2024_0031 Relocation Services _Solicitation.pdf

Procurement Services

130 Trinity Avenue, S.W.

4th Floor

Atlanta, Georgia 30303

Request for Proposal

For

Relocation Services

December 8, 2023

RFP Number: 2024-0031

Due Date: January 15, 2024

Time Due: 11:00 a.m. ET

NIGP Commodity Code(s): 560-61, 918-80, 962-56

TABLE OF CONTENTS:

Section 1 Introduction

Section 2 Scope of Work

Section 3 Proposal Submission

Section 4 Proposal Evaluation

Section 5 General Requirements

Section 6 General Terms and Conditions

Section 7 Attachments -See required forms attachment package in Bonfire.

The Atlanta Public Schools (APS)Facilities/Operations Department is seeking proposals for relocation services Districtwide.

In using this method for solicitation, we are requesting your best effort in seeking the best value for our requirements. To be eligible for consideration, online proposals shall be presented in accordance with the instructions of this solicitation and within the timeframe specified. It shall be the responsibility of the selected offeror to meet all specifications and guidelines set forth herein. Atlanta Public Schools, at its discretion, determines the criteria and process whereby proposals are evaluated and awarded. No damages shall be recoverable by any challenger as a result of these determinations or decisions by Atlanta

Public Schools.

A Pre-Proposal conference will be held at the below address on Monday, 12/18/2023 at 10:00 a.m., ET.

(Please NOTE: Attendance is not mandatory but is strongly encouraged.)

VDT Facility Service Center Training Room

1631 LaFrance Street

Atlanta, GA 30307

All questions or requests for clarification must be sent via Bonfire under Message - Opportunity Q&A:

https://aps.bonfirehub.com/opportunities/114821.

All addendums related to this solicitation will be posted on the Bonfire website at https://aps.bonfirehub.com/opportunities/114821. It is the proposer’s responsibility to check the Bonfire website for any addendums, responses to proposal questions, or other communications related to this

Request for Proposal.

Proposals shall be submitted online at https://aps.bonfirehub.com/opportunities/114821. The Office of

Procurement Services will only accept proposals submitted online. Proposal submissions are due no later than Monday, January 15, 2024, and 11:00 a.m. ET.

APS will only accept online submissions for this Request for Proposal. Proposals can be submitted online at https://aps.bonfirehub.com/opportunities/114821. Proposals submitted after the bid close date will not be accepted. Note: Any proposal submitted in any other format (email, paper, fax, mail, etc.) will not be accepted for any reason.

If you are unable to download these documents, you may contact the contract services administrator:

Dorothy Hill at Dorothy.Hill@atlanta.k12.ga.us.

https://aps.bonfirehub.com/opportunities/XXXX https://aps.bonfirehub.com/opportunities/XXXX mailto:Dorothy.Hill@atlanta.k12.ga.us

TENTATIVE TIMELINE

12/08/2023 Release RFP to the marketplace

12/18 /2023 Pre-proposal conference, 10:00 a.m., ET

01/03/2024 Deadline for written questions, 2 p.m., ET

01/09/2024 Response to questions to be posted to Bonfire.

01/15/2024 RFP due online Bonfire by 11:00 a.m., ET

01/22/2024 Evaluation

03/04/2024 Recommendation to the APS Board of Education

1.0 PURPOSE

1.1 The Atlanta Independent School System (hereinafter, “Atlanta Public Schools” or “APS”) invites qualified vendors to submit proposals to provide relocation services.

1.2 BACKGROUND

1.3 Atlanta Public Schools (APS) is the seventh-largest school system in Georgia and the eighty-ninth-largest school system in the nation. Current enrollment is estimated at approximately 51,000 students in 87 public, Charter/partner schools, grades PK-12, and thirteen (13) administrative/office buildings.

2.0 SCOPE OF WORK

2.1 The vendor will relocate equipment, furnishings, furniture, copiers, instructional materials, athletic equipment, commercial kitchen equipment, technology equipment, and other items for various departments on an as-needed basis.

2.2 Listed below are typical sizes of school spaces:

a. Administrative Offices +/- 250 sq. ft.

b. Staff Offices +/- 120 sq. ft.

c. Media Center/Library +/- 3,800 sq. ft.

d. Cafeteria Eating Area +/- 2,400 sq. ft.

e. Classroom +/- 750 sq. ft.

f. Bookroom +/- 250 sq. ft.

g. Computer, STEM or Other Labs +/- 1,200 sq. ft.

h. Science Lab +/- 1,000 sq. ft.

i. Kitchen +/- 2,000 sq. ft.

