IFB_Solicitation Document_FINAL_Posted 9-24-2026.pdf

Invitation for Bid

IFB #27-ODU-04-CCC

Title: Hauling, Moving, and Labor Services

Issue Date: Thursday, September 24, 2026

Pre-Bid Conference Date: Thursday, October 1, 2026 at 10:00 AM

Due Date and Time: Friday, October 16, 2026 at 11:00 AM

Issuing Agency: Old Dominion University Procurement Services, Suite 111 4401 Powhatan Ave Norfolk, Virginia 23529-0308

Period of Contract: Award Date through October 31, 2027 with four (4) one year renewal options.

In compliance with this Invitation for Bid (IFB) and to all the conditions herein, the signatory agrees to faithfully execute any resulting contract, and offers to furnish the goods/services in accordance with the attached signed bid or as mutually agreed upon by subsequent negotiation. An Agent authorized to bind the company to same shall sign the following section.

Name and Address of Contractor: Date:

By:

Signature

Name:

Typed or Printed (Name and Title)

FEI/FIN #: Phone:

Fax:

Email:

Are you or your company registered with eVA? __________ Yes _________No eVA ID #: ____________

Is your firm registered with the Commonwealth’s State Corporation Commission (SEC)? If yes, please indicate identification number:

Are you or your firm certified through the Commonwealth’s Department of Small Business and Supplier Diversity?

Yes __________ No __________

If yes, please indicate the following:

SWAM Designation: __________________________________________

Certification #: __________________________________________

Expiration Date: __________________________________________

I. INSTRUCTIONS:

1. The University reserves the right to accept or reject any and all bids in whole or in part, and wave any informality that may occur during the formal sealed bidding process. Further, the University reserves the right to enter into any contract deemed to be in the best interest of the University.

a. Sealed bids will be received by and in the office of issuing agency specific on page 1 of this IFB until October 16, 2026 NLT 11:00 AM local time. Bids time-stamped 11:01 AM or later will not be considered, and will be returned to the Contractor unopened.

The University is not responsible for late delivery by US Postal mail or other couriers.

b. Should the University experience an ‘unofficial’ closing on and/or during the date and time specified herein for the receipt of sealed bids, the closing date shall automatically extend to the next day the University is officially opened for business, with the receiving time remaining the same.

c. It shall be the Bidder’s responsibility to confirm any ‘unofficial’ closing(s).

2. All inquires and questions regarding this solicitation must be directed to Neil Cutler, CPPO, CPPB, VCCO, VCO, CUPO, Procurement Manager, Department of Procurement Services via email at ccutler@odu.edu, and are due NLT 5:00 PM (EST) October 5, 2026. A response via an addendum shall be issued for any such requests deemed to have any bearing on service delivery or cost.

3. Identification of Bid Envelope: The signed bid should be returned in a separate envelope or package, sealed and identified as follows:

From:

Name of Bidder Due Date Time

27-ODU-04-CCC

Address IFB Number

Hauling, Moving, and Labor Services

City, State, Zip Code IFB Title

Name of Procurement Officer: Neil Cutler

The envelope should be addressed as directed on Page 1 of the solicitation.

Bids may be hand delivered to the designated location in the office issuing the solicitation. No other correspondence or other bids should be placed in the envelope.

4. The University may make such reasonable investigations as deemed proper and necessary to determine the ability of the Bidder to perform the services/furnish the goods and the Bidder shall furnish to the University all such information and data for this purpose as may be mailto:ccutler@odu.edu requested. The University reserves the right to inspect the Bidder’s physical facilities prior to award to satisfy questions regarding the Bidders capabilities. The University further reserves the right to reject any bid if the evidence submitted by, or investigations of, such Bidder fails to satisfy the University that such Bidder is properly qualified to carry out the obligation of the contract and to provide the services and/or furnish the goods contemplated herein.

5. Announcement of Award: Upon the award or the announcement of the decision to award a contract as a result of this solicitation, the University will publicly post such notice on the eVA VBO website for a minimum of 10 days.

6. Access to solicitation and addendum are posted and may be accessed at any time at http://www.eva.virginia.gov.

7. Bid Binding Period: Any response to this solicitation shall be valid for 120 days. At the end of the 120 days the bid may be withdrawn at the written request of the Bidder. If the bid is not withdrawn at that time it remains in effect until an award is made or the solicitation is cancelled.

8. Bidder Certification: By submitting their bids, Bidder’s certify to the University that:

a. Their bids are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other Bidder, supplier, manufacturer or subcontractor in connection with their bids, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or great value was exchanged. (the VPPA §2.2-4367 through §2.2- 4377.)

b. They will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians with Disabilities Act, and the Americans with Disabilities Act.

c. If awarded the contract as a ‘faith based’ organization, they shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipients, , religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (the Rules §36.E.)

d. They do not and will not during the performance of any resulting contract employe illegal alien workers or otherwise violate the provision of the federal Immigration Reform and Control Act of 1986.

e. They are not currently debarred by the Commonwealth of Virginia from submitting bids on contracts for the type of goods and/or services covered by this solicitation, nor are they an agent of any person or entity that is currently so debarred.

f. They agree to faithfully enter into any resulting contract and further conveys, sells, assigns, and transfers to the Commonwealth of Virginia all rights, title and interest in http://www.eva.virginia.gov/ and to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the Commonwealth of Virginia under said contract.

