274-RPD1-27.pdf

(v.09/15/25)

Request for Proposals # 274-RPD1-27

Title: Evidence Storage Systems Procurement and Facility Relocation

Issue Date: Friday, September 4, 2026

Due Date: Thursday, October 9, 2026, no later than

4:00PM

*LATE PROPOSALS WILL NOT BE ACCEPTED*

Issuing Department: Police

Direct all inquiries concerning this RFP to:

Rebecca Dew Police Evidence Supervisor Email: Rebecca.Dew@raleighnc.gov

Table of Contents

1. Introduction

1.1 Purpose

1.2 Background

1.3 RFP Timeline

1.4 Pre-Proposal Conference

1.5 Proposal Questions

1.6 Proposal Submission Requirements & Contact Information

1.7 Business Engagement & Opportunities

1.8 Rights to Submitted Material

1.9 Communications

1.10 Lobbying

1.11 Conflicts of Interest

1.12 Proposer Expenses

1.13 Proposer Acceptance

2. Proposals

2.1 Request for Proposals Required Document Format

2.2 RFP Documents

3. Proposal Evaluation

3.1 Proposal Evaluation Criteria (Stage 1)

3.2 Interview/Demonstration (Stage 2)

3.3 Final Selection

3.4 Notice to Proposers Regarding RFP Terms & Conditions

3.5 Contract Term…………………………………………………………….12

4. Scope of Services

Appendix I – Proposal Cost Form

Appendix II – Proposer Questionnaire

Appendix III – Reference Questionnaire (Instructions)

Appendix III – Reference Questionnaire Form

Appendix IV – Sample Contract

1 INTRODUCTION

1.1 Purpose

The City of Raleigh (COR) is soliciting proposals from one or more firm(s) with which to contract for the following services:

The Raleigh Police Department (hereinafter referred to as the RPD) is requesting proposals from a qualified public entity or private firm (hereinafter referred to as the Contractor), to establish a contract for the provision of shelving and storage system solutions, as well as the removal, transport, and reinstallation of existing shelving units to a new storage facility. Interested Contractors may submit proposals for any/all individual contracts or service options outlined within this RFP.

The Contractor must be reputable, bonded, and capable of furnishing all required materials, equipment, transportation, machinery, supplies, tools, apparatus, incidentals, labor and supervision necessary to provide a prestige level of moving services for the relocation projects defined in this RFP document.

To be considered as responsive, contractors must respond to this solicitation in accordance with the requirements, specifications, commercial terms, and provisions as described and set forth here. Proposals must embrace the concept that the successful proposal will satisfy all the objectives and service specifications in the most cost-effective and efficient way possible, as outlined in this document.

A detailed scope of services is provided in Section 4 of this document.

All information related to this solicitation, including any addenda, will be posted to the North Carolina electronic Vendor Portal (eVP) at https://evp.nc.gov/.

All questions related to this solicitation must be submitted in writing (via email) to the following individual – questions submitted via telephone will not be answered:

Contact Name Email Address Rebecca Dew Rebecca.Dew@raleighnc.gov

1.2 Background

The City of Raleigh, the Capital City of North Carolina, remains one of the fastest growing areas in the country. A great economy, top educational institutions, and exceptional health care facilities are some of the characteristics that attract people to the triangle area. The mild climate, diverse work force and proximity to Research Triangle Park combine to make Raleigh a great place to live.

Raleigh is a 21st Century City of Innovation focusing on environmental, cultural, and economic sustainability. The City conserves and protects our environmental resources through best practice and cutting-edge conservation and stewardship, land use, infrastructure and building technologies. The City welcomes growth and diversity through https://evp.nc.gov/ policies and programs that will protect and enhance Raleigh’s existing neighborhoods, natural amenities, history, and cultural and human resources for future generations. The City leads to improve quality of life for neighborhoods and standard of living for all citizens.

The City works with universities, colleges, citizens, and local partners to promote new technology, create new job opportunities, and encourage local businesses and entrepreneurs. The City enlists and prepares 21st Century staff with the skill sets to carry out the duties of the City through transparent civic engagement and by providing the very best customer service to our citizens.

The Raleigh Police Department requires updated and efficient storage capabilities to support the relocation of its evidence operations to a new facility. To ensure continuity of service and compliance with evidence-handling standards, the department seeks shelving and storage system solutions that meet current operational demands.

Additionally, the department must relocate existing shelving units from the current evidence location, requiring professional removal, transport, and reinstallation services.

This RFP is intended to identify qualified Contractors capable of providing these solutions in a timely, secure, and coordinated manner.

1.3 Request for Proposal (RFP) Timeline

Provided below is a list of the anticipated schedule of events related to this solicitation.

The City of Raleigh reserves the right to modify and/or adjust the following schedule to meet the needs of the service. All times shown are Eastern Time (EST):

RFP Process Date and Time

RFP Date Friday, September 4, 2026

Pre-Proposal Meeting/Site-Visit (if required)

Wednesday, September 16, 2026 @ 9:00 a.m.