2.3 Labor

a. Vendor shall furnish all coordination, supervision, labor, and materials, supplies and equipment, including all packing, padding and crating of materials necessary to perform the services specified herein in an orderly, timely, and efficient manner.

b. The vendor shall provide on-site supervision for all phases of the work. The vendor shall assign the same supervisor/crew chief/foreman for the entire move. The on-site supervisor shall be reachable via cell phone during the move.

c. The vendor project manager must be available via cell phone any time crews are working on an APS site.

d. Temporary or day labor may not be used unless they have completed the APS background process and are deemed eligible. If used, temporary or day labor may not make up more than 15% of the crew during any given shift or move.

e. All employees of the vendor shall wear visible identification by uniform attire that clearly identifies them as associated with the vendor along with APS ID badge. This requirement is necessary to maintain the security of the premises and the property being moved. Persons without proper identification shall not be permitted on the premises.

f. Vendor shall prohibit its employees from using APS telephones, computers, equipment, break rooms, or staff facilities unless authorized by the authorized APS representative.

g. Vendor must keep a record of the time spent on the job during the move, including arrival time, break-time, lunch time, and departure time. A maximum of one hour travel time per day, per man or vehicle may be included on the invoice. The one-hour travel time may be reduced if a crew member leaves early from a project/move. The travel time cost must be included in the original project/move quote.

h. Vendor must also provide the authorized APS representative with a Bill of Lading documenting time spent on and off the move site when the move has been completed.

2.4 Equipment and Supplies

a. Vendor shall provide all equipment and supplies required to complete the move.

b. Vendor shall provide, as required, storage containers, semi-trailers, warehousing, and inventory services.

c. All equipment used for moving purposes shall be subject to the approval of the move manager.

d. All equipment shall be always maintained in serviceable condition.

e. APS reserves the right to reject or deny the use of any equipment used in executing this contract that may cause damage to the building or grounds.

f. Storage containers and semi-trailers provided by the vendor must be well maintained, and lockable.

g. Units shall be available within a 50-mile radius of metro Atlanta, available for same day delivery and pick-up as well as after hours.

h. Units are considered “off rental” when vendor has been contacted for pick-up.

i. Tractor-trailers shall be road worthy.

j. It is the responsibility of the vendor to secure all required, applicable permits, licenses, bonds, and insurances.

2.5 Safety

a. Safety is to be observed at all times.

b. The vendor shall be in compliance with all local, state and federal health and safety regulations throughout the course of the work (it is the responsibility of the vendor to acquire familiarity with the health and safety regulations).

c. Hard hats, safety vests and glasses, long pants, hard shoes, or other protective items

(PPE) may be required at certain sites. It is the vendor’s responsibility to provide these items for their crew(s).

2.6 Districtwide Moves

a. Moves include contents of the school/facility, i.e., technology, furniture, equipment, books, contents of storage spaces, classrooms, labs, offices, media centers, art, music and athletic equipment, special vocational equipment, and instructional materials.

b. Removal of surplus technology, furniture and equipment shall be included. The breaking down, relocation and reinstallation of modular furniture and library and/or metal shelving may be included. Disassembling, relocating, and reassembling will require the use of tools.

c. The vendor is to provide experienced furniture and equipment movers with expertise and background in the packing, unpacking and movement of furniture, instructional material, and technology within and between locations and buildings; and assign a senior supervisor/project manager and crew chief/supervisor for the duration of the move. The vendor must also be bonded, insured, and have manpower and truck resources consistent with what is needed to effectuate a successful move.

d. The senior supervisor/project manager’s responsibilities are to include attendance at project meetings with the move manager, general project liaison to the move manager, assisting with strategic and detailed move planning, attending pre-proposal and pre-move walk-throughs with the move manager, and act as liaison to the vendor operations staff, providing direction to other vendor supervisors involved in the move and providing direction to the vendor move crews.

e. The vendor shall provide all necessary communication tools for the vendor supervisors assigned at the origination and destination sites (i.e., mobile phones, radios, etc.).

f. The vendor shall not be responsible for disconnecting or connecting utilities (water, gas, hardwire electrical connections); and/or network closet technologies such as

MDF, and IDF, switches, access points, etc.; and computer equipment such as monitors, desktops, laptops, Chromebooks, etc. This work needs to be coordinated through authorized APS representatives of the Dept. of Operational Technology and

Telecommunications.

2.7 Vendor Responsibilities

Pre-Planning Activities (including required meetings) Required Meetings:

a. Pre-proposal Walk-Through of APS targeted move sites or locations may be performed. Dates and times will be determined and announced.

b. Inspect and verify the quality, quantity, and nature of the materials/items to be moved.

c. Determine the sequence and timing of the move to ensure a smooth, coordinated, integrated transition.

d. Identify any site/building constraints that could affect the move, (i.e., push distances, site accessibility, etc.).

e. Estimate the number of four-wheel dollies, carts and other handling equipment required for the move. Estimate the number of book carts, speed packs, shrink wrap, etc. needed for the move.

f. Develop and communicate a move plan to execute the specified move, considering building, stairs, or other conditions inherent to the facility, i.e., what size crew will be required and approximately how long to load, transport, unload and place.

g. Estimate and determine the cost of the move.

Pre-Move Preparation

a. Attend a series of meetings with the APS relocation team consisting of APS staff and project managers to review logistics of the move and provide explicit instructions to ensure a smooth move.

b. Conduct a pre-move walk-through three (3) days prior to the move date at origin and destination for the purpose of identifying any changes to the project scope from the date of the estimate. Any changes in the scope of work that will result in cost changes must be communicated to APS in writing within 24 hours of the pre-move walk-through. Should any changes occur during the move, the move manager must be notified immediately. Written documentation substantiating costs must be provided to APS within 48 hours. Change order costs shall automatically be rejected if the above procedures are not followed.

c. During the pre-move walk-through the vendor should develop and provide a detailed punch-list noting existing damage within the project area(s). Any damage not noted prior to the move shall be deemed to be mover damages.