9. Bidder Obligation:

a. Bidder shall carefully examine the terms and conditions set forth in this Invitation to

Bid and any subsequent addenda. Failure to do so shall not relieve a bidder of an obligation to furnish the goods and/or services specified in this Invitation to Bid and its addenda.

b. Bidder must detail under separate tab identified as “Exceptions”, any issues (referenced by specific paragraph/section of the IFB document and/or Addenda) with which they disagree or wish to clarify position. Failure to identify any exceptions to the IFB document and/or any associated Addenda will be interpreted to mean that the Bidder is in full agreement with the all provisions of the IFB document and/or Addenda, including, but not limited to, (i) specifications/statement of needs/scope of work, (ii) terms and conditions, both general and specific, as applicable, (iii) submission requirements, (iv) evaluation and award criteria and process, and (v) all other requirements as specified in the IFB document and/or Addenda.

10. Discrimination by University is Prohibited:

a. The University shall not discriminate against any Bidder during this solicitation or award of any resulting contract because of race, religion, color, sex, national origin, age, disability, any other basis prohibited by state law relating to discrimination in employment. (the Rules §9.A.)

b. The University shall not discriminate against any Bidder during this solicitation or award of any resulting contract because the Bidder employs ex-offenders unless the University has made a written determination that employing ex-offenders on the specific contract is not in its best interest. (the Rules §9.D.)

c. The University shall not (i) discriminate against a faith-based organization on the basis of the organization's religious character or (ii) impose conditions that (a) restrict the religious character of the faith-based organization, except as provided in subsection F of the Rules §36 , or (b) impair, diminish, or discourage the exercise of religious freedom by the recipients of such goods, services, or disbursements. (the Rules §36.C.)

11. Virginia’s Procurement Marketplace: The eVA procurement marketplace website, www.eva.virginia.gov, streamlines and automates government purchasing activities in the Commonwealth. The eVA portal is the gateway for Contractors to conduct business with state agencies and public bodies. All Contractors desiring to provide goods and/or services to the Commonwealth must register here. Bidders must register in eVA and agree to pay the Supplier Transaction Fees specified on the eVA website.

12. Future Purchases: The University shall reserve the right to purchase additional units from any resulting contract, until manufacturer build-out, manufacturer price increases, and/or during a period of twelve (12) months from issuance of the purchase order, whichever occurs first.

13. Ownership of all Data and Trade Secrets or Proprietary Information:

http://www.eva.virginia.gov/ https://eva.virginia.gov/register-now.html

a. Materials and documentation originated and prepared for the University pursuant to this IFB shall belong exclusively to the university and be subject to public inspection in accordance with the Virginia Freedom of Information Act, Chapter 37 (§ 2.2-3700 et seq.) of Title 2.2 of the Code of Virginia.

b. Trade secrets or proprietary information submitted by a Bidder shall not be subject to public disclosure under the Freedom of Information Act; however, the Bidder must invoke the protections of §23-38.90 of the Code of Virginia, specifically the ‘Rules Governing Procurement of Goods, Services, Insurance, and Construction by a Public Institution of Higher Education of the Commonwealth of Virginia (the “Rules”), subsection F. of §34, in writing either before or at the time the data or other material is submitted.

c. The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information.

d. The classification of an entire bid document, line-item prices and/or total bid prices as proprietary or trade secrets is not acceptable and may result in rejection of the bid.

14. Quantities: Quantities set forth in this solicitation are estimates only, and the Bidder shall supply at bid prices actual quantities as ordered, regardless of whether such total quantities are more or less than those shown.

15. Specifications:

a. Specifications used herein are to be considered a quality indicator and acceptance will be based on Bidder’s compliance with the intent of the specifications. Deviations and/or exceptions taken to the specifications herein may be considered if they are deemed to meet the intent of the solicitation.

b. Unless otherwise provided in the Invitation for Bid, the name of a certain brand, make, or manufacturer shall not restrict bidders to the specific brand, make, or manufacturer named and shall be deemed to convey the general style, type, character, and quality of the article desired. Any article that the University in its sole discretion determines to be the equal of that specified considering quality, workmanship, economy of operation, and suitability for the purpose intended, shall be accepted. (the Rules §12.)

16. Tax Exempt: Sales to the Commonwealth of Virginia are exempt from State sales tax. State sales and use tax certificates of exemption, Form ST-12, will be issued upon request. Deliveries against this contract shall usually be free of Federal excise and transportation taxes. The Commonwealth’s excise tax exemption registration number is 54-73-0076K.

