20250624_Request_for_Proposal_for_On-Call_Moving_Services.pdf

Project Development Unit 500 County Center, 5th floor.

Redwood City, CA 94063 www.smcgov.org

Request for Proposal for

On-Call Moving Services

6/24/2025

Subject: Request for Proposal for Facility Moving Services

1. Background and Summary:

The Project Development Unit (PDU) provides construction services for new ground-up capital construction and renovation projects for the County of San Mateo properties. The PDU also manages the relocation of staff and equipment into the newly constructed and/or renovated spaces. To support the move process, the PDU is seeking proposals from firms for Moving Services in accordance with the Scope of Work outlined in this Request for Proposal (RFP).

2. Scope of Service:

Providing moving services for office furniture, materials, records, appliances, and equipment typically found in a professional setting. All labor, supervision, tools, equipment, transportation, permits, fees, taxes, incidentals, and materials necessary to perform the move shall be included and provided by the contractor.

2.1. Locations:

All moves will be within the County of San Mateo. The moves will generally be from one County building to another.

2.2. Dates and duration:

The moving services will begin on July 7th, 2025, and end on January 30th, 2028. RFP responses should take into consideration working hours being limited to 7:00 a.m. to 10:00 p.m.

2.3. Furniture, Materials, and Equipment:

Furniture includes but is not limited to

• Standalone Office Furniture - Desks, chairs, bookcases, filing cabinets, display cabinets, etc.

• Conference and Lobby Furniture – Tables, chairs, display cabinets, etc.

• Modular Systems Furniture – Office furniture that typically requires the assembly of partitions, desks, overhead bins, file cabinets, etc.

• Wall hangings – including artwork, photographs, whiteboards, corkboards, etc.

The contractor will be required to assemble/disassemble, takedown/set up furniture if needed for transport/moving.

Materials and Equipment

The County maintains various materials and equipment throughout its facilities. Items may vary from everyday common types to those specific to certain functions such as dietary kitchen and café, receiving warehouses, engineering shop, paint shop, linen warehouse, pharmacy, labs, misc. hospital supplies, etc.

Office Contents The County employees will be responsible for boxing up their office contents to be moved by the contractor. It will be the responsibility of the contractor to move these boxes to their appropriate destination where County employees will unpack them.

2.4. Technological Equipment:

Technological equipment will include items such as computers, monitors, phones, printers, and scanners.

The County ISD will disconnect and box the technology equipment. The contractor shall be responsible to move the technology equipment.

3. Communication and Authorization:

An appointed County of San Mateo representative will be the single contact point for the contractor, of which requests, direction, coordination, and authorization will be communicated through. The contractor shall, always, provide a working lead person who shall be responsible to accept and execute such instructions as are conveyed by the County’s designated representative during the contract period. This person shall have the responsibility to coordinate the move with the other contractor employees.

Instructions conveyed verbally or in writing shall be binding upon the contractor.

4. Coordination and Authorization of Work:

The County will contact the contractor to set up and coordinate the moving services before the service is required. The contractor shall conduct a walkthrough with the County’s designated representative, before the actual move, to determine the number of personnel, tools, and equipment required to accomplish an efficient and professional move within the specified completion time. The contractor shall then submit the proposal for the work for County’s acceptance and approval. Upon acceptance of the proposal, the County will issue a "Notice to Proceed” authorizing the contractor to proceed with the move. No work shall begin without the issuance of the “Notice to Proceed” authorization.

5. General Terms and Conditions:

5.1. Protection of Property:

The contractor will ensure that the County’s property is properly prepped and protected for safe moving.

Finishes of furniture, millwork, flooring, walls, doors, ceilings, stairways, and windows must retain their pre-move appearance and function. Dollies shall be free of grease, oil, etc. to prevent stains on carpeting and flooring, including any apertures that may scratch or mar flooring and walls. Proper equipment and/or vehicles must be utilized for transport. The contractor assumes all responsibility for damaged or lost property and must resolve any such issues within 30 days of discovery through replacement, repair, or reimbursement. The contractor must work with an appointed County representative in doing so. In no event shall the County be responsible for any damages to any of the contractor’s equipment, either lost, damaged, destroyed, or stolen.