Other Activities

a. Each school will have a designated representative on-site.

b. All windows and doors must be secured prior to leaving the site each day. Doors not being used for the purpose of the moving materials in and out shall remain locked during the relocation.

c. As the first line of quality assurance the vendor will be required to certify that the quantity, size, type, etc. of boxes/equipment are loaded at the originating site and unloaded at the destination site.

2.8 Technology Moves

Pre-Move Requirements (Technology Moves Only)

a. The Technology Pre-Move process will involve the review of inventory, packing the hardware and other technology proposed for relocation. Pre-Move requirements consist of the vendor getting the inventory spreadsheet from the appropriate APS representative; and ensuring that all technology equipment is properly packed, shrink-wrapped, and ready to transport.

b. The movement of technology is defined as the complete service to remove and relocate to storage or a different physical address of the following items: electronics, overhead projectors, computers, TV’s, CPUs, Point of Sale (POS) System, computer tables, technology carts, school video equipment and cabinets, computer and network closets hardware technology, printers, printer cables, power cords and power strips, file servers (exception – designated school security servers), classroom network switches, computer wiring closet network switches, routers, UPS equipment, computer and computer related furniture.

c. Technology moves can encompass several types of moves: existing site to temporary site; existing site to storage; existing site to permanent site or home campus; and phased moves, which are considered internal moves, which involve relocation to a different area of the same building.

d. Moves can involve disconnecting, packaging, and relocating all classrooms, administrative offices, and network closet technologies (MDF and IDF) within an APS facility.

e. The best option for moving and packing technology is to be determined based on the project requirements and approved by the IT Representative prior to the move.

Computers must be packed appropriately to prevent damage. Movers may use carts and/or speed packs blanketed and shrink- wrapped to prevent damage, bouncing, or moving during the move.

f. Administrative offices and Media Center technology and computers must be prepared for the move. Frequently administrative spaces may be moved separately from the main move. Technology shall be individually moved to avoid damage, where applicable.

g. All computer materials are to be covered and tightly wrapped in “shrink wrap” materials to protect and prevent damage from falls as movement occurs.

h. Any computer labs, inclusive of furniture break-down and furniture re-assembly, will be included in any relevant school move where applicable.

i. Office furniture that houses computers as well as all computer furniture may be included in a technology move. Inclusion is determined by specific project requirements.

j. Each move vendor is expected to have a separate group of workers (a Strike Team) assigned to move the administrative office computers, laptop carts, POS system, and all the wiring closet Network electronic equipment. It is expected that this group will have need of a standard cargo van and proper tools to facilitate special move request.

k. Special technology requirements include that all technology, including network closets, be handled with care. Rooms must be packed in its entirety, and sufficiently labeled and padded. Boxes must indicate the destination location and room number.

All rooms, including network closets, must be packed neatly, tightly, and kept intact.

l. All obsolete technology equipment will be included in the quotations to relocate where applicable at any school. This is expected to be a coordinated effort between the awarded move vendor and IT Integrator project liaison assigned to the move.

m. Vendors should not receive and act on any instructions that generate any change orders without a purchase order number and the expressed, written change order from the IT Project Manager or IT Integrator assigned to the move. Any violations of these instructions will not be compensated at the expense of the Atlanta Public

Schools.

n. It is the responsibility of the vendor to secure all required, applicable permits, licenses, bonds, and base liability insurance and/or replacement insurance.

2.9 Furniture and Box Moves

a. APS personnel are expected to pack their own personal effects, classrooms, labs and offices.

b. All boxes and other items shall be neatly stacked in one corner of the space neatly positioned at final location with labels turned out, allowing occupants full access to the space. Boxes shall not be stacked in front of technology connections, mart board locations or casework or shelving in a way that prohibits access or use.

c. Furniture shall be arranged / set up as deemed appropriate by the move manager and/or move coordinator.

d. Electronics shall be appropriately wrapped or boxed and moved together from one secure site to another.

e. Confidential files are to be moved by the Principal or appropriate APS personnel.

f. Book carts should be used to move book rooms and media centers where applicable.

In some cases, books may remain on the bookcases until they are unpacked when school personnel returns at the beginning of school. The vendor may be requested to assist APS staff in loading and unloading book carts.

g. Items sent to surplus must be sorted, palletized and/or stacked tightly and neatly at destination. Pallets will be supplied by APS. Items discarded into roll-off dumpsters must be placed to maximize capacity. APS may request the vendor to provide an inventory of all items sent to surplus or disposed of.

