Auburn University Request for Proposal Moving and Relocation Services Rev 2 06302025.pdf

Auburn University Request for Proposal

Moving and Relocation Services

RFP Opening Date: July 9, 2025 @ 10:30 AM CST

Proposals received after the date and time specified above will not be considered.

**All questions related to this RFP must be submitted through the Sourcing Event Q&A Board found within this solicitation.**

• Auburn University bid openings will be done solely through the JAGGAER Sourcing Event Portal.

In order to comply with State of Alabama bid law, bid openings will now be made public via the below conference call information.

• Telephone: Meeting ID: 819 3159 5507

• Dial: +1 305 224 1968 (US Toll) or +1 309 205 3325 (US Toll)

• If you wish to listen to bid openings, please make sure your microphone is muted, as only PBS staff should be speaking during these openings.

• Please note that when opening an RFP, PBS staff will only read the vendor names of responses received. RFP pricing will not be read aloud as additional factors are involved in the evaluation.

TABLE OF CONTENTS

Section I: Request for Proposal

Section II: Instructions to Proposers

Section III: Form of Proposal

Section IV: Bid Conditions

Section VI: Evaluation Criteria

Section I. Request for Proposal

A. Intent and Scope for the Auburn University Moving & Relocation Services Contract

Expectations for the Auburn University Moving/Relocation Services Contract

The Auburn University Facilities Division seeks to engage a moving services company to provide labor, equipment, tools, materials and all other items necessary to provide moving services for AU departmental locations. The services include, but are not limited to, the following activities:

• Moving furniture, equipment and miscellaneous contents between Auburn University departmental locations as directed by Contract Administrator(s)

• Packing Services

• Delivering, setting-up and picking-up tables, chairs, and related items for special events such as graduation exercises, building dedication ceremonies and social events

• Performing related work as directed by Contract Administrator(s)

• Follow Auburn University policies and guidelines that govern property/equipment moves. These policies and guidelines are derived from Alabama state property law, University safety rules from Risk Management and Facilities Management Safety Manager. The policies and guidelines are subject to change and are updated per annual safety meetings.

• Established climate-controlled storage facility located within the Auburn/Opelika, AL area.

• Make available climate-controlled storage when required and not charged for access to items while in storage.

• Ability to provide full replacement cost for items lost or damaged.

• Experience in large/complex relocations i.e. Apartment Complexes, Hotel Installations, Office Complexes, Educational Facilities, and Laboratory Relocations.

• Must have an Inventory Management System(IMS) in place.

• Emergency contact shall respond within 1 hour.

• Supervisor on site shall have AU ALERT via cell phone.

B. Proposal Overview and Definitions

• Proposals will be received until 10:30 AM CDT on the specified date.

• Throughout the remainder of this Request for Proposal, all entities involved will be referred to as follows:

o Auburn University will be referred to as “University” or “AU”.

o Commodity/Service Provider will be referred to as “Contractor” or “Supplier”.

o This document will be referred to as “RFP”.

Section II. Instructions to Proposers

A. Proposal Response

• Proposals should be submitted to the Procurement & Business Services Sourcing Event Portal on or before the time and date set for closing.

• Pursuant to the provisions of the State of Alabama Competitive Bid Law rules and regulations adopted there under, sealed bids will be received on the items noted herein by Procurement and Business Services of Auburn University, until the date and time stated.

• All bids are to be "F.O.B. Destination - Freight Prepaid and Allowed."

• Alabama law (Section 41-4-116, code of Alabama 1975) provides that every bid submitted and contract executed shall contain a certification that the vendor, contractor, and all of its affiliates that make sales for delivery into Alabama or leases for use in Alabama are registered, collecting, and remitting Alabama state and local sales, use, and/or lease tax on all taxable sales and leases into Alabama. BY SUBMITTING THIS BID, THE BIDDER IS HEREBY CERTIFYING THAT THEY ARE IN FULL COMPLIANCE WITH ACT NO. 2006-557, they are not barred from bidding or entering into a contract pursuant to 41-4-116, and acknowledges that the awarding authority may declare the contract void if the certification is false.

Bidder certifies that neither it, nor any of its employees who will provide or perform services under this contract have been debarred, suspended or declared ineligible as defined in the Federal Acquisition Regulation (FAR 48 C.F.R. Ch. 1 Subpart 9.4). Bidder will immediately notify the University if the Bidder or any of its employees who will provide or perform services under this contract is placed on the Consolidated List of Debarred, Suspended, and Ineligible Bidders.

• AU reserves the right to award in whole or in part, by line item, or make multiple awards, where such action serves Auburn University’s best interest.

• Proposers may withdraw proposals at any time prior to the time and date set for opening.

