State of Missouri Office of Administration, Division of Purchasing

Request for Proposal (RFP) for Statewide General Office Moving Services

PROPOSAL DUE NO LATER THAN: August 18, 2026 AT 2:00 PM CENTRAL TIME Proposal response must be submitted electronically through MissouriBUYS, powered by MOVERS, at https://missouribuys.mo.gov.

E-mailed, mailed, courier, or hand-delivered proposal responses will not be accepted.

RFP CONTACT INFORMATION:

BUYER: Danielle Gesch

PHONE NO.: (573) 751-3331

EMAIL: Danielle.Gesch@oa.mo.gov See “RFP Questions” in Section 1 for appropriate communications during the procurement process.

DELIVER SUPPLIES/SERVICES FREE ON BOARD (FOB) DESTINATION TO THE FOLLOWING ADDRESS:

Statewide Various State Agencies throughout the State of Missouri

ATTENTION:

1. After reviewing the Request for Proposal (RFP), the vendor must complete and return Exhibit A, Proposal Signature Page and all other necessary exhibits.

2. Due to lead times for obtaining the information needed to complete the various Business Compliance Exhibits herein as explained in the RFP’s Vendor Response Exhibits, vendors are encouraged to IMMEDIATELY begin securing these verifications.

3. The vendor must be registered in MissouriBUYS, powered by MOVERS in a “Prospective” or “Spend Authorized” registration status to submit a proposal. The vendor must achieve “Approved” registration status in MissouriBUYS (WebProcure/Proactis) and “Spend Authorized” registration status in MissouriBUYS, powered by MOVERS to be considered for a contract award. Reference Section 5.

RFP Organization:

RFP Vendor Response Exhibits (Return these exhibits with the proposal)

BUSINESS COMPLIANCE EXHIBITS

RFP Attachments

Attachments (Separate Documents) (Do not return these documents with response)

Separate Documents: The vendor is advised that the separate documents to this document referenced above provide additional requirements, information, and/or instruction. The separate documents must be downloaded from the Division of Purchasing’s MissouriBUYS, powered by MOVERS, website at: https://missouribuys.mo.gov/. The separate documents are downloadable from the same web page where the solicitation document is downloadable. It shall be the sole responsibility of the vendor to obtain each of the separate documents. The vendor shall not be relieved of any responsibility for performance under the subsequent contract due to the failure of the vendor to obtain a copy of the separate documents.

INTRODUCTION AND BACKGROUND INFORMATION SECTION

Introduction:

Purpose: This document constitutes a request for competitive, sealed proposals for the provision of general office moving services as set forth herein for various state agencies throughout the State of Missouri (hereinafter referred to as “state agency”).

Titles: Titles of paragraphs used herein are for the purpose of facilitating reference only and shall not be construed to infer a contractual construction of language.

Background and Historical Usage Information:

For information purposes, the dollar amounts encumbered under the current contracts for fiscal years 2024, 2025, and 2026 are listed below. These expenditures are for informational purposes only and shall not be construed as a guarantee about volume of purchases to be made under the new contracts.

Current and/or Previous Contract Information:

Current contracts exist for the products and/or services being obtained via this RFP. A copy of the contracts can be viewed and printed from the Division of Purchasing Awarded Bid & Contract Document Search System located on the Internet at: https://purch.oa.mo.gov/bidding-contracts/awarded-bid-contract-document-search. In addition, all proposal and evaluation documentation leading to the award of the contracts may also be viewed and printed from the Division of Purchasing’s Awarded Bid & Contract Document Search System. Please reference the Bid number RFPS30034902400185 or the contract number(s) CS240185001, CS240185002, and CS240185003 when searching for these documents.

State Expenditures: The Missouri Accountability Portal (MAP) located on the Internet at: http://mapyourtaxes.mo.gov/MAP/Expenditures/ provides financial data related to the purchase of the services under the contract. Be sure to read the information provided in the site information and disclaimer links: https://mapyourtaxes.mo.gov/MAP/Help/MapExpendituresHelp.htm and https://mapyourtaxes.mo.gov/MAP/Help/MapExpendituresHelp.htm#disclaimer. Then search by the contract numbers shown above when searching for the financial information.