5.2. Safety:

The contractor will perform all work in a safe manner, with proper technique and equipment in order to preserve the safety of County employees, contractors, and visitors. At no time will the contractor perform any act that is unsafe. The contractor will also temporarily close off areas to pedestrian traffic to prevent potential injury to bystanders when large or heavy equipment is being moved or used. A County representative will work with the contractor to prepare notification to the County staff, contractors, and visitors, if necessary. Contractor employees will be required to possess and readily show company identification while working on the County sites. Contractor vehicles must not park in fire lanes, on sidewalks, in landscaped areas, or any area not intended for vehicles. The contractor shall work with the County representative to determine the assigned parking spaces for various County Buildings.

5.3. Damage to Property:

The contractor shall preserve from damage all property along the line of work, or which is in the vicinity of or is in any way affected by the work. This applies to but is not limited to, public and private property, vehicles, utilities, trees, shrubs, signs, grounds including sprinkler systems, etc. Whatever such property is damaged due to the activities of the contractor, it shall be immediately restored to a condition equal to or better than that existing before such damage was done by the contractor and at its contractor’s expense.

5.4. Reimbursables:

If work authorized is based on time, equipment, and materials (T&M), all reimbursable services shall require advanced authorization, in writing. All reimbursable are on an actual cost basis. When invoicing for reimbursable costs, detailed backup shall be provided to the County, including detailed material or equipment fees, receipts, hourly rates, time spent on tasks, and a description of the task (“Detailed Backup”). Use of sub-consultants, previously authorized in writing, must also present Detailed Backup.

Office overhead should be calculated into the line items within the classifications of the professional rate schedule and cannot be billed separately. Overhead includes, but is not limited to, accounting functions, office functions, certified payroll compliance, office equipment, phone calls, maintaining books and records, filing, word processing, dictation, office overhead, etc. Deliverables in the original or electronically are not reimbursable (reports, photos, drawings, etc.), except when additional hard copies are required.

Travel Expenses and Compensation Policy The County will only reimburse expenses that are reasonable, necessary, and pre-approved in accordance with County policy. The following items are explicitly non-reimbursable:

Commute Time: Drive time or travel time for vendor personnel between their home office (or primary place of business/residence) and the designated County job site(s). This includes travel both to and from the job site(s).

Local Mileage: Mileage incurred for any travel within a 50-mile radius of the designated County job site(s).

Mileage reimbursement for necessary and pre-approved travel exceeding 50 miles one-way from the designated job site(s) will be provided. Such reimbursement will strictly adhere to the official San Mateo County mileage reimbursement rate applicable at the time the travel occurs. All potentially reimbursable travel must be substantiated with appropriate documentation.

5.5. Personnel:

All work must be performed by skilled, experienced personnel, directly employed, supervised, and trained to work with materials and equipment of the trade-in a safe manner. All complaints shall be handled through the County’s designated representative. At the request of the County, the contractor shall replace any person in its employ deemed by the County to be unqualified to perform the work. The County and the contractor shall each be promptly notified by the other of any complaints received.

5.6. Cleanup:

The contractor will be responsible for the cleanup of all materials directly used by the contractor during the moving process.

5.7. Insurance:

Prior to the commencement of the respective Contractor Agreement, the successful bidder shall deliver certificates of insurance evidencing such policy or policies to the County showing the following coverages:

• Worker’s Compensation.

• Comprehensive General Liability insurance of $1,000,000 per occurrence.

• Motor Vehicle Liability insurance of $1,000,000 per occurrence.

The County of San Mateo shall be listed as the “Additional Insured”.

