RFP24-25-03 B33 Move Contractor RFP.pdf

LANE COMMUNITY COLLEGE

REQUEST FOR PROPOSAL

RFP #24/25-03

MOVING SERVICES

(Industrial Trade Education Center (ITEC) project # 21)

RFP Issue Date: September 27, 2024

Closing Date and Time: October 14, 2024 (local time)

Submittal Location: https://bidlocker.us/a/lanecc/BidLocker

The Lane Community College provides equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

REQUEST FOR PROPOSAL

1. SUMARY OF INVITATION:

Lane Community College (“College”) issues this Request for Proposal (“RFP”) from qualified and insured firms, with business registration in Oregon, to provide campus moving services.

Advanced Technology, including faculty, staff, tools and training equipment, will be moved from existing campus locations to the new ITEC Building. Equipment is currently located in labs, shops and other storage facilities in different buildings, as listed in Appendix B.

2. BACKGROUND:

The College is constructing this new building to house the Advanced Technology Programs.

These programs include Construction, Plumbing, Electrical, Drones and Manufacturing.

Manufacturing related includes Machine Shop equipment, Electric Motor Controls, Programmable Logic Controls, Robotics and Amatrol trainers for different technical applications. These programs are currently housed in different buildings around campus and one of the main purposes of this project is to bring them all together under one roof and another purpose is to provide teaching spaces for more advanced technologies.

3. SCOPE OF THE SERVICES:

The work shall include moving labeled boxes, furniture, equipment and other marked items from designated offices, work rooms, storage locations, shops and labs to the appropriate locations in the new ITEC Building (B33). The contractor will be required to ensure a safe environment for building occupants while loading and transporting work in occupied buildings.

Boxes and other items shall be delivered to the specified new B33 locations, with unpacking by others.

4. SUBMISSION

Please submit completed form and any attachments to:

https://bidlocker.us/a/lanecc/BidLocker

By October 14, 2024, 2:00 PM

(Delivery is the sole responsibility of the proposer. Proposals not received by the specified time and date will not be considered.)

5. SINGLE POINT OF CONTACT

Laura T. Aung

Director, Contract and Procurement

Lane Community College, 400 E 30th Avenue, AungL@lanecc.edu

6. COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

College is committed to taking active steps toward increasing and promoting diversity, equity, and inclusion values across procurement processes for minority, women, emerging small, and service-disabled veteran owned businesses by reducing barriers to compete for and be awarded state contracts. All interested businesses are encouraged to submit proposals for this contracting opportunity.

7. SCHEDULE AND PROCESS

Description Date Time

RFP Posted 09/27/2024

Mandatory Walkthrough

Building 7, Room 212K, Lane Community College main campus

4000 East 30th Ave., Eugene, OR 97405

10/3/2024 9:30 AM

Questions / Requests for Clarification Due 10/7/2024 5 PM

Answers to Questions / Requests for Clarification

Addendum issued (if needed)

10/9/2024, 5 PM

Opening (Proposal Due) 10/14/2024, 5 PM

Issuance of Notice of Intent to Award (approx.) Tentatively 1st week of Nov

8. MOVE DATES

Moves date/s have not yet been confirmed but will take place between December 1, 2024, and

January 3, 2025. We do not expect any moving to take place during the week of December 23rd.

9. SITE CONTACT

The Moving Contractor shall communicate the daily work plan and work in coordination with the LCC Move Coordinator.

Brian McMurray, Move Coordinator

Facilities, Management and Planning (FMP)

Lane Community College, Building 7

4000 E. 30th Avenue

Eugene, OR 97405

Ph: 541 463 3429

Cell: 541 525 5289

Email: mcmurrayb@lanecc.edu

10. CONDITIONS

Lane Community College purchasing policy is governed by ORS Public Contracting Code

279A.050 (Procurement Authority), 279A.055 (Personal Services Contracts), 279A.060 (Local

Contract Review Boards), and 279A.070 (Rules). All references to PCC shall mean Public

Contracting Code as defined in ORS 279A.010(1) (bb).