Regional Services:

The RFP defines seven (7) regions and the specific counties where services must be performed as follows:

Southeast Bollinger, Butler, Cape Girardeau, Carter, Dunklin, Iron, Madison, Mississippi, New Madrid, Oregon, Pemiscot, Perry, Reynolds, Ripley, Scott, Shannon, Stoddard, Wayne

Southwest Barry, Barton, Cedar, Christian, Dade, Dallas, Douglas, Greene, Hickory, Howell, Jasper, Lawrence, McDonald, Newton, Ozark, Polk, St. Clair, Stone, Taney, Texas, Vernon, Webster, Wright

RFP Questions:

Buyer is Single Point of Contact for Solicitation: Vendors and their agents (including subcontractors, employees, consultants, or anyone else acting on their behalf) must direct all of their questions or comments regarding the RFP, the evaluation, etc., to the buyer indicated on the first page of this RFP. It is preferred that questions be emailed to the buyer.

Except as noted herein, vendors and their agents are instructed not to contact any other state employee regarding any of these matters during the solicitation and evaluation process. Inappropriate contacts are grounds for suspension and/or exclusion from specific procurements. Vendors can be sanctioned for unauthorized contact with any evaluator under 1 Code of State Regulation (CSR) 40-1.060(8)(G) and (H) available at http://www.sos.mo.gov/adrules/csr/csr.asp.

Vendor is Responsible for Asking Questions About the RFP: It is the vendor’s responsibility to ask questions, request changes or clarifications, or otherwise advise the Division of Purchasing if the vendor believes that any language, specifications, or requirements are: (1) ambiguous, (2) contradictory or arbitrary, (3) violate any state or federal law or regulation, (4) restrict or limit the requirements to a single source, or (5) restrict or limit the vendor’s ability to submit a proposal.

Vendor Question Deadline: Every attempt shall be made to ensure that the vendor receives an adequate and prompt response. However, in order to maintain a fair and equitable procurement process, all vendors will be advised, via the issuance of an amendment to the RFP, of any relevant or pertinent information related to the procurement. All questions and issues should be submitted no later than ten (10) calendar days prior to the proposal end date and time of the proposals. If not received prior to ten (10) calendar days before the proposal end date and time, the Division of Purchasing may not be able to fully research and consider the respective questions or issues.

State’s Response to Vendor Questions: Upon the Division of Purchasing’s consideration of questions and issues, if the Division of Purchasing determines that changes are necessary, the resulting changes will be included in a subsequently issued RFP amendment(s); absence of such response indicates that the questions and issues were considered but deemed unnecessary for an RFP amendment. All vendors will be advised of any change to the RFP’s language, specifications, or requirements by a formal amendment to the RFP. There will be no posted written records of the questions/communications (i.e., formal question/answer document).

RFP is State’s Only Official Position: The only official position of the State of Missouri shall be that which is contained in the RFP and any amendments thereto.

Amendments:

If the Division of Purchasing determines that changes to the RFP are necessary, the resulting changes will be included in a subsequently issued RFP amendment(s) prior to the proposal end date and time.

Glossary of Terms and Acronyms:

Whenever the following terms and acronyms appear in the RFP document or any amendment thereto, the definitions or meanings described below shall apply.

General Glossary, Acronyms, and Abbreviations:

Agency and/or State Agency means the statutory unit of state government in the State of Missouri for which the equipment, supplies, and/or services are being purchased by the Division of Purchasing (Purchasing). The agency is also responsible for payment, unless otherwise specified herein.

Amendment means a written, official modification to a solicitation or contract.

Attachment applies to all documents which are included with an RFP to incorporate any informational data or requirements related to the performance requirements and/or specifications.

Buyer means the procurement staff member of Purchasing.

Code of State Regulation (CSR) contains the current administrative rules of executive agencies of Missouri government. The regulations are arranged by agency rather than by subject.

Contract means a legal and binding agreement between two or more competent parties, for a consideration for the procurement of equipment, supplies, and/or services.

Contractor means a supplier, offeror, person, or organization who is a successful vendor as a result of an RFP and who enters into a contract.

Exhibit applies to forms which are included with an RFP for the vendor to complete and submit with their proposal prior to the specified end date and time.

May means that a certain feature, component, or action is permissible, but not required.

Must means that a certain feature, component, or action is a mandatory condition.

Party refers to either the State of Missouri or the contractor as an entity that may enter into a contract pursuant to the terms herein.

Pricing Page(s) applies to the form(s) on which the vendor must state the price(s) applicable for the equipment, supplies, and/or services required in the RFP. The pricing pages must be completed and submitted by the vendor with the proposal prior to the specified proposal end date and time.

Proposal End Date and Time and similar expressions mean the exact deadline required by the RFP for the receipt of sealed proposals.

Purchase Order means the authorized document issued by the state agency to the contractor indicating descriptions, quantities, and agreed prices for products and/or services.

Reasonable, Necessary or Proper as used herein shall be interpreted solely by the State of Missouri.