2.10 Kitchen Equipment Moves

a. The types of commercial kitchen equipment to be relocated may include but are not limited to: stoves, ovens, deep fryers, mixers various sizes, dish washers, garbage disposals, steam tables, cold spots, freezers (walk-in and upright), refrigerators/coolers (walk-in and upright), sinks various compartments, food processors, food choppers, slicers, vertical chopper mixer, hot & cold pass- thru, steamers, steam kettles, tilt skillets, proof boxes, ice makers, milk coolers, assorted tables.

b. Services will include disassembly, transport, and put in place as directed various types of commercial kitchen equipment at several locations as directed by APS. Personnel providing this service shall have the appropriate tools, equipment, and experience.

c. The vendor is to pick-up, transport, deliver and place kitchen equipment at various locations as directed by APS.

d. The vendor will make a courtesy call to the Nutrition Move Manager 30 minutes prior to arriving at the pick-up location.

e. The Nutrition Move Manager shall coordinate the disconnection of all utilities such as electrical connections and components, gas and water lines prior to work beginning.

f. The vendor shall coordinate the preparation to move the commercial kitchen equipment with the Nutrition Move Manager prior to work beginning.

g. The vendor shall be required to put in place selected equipment as directed by the

Nutrition Move Manager. Moves may have multiple facility destinations.

h. The vendor shall package and secure all equipment properly prior to transporting.

i. The vendor shall be responsible for protecting walls and floors from damage in the kitchen area.

j. The vendor shall disassemble and prepare for moving double stack convection ovens, various compartment stainless steel sinks and tables, Market Forge kettle and steamer, dish washers, associated tables and other kitchen equipment as deemed necessary. Equipment may need additional disassembly to fit through existing doors or hallways at origin or destination.

k. The vendor will be responsible for all damage to equipment and required to repair or replace it at current market value.

l. The vendor shall ensure all equipment and connections are in operable conditions.

2.11 Site Conditions

a. The Building Contractor and APS may have workers remaining on-site and within the building finalizing punch list items.

b. Parents and children may be on-site conducting school-related activities. Children are to stay with the parents. Moving personnel should not interact with parents or children.

c. Vehicle parking and staging areas will be limited.

d. Elevators may be available for use during the move. Mover is responsible for elevator protection.

e. Upon completion of the move, all coverings and other similar items used by the vendor shall be removed from the site.

f. The vendor shall be responsible for protecting from damage any walls, floors, stairways, windows, windowsills, doors, doorways, hardware, elevators, loading dock entrance, and landscaping associated with the move. Gym flooring must have protective covering during the move. Carpeting and other flooring types should be protected during the move as necessary. The building, as well as furnishings/equipment in the building (both origin and destination) must not be damaged in any way. The vendor shall be solely responsible for repairing or replacing any damaged items. This shall be accomplished by either direct payment, actual replacement of equal or better items or deduction from applicable payment application.

2.12 Post-Move Follow Up

a. Upon completion of the work, the vendor shall remove from the new and old locations all debris, materials, and equipment deposited as a result of the relocation described herein.

b. The vendor must provide the APS representative with a Bill of Lading that includes a list of materials used.

2.13 Schedules

a. Normal moving hours are Monday – Sunday, 8:00 a.m. ET to 10:00 p.m., ET, however some projects may require work to be completed before or after scheduled moving hours.

b. Move schedules are subject to change. Schedules are subject to instructional activities, building readiness and occupancy permits obtained by the Atlanta Public

School district. Prompt notice shall be given in the event of delay; APS will not incur any additional costs due to these delays.

c. Items sent to the surplus warehouse must arrive and be unloaded by 4:00 p.m.

Monday – Friday unless other arrangements have been made by the move manager.

d. Furniture/box moves may run seven days a week.

2.14 Miscellaneous

a. Smoking on the premises is not allowed. Eating and drinking are allowed in areas specified by the move manager. No trash or food shall be left at the job site unless appropriate containers are available, and the move manager approves of disposal on site.

b. The vendor, at its own expense, shall obtain and maintain all necessary permits, franchises, licenses, or other certification(s) required by law and governing building codes affecting the move, handling and other services being performed under this contract. The vendor shall be required to provide proof of certification when requested.

c. The vendor shall provide copies of all local, state, or federal licenses, a copy of the

Georgia moving Certificate, a copy of the DOT certificate number that is regulated by the state of Georgia and the certificates of insurance required to provide relocation services in metro Atlanta and Georgia.

d. APS reserves the right to stop the services under this contract at any time upon determination that the vendor is unable or incapable of performing the services outlined in this document. Should the costs of completing the work exceed the amount of the contract, the vendor shall be liable for all excess costs.

e. Provide three (3) references from organizations/K-12 school districts for which your company has provided relocation services similar to the specifications of this solicitation.

Provide the following information for each reference:

• Name and address of organization

• Name and title of primary contact with telephone number, fax number and e-mail address

• Description of the services provided including dates.

