UML Moving Services - RFB & Bid Forms.docx

REQUEST FOR BIDS

UNIVERSITY CONTRACT FOR MOVING SERVICES LOWADM-2025-0877

April 7th, 2025

SUBMITTED BY THE UMASS PROCUREMENT DEPARTMENT

NOTICE TO CONTRACTORS

THE COMMONWEALTH OF MASSACHUSETTS UNIVERSITY OF MASSACHUSETTS Lowell

Contract Number: UMLOW-2022-0223 Moving Services

Sealed proposals for the Moving Services Contract will be received by the Commonwealth of Massachusetts, University of Massachusetts Lowell.

Sealed proposals for the General Contract must be submitted on a form furnished by the University and will be received no later than 5:00 PM on April 23rd, 2025

All proposal responses will be received online prior to the date and time specified in the UMass Supplier Portal for the project titled Moving Services. The UMass Supplier Portal can be access online at https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=UMass . All required documents must be submitted in the format specified, all fields must be completed as specified and the documents must be submitted to the correct project folder in order for the proposal response to be complete. Hard copy proposal responses will not be accepted. It is the proposer’s sole responsibility to familiarize themselves with the UMass Supplier and the online proposal submission process and requirements.

The University reserves the right to reject any Proposal that is not in full compliance with the Contract Specifications; to reject any or all proposals wholly or in part; to waive technicalities; to make awards in a manner deemed in the best interest of the University; and to correct any award erroneously made as a result of a clerical error on the part of the University.

The University of Massachusetts Lowell is an Equal Opportunity/Affirmative Action, Title IX, H/V, ADA 1990 Employer and Executive Order 11246, Title 41, Part 60 of the CFR Sections 741.4, 250.4, 1.40, and 1.4 are hereby incorporated.

Table of Contents

PROPOSAL FORMS

Attachment A* – Moving Services Price Sheet (Excel) Attachment B* – Certificate of Compliance with State Law & Unemployment Compensation Contribution Requirements Attachment C* – Certification of Non Collusion Attachment D* – Business Reference Form

Attachment E – University of Massachusetts Lowell Contractors Rules & Regulations Attachment F - Prevailing Wage Rate Sheets Attachment G – University of Massachusetts Contract for Services

*Required Proposal form - must be completed, signed and returned.

GENERAL INFORMATION

All terms, conditions, requirements, and procedures included in this RFP must be met for a Response to be determined responsive. If a Proposer fails to meet any material term, condition, requirement or procedure, its Response may be deemed unresponsive and disqualified.

Unless otherwise specified in this RFP all communications, responses, and documentation must be in English, all measurements must be provided in feet, inches, and pounds and all cost proposals or figures in U.S. Currency. All Responses must be submitted in accordance with the specific terms of this RFP.

The deadline for submitting questions is indicated in the UMass Supplier Portal. All questions must be submitted in the “Q&A Board” feature in the portal and will be answered via addendum. Any questions called in or emailed outside of the UMass Supplier Portal will not receive a response. For the duration of this Bid process, if it is determined that a bidder fails to comply to this requirement and initiates correspondence with any other UMass Lowell staff or representative about this Bid process, they may be subject to disqualification.

All responses and information submitted in response to this RFP are subject to the Massachusetts Freedom of Information Law, M.G.L., Chapter 66, Section 10, and to Chapter 4, Section 7, Subsection 26, regarding public access to such documents. Any statements reserving any confidentiality or privacy rights in submitted responses or otherwise inconsistent with these statutes will be void and disregarded.

Work done as part of this RFP is subject to compliance with Public Law 92-596 “Occupational Safety and Health Act of 1970” (OSHA), with respect to all rules and regulations pertaining to construction including Volume 36, numbers 75 and 105, of the Federal Register as amended, and as published by the U.S. Department of Labor.

The University makes no guarantee that any Commodities or Services will be purchased from any Contract resulting from this RFP. Any estimates or past procurement volumes referenced in this RFP are included only for the convenience of Proposers, and are not to be relied upon as any indication of future purchase levels.