Request for Proposal (RFP) means the solicitation document issued by Purchasing to potential vendors for the purchase of equipment, supplies, and/or services as described in the document. The definition includes the following sections: Introduction and Background Information; Scope of Work; Terms and Conditions (“terms and conditions” and “Terms and Conditions” are used interchangeably throughout the RFP); General Contractual Requirements; and Vendor Submission, Evaluation, and Award Information; and the RFP Vendor Response Exhibits, Attachments, and Amendments of the RFP.

RSMo (Revised Statutes of Missouri) refers to the body of laws enacted by the Legislature which govern the operations of all agencies of the State of Missouri. Chapter 34 of the statutes is the primary chapter governing the operations of Purchasing.

Shall has the same meaning as the word must.

Should means that a certain feature, component and/or action is desirable but not mandatory.

State collectively referring to the state government and/or the agencies thereof.

Supplier has the same meaning as the word, vendor.

Vendor means the supplier, offeror, person, or organization that responds to an RFP by submitting a proposal with prices to provide the equipment, supplies, and/or services as required in the RFP document.

State Agency Acronyms: For purposes of the contract, a state agency shall be defined as a division, section, bureau, office, program, board, regional/district office, etc., that exists within a department of Missouri State Government. For the purposes of this document, this shall also include the Judicial and Legislative branches of the State of Missouri.

AG Missouri Attorney General DCI Missouri Department of Commerce and Insurance DED Missouri Department of Economic Development DESE Missouri Department of Elementary and Secondary Education DHEWD Missouri Department of Higher Education and Workforce Development DHSS Missouri Department of Health and Senior Services DMH Missouri Department of Mental Health DNR Missouri Department of Natural Resources DOC Missouri Department of Corrections DOLIR Missouri Department of Labor and Industrial Relations DOR Missouri Department of Revenue DPS Missouri Department of Public Safety DSS Missouri Department of Social Services GA General Assembly: Missouri House of Representatives and the Missouri Senate GO Missouri Governor’s Office ITSD Missouri OA Information Technology Services Division JUD Missouri Judiciary LTGO Missouri Lieutenant Governor’s Office MDA Missouri Department of Agriculture MDC Missouri Department of Conservation MoDOT Missouri Department of Transportation MONG Missouri National Guard MSPD Missouri State Public Defender OA Missouri Office of Administration SAO Missouri State Auditor’s Office SOS Missouri Secretary of State STO Missouri State Treasurer’s Office

Accuracy of Background Information:

Although an attempt has been made to provide accurate and up-to-date information, the State of Missouri does not warrant or represent that the background information provided herein reflects all relationships or existing conditions related to this RFP.

****END OF INTRODUCTION AND BACKGROUND INFORMATION SECTION****

SCOPE OF WORK SECTION

General Requirements:

The contractor shall provide general office moving services for any requesting state agency of the State of Missouri (hereinafter referred to as the state agency), in one (1) or more regions specified on Attachment 1, Region and County Map, as indicated in the Notice of Award issued by the Division of Purchasing, in accordance with the provisions and requirements stated herein and to the sole satisfaction of the state agency. The contents of the Scope of Work include some mandatory requirements that will be required of the contractor.

The contractor shall either provide the services directly or shall provide a person/personnel who must comply with the requirements stated herein. Therefore, references to “the contractor” throughout this document shall also be deemed to include the person/personnel provided by the contractor.

Background Check: The contractor and all of the contractor’s personnel assigned to the contract must have a background check conducted by the Department of Public Safety, Missouri State Highway Patrol (MSHP) pursuant to paragraph 2.5.3. The contractor shall obtain and submit copies of the required background checks to the state agency for approval prior to providing the moving services specified herein.

Preferred Use Contract: The contractor shall provide the services on an as needed, if needed basis. The State of Missouri does not guarantee any usage of the contract whatsoever. The contractor shall understand and agree that the contract shall be construed as a preferred use contract but shall not be construed as an exclusive arrangement. Preferred use means that any state agency needing the services should use the established contract unless it is determined to be in the best interest of the State of Missouri for a state agency, at its own discretion, to obtain alternate services elsewhere.

Cooperative Procurement Program: The contractor shall participate in the State of Missouri’s Cooperative Procurement Program. The contractor shall provide the products and/or services as described herein under the terms and conditions, requirements, and specifications of the contract, including prices, to other government entities in accordance with the Technical Services Act (section 67.360, RSMo, which is available on the internet at: https://revisor.mo.gov/main/OneSection.aspx?section=67.360&bid=2758&hl=). The contractor shall further understand and agree that participation by other governmental entities is discretionary on the part of that governmental entity and the State of Missouri bears no financial responsibility for any payments due the contractor by such governmental entities. The following website identifies the current members of the Cooperative Procurement Program: https://purch.oa.mo.gov/media/pdf/cooperative-procurement-program-members-listing.