2.15 Additional Requirements

The vendor agrees to accept and comply with the following conditions:

a. Each vendor must inform itself by personal examination of specifications and locations of the proposed services and such other means as it may select, of the character, quality, and extent of service to be performed and the conditions, under which the work is to be executed, including a definite understanding of all requirements relating to building facilities, site and such other services as may be required in the building connected with the moving operations.

b. Neither APS nor any designated representative from APS shall make allowances or concessions to the vendor for any alleged misunderstanding or misinformation relating to quantity, character, location, or extent of service to be performed.

c. All damage done to the grounds, interior space, or base building due to negligence on the part of the Vendor shall be repaired or replaced at the expense of the vendor.

d. APS shall not pay extra for any downtime incurred by the vendor, which may be caused by a mechanical problem or accident involving the contractor’s vehicles.

e. APS, without invalidating the proposal, may order changes in the work consisting of additions, deletions, or modifications. The proposal sum and the proposal time shall be adjusted accordingly. The cost or credit to APS from a change in the work shall be determined by mutual written agreement.

f. To the full extent permitted by law, the vendor shall indemnify, and hold harmless APS against any claims arising from the contractor’s negligent performance under this

Agreement, including negligent performance by subcontractors.

2.16 Quotes

a. Vendor must provide an all-inclusive itemized written quote for each individual project as requested.

b. Quote must include all labor, equipment and materials required to complete the move.

c. Quote must include a work plan and timeline to complete the move.

d. Site visits may be conducted for each project as necessary.

e. APS Facilities may accept the work plan, timeline and cost submitted or decide not to move forward with the project.

f. APS Facilities may at times issue a revised work plan and timeline.

g. A local company representative must be available to meet with a designated APS representative at the job site within forty-eight (48) hours.

h. Prior to the start of each project, the awarded firm may be requested to participate in an on-site meeting with the project manager and or the principal/site administrator to review the requirements, expectations, and the scope.

i. All quotes mut be project specific.

2.17 Invoicing

a. Invoicing shall be on a per project or phase basis. On relocations that occur for more than a continuous 30-day period one invoice per month will be accepted.

b. Invoices must include the following information:

• School name where work was performed.

• Purchase Order Number

• Brief description of work

• Date(s) that work was performed

• Number of men, hours, and rate

• Material Utilized

2.18 Working on APS Sites

a. Typically, business hours are Monday - Sunday 8:00 a.m. ET to 10:00 p.m. ET unless otherwise indicated by an authorized representative from APS.

b. Vendor shall maintain a single point of contact on a 24-hour basis. An alternate may be assigned with the knowledge and permission of the Owner’s Representative.

c. All personnel shall be dressed in a manner authorized by the vendor, unless otherwise indicated by APS in writing. A uniform that identifies the worker as an employee of the vendor’s workforce shall be worn at all times during work hours. The uniform should identify the company’s name. Attire not within the standards of APS will not be authorized.

d. The vendor’s employees are expected to exhibit professional, courteous conduct and an appropriate appearance at all times. Any conduct or appearance deemed inappropriate by an APS representative will be grounds for removal from APS property. Vendor employees are to be respectful to faculty, students, and visitors;

these employees are prohibited from fraternizing with these groups. Flirtatious behavior, soliciting monies, names, addresses and other such inquiries will be cause for the employee to be removed from the premises. Vendor shall assign the required staff to each location to be serviced.

e. The vendor shall be responsible for repairing or replacing, to the satisfaction of Atlanta

Public Schools, any damage caused by any willful or negligent act of its employees.

The vendor is also liable for any theft proven to be either committed by its employees or made possible by willful or negligent action of its employees. APS reserves the right to remove vendor from site based on the severity of the acts committed by the vendor’s staff.

f. The vendor must reimburse any costs incurred by Atlanta Public Schools due to illegal or inappropriate conduct by the vendor’s employees. Such costs shall include, but are not limited to the following:

• Re-keying or restoring of locks; Service charges levied by security alarm vendors, law enforcement agencies, or security companies in response to false alarms.

• Payments to law enforcement agencies or security companies for investigations of conduct that proves an employee’s inappropriate or illegal conduct.

• Replacement costs of items missing or damaged, due to an employee’s conduct.

g. APS reserves the right to remove vendor from site based on the severity of the acts committed by the vendor’s staff. The acts would be reviewed by assigned APS staff members.

h. All equipment or tools shall not be left unattended.

i. All areas of work shall be left in a clean condition and all debris shall be removed upon completion of service.

j. Theft of or vandalism to APS property will be pursued legally.

3.0 PROPOSAL SUBMISSION REQUIREMENTS AND EVALUATION CRITERIA

3.1 SUBMISSION INSTRUCTIONS

3.2 Proposal shall be submitted online via the following link:

https://aps.bonfirehub.com/opportunities/114821

3.3 ALL forms, as listed on the OFFEROR’S AFFIRMATION page, MUST be completed. Failure to answer all questions or submit all forms as listed in section 5 of the Offer’s Affirmation will result in your proposal being deemed non-responsive.

3.4 Any proposal received online after the designated time and date due will not be considered by APS. APS will only accept online submissions for this RFP. Proposals can be submitted online at https://aps.bonfirehub.com/opportunities/114821. Proposals submitted after the proposal close date will not be accepted. Note: Any proposal submitted in any other format (email, paper, fax, mail, etc.) will not be accepted for any reason.

3.5 Proposals cannot be withdrawn after they have been submitted online unless the offeror makes a request in writing to the Executive Director of Procurement Services prior to the time set for receiving bids or unless the Executive Director of Procurement Services fails to accept or reject the bids within one hundred and twenty (120) days after the date fixed for receiving said proposals.

