ESBD_526061_1781191603718_RFP 26-17 Moving Services.pdf

RFP 26-17 Moving Services 1

REQUEST FOR PROPOSALS (RFP) #26-17

Moving Services

PROPOSED SOLICITATION SCHEDULE

This schedule may be modified or changed at the sole discretion of SJCCD.

DATE ACTION

June 11, 2026 RFP issued.

June 23, 2026

Questions and/or Clarifications Deadline

Requests for questions and clarifications regarding RFP documents shall be submitted through the Questions tab in IonWave by 5:00 p.m. Central Time to be considered.

June 26, 2026 Issuance of final addendum, if necessary.

July 9, 2026

Proposal Submission Deadline

All proposal documents shall be submitted before 2:00 p.m. Central Time in IonWave.

The RFP opening will take place digitally through IonWave immediately following time due. A list of vendors who submitted will be made available upon written request to the Procurement Contact.

August 2026 – September 2026 Recommendation of award and approval to enter into contract.

Award will be announced after approval received.

E-Bidding Website: IonWave:

https://sanjac.ionwave.net

PROCUREMENT CONTACT

Kimberly Adams, Buyer 281-991-2614 kimberly.adams@sjcd.edu https://sanjac.ionwave.net/ mailto:kimberly.adams@sjcd.edu

RFP 26-17 Moving Services 2

SCOPE OF WORK

1. General

San Jacinto Community College District (“SJCCD” or “College”) is soliciting sealed proposals from qualified firms to provide moving services.

All work performed must be in compliance with existing federal, state and local codes, statutes and requirements.

SJCCD is a public community college district organized under Chapter 130 of the Texas Education Code and is tax exempt in the State of Texas.

This Scope of Work covers the requirements to provide SJCCD with moving services, which shall include, but is not limited to the following:

2. Services

2.1 Contractor shall coordinate and perform all activities required to move and relocate office furniture, desktop computer workstations and related peripherals, records management (file cabinets and related systems), laboratory supplies and equipment, boxes and general office effects, and other office or classroom related equipment.

2.2 Contractor should be capable of coordinating and transporting specialty or high-value items, on a case-by-case basis, including but not limited to grand pianos, safes, oversized equipment, laboratory equipment requiring specialized handling, audiovisual equipment, gym and fitness equipment, and other specialty assets. Firms that do not directly provide specialty moving services may propose alternative solutions, including the use of qualified subcontractors or specialty service providers, as approved by the College. In such cases, the Contractor shall remain fully responsible and liable for all work performed, including any loss or damage incurred during transport or handling. Any subcontracted specialty moving services shall be subject to prior approval by the College and separately itemized on the corresponding quote or invoice.

2.3 Contractor shall provide all supervision, personnel, equipment, vehicles, supplies and packing materials necessary and required to perform moving services. Such services may include disassembly and reassembly of cased goods, furniture, and/or installation of modular systems furniture and metal shelving.

2.4 The Contractor’s appointed representative shall attend pre-move meetings to provide written not-to-exceed cost estimates for each move. Estimates shall include, but are not limited to, the following:

• Name of department, building and room number to be moved.

• Determine whether the move can be scheduled during normal working hours or outside normal working hours (including nights, weekends, or holidays).

• Provide an itemized list of materials required for each move.

RFP 26-17 Moving Services 3

• Provide pricing for any special equipment (i.e. forklift, roll-off truck) if required for the move. All costs associated with the special equipment (insurance, salaries, overhead) shall be included in the hourly rates.

2.5 Move schedules are contingent upon actual construction and/or renovation completion dates. Moves shall normally be scheduled to take place between Monday-Friday 7:00 a.m.

– 5:00 p.m. but may need to continue into the evening or weekend in order to be completed. General moving will be from campus to campus and/or between buildings on each campus.

• Regular service is defined as Monday-Friday: 7:00 a.m. to 5:00 p.m.

• Overtime service is defined as:

o Monday-Friday: 5:01 p.m. to 6:59 a.m.

o Saturday-Sunday: 12:01 a.m. to 11:59 p.m.

3. Specifications

3.1 A supervisor shall be on site at all times.

3.2 A coordinator shall plan and schedule all the moving personnel and work closely with

College’s facilities operations manager during a move. A written plan for each move will be generated by the contractor. This plan will be reviewed, approved and signed by the College project manager and contractor prior to commencing work.