17. Withdrawal Of Bid Due To Error: (the Rules §23.)

a. If a bid contains both clerical and judgment mistakes, a Bidder may withdraw the bid from consideration if the price bid would have been substantially lower than the other bids due solely to the clerical mistake, that was an unintentional arithmetic error or an unintentional omission of a quantity of work, labor, or material made directly in the compilation of a bid that shall be clearly shown by objective evidence drawn from inspection of original work papers, documents, and materials used in the preparation of the bid sought to be withdrawn.

b. If an error or mistake is made, the Bidder shall give notice in writing of his claim of right to withdraw his bid within two business days after the conclusion of the bid opening procedure and shall submit original work papers with such notice. The work papers shall be delivered by the Bidder in person or by registered mail within the time frame specified. The work papers, documents, and materials may be considered as trade secrets or proprietary information subject to the conditions of subsection F of § 34 of the Rules.

c. No bid shall be withdrawn under this section when the result would be the awarding of the contract on another bid of the same Bidder or of another Bidder in which the ownership of the withdrawing Bidder is more than five percent.

d. No Bidder who is permitted to withdraw a bid shall, for compensation, supply any material or labor to or perform any subcontract or other work agreement for the Bidder to whom the contract is awarded or otherwise benefit, directly or indirectly, from the performance of the project for which the withdrawn bid was submitted.

e. In those cases in which an unintentional arithmetic error occurs related to the improper calculation and extension of fixed unit costs and quantities and/or the improper calculation of the overall total sum, the specified fixed unit cost shall be used to determine the correct calculation and extended total cost per associated line item(s) and/or overall total sum of each associated line item(s).

18. Award: (the Rules §4.)

a. Award shall be made to the lowest responsible and responsive Bidder. The right is reserved to make a separate award of each item, a group of items or all items, and to make an award either in whole or in part, whichever is deemed in the best interest of the University. In case of arithmetic errors, the unit price will govern.

b. A responsible Bidder shall mean a person who has the capability, in all respects, to perform fully the contract requirements and the moral and business integrity and reliability which will ensure good faith performance, and who has been pre-qualified, if required.

c. A responsive Bidder shall mean a person who has submitted a Bid which conforms in all material respects to this Invitation to Bid.

d. Award(s) may be made to more than one Bidder.

19. Pre-Bid Conference – Optional:

i. The purpose of this Optional conference is to allow potential Bidders an opportunity to present questions and obtain clarifications relative to any facet of this solicitation.

The PREBID CONFERENCE will be conducted at 10:00 AM on October 1, 2026, in the Procurement Services Office Conference Room ‘B’, located at 4401 Powhatan Avenue, Suite 111, Norfolk, VA 23529.

ii. While attendance at this conference will not be a prerequisite to submitting a bid, Bidders who intend to submit a bid are encouraged to attend. Bring a copy of the solicitation with you. Responses will be issued in a written addendum to any changes deemed to have any bearing on service delivery or cost.

iii. Visitor parking passes are required to park on campus and can be obtained from the University Multi-level Parking Garage (at 43rd and Elkhorn Avenue) on the date of the visit, free of charge.

20. Negotiation With Lowest Responsible Bidder: (the Rules §15.) Unless canceled or rejected, a responsive bid from the lowest responsible Bidder shall be accepted as submitted, except that if the bid from the lowest responsible Bidder exceeds available funds, the Institution may negotiate with the apparent low Bidder to obtain a contract price within available funds.

However, the negotiation may be undertaken only under conditions and procedures described in writing and approved by the Institution prior to issuance of the Invitation to Bid and summarized therein.

21. References: Bidders shall complete and submit with response the requested account and reference information specified herein in Attachment A. Bidder shall provide a minimum of five (5) references, however, additional references may be included as a separate attachment incorporated into the response.

If at any time during the past ten (10) years the Bidder and/or any of the Bidders’ currently named principals has conducted business and/or held a contract agreement of any type with Old Dominion University, either under the Bidder’s current legal name or a previous legal name including any sole proprietorship, corporation, partnership, limited liability corporation, or joint venture, etc., then Bidder shall include as a named reference, Old Dominion University.

If Old Dominion University is named as a reference in a Bidder’s response, then Bidder’s past performance for any and all Old Dominion University contracts held and/or completed during the specified ten (10) year period may be used to determine a Bidder’s responsibility and subsequent award of this contract.

II. PURPOSE: The purpose of this Invitation for Bid (IFB) is to solicit formal bids from qualified contractor(s) to furnish labor, materials, equipment, and supplies to Old Dominion University to provide hauling, moving and labor services on an as needed basis as directed by Facilities Management or other using agencies. Hereafter, Old Dominion University will be referred to as the “University.” The University intends to make a single award for the service as stated under section IV, Statement of Need, of the solicitation.