5.8. Prevailing wages:

When applicable, the Contractor hereby agrees to pay not less than prevailing rates of wages and be responsible for compliance with all the provisions of the California Labor Code, Article 2- Wages, Chapter 1, Part 7, Division 2, Section 1770 et seq. A copy of the prevailing wage scale established by the Department of Industrial Relations is on file in the office of the Director of Public Works, and available at www.dir.ca.gov/DLSR or by phone at 415-703-4774. California Labor Code Section 1776(a) requires each contractor and subcontractor to keep accurate payroll records of trades workers on all public works projects and to submit copies of certified payroll records upon request.

Additionally,

• No contractor or subcontractor may be listed on a bid proposal for a public works project (submitted after March 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5 [with limited exceptions from this requirement for bid purposes only under Labor Code section 1771.1(a)].

• No contractor or subcontractor may be awarded a contract for public work on a public works project (awarded on or after April 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5.

• This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations

6. Request for Proposal Procedure:

6.1. Proposal due date:

Upload your proposals to OpenGov no later than 2:00 PM on July 1st, 2025. Proposals submitted after 2:00 PM will be rejected.

6.2. Questions:

The contractor must review the RFP requirements carefully. Any questions regarding the scope of work must be submitted in writing via OpenGov no later than 2:00 PM on June 26th, 2025.

6.3. Addendum:

The County will post the addendum on OpenGov answering all the questions and any subsequent changes by 2:00 PM on June 27th, 2025. It shall be bidders’ responsibility to review the information posted.

7. Proposal Submission Requirements:

The proposal should be submitted in the following format:

7.1. TAB 1 - Experience:

Bidders must submit a one-page letter describing their experience with moving and storage services.

Optional marketing materials and documents may also be submitted in support of the letter but will not be considered part of the selection process.

7.2. TAB 2 – Proposal Fee:

Please refer to the “Movers Rate Sheet” included in Attachment-I. Contractor must fill out the Movers Rate Sheet and submit as part of this fee proposal. All rates provided must be inclusive of direct labor costs, insurance, and overhead required to perform the services. The contractor shall provide the hourly rates for all the personnel (including the classification of personnel and the hourly rate for each classification), equipment, and unit rate of all materials they believe are required to complete the scope of services.

a) The contractor personnel may include but are not limited to, project managers, movers, laborers, etc.

b) The equipment hourly rate may include but is not limited to, trucks and any other rental equipment.

c) material unit rate may include but is not limited to, boxes, etc.

The rates submitted in the Movers Rate Sheet will remain firm for the initial term of the contract.

7.3. TAB 3 - References:

Bidders must submit at least three references for whom the vendor has performed moving services within the last three years. Include names, titles, current phone numbers, and email addresses.

8. Selection and Contract Award:

An evaluation committee established by the County of San Mateo will review and score all submitted proposals. The evaluation will be based on the criteria outlined in this Request for Proposal, including but not limited to the firm's demonstrated experience, proposed fee structure, and professional references.

Based on the results of this evaluation, the County may select up to three (3) of the most qualified firms to be eligible to provide moving services.

8.1. Contract Award

The County intends to award a "Not-to-Exceed" (NTE) master on-call agreement to the selected firm(s) for an aggregate total not to exceed $99,000. This agreement will cover various moving projects required by the County of San Mateo over the contract term.

8.2. Authorization for Individual Projects

For each individual moving project, the following process will be followed:

a) Scope and Pricing: The County will provide the contractor(s) with a specific scope of work for the project. The contractor will then submit a detailed price proposal for that scope.

b) Approval and Notice to Proceed: Upon the County's review and approval of the price proposal, a formal "Notice to Proceed" (NTP) will be issued to the contractor for that specific project.

c) Commencement of Work: The contractor is not authorized to perform any work or incur any costs until a written NTP for the specific project has been issued by the County.

9. PROTESTS

9.1. Policy and Purpose:

The County of San Mateo is committed to a fair, equitable, and transparent procurement process. This section establishes the mandatory procedures for resolving protests from Proposers regarding this Request for Proposal (RFP). These are the exclusive administrative procedures for filing and resolving such protests. Proposers are required to adhere strictly to these procedures and deadlines. Failure to do so will result in the rejection of the protest.

