ABN_Bid_Spec_Office_Move_Formatted_Updated.docx

BID SPECIFICATION

Office Move and Relocation Services – Montgomery and Clanton to Birmingham and ADECA Surplus Warehouse

I. PURPOSE

The purpose of this solicitation is to obtain competitive bids from qualified moving service providers to relocate furniture, office equipment, supplies, files, and other designated items from the Alabama Board of Nursing’s existing offices in Montgomery, Alabama and Clanton, Alabama to a new satellite office in Birmingham, Alabama.

The supplier will also be responsible for removing designated unneeded furniture and equipment from the Montgomery, Alabama and Clanton, Alabama offices and delivering those items to the ADECA Surplus Warehouse in Montgomery, Alabama.

The successful supplier shall provide all labor, equipment, vehicles, packing and protective materials, transportation, insurance, bonding, and other services necessary to safely and efficiently complete the project.

II. PROJECT LOCATIONS

The move will involve the following four locations:

Pick-Up Location 1 – Montgomery The RSA Union 100 N. Union Street, Suite 337 Montgomery, AL 36104 There is a loading dock located on Monroe Street between the RSA Union Building and Parking Deck.

Pick-Up Location 2 – Clanton 206 Medical Center Drive Clanton, AL 35045 Delivery Location 1 – Birmingham 1900 International Park Drive, Suite 100 Birmingham, AL 35243 Furniture, office equipment, supplies, files, and other designated items will be transported from both the Montgomery and Clanton locations to the new Birmingham office.

Delivery Location 2 – ADECA Surplus Warehouse 4590 Mobile Hwy.

Montgomery, AL 36108 Designated unneeded furniture, equipment, and other items will be transported from both the Montgomery and Clanton locations to the ADECA Surplus Warehouse.

Delivery Location 3 – RSA Plaza 770 Washington Avenue, Suite 250.

Montgomery, AL 36104 Designated unneeded furniture, equipment, and other items will be transported from both the Montgomery and Clanton locations to the RSA Plaza. We have a loading dock located on the side of our building. Google Maps address is 146 S. Ripley St., Montgomery, AL 36104. The loading dock has a large rollup door and a truck can back up to the door. The loading dock is on the first floor. There is a service elevator available to use.

III. MANDATORY SITE VISITS

A mandatory site visit is required for all suppliers wishing to submit a bid. Suppliers must attend all three scheduled site visits to be eligible for consideration.

Suppliers are expected to inspect each location and assess the items to be moved, building access, elevators, stairs, loading areas, parking, doorways, hallways, floor surfaces, and any other conditions that may affect the performance of the work.

Suppliers are responsible for obtaining all information necessary to prepare an accurate and complete bid.

Failure to attend all three mandatory site visits may result in the bid being deemed non-responsive.

IV. SCOPE OF SERVICES

The successful supplier shall provide all services necessary to complete the relocation and delivery of surplus items, including but not limited to:

· Disassembly of furniture, when necessary, for transportation.

· Wrapping, padding, protecting, and securing furniture and other items for transportation.

· Supply all required packing materials within seven (7) calendar days after award of the bid.

· Loading all designated furniture, office supplies, equipment, files, and other items at the Montgomery and Clanton offices.

· Transportation of designated items from Montgomery and Clanton to the Birmingham office.

· Transportation of designated surplus items from Montgomery and Clanton to the ADECA Surplus Warehouse.

· Unloading and placement of items in the Birmingham office as directed by designated Board personnel.

· Reassembly of furniture that was disassembled for transportation.

· Placement of items at the ADECA Surplus Warehouse as directed by authorized personnel.

· Protection of floors, walls, doors, elevators, stairways, and other building surfaces during the move.

· Removal of moving materials, debris, boxes, and other packing materials generated by the move.

· Coordination with building management at each location, as necessary.

· Providing sufficient personnel, vehicles, moving equipment, dollies, carts, protective materials, and other equipment required to safely complete the project.

· Taking reasonable precautions to prevent damage to furniture, equipment, supplies, files, and building property.

· Providing all other incidental services necessary to complete the project in a safe, professional, and timely manner.

V. ITEMS TO BE MOVED

The items to be relocated may include, but are not limited to:

· Desks and workstations

· Office chairs

· Tables

· Filing cabinets

· Bookcases and shelving

· Office equipment

· Computers and peripheral equipment, as directed by Board personnel

· Boxes and office supplies

· Files and records

· Miscellaneous office furniture and equipment A detailed inventory of items to be moved will be reviewed with bidders during the mandatory site visits.