3.3 An appointed representative shall review the condition of origin and destination facilities with SJCCD contact person prior to a move and immediately after the move-in is completed. These reviews will be documented and signed by both representatives.

Contractor is responsible for the repair or replacement for any new damage found during the review accomplished after the move is completed. It will be at the discretion of SJCCD to determine if the Contractor shall correct the damages or reimburse the College for the damages.

3.4 All move supervisors and drivers shall be equipped with radio/cellular communication devices during all major phases of moving.

3.5 Contractor shall provide a multi-color labeling system with separate colors designating floor sectors at the destination site. Use of college building and room numbering systems shall be used on identifying labels.

3.6 Contractor shall take necessary action to protect walls, floors, elevators and lobbies from damage due to move activities. Contractor shall be responsible for all costs associated with damages related to move activities caused by the contractor’s employees.

3.7 Relocation of computers, desktop copiers, CPUs, printers, etc. such equipment will be moved within specially designed containers, within corrugated tri-walled gondolas, or properly wrapped with pads and strapped to interior vans walls with logistic straps. All vehicles used for moving these items shall have air-ride suspension. SJCCD will arrange for any required servicing of computers, copiers and other items which require servicing prior to or after movement.

RFP 26-17 Moving Services 4

3.8 Due to the number of computer components affected in a move, it is critical to coordinate each department’s schedule in order to identify when computers can be disconnected, moved, and when they must be reconnected. The College’s IT Department will work closely with the Contractor and SJCCD project manager to establish this schedule.

3.9 Contractor shall respond to requests for services within twenty-four (24) hours after receiving receipt of notification by SJCCD. If the request for service is sent to the Contractor on a Friday, the Contractor shall respond before noon the following Monday.

3.10 Contractor shall provide temporary storage of assets or materials at the request of

SJCCD.

3.11 Contractor must have insurance or bond to cover any damage or loss of College owned goods while being stored on contractor’s premises.

4. College Locations

4.1. District Offices – 4620 Fairmont Parkway, Pasadena, TX 77504

4.2. Central Campus – 8060 Spencer Hwy, Pasadena, TX 77505

4.3. North Campus – 5800 Uvalde, Houston, TX 77049

4.4. South Campus – 13735 Beamer Road, Houston, TX 77089

4.5. Maritime – 3700 Old Hwy 146, La Porte, TX 77571

4.6. Generation Park Campus – 13455 Lockwood Rd., Houston, TX 77044

4.7. Edge Center – 13150 Space Center Blvd., Houston, TX 77059

5. Pricing

5.1. Solicitation Firm Pricing

5.1.1. Respondent shall propose firm net pricing for the term of the solicitation with discounts marked.

5.1.2. Prices must be stated in units of quantity specified in solicitation requirements. In case of a discrepancy in computing the amount of the response, the unit price quoted will govern.

5.1.3. SJCCD is a tax-exempt entity:

5.1.3.1. It is the respondent's responsibility to be familiar with applicable tax implications and the respondent shall be liable for all such costs associated with their response.

5.1.3.2. SJCCD reserves the right to purchase or compare pricing available, or made available from, cooperative purchasing agreements and other governmental contracts.

5.2. Annual Pricing Adjustments:

5.2.1. Prices must be held firmly for the first term of the awarded contract, after which a price adjustment may be requested.

5.2.2. All price adjustment requests must be based upon labor cost and/or product cost as appliable to the purchase, and documentation of the price increase is required as outlined in this Section.

RFP 26-17 Moving Services 5

5.2.3. Awarded contractor must provide SJCCD Purchasing Department with a written price adjustment request a minimum of 30 days before the contract renewal.

5.2.4. For any contract renewal in which a price adjustment is requested, the renewal year pricing will be determined by adjusting the current year pricing by the average inflationary/deflationary effect, as reported by the U.S. Bureau of Labor Statistics

(BLS):

• Labor: Consumer Price Index of Urban Wage Earners and Clerical Workers (CPI-

W) for Houston, Texas, between the current or prior year as compared to the year preceding the current or prior year of the contract. The CPI-W, as published by BLS, is a measure, over time, of the average change in the compensation of urban wage earners and clerical workers.