Unless otherwise clearly stated in this RFP, any reference to a particular trademark, trade name, patent, design, type, specification, producer or supplier is not intended to restrict this RFP to any manufacturer or proprietor or to constitute an endorsement of any good or service, and the University may consider clearly identified offers of substantially equivalent goods and services submitted in response to such reference.

The Contract will be awarded to the responsible Contractor offering to perform the Contract for the best value to the University. However, the University reserves the right to award to multiple Contractors in part or in whole, who the University deems to provide the best services and is capable of meeting the requirements in this RFP.

Proposers may not alter (manually or electronically) the RFP language or any RFP component files. Modifications to the body this RFP, specifications, terms and conditions, or which change the intent of this RFP are prohibited. Any unauthorized modifications may disqualify a Response.

In order to reduce the adverse environmental impact of our purchasing decisions we are committed to buy goods and services from manufacturers and suppliers who share our environmental concern and commitment. Green purchasing is the method wherein environmental and social considerations are taken with equal weight to the price, availability and performance criteria that we use to make purchasing decisions.

Proposer shall use environmentally preferable products and materials where economically feasible. Environmentally preferable products have a less or reduced effect on human health and the environment when compared to other products that serve the same purpose.

The University reserves the right to undertake by University forces or other, the same or similar type work as contracted for herein, in the areas covered by the contract, without obligation to the Contract Holder.

The Contractor shall maintain records pertaining to the services performed. In the event the University should dispute an invoice, the Contractor’s records pertaining to the disputed invoice shall be made available to the University or its authorized representative for review.

STANDARD REQUIREMENTS

Coordinate all facilities operations and maintenance items with the Authorized University Representative. Arrival and departure must be verified by the Authorized University Representative.

Each Proposer shall have performed the type of work specified in this document for a period of at least five (5) years and shall be able to substantiate the work through a list of clients for whom such work has been performed.

In case of emergency contractors are to call University Police at (978) 934-2394 and Environment Emergency and Management (EEM), Tom Miliano at (978) 934-2618.

If hazardous (or suspicious) materials are encountered on site, contact the Environment Emergency and Management (EEM) Department and the UML Trades or Project Manager immediately.

SCOPE OF WORK

The University of Massachusetts Lowell is looking to establish a Moving Services Contract with a Contractor who is capable of performing moving services at any time when the University does not have the available resources to do so. Moves and move services may include, but are not limited to, office furnishings, educational equipment, lab furniture and equipment, residence hall furnishings, office and lab contents, packing/unpacking, unboxing new furniture or equipment and removal of packing material. These on call services could include anything from single office move to multiple departments move to residence hall furnishings. Services may also include storage when applicable.

The Contractor shall assume all costs and responsibilities for all labor, equipment, materials, tools, and vehicles required for the services covered under this document. The University will not provide any labor, equipment, tools, or vehicles nor assist with or accept responsibility for any of the covered services unless otherwise directed. The University Representative will accompany the Contractor to the work area and will provide access to the worksite.

Building Protection:

The Contractor is expected to:

· Prevent damage to all building structures involved in the move including, but not limited to all walls, floors, stairways, doorways and elevators.

· Protect all elevators including but not limited to floors, walls, doors and door jams during moves;

· Protect all hallways corners as needed.

· Estimate and supply the correct amount and sizes of building protection materials. Those materials will be taken up and removed at the end of each moving job.

· Not block access to emergency ingress/egress points of building infrastructure hubs with staged and/or stored items. This includes, but is not limited to stairwells, elevators, main corridors, electrical closets, communication closets and mechanical rooms.

Damaged Property:

Contractor will be responsible for repairing and replacing any University property that is damaged or lost during moves.

The Contractor shall notify the University Representative of any project related discrepancies found during performance of the work. Prior to commencing any work which incurs additional cost for a project, a separate Delivery/Order Form, detailing the additional cost, must be prepared and approved by both the University and the Contractor. All costs must be itemized in detail.

Workforce:

The Contractor’s service personnel shall meet with the University Representative at the beginning and at the end of each work shift, to discuss the work and to verify and seek approval for the services performed during each visit to the University.