Other Agencies May Order: The Division of Purchasing reserves the right to allow other state agencies and government entities (e.g. cities, counties, etc.) to order from the contract. The State of Missouri shall bear no financial responsibility for any payments due the contractor by non-state governmental entities (e.g. cities, counties, etc.).

Contractor’s Obligation: Unless otherwise specified herein, the contractor shall furnish all materials, labor, facilities, equipment, and supplies (e.g. forklifts, dollies, blankets, pads, protective covering/wrappings, labels, boxes, library carts, etc.) necessary to perform the services required herein.

The contractor shall provide protective wrapping or packing materials for electronic items that are to be moved.

The contractor may provide the state agency with used moving boxes; however, the moving boxes must be structurally sound.

Personnel Qualifications:

The contractor shall include the following personnel to administer and perform the contract requirements:

Contact Person: The contractor shall designate a contact person who shall serve as the state agency’s primary contact and shall be the liaison between the contractor and the state agency. By no later than five (5) state business days after authorization by the state agency to proceed with services, the contractor shall provide the state agency with the name, address, email address, and telephone number of the contractor’s program director. The contractor’s program director shall (1) oversee all services being provided, (2) assume responsibility and liability for services performed per the contract, and (3) serve as the primary point of contact with the state agency.

The contractor shall understand and agree that the state agency reserves the right to request any of the contractor’s personnel assigned to provide the services be removed without just cause. The contractor shall understand and agree that the state agency will allow the contractor a reasonable time to find a replacement. The state agency shall approve all replacement personnel. The state agency reserves the right to require background checks and non-disclosure agreements (NDA) of selected contractor personnel, at the contractor’s expense.

By no later than fifteen (15) calendar days after notification of award, the contractor shall provide the state agency with a completed Attachment 2, Authorization for Release of Information, individually signed by the contractor and any personnel who are or will be assigned to the contract.

The contractor must ensure that each of the contractor’s assigned personnel are dressed appropriately for safety purposes in a neat, clean and groomed manner while on site and are wearing a visible article of clothing clearly identifying the contractor’s name.

The contractor's personnel must be polite, respectful, and treat the building occupants in a courteous and effective manner. In addition, the contractor's personnel must refrain from using inappropriate language.

The contractor’s personnel shall not loiter on state property upon completion of work.

The contractor’s personnel shall not use or be under the influence of drugs and/or alcohol while on state property. The use of tobacco shall be in line with requesting state agency’s regulations.

Work Plan Requirements:

Upon the state agency’s determination of a need for general office moving services, the state agency will contact each contracted contractor for the specified region(s) to provide services. The state agency will provide the contractors with information regarding the move including the facility/location being vacated, the facility/location to be occupied, the date(s) or approximate date(s) for the move, and the specific requirements related to the move including the types of items to be moved, the need for boxes, any disassembly/re-assembly required, and any items requiring special handling.

By no later than fifteen (15) business days after receipt of the contractor(s) being notified by the state agency of the need for general office moving services, the contractor must indicate to the state agency whether or not the contractor can provide the requested services according to the state agency’s needs. The contractor shall make every effort to meet the needs of the state agency. The state agency shall document each instance of the contractor’s inability to provide services requested by the state agency. If the contractor continually or consistently is unable to provide the services requested by the state agency, the Division of Purchasing may elect to cancel that vendor’s contract.

If a move originates and ends in different regions, the State of Missouri will request work plans from the contractors in both regions.

The awarded contractor(s) shall participate in a walk-thru conducted by the requesting state agency of the facility/location being vacated and the facility/location to be occupied. The requesting state agency and contractor(s) shall mutually agree upon a date and time to schedule this walk-thru of the facilities/locations.

By no later than ninety-six (96) hours after the walk-thru of the state agency, unless otherwise specified by the state agency, the contractor shall present a written work plan to the state agency for the specific move. The written work plan shall include:

A guaranteed not-to-exceed total price to complete the specific move in accordance with the firm, fixed prices stated on Exhibit C, Pricing Pages. The guaranteed not-to-exceed total price shall be itemized in accordance with the firm, fixed unit prices stated on the Pricing Pages and the maximum quantity anticipated for each. In addition, the guaranteed not-to-exceed price shall include any charges incurred due to tariffs, as specified in Performance Requirements.

The proposed start date and time, and the proposed number of hours or days required to complete the move.

