned for 2021 when a construction credit from the last major renovation, paid for by DFAS, runs out. This is a driving force to the project and required compression of the overall schedule to meet that required space reduction date. A large part of the overall justification of the project is the cost avoidance of more space while allowing vast improvements to the working environment. PROJECT DESCRIPTION: Site wide effort to improve and enhance DFAS-IN office spaces of 723,757 square feet for 6000+ employees and bring mission area personnel together while reducing unused square footage by 161,443 square feet to support efforts for other Federal Tenants and minimize project cost increase to customers. DFAS is seeking to purchase systems furniture to be compatible and integrated with an estimated $2,000,000.00 of existing Herman Miller inventory and utilization of existing electrical power whips. Reference separately attached document, "Existing Equip Breakdown by Project Schedule" for complete details. All presently occupied DFAS spaces are located within the Emmitt J. Bean Federal Center, 8899 E. 56th Indianapolis, IN 46249. The Initial design and pilot program completed in March 2017. The main construction effort is divided into three projects with sub phases. (Reference separately attached document specified above for project and phase breakdown). Demolition of existing spaces is to be phased directly ahead of construction efforts by phase. Procurement of furniture needs to allow for delivery to support the project completion schedules. Project overall is to be completed by August 2021. (See separately attached document referenced above for all phases and equipment requirements.) DESIGN REQUIREMENTS: The project requires integration of modern office equipment into the existing building. Due to an internal support structure utilizing concrete columns the spacing of furniture restricts full access to the available office spaces. DFAS also is attempting to reduce major changes to power, HVAC, windows and Computer/Phone line networks. Finally the project is attempting to provide a more open and collaborative environment. The furniture provided must be conducive to this goal and not create isolated or restrictive barriers to movement of employees. The following are specific design elements and technical restrictions known to exist or required to meet the design intent: - 1. Existing concrete columns are spaced at 22 feet between each column. This is in a grid patter than continues throughout the entire building. The columns themselves are 20 inches square and allow minimal use for attaching power or communication channels/chases. Furniture must fit within these measurements. - 2. Existing power provided for the furniture provides four circuits of 20 amps each per block of four cubicles. One line is designated for use with computers and provides "K" transformer conditioned power. The other three circuits are utilized to balance demands across the four connected cubicles. Power is supplied at the end points of the furniture spines. Power is not permitted to be dropped into the center portions of the furniture runs. To prevent excessive costs in construction the placement of power at any other location, with required rewiring, is highly discouraged and would be considered an additional cost element that should be used in solicitation review. - 3. DFAS has existing "power whip" connections compatible with Herman Miller brand furniture. Due to the costs of the whips it is desirable to reuse them for any furniture purchase. Quantity of whips is included on attached schedule for the project. Substitution or modification is acceptable but must meet Underwriters Laboratory (UL) certification for commercial locations. Submission of power connections proposed for any vendor should be included with solicitation responses for review and approval to conform within building standards. - 4. Furniture proposed must meet all standard American Disability Act (ADA) and Federal Government Life/Health/ Safety spacing requirements that pertain to this facility. - 5. In the IC2021 design goals the open office concept is being specified. To achieve visual openness no cubicle height above 48 inches is permitted. There are no "supervisor" or other isolated cubicles allowed in the main work area cubicle rows. - 6. For maximum flexibility supporting possible future changes to organizations within the building the use of "demountable" walls and meeting rooms is being used. Cabinets must be able to be attached to the demountable walls. These are integrated into the overall department plans and vary in quantity due to the numbers of employees and nature of work being conducted. Quantities and locations are provided in initial design "block plans." There is no requirement for furniture to be matched by vendor or specific color schemes for these walls, however preference for a silver base. - 7. Furniture should allow for a combines workspace and cubicle overall area of no more than six by six feet per employee. This can be combined in individual cube spaces and/or joint spaces but will be grouped into "packs" of no less than