START

218 W. Cabarrus St.

Raleigh, NC 27601

END

2315 Atlantic Ave Raleigh, NC 27609

Deadline for Written Questions

Wednesday, September 23, 2026

City Response to Questions (anticipated)

Wednesday, September 30, 2026

Proposal Due Date and Time

Friday, October 9, 2026 @ 4:00 p.m. EST

Evaluation Meeting (anticipated) Friday, October 16, 2026

1.4 Pre-Proposal Conference

If the City of Raleigh elects to conduct a Pre-Proposal Conference or Site Visit, attendance by prospective proposers is strongly encouraged but is not mandatory. Prospective Proposers are encouraged to submit written questions in advance. Date, time, and location of pre-proposal conference is shown above in the RFP Timeline (Section 1.3).

1.5 Proposal Questions

Requests for clarification and questions to this RFP must be received by the City not later than the date shown above in the RFP Timeline (Section 1.3) for the submittal of written inquiries. The firm’s failure to request clarification and submit questions by the date in the RFP Timeline above shall be considered to constitute the firm’s acceptance of all City’s terms and conditions and requirements.

The City shall issue addenda reflecting questions and answers to this RFP, if any, and shall be posted to North Carolina electronic Vendor Portal (eVP). No information, instruction or advice provided orally or informally by any City personnel, whether made in response to a question or otherwise in connection with this RFP, shall be considered authoritative or binding. Proposers can only rely on written material contained in an Addendum to this RFP.

It is important that all Proposers submitting to this RFP periodically check eVP for any Addenda. It is the Proposers’ responsibility to ensure that all addenda have been reviewed and, if required signed and returned.

All questions related to this solicitation must be submitted in writing (via email) to the following individual – questions submitted via telephone will not be answered:

Contact Name Email Address Rebecca Dew Rebecca.Dew@raleighnc.gov

1.6 Proposal Submission Requirements and Contact Information

Proposals must follow the format as defined in Section 2 (PROPOSALS), and be addressed and submitted as follows:

DELIVERED BY US POSTAL SERVICE

MAIL:

DELIVERED BY OTHER DEIVERY

SERVICES:

City of Raleigh City of Raleigh

ATTN: Lt. Ken Klos-Weller ATTN: Lt. Ken Klos-Weller

Interviews (if required)

Friday, October 23, 2026 (if necessary)

Selection Announced (tentative) Friday, October 30, 2026

6716 Six Forks Road 6716 Six Forks Road

Raleigh, NC 27615 Raleigh, NC 27615

RFP No. 274-RPD1-27 RFP No. 274-RPD1-27

Proposals must be enclosed in an envelope or package and clearly marked with the name of the submitting company, the RFP number and the RFP Title.

Proposers must submit:

A. one (1) signed original;

B. one (1) electronic version of the signed proposal and;

C. and five (5) copies of the signed proposal.

The electronic version of the Proposal must be submitted as a viewable and printable Adobe Portable Document File (PDF) on a USB Flash Drive. Both hard copy and electronic versions must be received by the City on or before the RFP due date and time provided in RFP Timeline (Section 1.3). Proposals received after the RFP due date and time will not be considered and will be returned unopened to the return address on the submission envelope or package.

Proposers must respond to the entire Request for Proposals (RFP). Any incomplete proposal may be eliminated from competition at the discretion of the City of Raleigh. The City reserves the right to reject any or all proposals for any reason and to waive any informality it deems in its best interest.

Proposals that arrive after the due date and time will not be accepted or considered for any reason whatsoever. If the firm elects to mail in its response, the firm must allow sufficient time to ensure the City’s proper receipt of the package by the time specified in the RFP Timeline (Section 1.3). Regardless of the delivery method, it is the responsibility of the firm to ensure that their proposal arrives at the designated location specified in this Section by the due date and time specified in the RFP Timeline (Section 1.3).

1.7 Business Engagement & Opportunities

The City of Raleigh maintains processes to conduct business with all business enterprises, including small, emerging, growing, under-capitalized, and under-resourced firms or organizations.

1.8 Rights to Submitted Material

All proposals and supporting materials, as well as correspondence relating to this RFP, shall become the property of the City. The content of all submittals will be held confidential until the selection of the firm is made. Proposals will be reviewed by the Evaluation Team, as well as other City staff and members of the general public who submit public record requests. Any proprietary data must be clearly marked. In submitting a Proposal, each Prospective Proposer agrees that the City may reveal any trade secret materials contained in such response to all City staff and City officials involved in the selection process and to any outside consultant or other third party who serves on the Evaluation Team or who is hired by the City to assist in the selection process.

Proposals marked entirely as “confidential”, “proprietary”, or “trade secret” will be considered non-responsive and will be removed from the evaluation process.

1.9 Communications

All communications of any nature regarding this RFP with any City staff, elected City officials, evaluation committee members, are strictly forbidden from the time the solicitation is publicly posted until award. Questions must be submitted in writing to the individual designated in Section 1.1 (Purpose), prior to the deadline provided in the RFP Timeline (Section 1.3). Violation of this provision may result in the firm’s proposal being removed from consideration.