Documentation of a thorough knowledge of the state agency based on either the contractor’s attendance at the scheduled walk-thru, or through knowledge of the facility/location gained by other means.

If the contractor did not attend the scheduled walk-thru, the contractor must provide relevant information regarding the contractor’s familiarity with the physical layout, condition, etc., of the facility/location being vacated and the facility/location to be occupied. The contractor is advised that neither the review of the floorplans of the facility/location being vacated and the facility/location to be occupied nor an independent public viewing gives an accurate account or knowledge of the facility/location for moving purposes. Therefore, the contractor should not assume that such a review makes a contractor familiar with the facility/location being vacated and the facility/location to be occupied.

After receipt of the work plan, the state agency will review the work plan and provide the contractor with any requests for changes, or will grant approval of the work plan. The state agency reserves the right to accept or reject any or all portions of the contractor’s work plan.

Upon receipt and review of all work plans, the state agency will determine which contractor will provide the required services based on such considerations as cost and timeliness in meeting the state agency’s needs.

Specific Moving Requirements:

The contractor shall provide general office moving services by moving office furniture, equipment, etc., as requested by the state agency. The state agency anticipates that the items to be moved may consist of, but not necessarily be limited to the following:

Office items:

Desks Chairs Bookcases and books File cabinets Computer hardware Packed boxes

Miscellaneous items:

Coat racks Tables of various sizes Sofas Carts Typewriters Copy machines, printers, and fax machines Storage cabinets Telephones Kitchen equipment Refrigerators Microwaves and microwave carts File room equipment Televisions Safes

The contractor shall disassemble and re-assemble desks, desk extensions, shelving, cabinets, bookcases, furniture, etc.

If requested by the state agency, the contractor must provide the following services:

Pack and box the content of desks, cabinets, files, etc.

Disassemble and re-assemble modular/cubicle walls and furniture.

If requested by the state agency, the contractor shall provide library carts to assist in the transportation of files. The contractor(s) shall allow the state agency access to the files being stored on the library carts.

The contractor shall provide responsible and competent personnel in charge of the move without continual supervision by the state agency.

The contractor should provide mats/rugs for all floors while providing general office moving services to limit the amount of tracking from foot and cart traffic.

The contractor must position all items at the new facility/location in accordance with the state agency’s instructions. In the event the contractor places an item in an incorrect position/place, the contractor must relocate the incorrectly positioned/placed item to the correct position/place.

The contractor shall be responsible for all loss of or damage to State of Missouri property that may occur while the contractor is providing general office moving services.

The contractor must immediately notify the state agency of any damage that has occurred as a result of the contractor’s actions or any damage that may be discovered as the move progresses.

If damages occur, all damages shall be repaired by the contractor to the complete satisfaction of the state agency.

During the state agency walk-thru and/or as stated on the work plan, the state agency will provide the contractor details regarding items that require special handling. The contractor shall move such item in accordance with the state agency’s special handling specifications.

The contractor shall understand and agree that a move shall be complete only after all items have been relocated and positioned to the designated areas, inventoried, and accepted and signed off by the state agency.

The contractor shall retrieve all boxes and packing material after being notified by the state agency that unpacking has been completed.

The contractor should reuse or recycle all boxes and packing material.

Performance Requirements:

The contractor shall log in and out at the state agency’s front office or desired location notifying a designated state agency contact prior to, and upon completion of each move.

The contractor shall not be relieved of responsibility for performance under the contract for any reason whatsoever since the contractor shall be familiar with the facility/location and the conditions that exist prior to the move.

1.1.1 Background Checks: Prior to providing services under the contract, the contractor must ensure personnel (including any third-party personnel) pass standard background checks equal to those required by the State of Missouri for employees, and if required by the state to address an audit, the contractor must attest whether all applicable employees passed background checks performed in accordance with the contractor’s standard background check process. The contractor shall be responsible for all costs associated with background checks. The state agency reserves the right to require the contractor to provide evidence of employees and all sub-contractors and their employees passing a background check. Link to MSHP Criminal Record Check website: http://www.mshp.dps.missouri.gov/MSHPWeb/PatrolDivisions/CRID/crimRecChk.html. The standard background check shall be a nationwide fingerprint check through Missouri State Highway Patrol completed at a frequency determined by the state.

Missouri Statewide Contract Quarterly Administrative Fee:

The contractor shall pay a one percent (1%) administrative fee to the State of Missouri which shall apply to all payments received by the contractor for all general office moving services provided under the contract. Payment of the one percent administrative fee shall be non-negotiable.