Please note that any response to this RFP does not constitute a binding offer, nor does it create any contractual obligations between your company and our organization. We reserve the right to reject or accept proposals.

11. WAGE RATES

The work will be subject to Bureau of Labor & Industries (BOLI) wage rate law of the State of

Oregon. Applicable rates: Lane County, July 5th, 2024 Prevailing Wage Rate Book.

12. INFORMATION SUBMISSION

College requests that all interested vendors submit a proposal (see Appendix A for specifics).

Proposals shall contain a statement as to whether the Proposer is a resident or non-resident as defined in ORS 279.029.

13. EVALUATION AND SELECTION

An evaluation committee at the College will review and evaluate all proposals in order to make a selection. Proposers can contact the College if they have any questions concerning the evaluation or selection.

14. INSURANCE

Prior to award, Proposer shall secure and demonstrate to proof of insurance

Attached:

APPENDIX A – Proposal Criteria

APPENDIX B – Specifications of the Work

APPENDIX C- General Contract Terms and Condition

Appendix A – Selection Criteria

Experience List and provide details on three (3) comparable moving projects at an educational facility.

Site Supervision Provide name, relevant experience and qualifications of person that will be overseeing and supervising the move on site.

Pricing

A. Provide Base Price for completed project based on items listed in Appendix B. Base Price to include all associated costs, including travel time, fuel, off site prep, equipment rental and any other related costs.

B. Provide unit price for moving office boxes to allow for over or under counts.

LCC Move Coordinator will confirm counts on site.

Evaluation Criteria Company Experience 30 points Site Supervision 20 points Pricing 20 points 70 total

APPENDIX B

s –

# B

B12/109 - Pat 10 151 B12/120A - Sol 10 112 B12/132 – Paul 10 171

B15/103 - Shamra 10 115F B15/201 – storage 6 115 B15/201A – kitchen 5 105 B15/201B - Wendy 8 115B B15/201C - Joy 8 115A B15/201E - Heather 8 115E

B19/203 – Storage 8 115 B19/142 – Tristy Bemiller 10 115C B19/140 – Chris Rehn

10 115D

B15/113 4 - empty 251

AD/DC Amatrol Trainer 130E Panelmate PLC Motor control trainer for test unit #7 130 Andrews Motor control panel 130 MCC test unit #7 130

5 Motor Control trainers 130E 4 w/ misc. electrical components 130 10 motors 130 1 otes with misc. electrical components 130 30 M 130 8 -10’ pcs. 2” white PVC conduit 130 Outside Ridgid Tool Box 130 Greenlee Tool Box 130 Kennedy Tool Box 130 Eaton transformer 130 2 Eaton transformers (wrapped, on pallets, SW 130

B15/203 Electrical 14 PLC trainers (incl computer, 130C 10 Motor trainers 130E

2 rolling carts 173

1 rolling cart 173

B15/203 Drones All 010 2 Large 3D printers 010 1 Microwave (on N wall 2 - 3D printers (on N wall w/

12/107 Machine Shop (incl. rooms 108, All s

, controls 150 6 pedestal grinders 2 Standing sanders w/ 1 1 w/ 6 Bench vises (loose 5 Rolling US General

- empty 2 Ovens, room 110

, room 110 , room 110

8 - 3D printers plus shelving Wood, glass storage: 2 totes plus shelving CNC tools on SE es: 2 totes, heavy items individually CNC tools on shelf near rm 108: 2 totes, heavy items individually, plus shelving Misc. tools in Class L , room 111: 2 totes, large tools individually 14 Stacked Tool C 152 Tool C contents: 3 totes 152 Tall contents outside : 3 totes 152

@ 108 150

APPENDIX C- GENERAL CONTRACT TERMS AND CONDITIONS

THIS AGREEMENT is entered into by and between Lane Community College, a public corporation of the State of Oregon, hereinafter called COLLEGE, and the selected firm, hereinafter called CONTRACTOR or CONSULTANT.

In providing these services, it is understood and agreed that all conditions herein shall apply to all services rendered within the context of this invitation and resulting award.