1.10 Lobbying

By responding to this RFP, the firm certifies that it has not and will not pay any person or firm to influence or attempt to influence an officer or employee of the City or the State of North Carolina, or any elected official in connection with obtaining a contract as a result of this RFP.

1.11 Conflicts of Interest

City of Raleigh contracts are controlled by three conflict of interest provisions.

First, federal procurement standards provide in 2 CFR 200.318 (c)(1), No employee, officer, or agent may participate in the selection, award, or administration of a contract supported by a Federal award if he or she has a real or apparent conflict of interest. Such a conflict of interest would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or a firm which employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from a firm considered for a contract. The officers, employees, and agents of the non-Federal entity may neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts.

Similarly, the North Carolina General Statutes provides a criminal statute for conflicts of interest in public contracting. N.C.G.S. § 14-234(a):

(1) No public officer or employee who is involved in making or administering a contract on behalf of a public agency may derive a direct benefit from the contract except as provided in this section, or as otherwise allowed by law. (2) A public officer or employee who will derive a direct benefit from a contract with the public agency he or she serves, but who is not involved in making or administering the contract, shall not attempt to influence any other person who is involved in making or administering the contract. (3) No public officer or employee may solicit or receive any gift, favor, reward, service, or promise of reward, including a promise of future employment, in exchange for recommending, influencing, or attempting to influence the award of a contract by the public agency he or she serves.

City of Raleigh Charter Section 3.9 regulates private transactions between the City and its officials and employees. The Charter states:

No member of the City Council, official, or employee of the City of Raleigh shall be financially interested, or have any personal beneficial interest, either directly or indirectly, as agent, representative, or otherwise, in the purchase of, or contract for, or in furnishing any materials, equipment or supplies to the City of Raleigh, nor shall any official or employee of the City of Raleigh accept or receive, or agree to accept or receive, directly or indirectly, from any person, firm or corporation to whom any contract may be awarded or from whom any materials, equipment or supplies may be purchased by the City of Raleigh, by rebate, gift, or otherwise, any money or anything of value whatsoever, or any promise, obligation or contract for future reward or compensation, for recommending or procuring the uses of any such materials, equipment or supplies by the City of Raleigh; no member of the City Council, official or employee of the City of Raleigh shall for his own personal benefit operate, directly or indirectly, any concession in any building or on any lands of the City of Raleigh, nor shall any official or employee of the City of Raleigh bid for or be awarded any contract granting concessionary rights of any nature or kind from the City of Raleigh; it shall be unlawful for any member of the City Council, official or employee of the City of Raleigh to bid for or to purchase or to contract to purchase from the City of Raleigh any real estate, equipment, materials, or supplies of any nature or kind whatsoever, either directly or indirectly, at either public or private sale, either singly, or through or jointly with any other person.

1.12 Proposer Expenses

The City of Raleigh will not be responsible for any expenses incurred by any Proposer in the development of a response to this Request for Proposal or any other activities associated with this procurement including but not limited to any onsite (or otherwise) interviews and/or presentations, and/or supplemental information provided, submitted, or given to City of Raleigh and/or its representatives. Further, the City of Raleigh shall reserve the right to cancel the work described herein prior to issuance and acceptance of any contractual agreement/purchase order by the recommended Proposer even if the awarding authority for each entity has formally accepted a recommendation.

1.13 Proposer Acceptance

Submission of any proposal indicates a Proposer’s acceptance of the conditions contained in this RFP. Furthermore, the City of Raleigh is not bound to accept a proposal on the basis of lowest price, and further, the City has the sole discretion and reserves the right to cancel this RFP, and to reject any and all proposals, to waive any and all informalities and/or irregularities and reserves the right to re-advertise this RFP with either the identical or revised scope and specifications if it is deemed to be in the best interests of the City to do so.

The City of Raleigh reserves the right to accept or reject any or all of the items in the proposal, and to award the contract in whole or in part and/or negotiate any or all items with individual Proposers if it is deemed in the best interest of the City to do so. Moreover, the City reserves the right to make no selection if proposals are deemed to be outside the fiscal constraint or not in the best interest of the City.

2 PROPOSALS

Submitted proposals must follow the format outlined below. The City may reject as non-responsive at its sole discretion any proposal that does not provide complete and/or adequate responses or departs in any substantial way from the required format.

2.1 Request for Proposals Required Document Format

Proposals should be on 8-1/2” x 11” (A4-sized) paper, printed on both sides, bound with only removable clips or staples (no 3-ring binders), and divided into sections using tabs to easily identify and separate each section as follows

1.1.1. Section/Tab 1: Cover Letter

Provide an introduction letter summarizing the unique proposal of your firm to meet the needs of this service requirement. This letter should be presented on the firm’s official letterhead and signed by an authorized representative who has the authority to enter into a contract with the City on behalf of the firm. Additionally, include the name, address, telephone and email address of the individual who serves as the point of contact for this solicitation.