III. BACKGROUND:

1. The University: Old Dominion University is a state-assisted, doctoral research institution located in Norfolk, Va. The University serves approximately 24,500 students and offers an array of traditional, professional, and technical academic programs at the undergraduate and graduate level.

July 1, 2024 ODU integrated with EVMS health sciences center, now named Virginia Health Sciences (VHS) creating the largest portfolio of health sciences degrees in the Commonwealth.

The combined institution would include a School of Medicine, School of Health Professions, College of Health Sciences, and School of Nursing, along with the Medical Group and O.N.E.

School of Public Health, a joint initiative among ODU, Norfolk State University and EVMS. The

EVMS medical campus has a number of surface parking lots and (2) multi-level parking garages office buildings where moving and hauling services will be required and requested by EVMS personnel.

2. The Current Program: Currently, the University has a Moving, Hauling, and Labor Service term contract in place that will expire on October 31, 2026. The University has elected to re-bid for the services of their moving and hauling requirements. Some of the University’s smaller moving and hauling requests have been handled in-house or under Facilities Management small delegating purchasing authority. The University anticipates additional larger office moves in the near future.

Therefore, the University is seeking bids to partner with a qualified Contractor for moving, hauling, and labor services to be used on an as needed basis.

For fiscal year 2026 (July 1, 2025 – June 30, 2026), the University spend $70,557.08 under this contract. $47,066.57 was issued by eVA purchase order transactions, while $23,490.51 was issued by PCARD payments.

3. The University’s SWAM Plan:

a. Old Dominion University is committed to achieving its FY2026 aspirational target of forty percent (40%) with firms certified by the Commonwealth’s Department of Small Business and Supplier Diversity (DSBSD) for combined prime contractor and subcontractor spend.

b. The University also encourages Bidders to provide for participation of small businesses, and businesses owned by women and minorities through partnerships, joint ventures, subcontracts, or other contractual opportunities. Submission of a report of past efforts to utilize the goods and services of such businesses, and plans for involvement on any resulting contract are required. By submitting response, Bidder certifies that all information provided in response to this solicitation is true and accurate. Failure to provide the information required by this solicitation may ultimately result in response being deemed non- response, and ultimately rejected.

c. In order for Bidders to be given consideration for award of a contract, each Bidder shall provide with their response (and/or no later than ten (10) business days after request, but prior to award, such statement(s) setting forth:

i. The good faith SWAM owned business participation efforts which the Bidder has undertaken in the past shall be submitted with Bidder’s response as Attachment C;

and

ii. The good faith SWAM owned business participation efforts which the Bidder intends to undertake in connection with the performance of this contract shall be submitted with Bidder’s response as Attachment D.

d. A quarterly report documenting SWAM utilization shall be submitted no later than the 10th of the month following the completion of each quarter (October 10, January 10, April 10, July 10). The University will provide a template for the SWAM Quarterly report.

4. Authorized Contract Participation: In accordance with the University’s Rules Governing

Procurement of Goods, Services, Insurance and Construction (“Rules Document”), specifically §6, Cooperative Procurement, it is the intent of this solicitation to allow any public body, public or private health or educational University’s, or Old Dominion University’s affiliated agencies and/or corporations, access and use of any subsequent contract(s), as authorized by the Contractor(s).

Participation in this cooperative procurement is strictly voluntary. If authorized by the Contractor(s), any resultant contract(s) may be extended to the entities as indicated above to purchase at contract prices in accordance with contract terms and conditions. The Contractor(s) shall notify Old Dominion University in writing of any entities accessing the contract. No modification of this contract or execution of a separate contract is required to participate. The Contractor(s) will provide semi-annual usage reports for all entities accessing the contract(s).

Participating entities shall place their own orders directly with the Contractor(s) and shall fully and independently administer their use of the contract(s), including contractual disputes, invoicing and payments, without direct administration from Old Dominion University. Old Dominion University shall not be held liable for any costs or damages incurred by any other participating entity as a result of any authorization by the Contractor(s) to extend participation and use of the contract(s). It is understood and agreed that Old Dominion University is not responsible for the acts or omissions of any entity and will not be considered in default of the contract(s) no matter the circumstances.

Use of this contract does not preclude any participating entity from using other contracts or competitive processes as the need may be.

IV. STATEMENT OF NEEDS:

1. GENERAL

A. For the purpose of this Invitation for Bid, the term:

i. “Contractor” means an individual or firm, which has entered into a contractual agreement to provide hauling, moving expertise, and labor services to Old Dominion University;

ii. “on call” means services provided as needed and requested by the University.

B. PERSONNEL QUALIFICATIONS: Personnel used for the performance of this contract shall be properly trained and qualified for work of this type. The University reserves the right to refuse or accept services from any personnel deemed by the University to be unqualified, disorderly, or otherwise unable to perform assigned work. The University requires that all contract personnel be properly attired and identifiable (badges with employee’s picture and organization) and that all persons working under the contract abide by the Commonwealth of Virginia’s Standard of Conduct and Performance.

