FAC127 Statement of Work Template Guidance.docx

FAC127 Moving Services - Guidance Statement of Work (SOW) Template Guidance Buyers are required to provide a Statement of Work (SOW). They will be inclusive of proposed number of employees, size of vehicle(s), amounts of materials to be used; the number of hours detailed, the estimated number of days to complete the move, and estimated total move cost. Turnaround time for quotes will be no more than the amount of time requested by the Purchasing Entity. Before a Purchase Order is generated the cost must be agreed upon.

· Provide Prevailing Wage sheets with the initial request for quote, which become part of the SOW.

· Specify the time and place for the move survey.

· Detail the service being provided and dates to be performed.

· Identify whether or not the location(s) have freight elevator access and if so are there any special procedures for scheduling it. Older buildings do not necessarily have either a passenger or a freight elevator. If it is a leased facility, the freight elevator is generally under the control of the landlord for scheduling purposes.

· Provide vendors with complete detailed lists of items to be moved, or approve lists drawn up by vendors on site visits, including dates/times that items that can be moved, special handling requirements, on site contact person and contact numbers/email, and any other special instructions.

· Purchasers cannot hold vendors responsible for items not specified on the purchaser approved list.

· The transportation and emergency storage during a move of confidential material and records should be identified with clear and specific security procedures in place. The use of locked and secure vehicles should be identified with continuous oversight, security and control specified. Specific requirements and/or protocols should be detailed to ensure confidentiality

· Vehicles may be inspected by purchasers to ensure that all vehicles used in these services will allow for property transported being in a closed van/truck with protection from weather elements.

· Padding will be used for all furniture and equipment and boxes used will be easily identified. Shrink wrap will be used for any open carts, unlockable cabinets or equipment with loose or movable parts.

· Waste removal and recycling services should be clearly stated along with same day cleanup of all areas involved in the move.

· Clearly identify the equipment, materials and tools required to conduct a commercial and office move, which will also become evident during a site visit.

· The number of vendor employees will be identified in advance and be required to wear identification displaying the moving company’s name (such as identification badge, company uniform, T-shirt).

· Include specific dates and times for the move to occur and if there is a need for emergency in-transit storage or additional pick-ups that must be identified in advance.

· Many moves require the use of special heavy duty equipment to relocate cabinets, empty and/or filled which need to be identified during the site visit. Such special equipment has included inside office cranes that can lift and move file cabinets without damage.

· Identify the location of all special electronic equipment, fragile equipment, items of special value and requiring special professional handling. Proper packing and moving equipment for computer and computer related moves need to be clearly stated. The purchaser may request the vendor to identify their experience moving computer and computer related equipment. The purchaser will identify when they will disconnect and unplug all computer cables and plugs to all computer and computer related equipment prior to the move.

· Separate agreements are suggested covering specialty moving services: antiques, large musical instruments (such as harps or pianos), museums, libraries, rigging, and reassembly/reinstallation by a manufacturer certified technician either as prime movers or through sub-contracting of movers who specialize in these services. Sub-vendors will be held to the same rates as the prime movers.

· Services that include emptying and packing contents of bookcases, storage cabinets and racks at the point of origin with reversing the process at the final destination must be clearly stated and identified. This should also include costs for disassembling shelving and related cabinets with all hardware securely attached without damage to the surface of the shelving or cabinets.

· Identify if it is a requirement for moving location numbers to be assigned and attached, without surface damage, to all items being moved that aligns with destination building floor layouts.

· Be clear as to the responsibilities for Permit and Regulatory Requirements with vendor certifying that they will obtain the necessary permits and licenses related to moving services and operations, including any special permits for moving on Saturdays, Sundays, or Holidays, if necessary. Applicable costs for each required permit will be identified within the total quote provided for the service.

· The purchaser should specify that vendors secure permits, and identify any and all proprietary regulations and restrictions, such as, but not limited to, individual Building Work Permits for all State buildings.

· Clearly identify the Risk of Loss and Insurance with necessary precautions and safeguards to prevent personal injury and property damage while performing services under the contract.

· Emphasize that it is the vendor's responsibility to ensure that their operations are conducted in a safe and secure manner at all times. The vendor will be responsible to replace/repair, at the purchaser’s sole option, any property damage(s) made during contract performance.

· Specify that the Commonwealth of Massachusetts is self-insured and is not itself purchasing additional insurance under the name of the purchaser or the Commonwealth. Departments are prohibited from insuring Commonwealth property under M.G.L. c. 29, § 30 absent specific legislative authorization. This means that a department is prohibited from insuring its property or equipment from damage or loss. In addition to being prohibited from insuring its own property, a department may not insure property it does not own. In the event that a purchaser needs additional insurance coverage than what is provided by a Vendor and in order to adequately insure the value of the assets being moved (for example computer servers), then the purchaser is authorized to pay a higher premium for the VENDOR TO INSURE the assets for loss and replacement and NOT for the Commonwealth to purchase a separate policy in the name of the Commonwealth. Vendors must offer this additional higher premium coverage and provide a certificate of insurance to the purchaser.

· State in the SOW that an itemized Bill of Lading is to be prepared for every shipment transported, this will be the same as shown on the order for service. Once received the Bill of Lading will be reviewed and approved by the purchaser prior to loading of the goods verifying the following:

· Vendors Name and Address and responsible contact person

· Vendors Telephone numbers during work hours and emergency after hours

· Purchaser Name, Address, and telephone number of responsible contact person

· Services ordered and amount charged

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