MOVING_SPECIFICATIONS_-Montgomery_Co_4.23.25.docx

ALABAMA DEPARTMENT OF HUMAN RESOURCES

MONTGOMERY CO. RELOCATION SPECIFICATION

Amended 4.23.25 2:45pm

Purpose:

To establish a Purchase Order to cover the relocation of the DHR Montgomery Co. Office.

This project shall include a Mandatory Site Visit 10 days after publication.

Site Visit Date: May 8, 2025 Thursday Start time 10am until all sites are completed.

Starting at 2740 Gunter Park Drive West Site visit includes all locations (Surplus not included)

The successful bidder will furnish all transport vehicles, supervised labor, moving carts, dollies, hand trucks, moving vans, drivers, and other materials or equipment necessary to move the Montgomery County Department of Human Resources.

From: (current locations) (all one story) Montgomery County DHR, 2739, 2740 & 2743-A Gunter Park Dr West Montgomery, AL 36109

POC: Kelly Pearson Director Montgomery County DHR Direct-334-293-3224 Kelly.Pearson@dhr.alabama.gov

POC: Shelia Rogers Montgomery Co DHR Direct: 334-293-3132 Shelia.rogers@dhr.alabama.gov

POC: Steven Wambles General Services DHR Direct: 334-296-1190 Steven.Wambles@dhr.alabama.gov

To: (new building location) Montgomery County DHR, 3030 Mobile Highway, Montgomery, AL 36108 (Two story building+ basement) DHR office – 164 employee staff

Award:

To the lowest responsible bidder meeting all specification and conditions.

Supplier shall be qualified to plan, coordinate, supervise and direct all aspects of the move.

Supplier shall provide 4 unbroken days of services to DHR, days will be Tuesday to Friday once the move date is set. (Project Priority List in specifications) Hours for project each day 8:00am – 4:30 pm (Lunch 12:00 – 12:30) The move date is yet undetermined with September 23, 2025 - September 26, 2025, being the earliest; (dates subject to change based on weather, or receipt of final certificate of occupancy or finalization of substantial completion by General Contractor).

Supplier shall be given thirty (30) calendar day advance written notice by email prior to start date of move.

NOTES:

1. Mandatory site visit shall begin at current locations 1st- Montgomery Co. DHR building 1st -2739, 2nd - 2743-A, 3rd - 2740 and end at newly renovated location 3030 Mobile Hwy, Montgomery, Al. Site visit shall include all Montgomery Co. locations. GSD surplus location is not a required site visit location. (All locations addresses are included in this specification. All locations are on CST. All bidders are required to attend site visit event.

2. A floor plan of the new building location is made a part of this specification.

3. All pricing in bid submittal is firm through completion date of this project. No additional charges shall be billed due to delays beyond DHR’s control. Supplier shall manage resources to support DHR move schedule during (5) day period.

4. Supplier pricing shall include review of Montgomery County renovated building floor plan, bid solicitation terms and conditions, site visit walk through of DHR current and renovated building locations, plus delivery of goods to GSD surplus address.

GSD surplus address:

DHR General Services 2773 Gunter Park Dr. W.

Montgomery, AL 36109 Unloading hours 7:00 a.m. – 4:30 p.m. M-F. General Services can receive up to 5-6 trucks per day.

Note: Supplier shall transport and unload all contents on truck(s) for surplus delivery into GSD surplus loading dock. Supplier shall provide all required equipment to successfully complete the unload of truck. Supplier shall have minimum crew of (4) personnel to unload truck.

5. The moving company must be clearly identified by shirt, badge, or uniform always during this project.

6. Breaks: water or soft drinks may be allowed in designated break areas, and only at designated break times. Awarded supplier is responsible for their own clean up after eating or drinking. Smoking may be allowed only on exteriors of the building in designated smoking areas. Workers must refrain from conduct unbecoming of a professional.

The following is to be moved by the moving company:

Priority # 1 Computer equipment and bagged accessories will be moved by the moving company.

· Computer equipment (PCU/monitor/printer/scanner/keyboard/mouse/cables/accessories) will be labeled by DHR co office personnel with new room number.

· DHR-ISD staff shall breakdown computer equipment, bag and label for transport by Mover, including fax machines from current to new location and place equipment in labeled new location (DHR-ISD will install computer equipment after Mover has placed it in correct location).

· Desk phones shall be boxed by DHR for ISD to carry back with them. New phones are installed at 3030 mobile Hwy.