9.2. Standing to Protest:

Only an entity that has submitted a formal proposal in response to this RFP and believes it is adversely affected by the County's solicitation process or award recommendation is eligible to file a protest. Subcontractors or suppliers to Proposers do not have standing to file protests under this procedure.

9.3. Grounds for Protest:

A protest must be based on alleged specific violations of law, the San Mateo County Procurement Policy, or the requirements and procedures set forth in this RFP. Protests challenging the RFP's terms, conditions, or specifications must meet the deadline in Section

9.5. Protests challenging the award recommendation must meet the deadline in Section 9.6 and be based on grounds such as alleged errors in the evaluation process or non-compliance by the County with its own stated procedures. Protests based solely on a Proposer's disagreement with the County's evaluation judgment, without supporting evidence of procedural error, bias, or violation of law or policy, will not be considered valid grounds.

9.4. Protest Submission Deadlines

The following deadlines are firm and will be strictly enforced. Deadlines are based on the time and date in Redwood City, California (PDT).

9.5. Protests Regarding RFP Content or Procedures:

Protests related to the terms, conditions, or procedures of this RFP (including any addenda) must be received by the County contact specified in Section 9.8, in writing, no later than two

(2) business days prior to the Proposal Due Date. Failure to raise such issues by this deadline constitutes a waiver of the right to protest these elements later in the process or after the award recommendation.

9.6. Protests Regarding Notice of Intent to Award:

Protests concerning the County's evaluation process or the recommendation for contract award must be received by the County contact specified in Section 9.8, in writing, no later than two (2) business days after the date the County issues the written notification of intent to award.

9.7. Protest Format and Content Requirements

All Protests must be submitted in writing, be clearly identified as a "Protest," and addressed to the contact person specified below. The Protest must include:

(a) The Proposer's name, address, email, and phone number.

(b) The RFP title and number.

(c) A clear statement of the grounds for the Protest, citing the specific law, policy, RFP provision, or procedure alleged to have been violated.

(d) A detailed explanation of the specific facts and circumstances supporting the stated grounds. Include all supporting documentation or evidence available to the Proposer at the time of filing.

(e) A clear statement of the specific ruling or remedy sought from the County.

(f) The signature of an authorized representative of the Proposing entity.

9.8. Protest Submission Contact:

Protests must be delivered via email to:

Paul Hundal, Manager, PDU, ahundal@smcgov.org The Proposer is responsible for confirming receipt by the designated contact before the applicable deadline.

9.9. Protest Review Process

(a) Acknowledgment: The County will acknowledge receipt of a timely filed Protest.

(b) Review: The designated County official (e.g., Contracting Officer or designee) will review the Protest to determine its compliance with the requirements herein and its merits based on the information provided and the County's procurement records. The County may request additional information from the protesting Proposer or other parties.

(c) Decision: The County will issue a written decision on the Protest within ten (10) business days after receipt, although this timeframe may be extended by the County if necessary for a thorough review. The decision will state the reasons for the action taken.

(d) Notification: The protesting Proposer and any other affected Proposers will be notified of the County's decision in writing.

9.10. Stay of Award:

9.11. Upon receipt of a timely filed Protest regarding the recommendation for award, the County will typically stay the award of the contract until the Protest is resolved. However, the County reserves the right to proceed with the award if it determines, in its sole discretion, that proceeding without delay is necessary to protect substantial interests of the County (e.g., public health, safety, or welfare).

9.12. Finality of Decision

The decision issued by the County official under Section G shall be the final determination of the County regarding the Protest. This procedure constitutes the sole administrative remedy available to Proposers for protests related to this procurement.

9.13. Proposer Costs

The Proposer filing the Protest is solely responsible for all costs and expenses incurred in connection with the Protest, including legal fees, research, preparation, and submission costs. The County shall not be liable for any such costs regardless of the Protest outcome.

10. Attachments:

1. Attachment I - Movers Rate Sheet mailto:ahundal@smcgov.org

2. Attachment II: County of San Mateo Draft Contract.