3.6 Proposals that contain irregularities of any kind and/or do not comply fully with requirements stated in the solicitation documents may be rejected at the discretion of the

Executive Director of Procurement Services. APS shall not be liable for any costs associated with or incurred by the offeror in conjunction with the preparation of solicitation responses.

3.7 APS reserves the right to waive any minor informality or error in the solicitation or offeror's proposal which will not adversely affect competition.

https://aps.bonfirehub.com/opportunities/114821 https://aps.bonfirehub.com/opportunities/114821

3.8 By submitting a response, the offeror certifies that this proposal is made without prior understanding, agreement, or connection with any corporation, company, or person submitting a bid for the same service and is in all respects fair and without collusion or fraud; that collusive pricing is understood to be a violation of state and federal law and can result in fines, prison sentences, and civil damage awards. It is further agreed that the offeror agrees to abide by all conditions of the solicitation, notice of award, and/or purchase order(s) of APS and that the person signing this bid is duly authorized to bid on behalf of the offeror.

3.9 Failure to provide an online submission with the correct information listed may result in the rejection of the proposal. If further information is required to demonstrate responsibility, such as providing copies of licenses or permits, APS reserves the right to notify the Offeror in writing and give five (5) days from notification to supply such information.

3.10 The offeror shall submit an online proposal with a response that fully answers each question list on the online submission. Failure to answer all questions may result in the proposal being deemed non-responsive. The offeror must reference each section as listed below.

3.11 SUBMISSION REQUIREMENTS

Section 1- Company Qualifications and Experience

a. Provide a brief history of the company including the number of years in business providing relocation services.

b. Provide an organizational chart with names and responsibilities of staff that will support APS. Indicate the individual who will serve as the single point of contact

(Account Manager) for Atlanta Public Schools.

c. Provide information on the number of full-time local employees and equipment available to support APS.

d. Provide copies of all local, state, or federal licenses, a copy of the Georgia moving

Certificate, a copy of the DOT certificate number that is regulated by the state of

Georgia and the certificates of insurance required to provide relocation services in metro Atlanta and Georgia.

e. Provide three (3) references from organizations/K-12 school districts for which your company has provided relocation services similar to the specifications of this solicitation. Provide the following information for each reference:

• Name and address of organization;

• Name and title of primary contact with telephone number, fax number and e-mail address; and

• Description of the services provided including dates.

Section 2 – Methodology / Operations

a. Describe how your firm plans to manage the removal process for the Facilities and

Schools.

b. Describe your hiring process including recruiting and screening.

c. Describe your employee training programs including frequency and topics.

d. Describe the company’s commercial warehousing/storage capabilities.

Section 3 – Pricing

Vendor must provide pricing on the Proposal Pricing Form which is attached in Bonfire under Public Files.

4.0 PROPOSAL EVALUATION

4.1 To be eligible for consideration, proposals shall be presented in accordance with the instructions of this solicitation and within the timeframe specified. It shall be the responsibility of the awarded contractor to meet all specifications and guidelines set forth herein.

4.2 An APS evaluation committee will evaluate each proposal deemed responsive. APS, at its sole discretion, determines the criteria and process whereby proposals are evaluated and awarded. No damages shall be recoverable by any challenger as a result of the determinations or decisions by APS.

4.3 APS reserves the right during the evaluation process to contact offerors who submit proposals and request additional information or clarification necessary to complete the evaluation.

4.4 After the closing date and time, Procurement Services will conduct an administrative review of all proposals received to determine responsiveness. Proposals that are deemed to be responsive will be submitted to the evaluation committee for review. Proposals that are deemed to be non-responsive will not be evaluated or considered for award.

4.5 APS will evaluate all proposals and reserves the right to develop a competitive range for consideration. The competitive range is defined as a group for competitive negotiation, as determined during the evaluation process, composed of only those proposals that are considered to have a reasonable chance of being selected for an award and who are, therefore, chosen for additional discussions and negotiations. Proposals not in the competitive range are given no further consideration.

4.6 Proposals will be evaluated on the following criteria:

Criteria Point Possible

Company Qualifications and Experience 300

Methodology and Operations 400

Pricing 300

Total 1000

4.7 The formula to evaluate price is as follows:

(Lowest price/price of the proposal being evaluated) x points possible for price = score (If applicable.)

4.8 APS reserves the right to request a best and final offer (BAFO) from offerors during the evaluation process.

4.9 APS reserves the right to negotiate terms and conditions, scope of work, price, and/or non-price terms and conditions with selected vendor(s) to meet the needs of the district.

5.0 GENERAL REQUIREMENTS

5.1 All work conducted must be in accordance with all local, state and federal guidelines.

5.2 CONTRACT EXCEPTIONS: The terms and conditions contained in this solicitation comprise the contract terms and conditions proposed by APS. APS does not intend to make changes to those terms and conditions, unless necessary to clarify the scope of work and/or technical requirements. For any exceptions to be considered by APS, you must submit your exception request as a question through the Bonfire System by the questions due date as noted in the Scope of Work.