• Labor/Products: Consumer Price Index of All Urban Consumers (CPI-U) for Houston, Texas, between the current or prior year as compared to the year preceding the current or prior year of the contract. The CPI-U, as published by the BLS, is a measure, over time, of the average change in prices in a fixed market basket of goods and services and covers approximately 80 percent of the total populations, including wage earners, clerical workers, as well as groups such as a professional, managerial, and technical workers, the self-employed, retirees and others not in the labor force.

• Products: Producer Price Index (PPI) for Industry Data between the current or prior year as compared to the year preceding the current or prior year of the contract. The PPI, as published by the BLS, is a measure, over time, of the average change in selling prices domestic producers receive for their goods.

5.2.5. SJCCD reserves the right to accept or reject any price adjustment requests. A rejection of a price adjustment may result in the termination of any agreement, contract, purchase order, or other agreement without fault or obligation.

5.3. Tariff-Based Price Adjustments

5.3.1. Not discarding the foregoing statements above, SJCCD recognizes the imposition of tariffs or trade restrictions may impact the suppliers’ ability to maintain pricing.

5.3.2. Suppliers may notify SJCCD of the impact, supported by credible cost data. Credible cost data would include documentation as follows:

• Copy of the official tariff schedule or notice (E.G., from the U.S. International

Trade Commission, or Customs and Border Protection (CBP)).

• Federal Register notice showing the imposition of the tariff with effective dates and Harmonized Tariff Schedule (HTS codes) including reference to the HTS code for the product.

5.3.3. SJCCD reserves the right to request the following as evidence of payment of tariffs:

• https://www.cbp.gov/trade/programs-administration/entry-summary/cbp-form-7501 (Entry Summary): This shows tariff duties paid upon entry to the U.S.

• Commercial invoice showing the importation of goods and/or bill of lading or shipping documents indicating international sourcing, the duty or tariff amounts listed, and/or supplier name as importer of record or a third-party custom broker.

5.3.4. SJCCD will engage in good-faith negotiations to consider price modifications, substitute goods, or alternative sourcing arrangements, with the goal of minimizing disruption to public services and maintaining the continuity of supply.

https://nam10.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.usitc.gov%2Fgeneral_information.htm&data=05%7C02%7CGenevieve.scholes%40sjcd.edu%7C7b36f2b03b894fe1852f08dd83fa090c%7C514efd408efe4f15819f34e56acf1562%7C0%7C0%7C638811832094598172%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=qEllJvpc9aNCZ76WmTGw8LgXAU%2BigeYSEjWmZgmPgZU%3D&reserved=0 https://nam10.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.usitc.gov%2Fgeneral_information.htm&data=05%7C02%7CGenevieve.scholes%40sjcd.edu%7C7b36f2b03b894fe1852f08dd83fa090c%7C514efd408efe4f15819f34e56acf1562%7C0%7C0%7C638811832094598172%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=qEllJvpc9aNCZ76WmTGw8LgXAU%2BigeYSEjWmZgmPgZU%3D&reserved=0 https://nam10.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.cbp.gov%2F&data=05%7C02%7CGenevieve.scholes%40sjcd.edu%7C7b36f2b03b894fe1852f08dd83fa090c%7C514efd408efe4f15819f34e56acf1562%7C0%7C0%7C638811832094613216%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=ekjHPEEwJu4K5pRthMPDqoRgjTJwHqhzIpp8dOD83K4%3D&reserved=0 https://nam10.safelinks.protection.outlook.com/?url=https%3A%2F%2Fhts.usitc.gov%2F&data=05%7C02%7CGenevieve.scholes%40sjcd.edu%7C7b36f2b03b894fe1852f08dd83fa090c%7C514efd408efe4f15819f34e56acf1562%7C0%7C0%7C638811832094628051%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=FDwO2ZxKK39VfohncUhdZJgmOWRukNJ9ZzeZYbCODAg%3D&reserved=0 https://www.cbp.gov/trade/programs-administration/entry-summary/cbp-form-7501 https://www.cbp.gov/trade/programs-administration/entry-summary/cbp-form-7501

RFP 26-17 Moving Services 6

6. Special Requirements

6.1. All contractors, subcontractors or company representatives working at any college property or college facility shall wear a clearly visible name tag, badge, embroidered or labelled uniform shirt, or other personal or company identification at all times. Failure to comply with this requirement could result in removal from the campus until corrected.