1) CONTRACTOR STATUS

CONTRACTOR is engaged as an independent Contractor and shall be responsible for all Federal and State taxes as applicable to this contract and the payments made therewith.

2) CONTRACTOR EMPLOYMENT

CONTRACTOR will not be performing the subject work under the direct control of the College or any of its personnel.

3) REPORTING OF PAYMENTS

The College shall report the total amount of all payments to the CONTRACTOR including any expenses, in accordance with Federal Internal Revenue Service and State of Oregon Department of Revenue regulations.

4) ELIGIBILITY FOR PUBLIC ASSISTANCE OR SUPPORT

CONTRACTOR shall not be eligible for any Federal Social Security, State Workers Compensation, Unemployment Insurance, or Public Employees Retirement System benefits from subject contract payments, and CONTRACTOR shall be responsible for the same as a self-employed individual/firm.

5) INDEMNIFICATION

CONTRACTOR agrees that performance under this contract is at Contractor's sole risk and that the Contractor shall carry "errors and omissions" insurance or be self-insured for the purpose of indemnifying the College's Board of Education, agents, officers and employees, from any and all liability for damages, costs, losses and expenses resulting from, arising out of, or in any way connected with the Contractor's failure to perform fully hereunder.

In the event any such action or claim is brought against College, Contractor shall, upon notice of the expense, promptly satisfy any judgment adverse to College and shall reimburse College for any loss, cost, damage or expense (including legal fees) suffered or incurred by College.

6) LEGAL COSTS AND VENUE

In the event of litigation involving the terms and conditions of this contract or the performance hereunder, the prevailing party shall be entitled to recover reasonable attorney fees, costs and expenses from the losing party, including all such fees, costs and expenses of appeal.

State of Oregon law shall prevail throughout the execution of this contract and any performance hereunder. Any litigation undertaken with respect to the execution of, or performance within the context of, this contract shall take place within the State of Oregon and State of Oregon Laws shall prevail throughout any such litigation.

All actions relating to this contract shall be tried before the courts of the State of Oregon to the exclusion of all courts which might have jurisdiction apart from this provision. Venue in any action shall lie in the Circuit Court of Lane County, Oregon.

7) RECOVERY OF COSTS IN EVENT OF TERMINATION

In the event of a termination of this contract by College because of a breach by Contractor, College may complete the work by contract with another appropriately qualified firm. Contractor shall be liable to College for any reasonable costs or losses incurred by College arising out of or related to the breach. College may withhold payment of monies due Contractor for work performed to the date of termination and College may offset any amount due Contractor against the costs and losses incurred by College.

8) RECORDS AND INSPECTION OF SAME

Contractor shall maintain its records generated within the context of this contract for a period of not less than three full fiscal years following completion of the final review and acceptance of all submittals. Upon reasonable advance notice, College or its authorized representatives may, from time-to-time, inspect and make appropriate copies of Contractor's records that relate to this contract.

9) INSURANCE

Contractor shall maintain in force for the duration of this contract the insurance coverage specified below. Each policy required by these provisions shall be written as a primary policy, not contributing with or in excess of any coverage which College may carry. A copy of each policy or a certificate satisfactory to College shall be submitted to College prior to commencement of the work each year. Unless otherwise specified, each Certificate of Insurance shall show an insurance carrier licensed to do business in the State of Oregon and shall contain an endorsement entitling College to not less than 30 days prior written notice of any material change, non-renewal or cancellation.

The adequacy of all insurance required by these provisions shall be subject to approval by the College. Failure to maintain any insurance coverage required by this contract shall be cause for immediate termination of this contract by College.

10) WORKERS' COMPENSATION AND EMPLOYERS' LIABILITY INSURANCE

Contractor shall maintain a current policy of workers' compensation and employers' liability coverage. Contractor shall comply with the Oregon Workers' Compensation law (ORS 656) by qualifying as a carrier-insured employer or as a self-insured employer and shall strictly comply with all other applicable provisions of such law. Contractor shall provide College with such further assurances as College may require from time to time that Contractor is in compliance with these workers' compensation coverage requirements and the workers' compensation law.