Purchase Order

Prior to commencing work at each work site, a specific estimate and work schedule shall be prepared and agreed upon by the University and the Contractor. Contractor is required to have an approved purchase order prior to commencing work.

Prior to commencing work, the University reserves the right to require a meeting be held at the respective work site with the University Representative and the Contractor, to establish work limits, to detail the scope of work, to establish the actual quantities of items to be moved, establish a cost estimate, and establish a work schedule. Said meeting shall also determine all equipment required to perform the work; the need, location, and coverage area of isolation barriers; any other issues or factors necessary to minimize interference with the University’s operation and the Contractor’s performance.

Responsibility

The University will not be responsible, nor incur any additional charges for:

· Time lost completing move due to the lack of proper planning

· Tardiness of personnel or equipment at the work site

· Lack of property equipment or tools to complete the move, or breakdown of vendor-provided equipment

· Personnel or equipment shortages, or non-compliance, which could affect an on-time, efficient move completion

· Loss of or damage to University furniture, equipment or any other moved items resulting from the Contractor’s negligence in properly preparing for the move, negligence in handling the moved items or improper placement in their new location. The expectation is that with property preparation and handling that all the items being moved will arrive at their new location in the same condition as they were prior to the move. If any loss or damage should occur, the contract will repair or replace the damaged item(s).

· Failure of the Contractor to meet all requirements of this section shall be cause for termination of the contract

The Contractor shall cooperate with the University to minimize conflict and to facilitate the University occupant’s operations.

The University reserves the right to designate a representative to monitor the Contractor’s work.

The Contractor shall immediately notify the University Representative, both verbally and by a follow-up letter, of any discrepancies found during performance of any services, which may adversely affect the execution of the project. This may include actual or potential damage, hazard, or impairment to the University’s operation. Any additional cost to the University shall be subject to the approval of the University Representative. The Contractor shall be responsible for verifying exact locations, dimensions, measurements, and other data, which may affect the services performed under the contract.

Contractor shall be responsible for familiarizing themselves and their employees with the Lowell campus. Access to Campus Maps is available at http://www.uml.edu/maps/#/buildings.

WAGE SCHEDULE

Attention is called to the fact that portions of the work under this contract are subject to prevailing wage rates. The schedule of applicable rates is attached hereto as Attachment F. Certified Payroll Forms shall be submitted to Certified_Payroll@uml.edu.

CONTRACTOR REQUIREMENTS

Each Proposer shall have performed the type of work specified in this document for a period of at least five (5) years and shall be able to substantiate the work through a list of clients for whom such work has been performed.

Authorized personnel of the Contactor must be capable of being reached by telephone at all times. The University requires a response time for Emergencies of fewer than four (4) hours and a maximum proposal response time of 2 days unless specified in project request.

The Contractor should provide a list of at least three (3) references for moves completed in the last 5 years which the Contractor has performed similar services in size and complexity to those specified. (Attachment D)

The Contractor must adhere to the University of Massachusetts Lowell Contractor Rules & Regulations (Attachment E).

Any and all work performed throughout the duration of the Contract must be guaranteed by the Contractor to be completed in a workmanship-like manner and according to applicable codes and industry-accepted standards.

The Contractor will be responsible for securing any and all necessary permits required prior to commencing work on any job. The Contractor will insure that necessary permits have required sign-off signatures when job is complete and provide copies to the University Trades or Project Manager.

The awarded contract will be responsible for provided an insurance certificate for the minimum insurance requirements listed in this document.

The Contractor shall not subcontract any portion of this contract unless approved, in writing, by the University’s Representative.

PROPOSAL RESPONSE REQUIREMENTS

A. REQUIREMENTS

In order to promote consistent responses and facilitate the selection process, responses must be organized to include the following sections and information:

1. A cover letter introducing the firm and including the name, address and telephone number of corporate headquarters and the local office.

2. The name, telephone number and email address of the individual who will be the primary contact with the University.

3. Manpower capabilities of your firm, including:

· Number of full-time professionals currently employed who will be assigned to the project(s).