• The University reserves the sole and exclusive right to reject or accept any or all proposals and to waive any informality in proposal. The best interest of the University and their subsequent facilities shall be considered as the number one determining factor in selecting or not selecting a Proposer.

• No department, school, or office at the University has the authority to solicit official proposals other than Procurement and Business Services. All solicitation is performed under the direct supervision of the Director of Procurement and Business Services and incomplete accordance with the University policies and procedures.

• The University reserves the right to conduct discussions with proposers, and to accept revisions of proposals, and to negotiate price changes. The University will make reasonable efforts to protect proprietary information, but all records are subject to State of Alabama open records laws.

• Proposers submitting proposals which meet the selection criteria, and which are deemed to be the most advantageous to the University may be requested to give an oral presentation to a selection committee. Procurement and Business Services will schedule the presentations.

• The University is committed to the development of Small Business and Small Disadvantaged business (SB & SDB) suppliers. If subcontracting is necessary, the contractor will make every effort to use SB & SDB in the performance of this contract. Reporting will be required throughout the duration of the contract, indicating the extent of SB & SDB participation.

• The Suppliers shall indemnify, defend, and hold harmless the University, its officers, agents, and employees from any claims, damages, and actions of any kind or nature arising from or caused by the use of any materials, goods, equipment, or services furnished by the Supplier, provided that such liability does not attribute to the sole negligence of the University.

• The successful supplier will have to attest to the following: By signing this contract, the contracting parties affirm, for the duration of the agreement, that they will not violate federal immigration law or knowingly employ, hire for employment, or continue to employ an unauthorized alien within the state of Alabama, Furthermore, a contracting party found to be in violation of this provision shall be deemed in breach of the agreement and shall be responsible for all damages resulting therefrom.”

• Read and comply with all instructions, specifications, General Terms and Conditions, and Bid Conditions.

Section III. Form of Proposal

A. Proposal Format

• Proposals should be submitted in Excel® and/or Adobe PDF® formatting only.

o If there is any information or required submittals, which due to size limitations cannot be incorporated following the preferred formatting, please note for the evaluator where the information can be found in the response.

B. Tabular / Paginated Format

• Tab 1: A one to two-page executive summary of the respondent’s proposal, including brief descriptions of the company’s expertise in procuring a contract of the size and scope described in the RFP, and how the proposer plans to address the University’s requirements.

• Tab 2: Official Bid Price Sheet (Attachment A)

• Tab 3: Contact name(s) and title(s) of the individual(s) responsible for the company’s proposal and negotiation during this RFP process.

• Tab 4: A listing of, at a minimum, of three (3) references of projects/customers similar in size and scope to the services described in the RFP. This list must include the name, telephone, and email address of the client contract administrator. If applicable, please list examples of services rendered in the state of Alabama, particularly within institutions of higher learning.

• Tab 5: Customer service information to include issue resolution, training of employees, hiring processes, & marketing programs.

• Tab 6: Financial statements of the company for the past three (3) years. If the company is a division of a larger corporation, the statements must be submitted for the corporation as a while and for that division of the corporation. Additionally, the claims-to-move ratio for the last three (3) years with the corresponding dollar value of claims should be included in this tab.

• Tab 7: Address for established climate-controlled storage facility located within the Auburn/Opelika, AL area.

• Tab 8: Sustainability efforts for reducing boxes and packaging waste.

• Tab 8: Sample contract for review by Auburn University.

• Tab 9: Exceptions to any terms and conditions.

Section IV. Bid Conditions

Bids submitted must be in accordance with the following General Specifications:

1. All moving services work will be performed on the main campus of Auburn University in Auburn, Alabama plus within five miles thereof unless otherwise specified.

2. Normal working hours are 7:45 am to 4:45 pm, Monday through Friday with one hour allowed for lunch. No payment will be made for the lunch break. The Contractor will be required to maintain accurate records of time worked, materials supplied. All time sheets and material supply sheets must be approved by the Contract Administrator(s) at the end of each work day.

3. Additional services must be approved by the Contract Administrator and will be paid for at the regular time rates. Holiday rates must be agreed upon by both parties prior to services rendered. Move Contractor will not physically detach from or reattach anything to a building. Any items such as wall mounted furniture systems, projector screens, monitors, marker boards, etc. will need to be removed and re-installed via project instruction or work order, and approved by the department.

4. Packing materials listed on unit price bid schedule are to be new materials. Previously used materials, if approved by the Contract Administrator(s), will be paid for at 75% of the price listed in the unit price bid schedule.