11) COMPREHENSIVE GENERAL LIABILITY

Contractor shall maintain a broad form comprehensive general liability insurance policy with coverage of not less than $1000,000 combined single limit per occurrence, and with an aggregate of $2,000,000 bodily injury, personal injury and property damage.

12) LIMITATION OF LIABILITY

The College agrees that the Contractor's liability hereunder for damages shall not exceed the charges paid before the error was discovered. The Contractor shall not be liable for consequential damages including, but not limited to, lost revenues and profits.

Neither the Contractor nor the college shall be liable for failure to perform its obligations herein when such failure is clearly the result of acts beyond the Contractor's control; some, but not all, such acts are acts of God or of the public enemy, acts of local, state or federal government in either their sovereign or contractual capacity, fires, floods, civil disobedience, strikes, lock-outs, freight embargoes, inclement weather, errors or defects in the data supplied by the College, etc.

13) SUBCONTRACTING AND ASSIGNMENT

Contractor shall not assign this contract, in whole or in part, or any right or obligation hereunder, without College's prior written approval. Contractor shall not subcontract its work under this contract, in whole or in part, without College's prior written approval. Contractor shall require any approved subcontractor or assignee to agree, as pertains to the portion subcontracted or assigned, to comply with all obligations specified in this contract. Notwithstanding College's approval of a subcontractor or assignee, Contractor shall remain obligated for full performance of this contract and College shall incur no obligation to any subcontractor or assignee.

14) INDEPENDENT CONTRACTOR

Whether Contractor is a corporation, partnership, other legal entity, or an individual, Contractor is an independent Contractor. If Contractor is an individual, Contractor's duties will be performed with the understanding that Contractor is a self-employed person and has special expertise as to the services which Contractor is to perform and that Contractor is customarily engaged in the independent performance of the same and/or similar services for others. The manner in which the services are performed shall be controlled by the Contractor; however, the nature of the services and the results to be achieved shall be specified by the College. Contractor is not to be deemed an employee of College and has no authority to make any binding commitments or obligations on behalf of College except to the extent expressly provided herein.

15) NOTICES

Notices in compliance with this contract shall be deemed given when personally delivered or upon deposit in the United States mail, postage fully prepaid, certified, return receipt requested, addressed to

College: Address on Cover of this RFP, Attention, Purchasing Services;

Contractor: Address given in Response Documents to RFP or such other address as either party may provide by notice given in accordance with this provision.

16) OWNERSHIP OF WORK

All information collected during the project, and all subsequent recommendations, reports, and submittals, from the Contractor to the college which result from this contract shall be the exclusive property of College, and shall be delivered to the College upon completion of the work, the termination of this contract, or the written request of the College. Any use of this material, in any form or for any purpose, shall require prior written approval from the college.

17) PERFORMANCE STANDARDS

All work performed within the context of this agreement shall be in accordance with —:

a) Oregon Revised Statute Chapter 656 (Workers Compensation); and,

b) Oregon Revised Statute Chapters 279A, 279B and 279C (Public Purchasing Laws); and,

c) Oregon Revised Statute 30.26 through 30.30 (Public Agency Torts); and

d) Oregon Administrative Rules Chapter 125 (Exemptions); and,

e) US Code Title 42 (especially sections 1983, 1985 and 1988); and, Oregon and local laws and regulations; and other Federal, State and Local laws and regulations as may be applicable to the College, the Contractor and/or the Contract Documents.

18) CONTRACT MANAGEMENT

By delegation from the Board of Education through the President of the College, the Head of Facility Management and Planning is the Contract Manager for all the work described herein. The Point of Contact for all communications and decisions is that individual.

19) PUBLIC RELATIONS AND NEWS RELEASES

The Contractor shall not release news or make any statements to the public, press, or other media relating to matters pertinent to the activities of the College or of related entities, without prior written approval from the College.

20) FEES

Except for special projects assigned by the college with a scope clearly outside of the requirements stated herein, the Contractor shall be compensated in accordance with the negotiated fee schedule which shall become part of the Contract Documents.

