OEV27007105 MPA 532 Scope of Work.pdf

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TITLE: MPA 532 OPEN ENROLLMENT MOVING SERVICES

SECTION A. BACKGROUND

MPA 532 is an Open Enrollment for Moving Services including but not limited to Commercial Office/Relocations, Household/Residential Relocations, Library Moves and Storage Services and any other Related Services

SECTION B: SCOPE OF WORK AND REQUIREMENTS

General Provisions:

The Bidder must be available to perform Moving Services as specified Statewide to the entire State of Rhode Island. Services can consist of various types of moves as requested by the user agency.

Some of the work may involve moving heavy, dirty, irregularly shaped, and/or delicate equipment. Some buildings are without air conditioning or elevators.

Moving Services include but are not limited to the following:

Single and double pedestal desks Conference tables and chairs Lateral and/or vertical file cabinets Empty and/or filled with materials – special inside office cranes that can lift and move file cabinets without damage to be available Various office model seating Various integrated panel systems Other Office Furniture and Equipment Information technology support furniture Shelving Computer and Data Center Equipment Open/boxed departmental records Fire retardant file cabinets Safes

Additional Services for special tasks, assignments or services request by user agency include, but are not limited to the following:

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Emergencies: This would consist of moving or disposing equipment due to emergencies such as frozen pipes, roof leaks, flooding, abatements, etc.

Large Equipment/Material Deliveries: This would consist of delivering large shipments (i.e., items on crates and pallets) received at Central Receiving to locations within the user agency.

Special Events:

This would consist of delivering various items (i.e., tables, chairs, podiums, ferns, etc.) for special events at specific dates and times including, but not limited to the following examples:

URI Commencement, Balloon Festival, Special Olympics, Welcome Days (April), Open House (October & November), Road Races, Award Ceremonies (i.e., ROTC & Nursing), Film Festivals, Alumni Events, Athletic Events (i.e., football and swim meets), Summer Camps, Master Gardner Events.

Other type of work that may be required to perform included but not limited to the following:

Pickup of E-waste, equipment and furniture disposals; disposal of damaged furniture and equipment in designated dumpsters; and delivery of surplus furniture from a Central Receiving warehouse to locations within the user agency.

Large Moves: This would consist of moving entire departments or buildings (i.e., renovations, new building construction). Some of these departments or buildings could contain hundreds of rooms with several thousand pieces of equipment.

Small Moves: This would consist of rearranging a department within itself or moving entire offices from one room to another or from one floor to another.

Specialty Moving Services It is desirable that awarded vendor(s) provide specialty moving services for: antiques, large musical instruments (such as harps or pianos), museums, 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-contractors will be held to the same rates as the prime movers.

Computer and Computer Related Equipment Vendor(s) must provide the proper packing and moving equipment for computer and computer related moves. The awarded vendor(s) will package individual computers separately when necessary. The user agency will be responsible for disconnecting and unplugging all computer cables and plugs to all computer and computer related equipment prior to the move.

Company Certifications and Licenses:

Bidder must be a licensed/Registered as a Commercial Moving Company with the Rhode Island Public Utilities Commission.

Bidders must hold all legally required licenses and comply with all legal requirements and all safety regulations (OSHA and others where applicable).

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The vendor(s) awarded contracts pursuant to this solicitation will obtain all the necessary permits and licenses related to moving services and operations, including any special permits for moving on Saturdays, Sundays, or Holidays, if necessary and assume all cost associated.

BCI:

The awarded vendor may at the request of the user agency to do a criminal background check on each of their employees- it must be a national one, including sex offenders. Any employee with a violation shall be excluded from working at the educational facility.

Bill of Lading:

The vendor(s) awarded contracts pursuant to this solicitation may be requested to prepare an itemized Bill of Lading for shipment(s) it transports. If requested the information provided on the Bill of Lading shall be the same information shown on the order for service. A copy of the Bill of Lading must be given to the user agency prior to loading of the goods. The Bill of Lading must include the following information:

• Vendors Name and Address

• Telephone Number

• Address and Telephone Number of User Agency

• Indicate Services and Amount Charged

Site Supervisor/Forman:

Vendor(s) awarded contracts pursuant to this solicitation will be required to provide a designated Site Supervisor/Forman for each move performed under this contract from start to finish. The Site Supervisor/Forman shall be responsible for overall performance of service and be available for consultation, pre-move meetings and execution of moves under this contract.

Security:

The vendor(s) awarded contracts pursuant to this solicitation must implement security procedures for all records and materials considered confidential. All confidential material and records must be transported in locked vehicles and include continuous oversight, security and control while in possession of the vendor. The vendor may be required to meet specific requirements of the user agency to assure their confidentiality requirements are satisfied.

Storage / Warehousing:

It is desirable the vendor(s) awarded contracts pursuant to this solicitation have at least a minimum of 10,000 square feet or more of secured, clean, temperature and climate controlled warehouse space with the ability to rack and palletize according the user agency requirements.

The warehouse must have insurance coverage for all items needed for storage between any moves.

Portable Storage:

It is desirable the vendor(s) awarded contracts pursuant to this solicitation provide portable storage units/containers for user agency on-site storage. Units must include the following: steel-framed and weather-resistant, include tie-downs, steel locking latches, ground level design, withstand winds of up to 110 mph when fully loaded.

Employee Identification The vendor(s) awarded contracts pursuant to this solicitation must wear identification displaying the moving company’s name (such as identification badge, company uniform, T-shirt) to identify moving company personnel.