The contractor shall pay the administrative fee at the end of each calendar quarter (i.e. March 31, June 30, September 30, December 31). The total administrative fee for a given quarter must equal one percent (1%) of the total payments (minus returns and credits) received by the contractor during the calendar quarter as reported on the contractor’s Missouri Statewide Contract Quarterly Administrative Fee Report specified below. The administrative fee must be received by the Division of Purchasing (Purchasing) no later than the 15th calendar day of the month immediately following the end of the calendar quarter, unless the 15th is not a business day in which case the next business day thereafter shall be considered the administrative fee deadline.

Payments shall be made using one of the following acceptable payment methods:

Check: Personal check, company check, cashier’s check, or money order made payable to the “Missouri Revolving Information Technology Trust Fund” and sent to the following mailing address: Division of Purchasing, P.O. Box 809, Jefferson City, MO 65102 – 0809 OR Division of Purchasing, 301 West High Street, Room 630, Jefferson City, MO 65101-1517. The contractor’s payment by check shall authorize the State of Missouri to process the check electronically. The contractor understands and agrees that any returned check from the contractor may be presented again electronically and may be subject to additional actions and/or handling fees.

Electronic Payment: Instructions on how to submit payments electronically by automated clearing house (ACH) will be provided upon request by contacting the Division of Purchasing at (573) 751-2387.

All payments of the administrative fee shall include the contract number on any check or transmittal document. However, only one contract number must be entered on a check or transmittal document. If submitting an administrative fee payment for more than one contract, then a separate check or electronic payment and associated transmittal document must be submitted by the contractor for each contract.

Missouri Statewide Contract Quarterly Administrative Fee Report:

The contractor shall submit a Missouri Statewide Contract Quarterly Administrative Fee Report to the Division of Purchasing which shall identify the total payments (minus returns and credits) received by the contractor from state agencies, political subdivisions, universities, and governmental entities in other states that were made pursuant to the contract.

The contractor shall prepare and submit the Missouri Statewide Contract Quarterly Administrative Fee Report at the end of each calendar quarter (i.e. March 31, June 30, September 30, December 31) for total payments (minus returns and credits) received by the contractor during the calendar quarter. The Missouri Statewide Contract Quarterly Administrative Fee Report must be received by the Division of Purchasing (Purchasing) no later than the 15th calendar day of the month following the reporting quarter entered on the report, unless the 15th is not a business day in which case the next business day thereafter shall be considered the reporting deadline. Even if there has been no usage of the contract during the reporting quarter, the contractor must still submit a report and indicate no payments were received by marking the appropriate box on the report form.

The Missouri Statewide Contract Quarterly Administrative Fee Report form may be downloaded from the following Purchasing website: http://oa.mo.gov/purchasing/vendor-information. The Missouri Statewide Contract Quarterly Administrative Fee Report is also included herein as Attachment 3, Missouri Statewide Quarterly Admin. Fee Instructions and Report. The Missouri Statewide Contract Quarterly Administrative Fee Report must be submitted using one of the following methods:

Mail: Division of Purchasing, P.O. Box 809, Jefferson City MO 65102-0809

OR

Division of Purchasing, 301 West High Street, Room 630, Jefferson City, MO 65101-1517 Fax: (573) 526-9815 Email: ereports@oa.mo.gov

The contractor shall agree that the Division of Purchasing reserves the right to modify the requested format and content of the Missouri Statewide Contract Quarterly Administrative Fee Report by providing thirty (30) calendar days written notice to the contractor. The contractor shall also agree the Division of Purchasing may unilaterally amend the contract, with thirty (30) calendar days notice to the contractor to change the method of payment of the administrative fee, the timing for submission of the Missouri Statewide Contract Quarterly Administrative Fee Report, and/or timing for payment of the administrative fee. The contractor shall understand and agree that if such an amendment is issued by the Division of Purchasing, the contractor shall comply with all contractual terms, as amended.

Other Requirements:

Missouri Statewide Contract Quarterly Usage Report: The contractor shall submit a Missouri Statewide Contract Quarterly Usage Report to the Division of Purchasing that provides the Data Element information listed below:

The contractor shall prepare and submit the Missouri Statewide Contract Quarterly Usage Report at the end of each calendar quarter (i.e. March 31, June 30, September 30, December 31) for the purchases made under the contract during the calendar quarter. The Missouri Statewide Contract Quarterly Usage Report must be received by the Division of Purchasing no later than the 15th calendar day of the month following the reporting quarter entered on the Missouri Statewide Contract Quarterly Usage Report, unless the 15th is not a business day in which case the next business day thereafter shall be considered the reporting deadline. Even if there has been no usage of the contract during the reporting quarter, the contractor must still submit a report and indicate no purchases were made.

