7900423140ProjectDefinition.xlsx
XLSX spreadsheet 65 KB Posted
- Attached to
- Moving Services (Statewide)
- Contract number
- 23140
- Issued by
- New York
About this file
This document is a Project Definition template for a New York State Office of General Services (OGS) Moving Services Contract (Award #23140), Group 79004, which establishes a statewide contract vehicle for moving services across multiple regions of New York State. The contract involves multiple moving and storage contractors including Arnoff Moving and Storage, Champion Moving and Storage, Dimon & Bacorn, Don's Moving & Storage, and several other regional moving companies covering various New York counties and regions.
The contract provides a standardized process for state agencies and authorized users to procure moving services, with mandatory use of a detailed Project Definition form that captures specific move requirements. Pricing is based on hourly rates for supervisors, helpers, packers, drivers, and truck sizes, with provisions for ancillary services like electrician and carpenter work. The contract includes specific guidelines for intra-regional and inter-regional moves, with adjustments allowed for prevailing wage rate differences between regions. Contractors are required to provide detailed quotes based on site visits, and awards are to be made to the lowest-priced contractor within the applicable region, with hourly rates capped at published state contract rates.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| 7900423140HowToUse.pdf | ||
| 7900423140ra.pdf | ||
| 7900423140AncillaryCost.xlsx | XLSX spreadsheet | |
| 7900423140PriceByRegion.xlsx | XLSX spreadsheet | |
| 7900423140pm.pdf | ||
| 7900423140InsuranceRequirements.pdf |
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
Requirements & Instructions
GROUP - 79004 - MOVING SERVICES
PROJECT DEFINITION - AWARD# 23140
| Project Definition Requirements & Instructions |
| Use of the Project Definition will be MANDATORY for all purchases made by any State Agency through the Contract(s) resulting from this Invitation for Bids to solicit best and final quotes based on the actual move requirements from Contractors within the region(s) where the move will take place. |
| OGS also encourages the use of the Project Definition by Non- State Agency Authorized Users as a way to get the best pricing possible. Such Authorized Users must still comply with all applicable procurement laws and policies. |
| Please read IFB sections 6.4 through 6.4.4 for Project Definition requirements including: pricing requirements, service requirements, cost review by Authorized Users and Steps prior to the execution of each move. |
| Instructions for Completing the Project Definition |
| 1 - The Authorized User should complete all fields contained in the top section of the Project Definition (located on the tab in this workbook titled “Project Definition).” |
| 2 - The Authorized User shall then send the Project Definition (in the same Excel format) to all Contractors awarded in the Region in which the move will take place. Please refer to the "Regions" section of the contract for a chart showing what Contractors cover which regions. |
| 3 - If the Authorized User determines that a Site visit is required, then it is mandatory for Contractors to attend the Site visit at the time and location specified by the Authorized User. |
| 4 - Contractors are required to complete a Facility Site visit verification form (located on the tab in this workbook titled “Site Visit”), if a Site visit is required. |
| 5 - Contractors will then complete all fields contained in the bottom section of the Project Definition (best and final quote) and return it signed to the Authorized User by the date specified on the top part of the Project Definition (that date was originally specified by the Authorized User). |
| 6 - The Authorized User shall review each of the Contractors’ best and final quotes and ensure that none of the Contractor's prices exceed their “Not to Exceed” prices listed in both “Pricing Info (By Region)” and “Ancillary Cost Chart” on the contract landing page for that Contractor. |
| 7 - The Authorized User shall then award to the Contractor that offers the lowest price. |