VI. VENDOR RESPONSIBILITIES

The successful supplier shall:

1. Provide adequately trained, experienced, and qualified moving personnel.

2. Provide all necessary moving vehicles, equipment, tools, and materials.

3. Protect all Board property being moved from damage during loading, transportation, unloading, and placement.

4. Comply with all applicable federal, state, and local laws, regulations, ordinances, and building requirements.

5. Maintain all insurance coverage required by this solicitation for the duration of the work.

6. Provide a valid bond as required by the Alabama Board of Nursing and applicable law.

7. Coordinate scheduling with the Alabama Board of Nursing.

8. Immediately report any damage or loss occurring during the move to the designated Board representative.

9. Ensure that all furniture and equipment is placed in the Birmingham office according to instructions provided by Board personnel.

10. Ensure that all designated surplus items are delivered to the ADECA Surplus Warehouse.

11. Be responsible for the actions and performance of all employees, agents, and subcontractors performing services under this solicitation.

12. Maintain a safe work environment and take appropriate precautions to protect Board Property, employees, and the public.

VII. BONDING AND INSURANCE REQUIREMENTS

The successful supplier must be bonded and must provide proof of required bonding with its bid submission.

The supplier must also maintain appropriate commercial liability insurance and any other insurance required by applicable law or the Alabama Board of Nursing.

Proof of liability insurance must be submitted with the bid.

The certificate of insurance shall identify the supplier, coverage limits, policy information, and effective and expiration dates. Insurance coverage shall remain in effect for the duration of the project.

Failure to provide the required proof of bonding and liability insurance with the bid may result in the bid being deemed non-responsive.

VIII. BID SUBMISSION REQUIREMENTS

All bids, required forms, certifications, insurance documentation, bonding documentation, and other required bid documentation must be submitted electronically through the Alabama Buys Portal.

Suppliers are responsible for ensuring that all required documents are uploaded and successfully submitted before the bid closing deadline.

Bids submitted by email, mail, hand delivery, fax, or any method other than the Alabama Buys Portal will not be accepted.

IX. BID OPENING AND CLOSING

The bid will open Monday, October 5, 2026.

The bid will close at 5:00 PM CST on Wednesday, October 21, 2026.

All bids and required supporting documentation must be submitted through the Alabama Buys Portal prior to the closing deadline.

Late bids will not be accepted.

X. BID PRICE

The supplier shall provide a lump-sum price for completing the entire project, including all labor, transportation, equipment, materials, packing and protective materials, bonding, insurance, fees, and other costs associated with the move.

The bid should clearly identify the following:

If the supplier believes additional costs may apply, those costs must be clearly identified in the bid. No additional charges will be accepted unless specifically identified and included in the bidder’s submitted proposal or subsequently authorized in writing by the Alabama Board of Nursing.

XI. SCHEDULING

The scheduled moving date is:

Monday, November 16, 2026 The supplier shall provide its anticipated timeframe for completing the move, including the estimated number of hours required to complete all services.

The successful supplier shall coordinate the final moving schedule times with the Alabama Board of Nursing and building management at the applicable locations.

XII. DAMAGE AND LOSS

The successful supplier shall be responsible for damage to or loss of Board personal property and buildings/facilities/real property owned or leased by ABN (collectively referred to as “Board Property”) caused by the supplier or its employees, agents, or subcontractors while performing the services.

Any damage or loss shall be reported immediately to the designated Board representative.

The supplier shall take all reasonable measures to prevent damage to Board Property throughout the project.

XIII. SUBCONTRACTORS

The supplier shall identify any subcontractors that will be used to perform any portion of the services.

The supplier shall remain fully responsible for the performance, acts, omissions, and conduct of all subcontractors used in connection with this project.

The use of subcontractors does not relieve the successful supplier of any obligations under this solicitation.

XIV. MANDATORY SITE VISIT ACKNOWLEDGMENT

Suppliers will be required to sign in at each mandatory site visit.

The Alabama Board of Nursing will maintain the site visit sign-in sheets as documentation of supplier attendance.

The applicable site visit documentation will be uploaded to the Alabama Buys Portal as part of the procurement record when the lowest responsive and responsible bid is awarded.

XV. AWARD

The Alabama Board of Nursing intends to award the contract to the lowest responsive and responsible bidder, subject to applicable state procurement laws, regulations, policies, and requirements.

The Board reserves the right to reject any or all bids, to waive minor irregularities when permitted, and to make an award that is in the best interest of the State of Alabama.

A supplier’s failure to comply with mandatory requirements, including attendance at all required site visits and submission of required bonding and insurance documentation, may result in the bid being deemed non-responsive.

XVI. BOARD CONTACT

Questions regarding the scope of work, mandatory site visits, or other requirements of this solicitation should be directed to:

Stephanie B. Harold Director, Administrative Services Alabama Board of Nursing Email: stephanie.harold@abn.alabama.gov Cell: (334) 328-7773