21) PAYMENT TERMS

Invoices for progress payments may be submitted monthly and payment on the same will be on the basis of submitted and approved invoices for services rendered. No payments shall be made in advance of materials being delivered or services being rendered.

22) CONTRACT ENGAGEMENT TERM AND CONDITIONS THERETO

This contract, unless otherwise interrupted or canceled, shall be valid for the period indicated in the contract documents or completion of the work, whichever is the shorter period and will be activated by Purchase Order.

The contract engagement term may be canceled or terminated by the delivery of a certified letter from the President of the College or delegate, at his or her sole discretion, giving thirty calendar days' notice of intent to cancel. If such notice is promulgated, the notice shall give reason for termination of the contract.

Valid reasons for contract termination, for example, may be for lack of funds, for unacceptable performance of the Contractor, for lapse of required insurance coverage, for lapse of required registrations, or for any other documentable reason. At the end of the thirty-day period, if the notice is not rescinded by certified or registered mail from the President, the contract shall be deemed to have been canceled.

The contract engagement term may be renewed, extended or otherwise changed by Change Order or Notice to Proceed, whichever is applicable. In every case, the enabling Order or Notice shall incorporate this document in its entirety, by reference, the Contractor's response submitted in answer to the invitation herein, and any other modifying documents such as cumulative change orders, addenda and renegotiated terms and schedules. These documents, in their entirety, shall be known as the contract documents and shall, in their entirety, state and control the activities of the parties to this contract.

Notwithstanding other portions of this agreement, this contract may be terminated if any of the following actions take place—:

a) The Contractor is no longer qualified to perform the work;

b) Any suit is filed against the College regarding the Consultant Contract or the contractor's performance, which, in the opinion of a neutral third-party attorney, is significant and substantive and has a reasonable likelihood of success;

c) The Contractor engages in anti-competitive activities such as blocking competition, displays of favoritism, improper patronage, fiscal impropriety or any other activities which, in the sole judgment of the College, are not in concert with the mission and scope of work stated above;

d) Failure to reach agreement on desired changes, additions or deletions.

e) This contract may also be terminated for convenience of the College without warning or advance notice. If the contract is terminated for convenience of the College, any monies owing to either party shall be paid within thirty (30) days of contract termination.

23) INTEGRATION AND SEVERABILITY

This contract embodies the entire agreement of the parties. There are no promises, terms, conditions or obligations other than those contained herein and those defined as the "contract documents." This contract shall supersede all prior communications, representations or agreements, either oral or written, between the parties. This contract shall not be amended except in writing, signed by both parties. If any of the provisions herein are determined to be invalid under any local, state or federal statute, regulation, or rule of law, such provision shall be deemed omitted from this document. Each provision of this agreement is severable, and if any provision is held to be unenforceable or is vacated by mutual agreement of the parties in writing, the remainder of the provisions shall remain unchanged and in effect.

24) LABOR RELATIONS

Contractor shall be solely responsible for its own labor relations with any trade or union and their representatives and shall negotiate and adjust, in good faith, any and all disputes arising out of Contractor's operations with employees and/or unions representing its employees. Contractor shall comply with all federal, state and local laws, policies, rules and regulations concerning employment and labor relations.

25) CHANGES IN THE WORK

Changes in the work may be accomplished at any time after the contract has been awarded and before the contract is fully complete, without invalidating the contract. Changes are usually accomplished by written order from the contract administrator to the contractor (although the contractor may request changes at any time). The written order is called a Change Order and shall annotate the work items to be added, deleted or modified, the price of the changes, and the effect of the change on the total contract value. When issued, the contractor may accept or reject the change. If the contractor does not formally object, in writing, to the change within 10 (ten) calendar days of its issuance, the change shall be regarded as having been accepted and the contract so modified.

Any other written or verbal order from the college to the contractor (which might include such activities as directives, direction, instruction, interpretation, or determination) that causes a change in the scope or methodology of the work, and is regarded as a contract modification by the contractor shall be treated as a change order, provided that the contractor gives the contract administrator written notice stating:

a) the dates, circumstance, content and source of the order, and

b) that the contractor regards the issue as a change order (to be formalized in terms of work changes and cost).

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