| 8 - For instructions about Inter-Regional Moves, please refer to the next tab in this Workbook ("Inter-Regional Moves") |
Project Definition
GROUP - 79004 - MOVING SERVICES
PROJECT DEFINITION - AWARD# 23140
Project Name: 0 Project # 0
AUTHORIZED USER COMPLETES THIS SECTION
Project Definition - Date of Issue: February / 4 / 20 25
Authorized User's Information:
Project Name: Project #
Entity:
Contact Name:
Phone Number:
Key Events/Dates:
Site Visit Required: Select from drop-down menu
| Date: | Time | |
| (If a Site Visit is required, please refer to the Site Visit tab to complete the form) |
Project Definition Must be Returned by: Date:
Anticipated Project Start Date:
Current Site Location: Region:
Facility Name:
Current Address:
County: City: Zip Code:
New Site Location: Region:
Facility Name:
New Address:
County: City: Zip Code:
Optional Items
| Enter a check mark if any of the Optional Items are required in the Project Definition (for services such as removing & installing shelves, etc.): | |
| Electrician | |
| Carpenter |
| Description of Furniture/Equipment/Records to be Moved: |
| (List quantity & size) (Note: Press Alt+Enter to create a new line) |
| Pertinent Details: |
| (List any details that may affect the move such as expected delays, unusual circumstances or special equipment that may be required) |
CONTRACTOR COMPLETES THIS SECTION
Contractor Name & PC #: Select Contractor
| Note: Hourly Rates offered in this Project Definition cannnot exceed the Hourly Rates | |
| published by NYS OGS at https://www.ogs.ny.gov/purchase/snt/lists/gp_79004.asp | https://ogs.ny.gov/Award-23140 |
Supervisor (Mandatory to remain on-site during entire duration of the move)
Hourly Rate for each Supervisor =
Number of Supervisors = Number of Hours =
Total Amount (Supervisors) = $0.00
Helper (Mover)
Hourly Rate for each Helper (Mover) =
Number of Helpers (Movers) = Number of Hours =
Total Amount (Helpers) = $0.00
Packer
Hourly Rate for each Packer =
Number of Packers = Number of Hours =
Total Amount (Packers) = $0.00
Driver
Hourly Rate for each Driver =
Number of Drivers = Number of Hours =
Total Amount (Drivers) = $0.00
Medium Truck (Not including Driver)
Hourly Rate for Medium Truck =
Number of Medium Trucks = Number of Hours =
Total Amount (Medium Trucks) = $0.00
Large Truck (Not including Driver)
Hourly Rate for Large Truck =
Number of Large Trucks = Number of Hours =
Total Amount (Large Trucks) = $0.00
Electrician and Carpenter Rate
(The hourly rate for either Electrician or Carpenter must be entered ONLY if the Authorized User required any of them in the Project Definition. The hourly rate to be entered should match the current Prevailing wage for that area at the time of the Project Definition's issue date. The Contractor will also enter the percentage (%) up charged (which cannot exceed the % shown within the contract's price pages).
Hourly Rate for Electrician =
% up charge for Electrician = Number of Hours =
Total Amount (Electrician) = $0.00
Hourly Rate for Carpenter =
% up charge for Carpenter = Number of Hours =
Total Amount (Carpenter) = $0.00
Overnight Storage of Furniture/Equipment/Records on Truck per Night
(Only where necessary, the Contractor could provide security overnight for truck storage of furniture, equipment and records being moved at the truck rate stated in the Contract).
Medium Truck Overnight Storage Rate = per Night
Number of Medium Trucks = Number of Nights =
Total Amount (Medium Truck Overnight Storage) = $0.00
Large Truck Overnight Storage Rate = per Night
Number of Large Trucks = Number of Nights =
Total Amount (Large Truck Overnight Storage) = $0.00
Ancillary Items
| Item/Size | Unit Cost | # of Units | Total Cost |
| $0.00 |
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
Total Amount (Ancillary Items) = $0.00
Project Definition's Total Cost = $0.00
Print Name Date
Contractor Signature
| Month | Day | Year | Region | County | Contractors |
| January | 1 | 25 | 1 | Albany | Select Contractor |
| February | 2 | 26 | 2 | Allegany | ARNOFF MOVING AND STORAGE, INC. |
| March | 3 | 27 | 3 | Bronx | CHAMPION MOVING AND STORAGE, INC. |
| April | 4 | 28 | 4 | Broome | DIMON & BACORN, INC. |
| May | 5 | 29 | 5 | Cattaraugus | DON’S MOVING & STORAGE, INC. |