The Contractor shall be responsible for the work activities of their employees.

i. Space Manager Qualifications:

Qualification Standards:

Demonstrate/details knowledge of the practices and procedures of space assessment in an office setting; general knowledge of allocating office space in a rationalized, simplified and streamlined way; general knowledge of building codes with space layouts; ability to work from architect drawings, developing layout diagrams and/or oral instructions.

Examples of duties:

- Assess users / departments requirements;

- Assists with space layouts, designing modifications due to space changes during department moves;

- Provide related diagrams when requested by the Contract

Administrator. Diagram to be used to determine where each piece of furniture or equipment will be placed;

- Consult with users / departments related to proposed layout modifications.

C. QUALITY OF WORKMANSHIP: All work shall be quality work performed according to the standards of the industry and to the complete satisfaction of Old Dominion University. Work shall be performed by reputable, competent professional individuals.

The successful contractor must have an individual within the organization who is experienced in moves for the services being proposed in commercial moving business and as accepted by the industry. At a minimum, Contractor shall specialize in office and industrial moves, to include cost / estimating, safety, claims reporting, and space management. In addition, the contractor must have an electrician on staff to handle electrical hook-ups for modular furniture.

2. SPECIFIC

A. General: The Contractor shall furnish, on an ‘on call’ basis all labor, supervision, tools, packing materials, equipment, manpower, vehicle and any other incidentals necessary to relocate office furniture, equipment, etc. This contract includes unskilled / skilled labor and will require work such as assembly or disassembly of large systems of modular furniture, partitions, etc.

As necessary and at the request of the University as stated in the project request notification, the awarded contractor may be required to furnish a performance bond in the amount of the quoted contract price as security for faithful performance of the work in strict conformity with the contract. Such bond must submitted prior to the commencement of any work, but in each case no later than ten (10) calendar days from request. The surety on such bonds shall be duly authorized to do business in the Commonwealth of Virginia and satisfactory to the owner, and shall remain in force throughout the completion of the specific project. The cost of each bond requested shall be submitted as a separate line item cost in the associated project response(s), and upon approval by General Counsel shall be reimbursed as a separate line item under the purchase order.

B. Requirements: The following includes, but is not limited to the type of hauling, moving, and labor services required:

i. Relocate furniture, equipment, and boxes of items from one room to another;

one floor to another; one building to another. Packing and/or unpacking boxes;

ii. Load/transport/unload department surplus property to designated areas on campus;

iii. Provide labor to move modular furniture and partitions, assembly or disassembly of furniture to include electrical hook-ups as required;

iv. The moves of specialized research / laboratory equipment from one location to another, i.e., optical tables. Therefore, bidder must have equipment to move such devices weighting 1000 – 1500 lbs. At a minimum, bidder must have a hydraulic foot pump for lifting and moving.

v. The Contractor shall perform any packing as may be required or as identified by the department during the site inspection, to adequately protect the property from damage and inclement weather during the move through final delivery and reassembly, as applicable. The Contractor shall protect any equipment containing drawers, doors or panels by strapping or other methods commonly accepted by the industry. The Contractor shall disassemble/dismantle any item, as necessary and mutually agreed upon, to facilitate moving and shall reassemble at the new location this may include the disassemble/assemble of modular furniture.

C. Response Time: The contractor shall, within forty-eight (48) hours of initial contact, respond and schedule a mutually convenient appointment with the requesting department to provide a cost estimate and to secure dates for the requested work.

The University shall not reimburse the Contractor for time or mileage to and from the job site. This includes going to and from any supply warehouse(s).

D. Hours Of Work: Service shall be provided typically during normal work hours; however, the Contractor shall provide service during hours outside of normal work hours, if requested and approved by the department. Normal work hours shall be from 8:00 a.m. to 5:00 p.m. Monday through Friday, excluding holidays, and all categories shall be billed at the regular hourly rates. For service provided during hours other than the established normal work hours, labor may be billed by the Contractor at the overtime rate; however, there shall be no overtime rate for vehicles.

E. Procedure:

i. The department will determine their service requirements, security requirements, locations and identify a department contact who will become familiar with all aspects of the work to be performed and assist in coordinating service provision by the Contractor.

ii. Upon receipt of a telephonic or written request from a department, the Contractor shall visit the department work site, meet with the department contact, and carefully examine the work site to acquire a full understanding of the proposed work to be accomplished. The department will assist the Contractor in identifying all work to be performed including identifying all equipment, furniture, and other articles to be moved, items that require assembling and disassembling (including electrical hook-ups), specialized work that requires skilled labor that will not be performed by contractor, location of elevators and building entrances that the Contractor may utilize, possible parking locations as applicable, which party will perform any required packing and unpacking, which party will be responsible for picking up and returning boxes, security requirements and all locations involved.

iii. The Contractor shall furnish the department a non-binding written estimate of the costs to complete the work, detailing all applicable costs such as labor, truck, van, equipment, driver, packer, boxes and packing materials to be used based on the department site visit and pricing in the contract. NOTE: The actual charges invoiced shall not exceed the written estimate unless prior written approval in the form of a Purchase Order Change has been issued by the purchasing department.