1.1.2. Section/Tab 2: Corporate Background and Experience

Include background information on the firm and provide detailed information regarding the firm’s experience with similar projects. Provide a list of all similar contracts performed in the past five (5) number of years, accompanied by at least three (3) references (contact persons, firm, telephone number and email address).

Include the total amount invoiced for each listed project, the length of the project, and list of those involved in the project who are also proposed for the subject project named in this solicitation. Failure to provide a list of all similar contracts in the specified period may result in the rejection of the firm’s proposal. The evaluation team reserves the right to contact any or all listed references, and to contact other public entities regarding past performance on similar projects.

1.1.3. Section/Tab 3: Financial Information

Review and provide one of the following three (3) financial statement options:

1. Recent audited or reviewed financial statements prepared by an independent certified public accountant (CPA) that shall include, at a minimum, a balance sheet, income statement (i.e., profit/loss statement) and cash flow statement and, if the audited or reviewed financial statements were prepared more than six (6) months prior to the issuance of this RFP, the Proposer shall submit its most recent internal financial statements (balance sheet, income statement and cash flow statement or budget with entries reflecting revenues and expenditures from the date of the audited or reviewed financial statements to the end of the most recent financial reporting period (i.e., the quarter or month preceding the issuance date of this RFP)).

OR

2. Recent compiled financial statements prepared by an independent CPA that shall include, at a minimum, a balance sheet, income statement (i.e., profit/loss statement) and cash flow statement and, if the compiled financial statements were prepared more than three (3) months prior to the issuance of this RFP, the Proposer shall submit its most recent internal financial statements (balance sheet, income statement and cash flow statement or budget with entries reflecting revenues and expenditures to date), and other evidence of financial stability such as most recently filed income tax return, evidence of a line of credit/loans/other type of financing with statement of amount in use/outstanding balance (e.g., a complete copy commitment letter, loan agreement, billing statement reflecting the line of credit or statement from lender acknowledging the commitment to fund the Proposer’s stated financing), personal guaranty with copies of personal income tax filing and statement of net worth or such other evidence that is accurate, reliable and trustworthy regarding the Proposer’s financial stability.

OR

3. Include a certified, signed statement from a licensed CPA regularly engaged in the review of the firm’s financial information verifying the financial viability of the firm.

All financial information, statements and/or documents provided in response to this solicitation shall be kept confidential provided that EACH PAGE is marked as follows:

“CONFIDENTIAL – DO NOT DISCLOSE EXCEPT FOR THE EXPRESS PURPOSE OF

PROPOSAL EVALUATION.”

“Recent” shall be defined as financial statements that were prepared within the 12 months preceding the issuance date of this RFP.

Consolidated financial statements of the Proposer’s parent or related corporation/business entity shall not be considered, unless: (1) the Proposer’s actual financial performance for the designated period is separately identified in and/or attached to the consolidated statements, (2) the parent or related corporation/business entity provides the State with a document wherein the parent or related corporation/business entity will be financially responsible for the Proposer’s performance of the contract and the consolidated statement demonstrates the parent or related corporation’s/business entity’s financial ability to perform the contract, financial stability and/or such other financial considerations identified in the evaluation criteria; and/or (3) Proposer provides its own internally prepared financial statements and such other evidence of its own financial stability identified above.

The firm’s failure to provide any of the above-referenced financial statements may result in the proposal being removed from consideration. Proposers are also encouraged to explain any negative financial information, and to provide documentation supporting those explanations and demonstrating the financial strength of the firm.

1.1.4. Section/Tab 4: Project Understanding, Approach and Schedule Provide a comprehensive narrative, outline, and/or graph demonstrating the firm's understanding and approach to accomplishing the tasks outlined in the Scope of Work section of this RFP. A description of each task and deliverable and the schedule for accomplishing each shall be included.

1.1.5. Section/Tab 5: Team Firm, Experience and Certifications

This section must include the proposed staffing, deployment and firm of personnel to be assigned to this project. The Proposer shall provide information as to the Proposals and experience of all executive, managerial, legal, and professional personnel to be assigned to this project, including resumes citing experience with similar projects and the responsibilities to be assigned to each person. A project-specific firm chart which clearly illustrates the roles, responsibilities, and the reporting relationships of each team member should be included.

1.1.6. Section/Tab 6: Cost

In a separate sealed envelope provide a minimum of five (5) complete copies of the Proposal Cost Form and any additional itemized cost breakdown or price schedule.

Hourly rates shall be fully burdened to include all costs, all applicable overhead and profit (including lodging, meals, and transportation). Attach any additional pricing details.

2.2 RFP Documents

This RFP is comprised of the base RFP document, any attachments, and any addenda released before the contract is awarded. All attachments and addenda released for this RFP in advance of any contract award are incorporated herein by reference.

3 PROPOSAL EVALUATION

3.1 Proposal Evaluation Criteria (Stage 1)

This is not a bid. There will not be a public opening. The proposals received in response to this RFP will be evaluated and ranked by the evaluation committee in accordance with the process and evaluation criteria contained below. Responses will be evaluated in light of the material and substantiating evidence presented in the response and not based on what is inferred. After thoroughly reading and reviewing this RFP, each evaluation committee member shall conduct his or her independent evaluation of the proposals received and grade the responses on their merit in accordance with the evaluation criteria set forth in the following table.