5. Bidding Contractors must be able to provide Auburn University’s standard requirement for the evidence of insurance coverage by its contractors related to General Liability, Automobile L iab i l i t y , and Workman’s Compensation coverage, and at the limits specified in the General Terms and Conditions.

6. An award letter will be issued to the low bidder for this work. All invoices shall contain the Bid number and the PO number.

Individual purchase orders will be issued for each moving project to be done. The successful bidder will be required to furnish a not-to-exceed total estimate for each moving project within seven calendar days of notification of n eed. The Contract Administrator(s) will also provide the time allotted for the move. The not-to-exceed total estimate must be broken down according to the items listed in the unit price bid schedule. However, the not-to-exceed pertains only to total cost and not the individual items. Actual time and material used must be documented on a daily log sheet and approved by the Contract Administrator(s). Th e daily log form to be used for this contract must be submitted by the successful contractor and approved by the Contract Administrator(s) within 30 calendar days of contract execution by all parties.

7. The unit price schedule includes costs for the following services and/or supplies. All cost for equipment normally required should be included in the unit prices. The successful bidder MUST have a manager/supervisor on the University premises during the entire move. The manager/supervisor will be responsible for communicating with the necessary university personnel in the moving and replacement of items. The minimum team size for any Auburn University move should consist of: A Team leader/Laborer and three (3) laborers. It is the contractors’ responsibility to provide trained and certified moving personnel. Contractor must use only individuals that are full-time employees of their company to perform any of the services of this bid.

8. Bidding contractors must have established climate-controlled buildings free of mold, mildew and pests. Building should not have any leaks, trucks and trailers used for transport of AU belongings should have clean equipment and no damage that could damage/ruin AU belongings. AU has the right to come onsite to walk through the building at any time before the contract is awarded and any time during the contracted period.

Labor/Vehicle: Calculated by quarter hour. There will be no payment for travel time. Times will start at the time of arrival at the work site and stop at the time of crew departure. The successful bidder must supply sufficient personnel, material, and equipment to meet the required schedule. Project manager/supervisor, Team Leader/Laborer, and minimum of three

(3) Laborers. Vehicle/Driver is part of team, and type vehicle normally required for the move.

Packing Materials: Materials calculated per item. 1.5' Cartons

Some moving projects may require handling items that cannot be moved with normal labor and moving equipment. They would require professional services outside normal moving services, such as cranes, walls, and/or window removal. The costs for any of these services will be estimated on a per-project basis and listed as Third Party Services in the not-to-exceed estimate.

Functional Requirements of Contract to be Awarded

• Term : The University proposes that the initial term of the agreement for Moving Services shall be for one (1) year, with four (4) one-year renewal options, with the consent of both parties.

• Pricing Expectation (See Attachment A)

1. Pricing should be based on a minimum team size, which consists of the following: A Team

Leader/Laborer and three (3) Laborers. (Note: a Manager/supervisor is also required.)

• Pricing and Annual Price Negotiations: The contract item pricing as outlined in the RFP Pricing Worksheet incorporated herein shall remain firm for the first year of the Agreement. In advance of each contract year anniversary, Supplier shall provide a written notice to University before the effective at no less than sixty (60) days before the anniversary of the contract renewal. The university will only accept one price increase per year. Price adjustments shall not exceed the lesser of three percent (3%) or the percentage increase in the Consumer Price Index for all Urban Consumers (CPI-U), U.S. City Average, All Items, Unadjusted, for the most recent twelve months for which data that is not subject to revision is available as published by the U.S. Department of Labor, Bureau of Labor Statistics. Any contract item price adjustments will be made to the then-current pricing in effect prior to the adjustment. Non-contract pricing is subject to adjustment by the Supplier as described in the RFP Pricing Worksheet.

Section V. Evaluation Criteria

The objective of this process is to identify the Best Value suppliers that can serve the University well and provide attractive pricing. The University shall determine the award after evaluating each response on the following criteria. For the basis of award, each of the criteria will be considered in the following listed order:

1. Pricing (based on Attachment A) - 50% Tab 2

2. Customer Service (with supporting documentation) - 40% Customer Service to include, but not be limited to, reference checks.

Marketing program(s) Issue Resolution

3. Sustainability Focus- 10%

Sustainability efforts for reducing boxes and packaging waste.

Calendar of Events

Task Date RFP Bid Issued June 30, 2025

Deadline for Questions July 3, 2025, before/by noon CST

Responses to Q&A June 7, 2025 before/by noon CST

RFP Bid Opening July 9, 2025 @ 10:30 AM CST

*Site Visit July 14, 2025 @ 8:30 AM CST

Contract Negotiations & Executed Contract TBD

*Site visit may not be necessary if Auburn University stakeholders are familiar with the established climate-controlled facility.