In addition, the Contractor shall include in the estimate a target date or a mutually agreed upon date for completion of the work. NOTE: ONLY TERMS

AND CONDITIONS ISSUED IN WRITING BY THIS OFFICE SHALL BE APPLICABLE

TO ANY WORK PERFORMED DURING THE TERM OF THIS CONTRACT.

Contractor forms may be utilized for the estimates, but any preprinted terms and conditions on such form shall be void.

When only a labor force is required, coordination of work will be conducted with in-house Moving and Hauling personnel and/or other University’s Contract Administrators.

iv. Prior to payment, the Contractor will be required to submit with his/her invoice,

i) a line item for the vehicle(s) used on the specified project, ii) an itemized breakdown of the labor costs, i.e., number of hours worked at the contracted rate, and iii) any miscellaneous line items such as rentals for equipment, special tools, cost and name of any minorities sub-contractor(s) used, performance bond, storage fee, etc., to the person / department with whom the project was contracted, as outlined in section VI. Method of Payment.”

Invoices will be reviewed and approved by the University’s Contract Administrator prior to submission for payment. Those invoices not provided in the University’s format will be returned for correction.

F. Packing: Packing may be performed by the Contractor or the department, as mutually agreed upon at the site visit.

i. The University shall supply boxes, tape, labels, etc. as requested by the department for packing. At the University's request packing supplies such as boxes, tape labels, etc. maybe be supplied for use by the Contractor upon request by the University's contract administrator. The Contractor shall provide a packing list to the department identifying all items and quantities of each box packed by the contractor’s employees. Upon receipt, the department will verify all quantities and report to the Contractor any discrepancies for corrective action.

ii. The Contractor shall perform any packing as may be required or as identified by the department during the site inspection, to adequately protect the property from damage during the move. The Contractor shall protect any equipment containing drawers, doors or panels by strapping or other methods commonly accepted by the industry. The Contractor shall disassemble/dismantle any item, as necessary and mutually agreed upon, to facilitate moving and shall reassemble at the new location this may include the disassemble/assemble of modular furniture.

G. Marking: Facilities Management shall furnish to the department any labels required to identify boxes and property which will be used by the department to mark all property with the specific location where the property is to be placed when delivered and identify breakable/fragile items. Any box/container not packed by the University, then the Contractor shall mark those boxes/containers with a description of contents and specific location where the property is to be placed when delivered.

H. Elevators, Floors And Grounds: Weight limits of elevators shall not be exceeded. All elevators authorized for use shall be protected by the Contractor by using proper padding and/or 1/4" plywood. The Contractor shall provide a protective material as may be appropriate to adequately protect all floors and/or carpets to prevent damage while moving the items. Similar care shall be taken to prevent damage to grounds, shrubs, etc.

I. Temporary Storage Facility:

Contractor shall have a temporary storage facility to hold University property until office becomes available. Storage area must be constructed of permanent walls and foundation with raised floor to prevent any damage during flooding.

Storage area shall have a fire suppressant system with system that must be monitored 24 hours daily by an approved UL monitoring system meeting local FIRE CODES.

In cases where time does not permit completion of the moving job requested by the end of the work day, provisions shall be made by the Contractor for the secure storage of all University property remaining on the Contractor’s moving van(s) / truck(s). The loaded (or partially loaded moving van(s) / truck(s)) may remain on University property under special circumstances and only when specifically arranged and approved in advance by the University. These charges will be billed at the van / truck rate.

J. Accountability/Damages:

i. Vendor shall be held accountable for all items (boxes, furniture, equipment, etc.) moved from existing locations to the new facilities and surplus property location. Boxes/containers of high value, breakable/fragile content packed by the department, shall be viewed by both parties prior to sealing box/container and viewed again by both parties when opening the box/container at their final delivery location. The vendor can decline responsibility for a department packed item, if it is determined by the moving company if the department’s packing is insufficient. The department can then accept liability or have the contractor repack the item. Vendor shall assume full liability for any and all property lost or damaged in any move covered by the purchase order. Within 30 days from receipt of notice, vendor shall repair, replace, or pay full replacement cost for those items lost or damaged.

ii. The vendor shall replace, repair or reimburse the University for any and all damages to the interior/exterior of the buildings from which property is moved.

The vendor shall provide and/or arrange the installation of protective coverings where necessary. All walls, floors, door facings, thresholds, and other areas will be inspected by University prior to and after each move.