The maximum interview/demonstration points a Proposer can receive is five (5) points.

The Proposers selected for interviews/demonstrations under this section will be notified in writing of the date and time. The Proposers’ interview/demonstrations shall be based solely upon information provided in each Proposer’s original proposal. No new information may be presented.

Criteria (a) Weight

(b) Score (0-3)

(a) x (b) Weighted

Score

Corporate Background and Experience 15

Firm Financial Stability 10

Project Understanding 30

Project Approach 15

Team Firm Experience 15

Proposed Cost 15

Total Score (without Interview/Demonstrations)

Interview/Demonstration (if applicable) (1-5 points)

Final Score (with Interview/Demonstrations)

Score Points 0- Missing or Does Not Meet Expectation 2- Meets Expectation 1- Partially Meets Expectation 3- Exceeds Expectation

Cost Formula: The cost criterion is rated by giving the proposal with the lowest total cost the maximum number of Cost points available. The remaining proposals are rated by applying the following formula:

1 - B - A x C = D A

A—the lowest Proposer’s cost.

B—the Proposer’s cost being scored.

C—the maximum number of cost points available.

D—Proposer’s cost score (points).

Note: If the formula results in a negative number (which will occur when the Offeror’s cost is more than twice the lowest cost), zero points shall be assigned.

3.2 Interview/Demonstration (Stage 2)

A short-list of firms may be invited to Stage 2, Interview/Demonstration, step of the evaluation process. Interview/demonstrations are an important aspect of the evaluation process that offers the City an opportunity to see how the proposer’s solution meets the critical components of the RFP.

3.3 Final Selection

Proposals will be evaluated and ranked according to the criteria and weighted values set forth in Section 3.1. Either a final selection for recommendation will be made at this time or the short-list of firms will be invited to participate in Stage 2 of the evaluation process.

If Stage 2 is implemented, each firm will be evaluated and assigned a score to determine the best firm for recommendation.

After which negotiations of a contract with the most qualified firm will commence. If negotiations are unsuccessful, the City will then pursue negotiations with the next most qualified firm. All Proposers will be notified of their standing immediately following the City’s decision.

The City shall not be bound or in any way obligated until both parties have executed a contract. The City also reserves the right to delay the award of a contract or to not award a contract.

3.4 Notice to Proposers Regarding RFP Terms and Conditions

It shall be the Proposer’s responsibility to read the RFP Instructions, the City’s contract terms and conditions (within the sample City Service Contract provided in Appendix IV), all relevant exhibits, attachments, and any other components made a part of this RFP and comply with all requirements and specifications herein. Proposers are also responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this RFP.

3.5 Contract Term

The contract issued by the City to the awarded proposer will define either a completion date by which the services are to be completed and finished, or a term date by which the services will begin and be provided repeatedly over a specific period. The details of the contract term and any options to renew or extend the contract, will be stated in the contract issued by the City. See Appendix IV for a sample-version of the City’s contract for services.

4 SCOPE OF SERVICES

Awarded proposer shall provide services, all as set forth in this RFP and more particularly described in this Section 4.

A. Purpose

This document provides interested respondents with sufficient information to enable them to prepare and submit proposals for consideration by the City of Raleigh Police Department (“City”) to furnish, without limitation all labor, materials, equipment, vehicles, supervision, and any other items necessary to provide moving services and/or storage solutions for the Raleigh Police Department.

Respondents may elect to submit a response to any of the options listed below and are encouraged to respond to as many of the options as their company can fulfill. Each response to an option must be submitted as a separate proposal within the RFP response, with the option number clearly stated. The City will determine which option will be chosen as the final project plan once all interested respondents have submitted.

Option #1: Moving Services Only The City is seeking a Contractor to perform moving services for the following location.

• 218 W. Cabarrus Street to 2315 Atlantic Avenue – partial building move

• Disassemble four-post shelving units in current location and reassemble in new warehouse location

• See “Moving Services”, “Move Management Process” below.

Option #2: Shelving and Storage Solutions Only

The City is seeking a Contractor to provide shelving and storage solutions for the following location.

• 2315 Atlantic Avenue – provide complete storage solution options for empty space

• Provide and assemble new shelving and storage solutions to outfit entire space

• See “Storage Solutions”, “Storage Solution Management Process” below

Option #3: Moving Services and Shelving & Storage Solutions The City is seeking a Contractor to perform moving services and provide shelving and storage solutions for the following location.

• 218 W. Cabarrus Street to 2315 Atlantic Avenue – partial building move

• Disassemble four-post shelving units in current location and reassemble in new warehouse location

• Provide, deliver, and install additional new shelving and storage solutions to supplement the current four-post shelving and provide additional storage solutions for the remaining space in the new warehouse space

• See “Moving Services”, “Move Management Process”, “Storage Solutions”, and “Storage Solutions Management Process” below

Further details and an opportunity to tour the start and end location of the move will be provided at the pre-proposal meeting.