| June | 6 | 30 | 6 | Cayuga | ELATE MOVING, LLC |
| July | 7 | 7 | Chautauqua | GREATER SYRACUSE MOVING AND STORAGE CO., INC | |
| August | 8 | 8 | Chemung | LIBERTY MOVING & STORAGE | |
| September | 9 | 9 | Chenango | LINCOLN MOVING & STORAGE OF BUFFALO, INC. | |
| October | 10 | 10 | Clinton | METRO RELOCATION SOLUTIONS, INC. | |
| November | 11 | Columbia | MOVIN SOLUTION, INC | ||
| December | 12 | Cortland | NAGLEE MOVING & STORAGE, INC. | ||
| 13 | Delaware | SANTIEGO WORLDWIDE, INC. | |||
| 14 | Dutchess | SMART MOVING & STORAGE, INC. | |||
| 15 | Erie | SUNRISE OFFICE SERVICES, INC. | |||
| 16 | Essex | ||||
| 17 | Franklin | ||||
| 18 | Fulton | ||||
| 19 | Genesee | ||||
| 20 | Greene | ||||
| 21 | Hamilton | ||||
| 22 | Herkimer | ||||
| 23 | Jefferson | ||||
| 24 | Kings | ||||
| 25 | Lewis | ||||
| 26 | Livingston | ||||
| 27 | Madison | ||||
| 28 | Monroe | ||||
| 29 | Montgomery | ||||
| 30 | Nassau | ||||
| 31 | New York | ||||
| Niagara | |||||
| Oneida | |||||
| Onondaga | |||||
| Ontario | |||||
| Orange | |||||
| Orleans | |||||
| Oswego | |||||
| Otsego | |||||
| Putnam | |||||
| Queens | |||||
| Rensselaer | |||||
| Richmond | |||||
| Rockland | |||||
| Saint Lawrence | |||||
| Saratoga | |||||
| Schenectady | |||||
| Schoharie | |||||
| Schuyler | |||||
| Seneca | |||||
| Steuben | |||||
| Suffolk | |||||
| Sullivan | |||||
| Tioga | |||||
| Tompkins | |||||
| Ulster | |||||
| Warren | |||||
| Washington | |||||
| Wayne | |||||
| Westchester | |||||
| Wyoming | |||||
| Yates | |||||
| Other |
Page &P of &N https://ogs.ny.gov/Award-23140 Site Visit
| GROUP - 79004 - AWARD# 23140 - MOVING SERVICES | |
| FACILITY SITE VISIT | |
| VERIFICATION FORM |
Project Name 0 Project #: 0
CONTRACTOR'S SECTION (Complete gray areas)
| I, | , | |
| (name) |
| representing | Select Contractor | |
| (Contract number and company name) |
by personal examination of the specifications and review of the actual work to be
| performed at the | 0 | |
| (facility name) |
| at | , , NY | |
| (facility address) |
| on | 12/31/99 | , at | 12:00:00 AM | met with the Authorized User's |
| (date) | (time) |
representative to comply with the site visit verification requirement as stated in the Project Definition
(company representative signature) (date)
FOR THE AUTHORIZED USER'S USE ONLY
Entity: 0
Print Name:
Title:
Signature
Inter-Intra Regional Moves
GROUP - 79004 - MOVING SERVICES
PROJECT DEFINITION - AWARD# 23140
Intra-Regional and Inter-Regional Moves
Intra-Regional Move (Move within a Region)
A. Authorized Users shall review the list of locations to determine which region is applicable for the move.
B. Authorized Users shall review the list of rates and services from the Contract Award Notification available in the applicable region. Authorized Users are required to develop a Project Definition dictating specific needs and contacting only contractors awarded contracts within the region where the work is to be accomplished.
C. Authorized Users shall follow the steps for completing a Project Definition (See the "Requirements & Instructions" tab located in this workbook).
D. Authorized User and Contractor shall develop the exact cost or estimated cost (based on number of hours needed to complete the move times the number of personnel used) if an exact cost cannot be determined at that time, with the Authorized Users permission, may give an estimated cost, but the Contractor shall only be paid for hours actually worked.
E. Authorized User shall issue a purchase order or other written order for work depending on the type of contract.
F. Authorized User shall issue purchase orders or other written orders which are effective and binding on the Contractor when placed in the mail addressed to the Contractor at the address shown in the Contract Award Notification.
Inter-Regional Move (Move from one Region to another Region)
The same steps above shall be followed in an Intra-Regional Move plus the following:
A. Authorized User shall review the list of locations to determine all regions applicable for the move.
B. Authorized User shall contact the appropriate Contractor(s) from all involved regions to set up a site visit to outline the specifics of the move.