· Credentials of personnel currently employed by the firm

· Any person assigned to our Campus must pass CORI and SORI background checks

· Designated contact person for UMass Lowell

4. Response time capabilities

B. RESPONSE PACKAGE FORMS

Proposers must submit one (1) original response packet signed, to include the following:

· Proposal addressing all requirements

· Moving Services Price Sheet (Excel) – (Attachment A)

· Certificate of Compliance with State Tax Law and Unemployment Compensation Contribution Requirements– (Attachment B)

· Certification of Non Collusion (Attachment C)

· Business Reference (Attachment D)

· Copy of valid Massachusetts’s license/registration (for only those trades that are required by law to be licensed/registered) The information that is supplied on the RFP will become part of the contract. The time and materials pricing, offered by the Proposer, will remain fixed for the term of the contract.

The awarded contractor will be required to supply:

· Evidence of insurance that meets the minimum requirements listed herein

· Signed University of Massachusetts Lowell Contract for Services (Attachment G) All proposal responses MUST be received online prior to the date and time specified in the UMass Supplier Portal for the specified project. The UMass Supplier Portal can be access online at https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=UMass . All required documents must be submitted in the format specified, all fields must be completed as specified and the documents must be submitted to the correct project folder in order for the proposal response to be complete. Hard copy proposal responses will not be accepted. It is the proposer’s sole responsibility to familiarize themselves with the UMass Supplier Portal and the online proposal submission process and requirements.

C. DEADLINE FOR RESPONSES

The University must receive all responses to this request for proposal at or prior to 2:00 PM on April 26, 2022, to be considered. It is the sole responsibility of each Proposer to see that their Proposal is received in proper time. Any proposal received after the scheduled Proposal opening time will not be considered.

D. SELECTION CRITERIA

In order to be considered, the Contractor must meet all items listed under the Contractor Requirements section of this RFP.

Awards shall be to the proposer(s) who the University, in its opinion, deems responsive and responsible taking into consideration pricing, reliability of the proposer and the qualities of service. The lowest pricing shall be determined by the sum of first year’s hourly rates. The University reserves the right to award to multiple contractors, if it is in the University’s best interest. The University makes no dollar guarantees for services throughout the duration of this contract resulting from this RFP. Specifically, the following evaluation criteria will be used:

· Price

· Responsiveness

· Completeness of the Proposal

· References of prior experience in contracts of similar size and scope

E. CONTRACT

The term of any Contract resulting from this RFP shall be for one (1) year from the date of award, with two (2) one-year renewal options at the discretion of the University.

F. CONTRACTOR PERFORMANCE CRITERIA

The Contractor's performance will be evaluated on an ongoing basis and will be utilized in determining whether or not to continue with the Contract. Poor performance may result in cancellation of the Contract.

INSURANCE

The Contractor shall purchase and maintain at its sole cost and expense throughout the term of this Agreement adequate insurance coverage necessary for the performance of the work under the Contract. Such insurance should include but not be limited to the following types and amounts of coverage:

· Commercial General Liability Insurance including products and completed operations liability, and contractual liability coverage specifically covering this Agreement, written on an occurrence form, with combined limits for bodily injury, personal injury, and property damage of at least two million dollars ($2,000,000) per occurrence and four million dollars ($4,000,000) per aggregate. The policy shall include or must be endorsed to include the Commonwealth, the University, its Trustees, Officers, servants, and employees as an additional insured.

· Automobile Liability Insurance covering owned, non-owned, and hired vehicles with combined limits for bodily injury and property damage of at least one million dollars ($1,000,000) per accident. The policy must be endorsed to include the University as an additional insured.

· Workers’ Compensation Insurance in compliance with applicable federal and state laws, including Employers Liability Insurance with limits of at least one million dollars ($1,000,000) per occurrence.

· Professional Liability insurance on a claim made basis, covering claims made during the policy period and reported within (x) years of the date of occurrence. Limits of liability must not be less than $2,000,000.

· All insurance maintained by the Contractor pursuant to this Agreement shall be written by insurance companies licensed to do business in the Commonwealth of Massachusetts. If the Contractor determines that any such insurance needs to be placed with surplus lines carriers not licensed by the Commonwealth of Massachusetts, written permission from the

University is required. All insurance companies to be used by the Contractor must have a Best’s Rating of not less than A- and be reasonably acceptable to the University.