B. Moving Services

• The City will assign a Point of Contact (POC) for the project involving moving services that will be the Contractor’s project manager during the entire length of the project.

The Contractor is not to contact any City staff member except by, through, or with the POC included in the communication.

• The Contractor shall take custody of and be fully responsible for all pieces and parts of the current four-post shelving units and all other related materials (“City property”) when they are released by the City to the Contractor.

• An inventory of City property shall be provided and signed by Contractor and the City’s POC before initiating any move; and signed again by both after completing each move. The City will not be responsible for its property between these two signature dates on this inventory.

• The Contractor, if and when directed by the City to be in charge of packing City property, shall use the industry’s best practices when choosing and packing appropriate boxes; selecting and using protective padding; and in packaging the City’s property for moving; and shall be solely responsible to the City for any damage, loss or theft of this property during any move.

• The Contractor will be required to assemble/disassemble, take down/set up the current four post shelving units for transport/moving.

• The Contractor will not be responsible for moving any evidence or found property that may be in either the starting or ending location; these items will be moved by City employees.

• The Contractor shall provide sufficient labels to label each box on at least 2 sides with the contents, location of origin, and destination location.

• City items shall be transported in a manner that provides protection from, without limitation, damage due to weather, heat, cold, moisture, dust, impacts, and any other consequences of movement.

• All boxes, packing material, tape, paper and any other dirt, trash or other material that is not City property, and has been brought into the destination location by the Contractor are to be removed from the site and legally disposed of by the Contractor immediately after the items are unpacked. Dumpster rental and disposal fees shall be the responsibility of the Contractor.

• Contractor shall outline its claims handling procedure, including the communications that will take place throughout the process and the escalation method if problems occur that cannot be resolved.

C. Move Management Process

• The Contractor shall be required, upon request from the City, to provide a Move Management Plan and move coordination services. These services shall include, at a minimum:

a) A detailed schedule with a level of detail acceptable to the City. All scheduled activities and phases should show a critical path that supports the specific move completion date.

b) A sequencing narrative describing all activities shown in the schedule, and necessary for the relocation of the current four post shelving units and all other related materials from one location to another.

• The City will permit the Contractor to perform work during standard business hours, Monday through Friday, and may authorize weekend work when necessary to maintain the project schedule. The Contractor shall submit a proposed project timeline that identifies all anticipated work phases, daily hours of operation, and any expected weekend activity. This schedule must be provided with the proposal and will be used by the City to coordinate access, monitor progress, and ensure appropriate oversight throughout the duration of the project.

• The Contractor shall determine the amount of effort required, plan the sequencing of the move, arrange for meetings, schedule delivery of packing boxes, work with the POC to ensure those being moved understand their tasks and schedule deadlines, be on‐site as a troubleshooter on the day(s) of the move, etc.

• The City’s POC will meet with the Contractor and conduct, coordinate, and document a pre‐move walk‐through to verify pre‐existing conditions in and damages to the building.

• The Contractor shall protect all surfaces (walls, floors, elevators, etc.) from damage by providing adequate building protection as approved by the City at no additional cost. Columns, doors, door frames, and wall corners shall be protected by Styrofoam corner brackets or similar material. Wall surfaces shall be protected by corrugated wall board or similar materials where required for adequate protection. Carpeting and floors shall be protected by Masonite floorboards or similar protective covering when needed and directed by the City’s POC.

• The Contractor shall leave all fire protection and life safety items (fire extinguishers, AEDs, etc.) where they are installed and shall not remove them for any reason.

• The Contractor shall preserve adequate access to fire exits and extinguishers.

• The Contractor shall notify the City in writing of any subsequently discovered, pre‐ existing damage to four post shelving units, furnishings, equipment, surfaces, etc., prior to the move and receive verification from the City’s POC.

• Once the move is completed, the Contractor and City’s project manager shall inspect the relevant facilities for any damage caused by the move. Any damage caused by the Contractor shall be repaired or replaced, at the City’s option and at the Contractor’s expense and within a reasonable amount of time.

• It shall be the responsibility of the Contractor performing services for this contract to safeguard their materials, tools, and equipment.

• The Contractor shall obtain permission from the POC in writing and in advance of the storage of any of the Contractor’s materials and equipment on City property.

Such storage shall not interfere with the City’s use of or the move schedule for that building.

• Notwithstanding the foregoing, under no circumstances shall the City assume any responsibility for vandalism and/or theft of the Contractor’s materials, tools, and/or equipment, regardless of whether or not the City has given the Contractor approval to store such property in any of the City’s facilities or grounds.

• All work areas shall be kept in orderly condition, free of unnecessary material and equipment. All debris will be picked up and hauled away by the Contractor. No additional charge for hauling away debris shall be permitted under the contract.

D. Storage Solutions

The vendor shall supply shelving systems that meet or exceed the following criteria:

• Durability & Load Capacity: Industrial-grade steel or equivalent materials capable of supporting heavy and irregular evidence items.

• Adjustability: Shelving must be modular and adjustable to accommodate varying item sizes.