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Waste Removal and Recycle Services The vendor(s) awarded contracts pursuant to this solicitation must be able provide waste removal and comply will all recycling requirements of materials during a move job. The vendor must provide same day cleanup of all areas involved in the move.

Transporting The vendor(s)) awarded contracts pursuant to this solicitation must take appropriate measures to protect and preserve all property by transporting items in a closed van and protect items from inclement weather conditions. Pad all furniture, equipment with reusable item whenever possible and transport items in a neat, organized, orderly manner with all shipping boxes easily identified. Provide shrink wrap to any open files including but not limited to carts, un-lockable filled file cabinets or equipment with loose or movable parts.

Vendor(s) shall protect all surfaces (walls, floors, elevators, etc.) from damage by providing adequate building protection as approved by the State at no additional cost. Supplier shall notify the State in writing of any pre-existing damage to furnishings, equipment, surfaces, etc., prior to the move and receive verification from user agency designee. Once move is completed Supplier and user agency designee shall inspect for any damage caused by the move. The vendor will be responsible to replace/repair, at the purchaser’s sole option, any property damage(s) made during contract performance.

Any damage to the equipment or property is the responsibility of the movers.

Emphasize that it is the vendor's responsibility to ensure that their operations are conducted in a safe and secure manner at all times.

Sub-Contracting No subcontracting is permitted under this contract (with the exceptions of reassembly/reinstallation by a manufacturer certified technician or manufacture subcontractor (as indicated in specialty moving section above) for this purpose) without prior authorization from the Division of Purchases.

Staff & Equipment Required on Worksite The vendor(s) awarded contracts pursuant to this solicitation must provide all personnel, trucks equipped with hydraulic gates, equipment, materials, and all tools necessary to facilitate all moving services.

One crew will consist of (1) site supervisor/foreman, (2) men/women and (1) truck. Any additional men/women will not be considered part of a crew unless user agency requests a second truck.

Personal vehicles for transportation to job sites are not considered additional trucks. For every three (3) men/women, one (1) person must be a foreman, and he/she must carry a cell phone. There must be a minimum number of (1) cell phone per foreman accessible at all times.

Sufficient staff and equipment must be available as required to perform moves on their scheduled dates. Additional crew members may be requested due to scope of work and time allotted.

Vendor(s) shall be required, upon request, to provide a move plan and move coordination services. These services shall include a detailed move plan and all activities necessary for the relocation of furnishings, equipment, etc., from one location to another.

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The awarded vendor(s) are desired to provide at least the following equipment/supplies in sufficient quantities for use:

Wheel moving dollies.

Convertible 2-in-1 aluminum hand trucks.

A full set of tools at all times, including cordless drills, for the fabrication and dismantling of furniture, partitions and door removals.

Moving blankets, pads, large J-bars, small J-bars, desk jack.

Movers must have the physical ability to lift and carry items that sometimes weigh in excess of 50lbs.

Plastic Crates in various sizes Packing Boxes in various sizes Com Masonite Sheets - ¼” tempered (not Plywood) Pressure Sensitive Labels Bubble Wrap Shrink Wrap Duct Tape Aluminum or Magnesium Ramps (various sizes) Panel Carts Wall/Corner Protective Materials Packaging Labels/Tags Rolling Racks/Pins Marking materials

Bidder(s) must credit unused and unopened packing supplies.

Truck & Rigging Equipment Bidders are desired to have capabilities for the following:

Adequate truck(s) and sizes for commercial type moves Adequate Lift gate capacities for medium to large commercial moves Rigging Equipment for commercial type moves

The State reserves the right to request further information for the task items listed above.

Hours:

Hours on the job will be computed from the arrival at the original site to the departure from the “move to” location.

Most moves will take place during normal business hours, Monday – Friday, 7:30 AM – 5:30

PM.

The State has the option of declaring any needed work to be an emergency. For emergency point-of-contact, the Vendor shall provide a contact person and a telephone number available 24 hours a day, 7 days a week, or have a voice mail system or an answering service.

Agency Requirements:

User agency shall identify whether 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.

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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.

Vehicles may be inspected by user agency 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.

SECTION C: PROPOSAL

1. Proposal - Vendor Qualification Assessment

Narrative and format: Vendor responses must address specifically each of the following elements:

SECTION D: EVALUATION AND SELECTION - SOLICITATION SPECIFIC

Proposals shall be reviewed by the Division of Purchases on a “Pass/Fail” basis. All criteria must receive a “Pass” determination for a vendor’s potential inclusion on the resulting OE MPA’s qualified vendor list. Any criteria with a “Fail” determination will not be reviewed further and the vendor will be dropped from consideration.

Proposals shall be reviewed and scored based upon the following criteria:

Criteria

Pass/Fail

Evidence of licensed/Registered as a Commercial Moving Company with the Rhode Island Public Utilities Commission

Pass/Fail

Identify company’s location and any branch offices Pass/Fail

Provide a brief narrative on the firm’s history, organizational structure and years in business

Pass/Fail

Listing of truck/fleet and size Pass/Fail

Overall Pass/Fail Pass/Fail

NOTE: See the “Requirements” tab of this solicitation for additional information on the evaluation and selection process in the “OE Standard Specifications- Vendor Qualification Assessment” section.

SECTION D: EVALUATION AND SELECTION - SOLICITATION SPECIFIC