C. If the Prevailing Wage Rate is different from one Region to another, the following instructions are provided:
| Contractors must pay at a minimum, the prevailing wage rate and supplemental benefits at the current rate plus supplemental benefits at the time of the job for Article 9 and Article 8 workers, for the area where work is performed. The rate for the appropriate region is to begin upon arrival at the site (example: In a move from site A to site B, the site A regional rate would apply for the travel from site A to site B. Upon arrival at site B the prevailing wage rate for the region in which that site is located would apply). |
| Only for inter-regional moves shall a Contractor be allowed to exceed the current contract price where the contractor did not receive an award in one of the regions where the move takes place and hourly prevailing wage rate plus supplemental benefits in one of the regions is higher than the region where contractor has an award. However, the amount that the current contract price can be exceeded is limited to those moves where the DOL hourly prevailing rate (HPR) plus supplemental benefits is higher in one of the regions where the move occurs. The difference in price shall be limited to increased DOL HPR plus supplemental benefits, if any between the two regions |
| Only hourly rates affected by the prevailing wage rate can be adjusted according to the formula below. Prices for trucks, storage boxes, etc., cannot be changed from the initial rate stated in the IFB. Contractors must document the difference in hourly wage and benefits which apply. |
| Use the worksheet below to determine maximum Bid allowed in the higher prevailing wage rate region for contractors who received an award in the region with the lower prevailing wage rate (and not in the region where the higher prevailing wage rate applies). |
HELPER AMOUNT
Higher Rate Region: Lower Rate Region:
Current Hourly Prevailing Wage Rate Current Hourly Prevailing Wage Rate
Current Hourly Supplemental Benefits Rate Current Hourly Supplemental Benefits Rate
Current Total Hourly Wage Rate (A) $0.00 Current Total Hourly Wage Rate (B) $0.00
Difference between Hourly Wage Rate (Higher Rate Region) vs Hourly Wage Rate (Lower Rate Region) (C) = $0.00
Current Contract Price by the Contractor in Lower Rate Region for Helper (with Contractor's Markup) (D) =
Total Rate Price Allowed for Helper in Higher Rate Region (with Contractor's Markup) (C) + (D) = $0.00
PACKER AMOUNT
Higher Rate Region: Lower Rate Region:
Current Hourly Prevailing Wage Rate Current Hourly Prevailing Wage Rate
Current Hourly Supplemental Benefits Rate Current Hourly Supplemental Benefits Rate
Current Total Hourly Wage Rate (A) $0.00 Current Total Hourly Wage Rate (B) $0.00
Difference between Hourly Wage Rate (Higher Rate Region) vs Hourly Wage Rate (Lower Rate Region) (C) = $0.00
Current Contract Price by the Contractor in Lower Rate Region for Packer (with Contractor's Markup) (D) =
Total Rate Price Allowed for Packer in Higher Rate Region (with Contractor's Markup) (C) + (D) = $0.00
DRIVER - LIGHT TRUCK AMOUNT
Higher Rate Region: Lower Rate Region:
Current Hourly Prevailing Wage Rate Current Hourly Prevailing Wage Rate
Current Hourly Supplemental Benefits Rate Current Hourly Supplemental Benefits Rate
Current Total Hourly Wage Rate (A) $0.00 Current Total Hourly Wage Rate (B) $0.00
Difference between Hourly Wage Rate (Higher Rate Region) vs Hourly Wage Rate (Lower Rate Region) (C) = $0.00
Current Contract Price by the Contractor in Lower Rate Region for Driver (with Contractor's Markup) (D) =
Total Rate Price Allowed for Driver in Higher Rate Region (with Contractor's Markup) (C) + (D) = $0.00
SUPERVISOR AMOUNT
Higher Rate Region: Lower Rate Region:
Current Hourly Prevailing Wage Rate Current Hourly Prevailing Wage Rate
Current Hourly Supplemental Benefits Rate Current Hourly Supplemental Benefits Rate
Current Total Hourly Wage Rate (A) $0.00 Current Total Hourly Wage Rate (B) $0.00
Difference between Hourly Wage Rate (Higher Rate Region) vs Hourly Wage Rate (Lower Rate Region) (C) = $0.00
Current Contract Price by the Contractor in Lower Rate Region for Supervisor (with Contractor's Markup) (D) =
Total Rate Price Allowed for Supervisor in Higher Rate Region (with Contractor's Markup) (C) + (D) = $0.00
CARPENTER & ELECTRICIAN AMOUNT
If applicable, the same calculations should be done for the Carperter and Electrician's titles.
File details come from the government source that posted it. Updated .