• Security: Options for lockable sections, tamper-resistant hardware, and compatibility with evidence-control protocols.

• Environmental Suitability: Materials resistant to corrosion, humidity, and temperature fluctuations.

• Compliance: Systems must meet applicable building codes, OSHA standards, and evidence-storage best practices (e.g., International Association for Property and Evidence guidelines).

• Specialized Storage: Solutions for firearms, narcotics, hazardous materials, and oversized or bulky items, as applicable.

E. Storage Solutions Management Process

• The Contractor shall be required, upon request from the City, to provide a Storage

System Design and Layout Plan. This plan shall include, at a minimum:

a) Scaled drawings showing the entire warehouse footprint

b) Exact placement of shelving units, aisles, and access points

c) Type, dimensions, and materials of each shelving unit

d) Load ratings and weightbearing calculations

e) Adjustable shelf configurations and modular components

f) Anchoring and stabilization methods (e.g., seismic bracing if required)

g) Finishes or coatings for corrosion, humidity, or chemical resistance

h) Timeline with milestones and dependencies

• The City will permit the Contractor to perform work during standard business hours, Monday through Friday, and may authorize weekend work when necessary to maintain the project schedule. The Contractor shall submit a proposed project timeline that identifies all anticipated work phases, daily hours of operation, and any expected weekend activity. This schedule must be provided with the proposal and will be used by the City to coordinate access, monitor progress, and ensure appropriate oversight throughout the duration of the project.

• The City’s POC will meet with the Contractor and conduct, coordinate, and document a pre‐move walk‐through to verify pre‐existing conditions in and damages to the building.

• The Contractor shall protect all surfaces (walls, floors, elevators, etc.) from damage by providing adequate building protection as approved by the City at no additional cost. Columns, doors, door frames, and wall corners shall be protected by Styrofoam corner brackets or similar material. Wall surfaces shall be protected by corrugated wall board or similar materials where required for adequate protection. Carpeting and floors shall be protected by Masonite floorboards or similar protective covering when needed and directed by the City’s POC.

• The Contractor shall leave all fire protection and life safety items (fire extinguishers, AEDs, etc.) where they are installed and shall not remove them for any reason.

• The Contractor shall preserve adequate access to fire exits and extinguishers.

• The Contractor shall notify the City in writing of any subsequently discovered, pre‐ existing damage to four post shelving units, furnishings, equipment, surfaces, etc., prior to the move and receive verification from the City’s POC.

• Once the storage solution installation is completed, the Contractor and City’s project manager shall inspect the relevant facilities for any damage caused by the work. Any damage caused by the Contractor shall be repaired or replaced, at the City’s option and at the Contractor’s expense and within a reasonable amount of time.

• It shall be the responsibility of the Contractor performing services for this contract to safeguard their materials, tools, and equipment.

• The Contractor shall obtain permission from the POC in writing and in advance of the storage of any of the Contractor’s materials and equipment on City property.

Such storage shall not interfere with the City’s use of or the move schedule for that building.

• Notwithstanding the foregoing, under no circumstances shall the City assume any responsibility for vandalism and/or theft of the Contractor’s materials, tools, and/or equipment, regardless of whether or not the City has given the Contractor approval to store such property in any of the City’s facilities or grounds.

• All work areas shall be kept in orderly condition, free of unnecessary material and equipment. All debris will be picked up and hauled away by the Contractor. No additional charge for hauling away debris shall be permitted under the contract.

F. Invoices

• Invoices must be provided in a format and with a level of detail wholly acceptable to the City for verification of moving services and/or storage solutions. Failure to satisfy the City’s level of detail request(s) will be grounds, in and of itself, for rejection of an invoice.

• Invoices will be paid net 30 days from the date of the invoice. Invoices will not be accepted until services rendered are fully completed for each individual move.

G. Employees

• All employees of the Contractor shall be in a company uniform that identifies the name of the company and the name of the employee. The uniforms shall be clean and neat in appearance. All employees working at City facilities will be required to obtain and display a visitor’s pass.

• The Contractor shall submit a complete list of the personnel that will be participating in each project (“Assigned Employee”) that includes each employee’s full name, address, driver’s license number, and date of birth.

• The City shall complete background checks and shall perform criminal background checks on all Assigned Employees, and no Assigned Employee who fails to pass the background check will be allowed to participate in moving services and/or storage solution projects for the City.

• If an Assigned Employee appears to the City to be incompetent or act in a disorderly or improper manner, in the sole opinion of the City, such person shall be removed immediately on the request of the City and shall not be re‐employed on the same project except with prior written consent of the City.

• All work shall be performed according to the standards of City building codes and the complete satisfaction of the City.

• Contractor shall provide on‐site supervision during all moves.

H. Minimum Qualifications

• Commercial Experience: The Contractor has been in business for at least five (5) years.

• The Contractor must be registered with the Secretary of State to do business in the state of North Carolina.

I. Permits The Contractor shall, without additional expense to the City, be responsible for obtaining any necessary licenses and permits, and for complying with any applicate federal, state, local, or municipal laws, codes or regulations in connection with the completion of the work.