K. Parking: There will be limited on-site parking for company work vehicles only. All

Contractors are required to possess parking passes to park on campus. Electronic parking passes may be acquired for use in each Contractor vehicle, but each pass is valid in one (1) vehicle and only in the assigned location(s).

i. It is the responsibility of the bidder to factor all parking needs into its bid, and to obtain those passes accordingly;

ii. Listed below are the current rates for parking options. Plan accordingly. A

Change Order cannot be provided to cover any additional costs.

a. Monthly Pass = $100 per month for vendors / Contractors working on the Norfolk or Virginia Beach campuses

b. Weely Pass = $28 per week

c. Daily Virtual Pass = $11 per day (can be bought for multiple days)

d. Metered Parking = $2.30 per hour

L. Unpacking And Trash Removal: Upon completion of relocation, the Contractor shall unpack boxes/containers as previously identified by the department during the inspection of the work site and as outlined on the estimate. The Contractor shall remove all trash accumulated as a result of the work and unpacking prior to leaving the department’s site. If requested by the department, boxes unpacked while Contractor is on site and unused packing materials shall be picked up and returned by the Contractor, after the quantities are mutually agreed upon. The department may return remaining unpacked boxes and packing supplies that were not utilized (not opened) for seven (7) days following the completion of the job. Trash and debris shall be removed on the day of the move, packing, etc.

If requested by the department, the Contractor shall return to the department’s site within seven (7) days to pick up any remaining empty containers and unused packing materials. Credits shall be issued for any return items. University shall only be invoiced for materials used.

M. Insurance: The Department is responsible for identifying those boxes of high value or that need to be handled as fragile prior to the move.

N. Past Project Claim History:

i. Detail the Contractor’s claim history for the past five years, including unadjudicated and unpaid claims;

ii. List any project terminations, liquidated damage assessments and projects not completed within the required contract time;

iii. How long has the Contractor been with the current surety?

iv. Provide the name of current surety;

v. Provide a letter from your Surety Company confirming bond ability up to a maximum contractual value of $100,000.00.

O. Eligibility:

Eligible firms shall be:

i. able to provide the bidder’s past project claim history as detailed in section

IV.B.14;

ii. Required equipment as approved by the University (hydraulic foot pumps, equipment capable of lifting and moving research / laboratory equipment weighing 1000 – 1500 lbs. or more);

iii. able to provide their Storage Facility plan;

iv. able to submit Bidder’s SWAM Participation Plan as detailed in section III.B;

v. required to provide the State Insurance requirements;

vi. eVA registered, prior to award for this Term Contract;

vii. authorized to transact business in the Commonwealth of Virginia through the State Corporation Commission (SCC).

viii. able to provide a letter from their Surety Company, identifying the Surety and confirming the Surety’s willingness to bond the Contractor up to a maximum contractual value of $100,000.00. In addition, Surety Company shall confirm in writing that they are at an "A" rating as established by the A.M. Best Company, and is licensed to transact fidelity and Surety business in the Commonwealth of Virginia

V. REPORTING AND DELIVERY REQUIREMENTS:

UTILIZATION OF SMALL BUSINESSES AND BUSINESSES OWNED BY WOMEN AND MINORITIES: The following reports shall be submitted as indicated:

a. Periodic Progress Reports/Invoices: The Contractor shall provide a report on involvement of small businesses and businesses owned by women and minorities on a quarterly basis to the Contract Officer. This report will specify the actual dollars contracted to be spent to date with such businesses, actual dollars expended to date with such businesses, and the total dollars planned to be contracted with such businesses on this contract. This information shall be provided separately for small businesses, women-owned businesses and minority businesses.

b. Final Actual Involvement Report: The Contractor shall submit to the Contract Officer, within 10 days of contract completion, a report on the actual dollars spent with small businesses and businesses owned by women and minorities during the performance of the contract. At a minimum, this report shall include for each firm contracted with and for each such business class (i.e., small, women-owned) a comparison of the total actual dollars spent on this contract with the planned involvement of the firm and business class as specified in the bid, and the actual percent of the total estimated contract value.

VI. CONTRACT AND RENEWAL TERM:

1. The initial term of the contract shall be for a one (1) year period, commencing upon “final contract acceptance” and expiring on October 31, 2027;

2. The contract may be renewed by the University for four (4) successive one-year periods under the terms and conditions of the original contract except as stated in 2a. and 2.b. below. Cost considerations may be negotiated only at the time of renewal. Written notice of the University’s intention to renew shall be given approximately 90 days prior to the expiration date of each contract period.

a. If the University elects to exercise the option to renew the contract for an additional one-year period after the initial term, the contract price(s) for the additional one year shall not exceed the contract price(s) of the initial contract term by the lesser of (1) the percentage increase/decrease of the Consumer Price Index (CPI) for All Urban Wage Earner and Clerical Workers (CPI-W), All U.S. Items, for base period 1982-84=100, for the previous twelve (12) month period, or (2) not to exceed 5%.

b. If during any subsequent renewal periods, the University elects to exercise the option to renew the contract, the contract price(s) for the subsequent renewal period shall not exceed the contract price(s) of the previous renewal period by the lesser of (1) the percentage increase/decrease of the Consumer Price Index (CPI) for All Urban Wage Earner and Clerical Workers (CPI-W), All U.S. Items, for base period 1982-84=100, for the previous twelve (12) month period, or (2) not to exceed 5%.