· Mandatory for Mover on 1st run: IT equipment has top priority for 1st load and 1st unload and placement in new building in designated offices by Mover.

· Moving company will be responsible for protection of computer equipment & accessories during relocation. All carts must be shrink wrapped.

Priority # 2 Boxed FILES

· DHR department staff shall have files boxed and labeled with location room number for the new building.

· Main File Room files are top priority in movement of boxed files. (Mover will assign a crew dedicated to this task)

· Mover shall move all boxed files from Main File Rooms in current location to designated rooms in new location. DHR staff will be present at new location to assist in direction for placement of boxed files. Placement errors must be corrected by Mover.

· All other boxed files will be labeled with room number for new location by DHR and will take priority behind Main File Room boxes and the mover shall move.

· DHR department staff will be present at the new building to assist the moving company by directing placement of all items in appropriate location.

· All boxes are to be unpacked at the new location by DHR staff.

Priority # 3 Office Furnishings – Surplus Items

· Breakroom appliances, mover shall transport refrigerators and microwaves and place in designated new location breakrooms. (approx. 5 refrigerators / 4 microwaves)

· Fax machines, mover shall transport fax machines and place in designated new location area/room.

· File Cabinets: empty file cabinets to move to the new location will be labeled and approx. number determined at site visit - empty file cabinets to be moved to DHR Surplus warehouse will be labeled and approx. number determined during site visit.

· Furniture: office furniture such as desks, credenzas, tables, bookcases and other misc. items will be transported by Mover to DHR Surplus warehouse unless noted otherwise at site visit.

· Chairs: all worker chairs will be moved from current to new locations, chairs will be labeled with room number by DHR staff and transported by mover to new location.

· File Shelving: Empty file shelving dismantled and transported to DHR Surplus warehouse by Mover.

Notes:

1. All the employees’ personal items such as pictures, plants, maps, plaques, personal heaters, and fans, etc., will be moved by DHR’s department staff.

2. Moving company must adequately protect the building walls, floors, carpet, building, equipment and furnishings at all locations involved in the move without damage. Protection includes but not limited to protective padding in traffic areas. Protective padding shall be removed from all areas at the end of project.

3. All empty boxes and trash will be removed daily and hauled off by the moving company. No materials may be stored in corridors.

4. All property of the DHR is expected to be moved without damage. All state property damaged by the moving company will be repaired or replaced at the moving company’s expense and to DHR’s satisfaction. No payment, partial or in full, will be made to the moving company until all repairs or replacements are completed to DHR’s acceptance.

5. The supplier of the mailing machines will move the mailing machines. Moving company will not move mailing machines.

6. The supplier of the copiers will move the copiers. Moving company will not move copiers.

7. The supplier of the large shredding bins will move the bins. Moving company will not move shredding bins.

8. Cubicle partitions will not be moved.

9. The moving company will designate a project manager or supervisor who will be available and always remain on-project sites during the event. Supplier shall keep DHR POC advised of project status, damages, accidents, or any other activities, problems or conflict during the project.

10. The moving company will meet with DHR point of contact at the conclusion of the project move for a walk-through inspection of all facilities for assessing any damages to the building or other property.

Insurance:

Proof of general liability insurance in the following amounts must be provided in bid submittal failure to provide this proof as requested will be cause for your bid to be rejected.

1. General aggregate - minimum $1,000,000.00

2. Operation aggregate – minimum $1,000,000.00

3. Bodily injury and property damage combined single limit Per each occurrence – minimum $500,000.00

4. Umbrella excess liability per occurrence- minimum $1,000,000

5. Insurance on cargo per vehicle- minimum $200,000

6. Certificate of current employer’s liability and workman’s compensation insurance coverage in accordance with the laws of the state of Alabama

Notes:

1. To facilitate the evaluation of bids, suppliers should ensure that the terminology used on their insurance certificates is as close as possible to that used above

2. All bidders are required to include in their bid submittal three (3) references involved in previous office project moves that occurred within the previous 36 months or the bid will be rejected. One reference must be involved in an office project move of approximately 70 or more employees. References of family are unacceptable.

3. Each reference must include name, city, organization, contact phone number, and include the month and date of each move.

4. All bidders are required to write in unit price in line 1 of bid solicitation or bid will be rejected. Unit price represents total cost for the complete relocation as per the specification.

5. All questions about move shall be asked during site visit.

6. Invoicing: All invoicing shall be submitted to DHR County office. Payment schedule shall be made, (30) thirty days in arrears from completion date of service. No invoices shall be dated or accepted prior to completion date of service.