four and no more than eight total cubicles. - 8. To reduce barriers to movement no cubicle pack will exceed eight total cubes to allow for breaks within the rows of the departments. Integration of common use areas such as file cabinets, meeting tables and special project work areas are incorporated into the cubicle rows. See the pilot program drawings for acceptable configurations approved for the project. - 9. It is noted that due to the column spacing the quantity of cubicles specified by phase of the project must fit within the space indicated in the block drawings and attached spreadsheet showing usable square footage. - 10. Furniture should support a range of color schemes to help add attractiveness and department identification assistance. A minimum of four distinct colors is required. - 11. Furniture should be of commercial construction quality. It is anticipated that the furniture will have an extended period of use (typically 10 plus years.) A minimum of five to seven years warranty should be included in the purchase price. Warranty must allow for minor adjustments and limited relocation under manufacturer approved conditions without voiding the warranty period. - 12. DFAS has existing filing and storage cabinets that are suitable for continued use. Furniture should be compatible with the sizes of cabinets as well as matching office color (light taupe). See attached equipment list for quantities on hand of reusable cabinets and sizes. If unable to match the sizes and quantities of existing cabinets same size and quantities must be met in responses to solicitation. To maintain a professional appearance for the entire facility the color of any cabinets supplied must match the furniture being proposed. - 13. Due to lack of onsite storage all furniture must be delivered just in time for construction installation schedule. Material handling capability is provided by DFAS but oversize deliveries may require vendor participation for delivery to final inside location. - 14. Furniture installation will require coordination with other trades and will be included in schedule of the General Services Administration (GSA) overall project schedule. - 15. Offices and conference rooms are located in the immediate areas of the cubicles. To maintain a consistent and professional look the overall design and colors should match the cubicles. RESPONSE DUE DATE: All responses must be received by close of business (EST), Wednesday 11 July 2018. Preferred delivery method for submission is via email: contact@example.gov. INSTRUCTIONS FOR RESPONSE SUBMISSION: DFAS is seeking responses from all responsible sources. Interested respondents should submit a brief capabilities statement package clearly demonstrating the firm's ability to provide/perform the items/services listed. A generic capability statement is not acceptable. At a minimum, the package shall address the following: - 1. Firm name, address, e-mail, telephone and fax numbers - 2. Small business certification - 8(a), HubZone, Service Disabled Veteran or Women-owned, etc. - 3. Applicable contract vehicles (i.e. NAVY BPA, GSA, etc.) available for Government-wide use. - 4. Past Experience - describe your experience demonstrating similar scope in terms of magnitude, utilization/replacement of existing furniture and electrical whips, etc. as listed above. Statements should describe the dollar value, indicate whether your firm acted as the prime or subcontractor, list a customer Point of Contact with phone number, and provide description of the experience and how the referenced experience relates as described herein. - 5. Estimated pricing for the scope presented (not a quote). - 6. Your firms Data Universal Numbering System (DUNS) - 7. System for Award Management (SAM) registered NAICS Codes. - 8. Include any other relevant information that is not listed above, which the Government should consider in developing its minimum specifications and finalizing its market research. Respondents shall provide a full description of their capability to meet the anticipated requirement. Feedback on this requirement is encouraged. Vendors are encouraged to provide estimated costs or pricing information for the services, which they can provide, within their response. ADDITIONAL DISCLOSURES: This notice is for information purposes only and is not a request to be placed on a solicitation mailing list, nor is it a Request for Proposal (RFP) or an announcement of a solicitation. Proprietary information and trade secrets, if any, must be clearly marked on all materials. All information received that is marked Proprietary will be handled accordingly. Please be advised that all submissions become Government property and will not be returned. The Government shall not be held liable for any damages incurred if proprietary information is not properly identified. QUESTIONS AND INQUIRIES: All questions and inquiries concerning any aspect of this announcement must be submitted in writing to contact@example.gov for clarification sufficiently in advance of the response deadline. Telephone requests will not be honored. The Government's response to inquiries will be made in writing.