5.3 MWBE OUTREACH EFFORTS:

APS as a district is committed to promoting equity in all that we do. As a result of this commitment, it is important to APS that all potential contractors are partners in this commitment. More information on the APS position on equity and social justice can be found on our website at: https://www.atlantapublicschools.us/domain/16290.

It is the policy of the Atlanta Public Schools (APS) to promote the utilization of women, minorities, and small business enterprises. While APS does not impose any quotas regarding their utilization, when using sub-contractors, the awarded contractor shall make every effort to reach out to qualified minorities, women, and small business enterprises.

To identify MWBE firms, the awarded contractor shall work with the APS Supplier Diversity

Office to identify relevant resources.

5.4 VENDOR CONDUCT:

a. Vendor’s employees are expected to exhibit professional, courteous conduct and an appropriate appearance at all times. Any conduct or appearance deemed inappropriate by an APS representative will be grounds for removal from APS property.

b. Vendor’s employees are to be respectful to faculty, students, and visitors; these employees are prohibited from fraternizing with these groups. Flirtatious behavior, soliciting monies, names, addresses, and other such inquiries will cause for the employee to be removed from the premises.

c. Also, radios or audible music are not allowed at worksites. Vendors shall assign the required staff to each location to be serviced to ensure the work can be conducted quickly and efficiently.

5.5 LOST/DAMAGED APS PROPERTY

a. The vendor shall be responsible for repairing or replacing, to the satisfaction of APS, any damage caused by any willful or negligent act of its employees. The Contractor is also liable for any theft proven to be either committed by its employees or made possible by the willful or negligent action of its employees.

b. If APS incurs any costs due to illegal or inappropriate conduct by the Contractor’s employees, the contractor will reimburse APS for such costs such costs shall include, but are not limited to the following:

c. Re-keying or restoring of locks; Service charges levied by security alarm Contractors, law enforcement agencies, or security companies in response to false alarms;

https://www.atlantapublicschools.us/domain/16290

• Payments to law enforcement agencies or security companies for investigations of conduct that prove an employee’s inappropriate or illegal conduct.

• Replacement costs of items missing or damaged, due to employee’s conduct.

• APS reserves the right (in its sole discretion) to remove the Contractor from site based on the severity of the acts committed by the Contractor’s staff.

5.6 VENDOR/CONTRACTOR REQUIREMENTS

a. If subcontractors will be used in the performance of this contract, the contractor must complete and submit with its response the Primary Contractor/Subcontractor

Utilization form.

b. The contractor shall not assign any duties to perform services nor to provide goods to

APS under this contract to a subcontractor that is not listed in contractor’s response to this solicitation.

c. If a subcontractor is removed from the contract at any time during the term, the contractor must notify APS Procurement Services in writing with the name of subcontractor, reason for removal, and effective date.

d. If the contractor desires to add a subcontractor at any time during the term of the contract, the contractor must submit to APS Procurement Services in writing the following information on the subcontractor; company name, address, telephone and fax number, and service they will be providing and proposed effective date.

Subcontractor may not begin providing service until approved by APS.

e. The contractor is responsible for ensuring that all subcontractors who provide goods or services under this contract comply with the terms and conditions of the contract.

f. The contractor shall give APS immediate notice in writing of any claim, action or suit filed against the contractor by any subcontractor.

g. APS reserves the right to require that a subcontractor be removed from the contract.

h. The contractor must complete and submit with their proposal the applicable documentation related to Georgia House Bill 87 (commonly known as the “Illegal

Immigration Reform and Enforcement Act of 2011”).

i. Information on Georgia House Bill 87 may be viewed on the APS website at:

https://www.atlantapublicschools.us/Page/22476

j. Failure to provide the required Georgia House Bill 87 documentation may result in the offeror’s response to the solicitation being deemed non-responsive and ineligible for evaluation.

k. The Atlanta Board of Education desires that the Atlanta Public Schools operate in the most ethical and conscientious manner possible. Employees are expected to not only avoid any direct conflict of interest but also to avoid even the appearance of impropriety. In an effort to comply with Board policy and to ensure that our relationship with contractors is above reproach, contractors are prohibited from giving any APS employee any gift, favor, loan, reward, political contribution, gratuity, entertainment, transportation, lodging, or meal except those of nominal value (less than $50.00), which must be disclosed to the immediate supervisor and the

Department of Internal Auditing. Advertising items and instructional products that are widely distributed may be accepted. (Refer to Policy GAG and GAJB -https://www.atlantapublicschools.us/Domain/3944).

https://www.atlantapublicschools.us/Page/22476 https://www.atlantapublicschools.us/Domain/3944

l. All contractors who desire to do business with APS as an awarded contractor shall be required to comply with Board policy GAG, Staff Conflict of Interest. All awarded contractors to APS solicitations shall provide persons with equal opportunity without regard to race, color, sex, religion, national origin, marital status, sexual orientation, age, or disability.

m. Contractors shall not contact APS Board members individually for the purpose of soliciting a purchase or contract between the time a request for proposal, request for qualifications or invitation to bid is formally under development and a recommendation is made by the administration to the Board if applicable. If a contractor violates this prohibition during this time frame, consideration of the contractor for award shall be invalidated. Board members shall be notified of possible violations and actions taken.

n. APS policy requires that all vendors providing services on APS premises be fingerprinted and submit to a criminal record check initiated by APS prior to providing services to APS. There is a $45 fee (plus a service fee) for background checks. This may be paid in advance using our online payment option: Background Check Payment

Online. Please keep your digital receipt for your records and proof of payment. The payment of this fee is the sole responsibility of the contractor, consultant, vendor, or the employing company. Any contract awarded pursuant to this solicitation is contingent upon compliance with this requirement and a satisfactory background check as determined by APS.