The contractor must submit a Missouri Statewide Contract Quarterly Usage Report electronically either utilizing the “Missouri Statewide Contract Quarterly Usage Report” worksheet included herein in Attachment 4, Missouri Statewide Contract Admin. Fee Quarterly Usage Instructions and Report which is downloadable from https://purch.oa.mo.gov/vendor-information or utilizing another format which is Excel-exportable. The contractor must submit the Missouri Statewide Contract Quarterly Usage Report to the following email address: ereports@oa.mo.gov.

The contractor shall agree that the Division of Purchasing reserves the right to modify the requested format and content of the Missouri Statewide Contract Quarterly Usage Report by providing thirty (30) calendar days’ written notice to the contractor. The contractor shall also agree the Division of Purchasing may unilaterally amend the contract, with thirty (30) calendar days’ notice to the contractor to change the timing for submission of the Missouri Statewide Contract Quarterly Usage Report. The contractor shall understand and agree that if such an amendment is issued by the Division of Purchasing, the contractor shall comply with all contractual terms, as amended.

Electronic Funds Transfer, Invoicing, and Payment Requirements:

Electronic Funds Transfer (EFT): The State of Missouri will submit contract payments to the contractor at the remittance address listed in the contractor’s MissouriBUYS (WebProcure/Proactis) vendor registration. However, the contractor understands and agrees the state reserves the right to make contract payments to the contractor through electronic funds transfer (EFT). Therefore, prior to any payments becoming due under the contract, the contractor must verify and update, if applicable, their vendor registration with their current remittance address and ACH-EFT payment information at https://MissouriBUYS.mo.gov.

Invoicing: The contractor shall submit invoices after completion of general office moving services required herein. The contractor shall submit an itemized invoice to the requesting state agency that utilized the contractor’s general office moving services in accordance with the firm, fixed prices indicated on the Pricing Pages. The contractor shall perform the services prior to invoicing the state agency.

The contractor shall use uniquely identifiable invoice numbers to distinguish an invoice from a previously submitted invoice and shall include on the invoice the remittance address listed in the contractor’s MissouriBUYS (WebProcure/Proactis) vendor registration.

Each contractor invoice must be on the contractor’s original descriptive business invoice form and must contain a unique invoice number and the remittance address included in the contractor’s MissouriBUYS (WebProcure/Proactis) vendor registration. The invoice number will be listed on the state’s EFT addendum record to enable the contractor to properly apply state payments to invoices. The contractor must comply with all other invoicing requirements stated in the RFP.

The statewide financial management system has been designed to capture certain receipt and payment information. For each purchase order received, an invoice must be submitted that references the purchase order number and should be itemized in accordance with items listed on the purchase order. Failure to comply with this requirement may delay processing of invoices for payment.

The contractor shall not invoice federal or state taxes unless otherwise required under law or regulation.

Payment:

After approval of an invoice by the state agency, the contractor shall be paid in accordance with the firm, fixed prices stated on the Pricing Pages. However, in no event shall the contractor be paid in excess of the guaranteed not-to-exceed price stated in the state agency-approved work plan.

The contractor shall be paid for time spent providing general office moving services at the facility/location being vacated, and time spent providing moving services at the facility/location to be occupied in accordance with the price per hour, per person stated on the Pricing Pages. The contractor shall be paid for the time in transit between the facility/location being vacated and the facility/location to be occupied. The contractor shall not charge for time spent traveling to and from the contractor’s domicile to/from the facility/location being vacated or the time spent traveling to and from the contractor’s domicile to/from the facility/location to be occupied.

For each cubicle disassembled, moved, and then re-assembled, the contractor shall be paid the firm, fixed price per cubicle stated on the Pricing Pages. The contractor shall not be paid for time spent disassembling, moving, or re-assembling the cubicle.

For each day a library cart is used to complete a specific move, the contractor shall be paid the firm, fixed price per cart, per day as stated on the Pricing Pages.

The contractor shall be paid for each hour spent packing/boxing office contents, and each hour spent unpacking/un-boxing office contents in accordance with the firm, fixed price per hour, per person stated on the Pricing Pages.

The contractor shall be paid for each hour the contractor’s moving truck(s) are located at the facility/location being vacated, and for each hour the contractor’s moving truck(s) are located at the facility/location to be occupied in accordance with the firm, fixed price per hour stated on the Pricing Pages. However, the contractor shall not be paid for time where the contractor and the contractor’s personnel are absent from the facility/location. The contractor shall be paid for the time the moving truck(s) are in transit between the facility/location being vacated and the facility/location being occupied. The contractor shall not charge for the time spent traveling to and from the contractor’s domicile, to and from the facility/location being vacated, or the time spent to and from the contractor’s domicile to and from the facility/location to be occupied.