J. Cleaning Up

• The Contractor shall always keep the work area, including storage areas used by the Contractor, free from accumulations of waste material or rubbish and before completion of the work remove any rubbish from the premises and all tools, scaffolding, equipment, and materials that are not the property of the City.

• The Contractor shall leave the work and premises each day in a clean, neat, and workmanlike condition satisfactory to the City.

K. Accident Prevention

• To provide safety controls for protection to the life and health of employees and other persons, for prevention of damage to property, materials, supplies, and equipment, and avoidance of work interruptions in the performance of this Contract, the Contractor shall safely perform all work and comply with all governing regulations concerning safety. This shall include, but not be limited to, OSHA requirements, and all local, state, and federal safety regulations.

• The Contractor shall maintain an accurate record of and shall report to the City in the manner and on the forms prescribed by the City exposure data and all accidents resulting in death, traumatic injury, occupational disease, and damage to property, materials, supplies, and equipment incidental to work performed under this Contract.

• The City will notify the Contractor of any non‐compliance with the foregoing provisions and the action to be taken. The Contractor shall, after receipt of such notice, immediately take corrective action. Such notice, when delivered to the Contractor or his representative at the site of the work, shall be deemed sufficient for the purpose. If the Contractor fails or refuses to comply promptly, the City may issue an order stopping all or part of the work until satisfactory corrective action has been taken. No part of the time lost due to any such stop orders shall be made the subject of the claim for extension of time or excess costs or damages by the Contractor.

• The Contractor shall be similarly responsible for all damages to persons or property that occur because of Contractor’s fault or negligence.

• The Contractor shall take proper safety and health precautions to protect the work, the workers, the public, and the property of others. The Contractor shall also be responsible for all materials delivered and work performed until completion and acceptance of the entire work.

APPENDIX I

PROPOSAL COST FORM

The awarded proposer shall perform the services to be performed as set forth in this RFP and more particularly described in Section 4 for a not to exceed total amount of:

Option Price 1 - Moving Services Only 2 - Shelving & Storage Solutions Only 3 - Moving Services and Shelving & Storage Solutions

Attach proposal cost itemization or breakdown to this Appendix I Proposal Cost Form.

Proposer/Company Name: ____________________________________________________

Authorized Signature _______________________________Date__________________

Signed by: _____________________________________________________________

[Type or Print Name]

Title of Signer: __________________________________________________________

APPENDIX II

PROPOSER QUESTIONNAIRE

The following questions must be answered, and data given must be clear and comprehensive. If necessary, questions may be answered on separate sheets. The Proposer may submit any additional information desired.

Company Name: d/b/a (if applicable)

Street / PO Box:

City: State: Zip:

Phone: Fax: E-Mail:

Website (if applicable):

Sole Proprietor Partnership Corporation Other

Number of years in business under company’s present name:

Fed Tax ID #: DUNS # Are you registered with the North Carolina Secretary of State to conduct business (if required)? (Check One) YES: NO: Not Applicable:

Are you properly licensed/certified by the Federal and/or State of North Carolina to perform the specified work?

YES: NO: Not Applicable: ATTACH COPY OF ALL APPLICABLE LICENSING/CERTIFICATION DOCUMENTS Are/will you be properly insured to perform the work? YES: NO:

Contact for this Contract: Title:

Phone: Fax: E-Mail:

Have you ever defaulted or failed on a contract? (If yes, attach details) YES: NO:

List at least three (3) references for which you have provided these services (same scope/size) in the past three years - preferably government agencies. Do not include City of Raleigh as a reference to meet the requirement of listing at least (3) references.

PROPOSERS ARE RESPONSIBLE FOR SENDING REFERENCE QUESTIONNAIRE (APPENDIX III) TO THEIR

REFERENCES.

1. Company:

Contact Person: Title:

Phone: Fax: E-Mail:

Describe Scope of Work:

2. Company:

Contact Person: Title:

Phone: Fax: E-Mail:

Describe Scope of Work:

3. Company:

Contact Person: Title:

Phone: Fax: E-Mail:

Describe Scope of Work:

4. Company:

Contact Person: Title:

Phone: Fax: E-Mail:

Describe Scope of Work:

5. Company:

Contact Person: Title:

Phone: Fax: E-Mail:

Describe Scope of Work:

The undersigned swears to the truth and accuracy of all statements and answers contained herein:

Authorized Signature: Date:

APPENDIX III

REFERENCE QUESTIONNAIRE

(Instructions)

274-RPD1-27

Evidence Storage Systems Procurement and Facility Relocation

The City of Raleigh, as a part of the RFP, requires proposing companies to submit a minimum of three (3) business references as required within this document. The purpose of the references is to document the experience of the proposer relevant to the scope of services and assist in the evaluation process.

• The Proposer is required to send the reference form (the following two pages) to each business reference listed on Proposer Questionnaire.

• The business reference, in turn, is requested to submit the Reference Form directly to the City of Raleigh Point of Contact identified on the Reference Questionnaire form for…