5.7 The contractor agrees to and shall extend all of the same pricing, terms, and conditions quoted to Atlanta Public Schools (APS), to all APS authorized charter schools through a separate legal agreement with the charter school (with the expectation that payment and coordination of services will be worked out individually between the contractor and the respective charter school). While charter schools are separate legal entities from APS, they do serve APS students and are a part of the APS school district.

5.8 Vendor must have proven experience in providing the services specified in this proposal.

5.9 Vendor must have adequate equipment, qualified personnel, and the financial ability to provide the services specified in this proposal.

6.0 GENERAL TERMS AND CONDITIONS

6.1 By submitting a response to this request, the offeror accepts the responsibility of reading, understanding, and abiding by the General Terms and Conditions below:

6.2 OWNER

The Owner for whom the work will be executed is Atlanta Independent School System

(hereinafter “APS”, “District”, or the “Board”).

6.3 PURCHASING POLICY

a. The APS Purchasing Policy, Procedures, and Regulations are incorporated in this solicitation (and, therefore, any contract awarded as the result of this solicitation) by reference. By participating in this solicitation, the Offeror agrees to be bound by the

APS Purchasing Policy, Procedures, and Regulations in any issue or action related to this solicitation or subsequent contract resulting from this solicitation.

b. Addendum(s) issued in writing during the time of solicitation will be incorporated in the subsequent contract. No oral interpretations will be made to Offeror as to the meaning of solicitation documents. Requests for such interpretations shall be made in writing to the Executive Director of Procurement Services not later than seven (7) days prior to the time for receiving Proposals and failure on the part of the successful vendor to submit a written request for interpretation shall not relieve them of the obligation to execute such work in accordance with a later interpretation by the APS.

c. All interpretations made to the offerors shall be made in the form of an addendum to the solicitation documents and sent to all who have obtained these solicitation documents from the APS Procurement Services Department. If solicitation documents were obtained via the APS website, review the website for any addendum(s) up until the date and time the bid is due.

d. It is the offeror’s responsibility to check Bonfire for any addendums, responses to vendor questions, or other communications regarding the solicitation.

6.4 VENDOR ELIGIBILITY AND FORMAL SOLICITATION INFORMATION

a. Vendor Registration

If the vendor is awarded a contract under this solicitation, in order to do business with

APS, a bidder/contractor must first register with the district. The bidder/contractor must complete and submit an electronic application to Procurement Services. The application is available at https://b2gnow.gob2g.com/?TN=APS. The application process can take 5-7 business days to complete. Once the application has been processed, the bidder/contractor will be assigned a bidder/contractor number.

Bidder/contractors are responsible for notifying Procurement Services of any changes in company or company contact information.

b. Eligibility

Because APS is committed to awarding contracts to responsible parties, entities listed on the United States Government’s System for Award Management (sam.gov) that have an active exclusion will not be eligible for a contract award.

APS policy requires that all contractors, consultants, or vendors providing services on

APS premises be fingerprinted and submit to a criminal record check initiated by APS prior to providing services to APS. There is a $45 fee (plus a service fee) for background checks. This may be paid in advance using our online payment option: Background

Check Payment Online. Please keep your digital receipt for your records and proof of payment.

The payment of this fee is the sole responsibility of the contractor, consultant, vendor, or the employing company. Any contract awarded pursuant to this solicitation is contingent upon compliance with this requirement and a satisfactory background check as determined by APS.

c. Formal Solicitations

Under board policy DJEA, a formal solicitation is required for all purchases and contracts that exceed $50,000. All formal solicitations must be conducted by the

Procurement Service Department. All contracts with a total value over $100,000 require board approval.

All formal solicitations are advertised on:

https://b2gnow.gob2g.com/?TN=APS

• Bonfire website at https://aps.bonfirehub.com/portal/?tab=openOpportunities

• Georgia Procurement Registry at http://ssl.doas.state.ga.us/PRSapp/PR_login.jsp

Vendors are encouraged to visit the APS website periodically to view outstanding solicitations and register as a supplier with the Georgia Procurement Registry.

6.5 INDEMNIFICATION

The vendor shall indemnify, hold harmless and defend the Board, its agents, servants, and employees from and against any and all claims, liability, losses, charges, expenses

(including attorney fees), and/or cause of action, which may arise from any negligent act or omission of the vendor, its agents, servants, or employees in the performance of services under this contract.

The vendor further agrees to indemnify, hold harmless and defend the Board, its agents, servants, and employees from and against any claim,…