7. Contract Term

7.1. The contract term, if any, for contract(s) awarded from this solicitation will be one (1) year with renewal options of four (4) one-year time periods, based on the same terms and conditions with future pricing revised according to the attachment titled CPI-W Based Price Adjustment Calculations, and subject to the termination provisions as further described in the sample contract terms and conditions on the Attachments tab section of this solicitation.

RFP 26-17 Moving Services 7

EVALUATION CRITERIA

An Evaluation Committee will review all proposals according to the criteria stated herein. The committee’s evaluations will be based on all available information, including qualification statements, subsequent interviews/presentations, reports, discussions, reference checks, and other appropriate review.

Proposals will be evaluated using the following criteria:

Factor Points

Section 1: Qualifications Form 35

Section 2: Attachments 10

Section 3: References 10

Section 4: Exceptions to Sample Contract 5

Section 5: Price Proposal* 40

Total 100

* The price proposal for each firm will be evaluated in comparison with the other firms’ price proposals;

however, the number of points possible may be evaluated in proportion to each respondent’s evaluation score received for Section 1: Qualifications Form.

RFP 26-17 Moving Services 8

PROPOSAL RESPONSE REQUIREMENTS

All proposal response requirements must be submitted through IonWave. The system does not allow a proposal submission unless all requirements have been met, including Attributes and Response Attachments. These requirements include, but are not limited to, the following:

1. Qualifications Form

Submit the Qualifications Form in the Response Attachments tab in IonWave.

2. Attachments

Submit all Attachments listed below in the Response Attachments tab in IonWave.

2.1 Equipment/Fleet List

2.2 Organizational Chart and/or Key Personnel

2.3 Documentation demonstrating active TxDMV and/or FMCSA compliance and operating authority; the College will accept the following types of documentation, but the College reserves the right to consider additional documentation not listed below at its sole discretion:

Documentation types:

• TxDMV Certificate of Registration

• FMCSA Operating Authority documentation

• USDOT registration documentation

• Other state or federal regulatory documentation demonstrating active operating authority and compliance

3. References

Submit references in the Attributes tab in IonWave for the following:

3.1. The proposer shall provide at least five (5) references on recent projects for which the proposer's company is currently providing or has provided the same type and level of service required in this RFP within the past three years. Include the name, telephone number, and valid email address of a reference person who may be contacted for further information. It is highly preferable that these references are other colleges or public sector accounts comparable in size or larger.

3.2. All references will be contacted by email. Evaluations will be based on responses received from references. It is advisable to notify your references ahead of time that a reference will be requested by email.

RFP 26-17 Moving Services 9

4. Exceptions to Sample Contract

Submit the following as separate Response Attachments in IonWave:

a. Restricted Terms and Conditions Form; available to download under the Attachments tab. The College’s evaluation of this section will be based on Firm’s acceptance of Restricted Terms, as outlined in the Sample Contract.

b. An exception includes any addition, deletion, or other modification to the sample contract. If you select Yes to “EXCEPTIONS TO TERMS AND CONDITIONS” under the Attributes tab, you must submit a written summary of each exception to the sample contract. The summary shall include supporting justification that clearly identifies the specific reference, page, section, and sub-section of the change, relevance of the change, the vendor’s rationale for the change, and benefit to the College for accepting the change for the submitted exceptions to be considered in the evaluation.

Any exceptions not explicitly stated may not be considered during contract negotiations, if any.

The submittal of exceptions to terms and conditions does not guarantee the College’s acceptance of exceptions. The College reserves the right to accept or reject any exceptions as necessary to negotiate a mutually beneficial contract.