VII. GENERAL TERMS AND CONDITIONS: This solicitation and any resulting contract/purchase order shall be governed by the attached terms and conditions. See Exhibit A.

VIII. SPECIAL TERMS AND CONDITIONS: This solicitation and any resulting contract/purchase order shall be governed by the attached terms and conditions. See Exhibit B.

IX. BID PREPARATION AND SUBMISSION REQUIREMENTS:

1. General Requirements:

a. In order to be considered for selection, Bidder(s) must submit a complete response to this IFB. One original bid must be submitted to the Issuing Agency. Each Bidder shall provide one electronic response via a flash drive. The electronic response must include the original bid with fee and pricing information.

b. Contractors may also post their IFB electronically through the eVA portal. However, all electronic responses need to be submitted by the bid closing date.

c. Each copy of the bid should be bound or contained in a single volume where practical. All documentation submitted with the bid should be included.

d. Bids shall be signed by an authorized representative of the Bidder. All information requested should be submitted.

e. All bids shall be received and time stamped in the Issuing Office no later than the Closing Date and Time shown on the cover page of this Invitation for Bid. Any bid received after the specified date and time shall not be considered and shall be returned unopened to the Bidder.

f. Bidders are required to submit the following items as a complete bid:

i. The return of the IFB cover sheet and all addenda acknowledgments, if any, signed and filled out as required; and

ii. Complete Pricing Pages, Contractor Data Sheet (Attachment A), Conflict of

Interest Form (Attachment B), and the University’s Substitute W-9 Form;

iii. All documentation necessary to meet University’s eligible requirements as stated in section IV.B.15.

X. FEES AND PRICING: Any and all proposed fees and pricing can and may be negotiated, as necessary, to meet the needs and requirements of the University.

1. University Provided Schedule:

a. Bidder’s shall provide pricing as requested below, and shall return this pricing information with their response. It shall be the Bidder’s responsibility to determine the associated costs accordingly, and reflected pricing shall be all inclusive, and shall include all services and affected assets and human resources described herein, unless otherwise noted by Bidder. No other additional costs shall be allowed unless otherwise negotiated and approved by the University.

b. When completing the Contract Pricing Schedule, Bidder’s should base their costs, calculations and projections on contracts having similar scope and requirements.

If Bidder feels there is a need to provide pricing for additional deliverables or service components not specified herein, they may do so, but such pricing shall be presented separately from the University provided the Contract Pricing Schedule.

c. Bidder’s may also provide alternative pricing and format, but must first provide as requested above. Any alternative pricing may be accepted and/or considered by the University, accordingly.

d. Pricing submitted that includes cost per hour, shall be all inclusive without any allowable reimbursable expenses or per diem rates. Additionally, per hour rates will be billed as ‘actual’, and shall be validated by the Contract Administrator prior to acceptance and payment.

e. In any instance where the contractor cannot provide the required services within an acceptable time frame, the University reserves the right to purchase these services on the open market.

2. Bid Evaluation Procedures:

Bids shall be evaluated on the basis of the unit prices, being reasonable, set forth by the Bidder in Section IX, Pricing Schedule. Contract to be awarded on total base bid. The Bidder’s price shall be determined by the following hypothetical scenario in which the Bidder will furnish all labor, equipment and materials required for each item of work. Total pricing shall be based on minimum quantities. The unit price provided below shall be firm throughout the term of the agreement. Unit Price shall be for labor, equipment, and materials only except where noted**.

The bidder shall fill in all unit prices as listed below:

A. CONTRACT / BID PRICING:

CATEGORY – PRICING

REGULAR TIME

OVERTIME

Vans

Trucks

Driver/Supervisor

Helper

Space Manager

CATEGORY - STORAGE

PER WEEK

PER MONTH

Storage Warehouse, Temporary

$ /SQ.

FT

$ /SQ.

FT

NOTE:

: Any packing materials, marking labels and tape used during the job shall be supplied by the

University, Moving and Hauling Division;

: All costs associated with the moves (i.e., insurance, salaries, overhead, profit, etc.) shall be included in the hourly rates of the contract / bid price sheet.

INFORMATIONAL PRICING: Identify and indicate in the space below any additional charges that are deemed applicable and that will be charged, as appropriate, to each job performed under this contract, i.e. pallet jacks, fork lifts, hand trucks, rigging, etc.

B. BID EVALUATION PROCEDURE:

Bids will be evaluated on the basis of the lowest overall price from responsive, responsible Bidders based on the hypothetical scenario moving project shown below.