· All insurance maintained by the Contractor must include a waiver of subrogation and shall provide that insurance for the benefit of the University shall be primary and the University’s own insurance shall be non-contributing. The Contractor shall provide the University, in the manner specified by the section entitled Notice in the Contract, written evidence of insurance from the insurer within ten (10) business days prior to the execution of the Contract and annually when the policy is renewed. The Contractor’s General Liability Insurance and Automobile Liability Insurance, to the extent these coverage types are required under the Contract, shall include or be endorsed to include the Commonwealth, the University, its Trustees, Officers, servants, and employees as an additional insured. Additional insured status must be evidenced on the certificate of insurance.

· The Contractor agrees that within ten (10) days after Contractor’s receipt from the applicable insurers of notice of cancellation or non-renewal of the insurance policies referenced above, or material change to such policies decreasing the coverage to an amount that does not meet the Contract’s minimum insurance requirements, said Contractor or its designee will send a copy of such notice to the University in the manner specified by the section entitled Notice in the Contract. Such notice is not a right or obligation within the policies, it does not alter or amend any coverage, it will not extend any policy cancellation date and it will not negate any cancellation of the policy. Failure to provide a copy of such notice to the University shall impose no obligation or liability of any kind upon the insurer or its agents or representatives.

· Contractor shall cause its subcontractors to purchase, carry, and maintain all insurance coverage and coverage limits that Section requires Contractor to have.

· Contractor’s and/or Contractor’s subcontractor’s failure to provide or to continue in full force the insurance that this section requires shall be a material breach of this Agreement and may, at the sole determination of the University, result in termination of this Agreement for cause.

PAYMENTS

The figures entered in the Proposal Response Section of this document shall accurately reflect all charges for labor, travel expenses, vehicles, equipment, fuel, shipping, tools, fringe benefits, overhead, insurance, and profit and must be an accurate representation of actual charges (The University is tax exempt).

Payments to the Contractor will be made monthly on a per-job basis. At the completion of a job the Contractor shall present the University with an invoice and Weekly Payroll Report Forms. Payment shall be paid within 30 days, provided the work is satisfactory to the University.

The Contractor shall submit project specific Invoices and Weekly Payroll Report Forms in such detail as the University may reasonably require, not more than thirty (30) calendar days after completion of a service call. In the event the Contractor will be unable to submit said forms and invoices within said thirty (30) calendars day period, the Contractor shall submit written notification stating the reason for such anticipated delay, to the University Representative within said thirty (30) calendars day period.

Said forms and invoices shall be fully and legibly filled out. Invoices must be itemized with date (or dates) of service listed. Separate invoices must be submitted for each project (regardless of whether work was performed on multiple projects on the same day). Any invoice not submitted in the proper format, will be returned to the Contractor.

The Weekly Payroll Report Forms and invoices shall show, as a minimum, the contract number, the names(s) and trade labor classifications(s) of the individual(s) performing the services, the dates, hours, description, and location of the services performed, units of measurement, unit prices, the total cost for each service call, and all other information pertinent to each associate form and invoice.

The University will withhold payment until completion of the respective work or services, including receipt of all submittals, as required under all sections of this document, and upon approval of the respective work or services, by the University Representative.

All invoices shall be submitted electronically to: invoices@umassp.edu

BACKGROUND CHECKS

Any vendor and its partner(s) shall not assign any of its employees to perform services at the University without first:

· Making lawful inquiry of each employee as to the employee’s criminal record (with the exceptions referenced below)

· Requesting, receiving and reviewing CORI reports as to information available to the general public regarding each such employee as provided under M.G.L. c. 6, sec.172 or relevant law from the employee’s state of residence.

No employee with a criminal record or lacking a clear CORI report shall be assigned to work at the University without the prior express written permission of a duly authorized signatory of the University.

The University at its discretion may require supervision by a University designated representative of employees of the vendor or vendor partners.

The vendor will pay for all costs associated with the requirements of this section.

At least annually after the initial review, the vendor/vendor partners will perform a CORI review of any employee assigned to perform services at the University.