5. Price Proposal

Submit pricing on the Line Items tab in IonWave for the following:

1. Labor Fees:

1.1. Supervisor - Regular Rate

1.2. Supervisor - Overtime Rate

1.3. Coordinator - Regular Rate

1.4. Coordinator - Overtime Rate

1.5. Mover/Staff - Regular Rate

1.6. Mover/Staff - Overtime Rate

1.7. Packer - Regular Rate

1.8. Packer - Overtime Rate

1.9. Driver - Regular Rate

1.10. Driver - Overtime Rate

1.11. Furniture Installer - Regular Rate

1.12. Furniture Installer - Overtime Rate

1.13. Specialty Moving Services - Regular Rate

1.14. Specialty Moving Services - Overtime Rate

2. Rental Fees:

2.1. Bobtail Truck - Daily Rate

2.2. Tractor & Trailer - Daily Rate

2.3. Light Truck/Van - Daily Rate

2.4. Lift Gate Truck - Daily Rate

RFP 26-17 Moving Services 10

2.5. On-Site Pallet Storage - Daily Rate

2.6. On-Site Pallet Storage - Weekly Rate

2.7. On-Site Pallet Storage - Monthly Rate

2.8. On-Site Trailer Storage (48 Feet) - Daily Rate

2.9. On-Site Trailer Storage (48 Feet) - Weekly Rate

2.10. On-Site Trailer Storage (48 Feet) - Monthly Rate

2.11. On-Site Trailer Storage (53 Feet) - Daily Rate

2.12. On-Site Trailer Storage (53 Feet) - Weekly Rate

2.13. On-Site Trailer Storage (53 Feet) - Monthly Rate

2.14. Temporary Storage (5000 SQ Feet) - Daily Rate

2.15. Temporary Storage (5000 SQ Feet) - Weekly Rate

2.16. Temporary Storage (5000 SQ Feet) - Monthly Rate

3. Materials Fees:

3.1. 1.5 Interlock Boxes (17" x 12-3/8" x 11")

3.2. 2.2 Interlock Boxes (24" x 15" x 10-1/4")

3.3. Cardboard Bin Boxes (30" x 4' x 3')

3.4. Heavy Duty Cardboard Bin Boxes (30" x 4' x 3')

3.5. Book Carton - 1.5 cubic foot carton (16" x 12" x 12")

3.6. Telescoping Picture Carton (37" x 4" x 27" expandable to 48" x 4" x 33")

3.7. Anti-Static Amine Free Pink Bags 4 Mil (18" x 24")

3.8. Clear Packing Tape (2" x 110-yards)

3.9. Shrink Wrap (18" x 1,500 ft, 80-gauge)

3.10. Bubble Wrap (Small-bubble wrap, 3/16" bubbles, 24" x 250 ft roll)

3.11. Packing Labels (per 1,000)

3.12. Masonite Floor Protection (4' x 8')

3.13. Cardboard Corner Guards (2"–3" width, 36" length)

3.14. Corrugated Flex Wall Covering (48" x 250 ft roll)

3.15. Corrugated Orange Plastic Wall Covering (48" x 96" sheets)

3.16. Blue Painters Tape (2" x 60-yard roll)

3.17. Duct Tape (2" x 60-yard roll)

3.18. Delivery Fee of Packing Materials (to all SJCCD locations; see Scope of Work, Section

4 College Locations)

3.19. Packing Blankets (rental cost per day)

3.20. Flat Dolly - 4 Wheels (rental cost per day)

3.21. Panel Cart - 3' x 4' (rental cost per day)

Upload a Response Attachment document, if needed, to provide details of any costs not listed in the Line Items section. Any costs not explicitly stated in a proposal response shall not be charged to the College.

The College reserves the right to consider pricing submitted through Line Items, Line Notes, and Response Attachments.

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List of Response Attachments:

All forms are available to download under the Attachments tab in IonWave. Except when listed as Optional, all Response Attachment documents are required and failure to provide a required document may deem the proposer non-responsive and disqualify the response from consideration for award.

Document Naming Standards: Use the following naming standards before uploading documents to IonWave. Failure to use proper Document Naming Standings could result in errors in evaluating your proposal:

• Document Naming Standards: Your Firm’s Name, Document Type (as listed below), RFP#

• Example: Sample Company ABC, Qualification Form, RFP 26-17

Include the following documents in the Response Attachments tab in IonWave.

1. Qualification Form

2. Equipment/Fleet List

3. Organizational Chart and/or Key Personnel

4. Documentation of Active TxDMV and/or FMCSA compliance and operating authority

5. Conflict of Interest form

6. Proof of Insurance Requirements

7. Restricted Terms and Conditions Form

8. Exceptions to Sample Contract (optional)

9. Additional Costs Not Included in Pricing (optional)