The contractor shall understand that each state agency utilizing the contractor’s services shall be solely responsible for payment for only the general office moving services requested by that state agency.

Other than the payments specified above, no other payments shall be made to the contractor for any reason whatsoever including, but not limited to vehicles, boxes, dollies, moving supplies, taxes, background checks, insurance, interest, penalties, termination payments, attorney fees, liquidated damages, etc.

Payments are due upon receipt of a valid invoice, payable in 30 calendar days. All invoices for equipment, supplies, and/or services purchased by the State of Missouri shall be subject to late payment charges as provided in section 34.055, RSMo.

The State of Missouri does not pay state or federal taxes unless otherwise required under law or regulation.

If the state agency denies a request by the contractor for payment, the state agency will provide the contractor with written notice of the reason(s) for denial.

If the contractor is overpaid by the state agency the contractor, upon notification by the state agency, shall provide the state agency (1) with a check payable as instructed by the state agency or (2) deduct the overpayment from the invoice(s) as requested by the state agency.

The total payments to the contractor for all services and expenses shall not exceed the guaranteed not to exceed total price stated on the Exhibit C, Pricing Pages.

Other than the payments specified in the contract, no other shall be made to the contractor.

****END OF SCOPE OF WORK SECTION****

TERMS AND CONDITIONS SECTION

Applicable Laws and Regulations:

The contract shall be construed according to the laws of the State of Missouri. The contractor and the State of Missouri must follow all applicable federal, state, and local laws and regulations that apply to the performance of the contract. To the extent that a provision of the contract is contrary to the Constitution or laws of the State of Missouri or of the United States, the provisions shall be void and unenforceable. However, the balance of the contract shall remain in force between the parties unless terminated by consent of both the contractor and Purchasing.

Non-Discrimination and Affirmative Action:

1.1.2 The contractor must comply with applicable federal and state laws and regulations addressing discrimination in employment.

Americans with Disabilities Act:

In connection with the furnishing of equipment, supplies, and/or services under the contract, the contractor and all subcontractors shall comply with all applicable requirements and provisions of the Americans with Disabilities Act (ADA), ADA is 42 U.S.C. section 1201, et seq.

Anti-Discrimination Against Israel Act Contractor Requirements:

If the contractor meets the definition of a company as defined in section 34.600, RSMo, and has ten or more employees, the contractor shall not engage in a boycott of goods or services from the State of Israel; from companies doing business in or with Israel or authorized by, licensed by, or organized under the laws of the State of Israel; or from persons or entities doing business in the State of Israel as defined in section 34.600, RSMo.

If during the life of the contract, the contractor’s business status changes according to section 34.600, RSMo, then the contractor shall comply with, complete, and submit to the Division of Purchasing an updated Exhibit J, Anti-Discrimination Against Israel Act Certification.

Authorized Personnel/E-Verify:

For work performed under the contract, the contractor shall only employ personnel authorized to work in the United States in accordance with applicable federal and state laws, including section 285.530 RSMo and Executive Order 07-13. If the contractor employs personnel not authorized to work in the United States, the state shall have the right to cancel the contract immediately without penalty or recourse, and to pursue any other remedies permitted by the contract or by applicable state or federal law.

Prior to the performance of any services, a contractor meeting the definition of a business entity in section 285.525, RSMo, shall maintain enrollment and participation in the E-Verify Federal work authorization program with respect to the employees hired after enrollment in the program for work in connection with the contracted services included herein. If the contractor’s business status changes during the life of the contract to become a business entity as defined in section 285.525, RSMo, pertaining to section 285.530, RSMo, then the contractor shall enroll and participate in the E-Verify program.

The contractor shall only be required to provide the affidavits required in section 285.530.2, RSMo, to the state on an annual basis. https://purch.oa.mo.gov/vendor-information/affidavit-work-authorization-annual-renewal

The contractor shall ensure that its subcontractors comply with section 285.530, RSMo.

Business Associate Provisions:

Some of the state agencies and the contractor are both subject to and must comply with provisions of the Health Insurance Portability and Accountability Act of 1996 (HIPAA), as amended by the Health Information Technology for Economic and Clinical Health Act (HITECH) (PL-111-5) and all regulations promulgated pursuant to authority granted therein. The contractor shall abide by a Business Associate Agreement. The state’s current Business Associate provisions are contained in Attachment 5, Business Associate Provisions. The final form and content of any required business associate agreement shall be mutually agreed upon by the state and the contractor after award.

Business Registration:

The contractor must meet the…