The vendor will pay for all costs associated with the requirements of this section.

AWARD TO MULTIPLE LOCATIONS

Please indicate in your response if your company is willing to extend your proposal to the other four campuses within the University of Massachusetts system (Amherst, Boston, Dartmouth and Worcester) as well as the University of Massachusetts Systems office located in Shrewsbury, MA under separately negotiated contracts.

SPECIAL PROGRAMS AND SPONSORSHIP OPPORTUNITIES

Proposers are welcome to include, as part of their proposal, any interests and commitments to student internships and sponsorship opportunities available through University Advancement and Athletics.

University Advancement. The University encourages philanthropic support from our partners. UMass Lowell Our Legacy, Our Place Campaign, will provide philanthropic support for strategic priorities on campus to enhance the educational experience of our students. You can create an endowment for student scholarships or sponsor the following annual events at various levels.

Event Sponsorships include:

Commencement Eve Celebration – Commencement Eve celebration reception and dinner with commencement speakers, honorary degree recipients and student award winners; an elegant evening for donors, alumni, community and friends of the University.

Homecoming – Homecoming weekend for alumni, students and community

University Alumni Awards – Donors, alumni and friends of the University come together for reception and dinner to honor accomplished alumni across a broad spectrum of fields and accomplishments.

Athletics- Opportunities exist for the successful proposer to participate in the Corporate Partnership program and take advantage of the various program benefits. These marketing programs are designed to target UMass Lowell’s affinity groups, including athletic fan base, alumni, employees and friends of UMass Lowell. Participation in the Corporate Partnership Program leverage exposure to UMass Lowell’s large and diverse affinity base providing marketing sponsorship opportunities unique to this program. Please note in your proposal if you are interested in participating in the Corporate Partnership program.

Internship Opportunities. The University is interested is having the successful proposer provide paid internship opportunities to students enrolled at the University. Please include in your proposal response how your company would participate in this opportunity by describing, in detail, any opportunities that you are offering. In your response clearly indicate the number of opportunities that would be offered each school year during the contract term, including option years, plus details such as where the positions would be located, for how long, include if they are paid or unpaid. Note that the University will not accept higher prices to fund internship opportunities.

PROPOSAL SUBMISSION CHECKLIST

· Proposal

· Attachment A* – Moving Services Pricing Sheet (Excel)

· Attachment B* - Certificate of Compliance with State Tax Law and Unemployment Compensation Contribution Requirements Compliance

· Attachment C* – Certification of Non Collusion

· Attachment D* – Business Reference Form

Attachment A – MOVING SERVICES PRICE SHEET (EXCEL) – included in the Buyer Attachments Section.

Attachment B - CERTIFICATE OF COMPLIANCE WITH STATE TAX LAW AND UNEMPLOYMENT COMPENSATION CONTRIBUITON REQUIREMENTS

Pursuant to M.G.L. Chapter 62C, S 49A, and MGL Ch.151A, Section 19A, I , authorized signatory for Name & Title whose principal place of business is located at do hereby certify under penalties of perjury that the above business has filed all state tax returns and paid all taxes as required by law and has complied with all state laws pertaining to contributions to the unemployment compensation fund and to payments in lieu of contributions.

Signed under the penalties of perjury this day of , Authorized Signature*

Title

*must be signed in ink

Attachment C – CERTIFICATION OF NON COLLUSION

The undersigned certifies under penalties of perjury that this Proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word “person” shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals.

Authorized Signature* Date

Printed Name of person signing proposal*)

(Name of business)

*must be signed in ink

Attachment D – BUSINESS REFERENCE FORM

Contractor:

1. Vendor Name and Address:

Contact Name: Email: Phone:

Description and Dates of Services Provided:

2. Vendor Name and Address:

Contact Name: Email: Phone:

Description and Dates of Services Provided:

3. Vendor Name and Address:

Contact Name: Email: Phone:

Description and Dates of Services Provided:

References will be contacted to confirm Proposer’s abilities, qualifications and performance. The University may deem the Proposer’s response unresponsive if a reference is not obtainable from listed reference after reasonable attempts.

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