USF Technical Specifications and Requirements.pdf

USF TECHNICAL SPECIFICATIONS

Table of Contents

Description Page

4. TECHNICAL SPECIFICATIONS

4.1. Scope of Work

4.2. Evaluation Criteria

4.3. Location of Work

4.4. Project Solicitation

4.5. Costs

4.6. Award

4. TECHNICAL SPECIFICATIONS

ITN Purpose: To establish Agreements with qualified moving businesses to provide office and lab moving services, on an "as needed, when needed” basis as specified herein. All Suppliers must be licensed to do business in the State of Florida.

The exact cost of each project will be reviewed by USF for proper selection prior to start of work, on a project- by-project basis, based on the pricing set forth herein.

Note: USF will be closed for Winter break beginning December 21st reopening on January 3rd.

4.1. Scope of Work

The Scope of Work for this ITN is divided into Lot 1: Office Moves and Lot 2: Lab Moves. Supplier must provide and maintain all licenses, permits, authorizations, taxes, and insurance, in accordance with the Agreement and as may be further required by law, along with all labor, supervision, materials, tools, and equipment necessary for the proper and complete performance, in accordance with Agreement and as further described by USF on a “project-by-project” basis, of projects, on an “as needed, when needed” basis, including the following Scope of Work Definitions – the following definitions apply to all services described in this Scope of

Work:

4.1.1. Lot 1: Office Moves, including, but not limited to, protecting, packing, loading, transporting, storing, unloading, unpacking, and placing as required, the following:

4.1.1.1. Furniture;

4.1.1.2. Computer; and,

4.1.1.3. Miscellaneous personal effects.

4.1.2. Lot 2: Lab Moves, including, but not limited to, protecting, packing, loading, transporting, storing, unloading, unpacking, and placing, as required, the following:

4.1.2.1. All items listed in Lot 1: Office Moves (Section 4.2.1)

4.1.2.2. Specialty lab equipment.

4.1.2.3. Specialty research equipment.

4.2. Evaluation Criteria

4.2.1. Supplier experience [minimum two (2) years of experience required] relevant to Scope of Work (Lot 1 and/or Lot 2) for which Supplier Proposal is submitted;

4.2.2. Pricing as provided on the Price Sheet which can be found in the Buyer Attachments; and,

4.3.3. Content of Supplier Statement located in the Question section of the Solicitation, including, Supplier Summary, Key

Personnel, Recent Projects, and Canceled Contracts/Controversies.

4.3. Location of Work

Projects awarded may be on the Tampa campus, 4202 E Fowler Ave, Tampa, FL 33620, USF St. Petersburg, 140 7th Ave S, St.

Petersburg, FL 33701, and USF Sarasota-Manatee, 8350 N Tamiami Trail, Sarasota, FL 34243. On the Price Sheet (Section 5.5), the Supplier is asked to provide hourly labor rates for each of the above USF institutions. For each institution, the pricing provided will apply to projects located within twenty-five (25) miles of that institution’s campus. In the event a project is located within twenty-five (25) miles of more than one campus, the pricing for the campus proximate to the project’s location will apply.

4.4. Project Solicitation

4.4.1 Initial Communication. Projects will typically arise from Facilities Management (“FM”) to fulfill the specified facility’s need or a request from another department. An FM project manager or other officially designated USF representative will reach out to Supplier(s) to schedule site visits, provide documentation detailing projects, and solicit quotations.

4.4.2. Drawings and Specifications. The presence and requirements of specific drawings and other supporting documents may vary greatly on a “project-by-project” basis. USF may or may not provide Supplier(s) specific drawings or other supporting documentation for a given project. Project descriptions and concept sketches are typical. Architectural or engineering drawings of the proposed work will be provided when available. Archive drawings and space plans may be provided as needed upon request. The Supplier(s) may be required to purchase hard copies of drawings and other supporting documentation at their own expense. Suppliers will provide redline markups to indicate as-built conditions of any modifications.

4.4.3. Competitive Quotes. USF may elect to put certain projects out for competitive quotes among all Suppliers under the

Agreement in a specified Lot. In these cases, the lowest qualified quote will be awarded to the project. Qualified quotes must meet all requirements and constraints communicated to Suppliers by the FM project manager or other officially designated USF representatives. If there is more than a twenty percent (20%) difference between the two (2) lowest qualified quotes, the Supplier will have one (1) business day to evaluate the completeness of their submission. If an inaccuracy is identified, the Supplier may elect to withdraw the quote and the job will be awarded to the Supplier with the next lowest qualified quotes.

4.4.4. Single Quote. For all projects under the Agreement, when determined by USF to be in its best interest, FM may elect to solicit a quote from a single Supplier. Contributing factors for such a determination, include but are not limited to, the present distribution of workload, Suppliers’ current capacity, Supplier’s expertise, project’s relationship or proximity to existing projects, and value or time-saving opportunities.

4.4.5. Quote Requirements:

4.4.5.1. Timely and Responsive: Quotes must be submitted no more than two (2) business days after being requested and address all project requirements communicated by the FM project manager or other officially designated

USF representative. A Supplier’s failure to meet a response deadline and address project requirements may result in their exclusion from the competitive quotation process for a given project or assignment of a project to another Supplier.

4.4.5.2. Itemized Breakdown of Costs: Quotes will include an itemized breakdown of labor, materials, subcontractors, and specialty equipment accounting for all project costs.

4.5.5.2.1. Schedule: Quotes will include the earliest available response time and timeframe indicating the project duration in days.

4.5. Costs

4.5.1. Labor Costs. Labor costs will be quoted by the Supplier at the hourly labor rates provided on the Price Sheet, Located in Buyer Attachments Section of the Solicitation.

4.5.1.1. These hourly labor rates are inclusive of, but not limited to, the following:

4.5.1.1.1. All general hand tools;

4.5.1.1.2. All other tools and equipment generally associated with commercial grade, professional performance of the work described in the applicable Scope of Work (Lot 1 and/or Lot 2), including, but not limited to, trucks, box trucks, dollies, blankets, straps, ropes, ramps, plastic bins, moving tape, etc.;

4.5.1.1.3. All overhead and administrative costs;

4.5.1.1.4. All personal protective clothing and equipment;

4.5.1.1.5. All transportation costs of personnel and equipment to, from, and between USF project sites and transportation thereon, including parking costs (Section 2.4); and,

4.5.1.1.6. All travel time to, from, and between USF project sites and transportation thereon.

4.5.1.2. Regular Working Hours: Regular Working Hours are 7:00 A.M. to 5:00 P.M., Monday through Friday, excluding paid State holidays as defined in § 110.117, Florida Statutes.

4.5.1.3. Approval of Overtime: Certain projects may require work to be performed outside of Regular Working Hours. USF’s payment of overtime rates is contingent upon pre-approval from an FM project manager or other officially designated USF representative. In the event, the Supplier fails to obtain pre-approval, or for any reason chooses not to request overtime rates, for work performed outside of Regular Working

Hours, the Supplier will be solely responsible for all additional labor costs.

4.5.2. Material Costs. Material costs must be itemized, including quantities and rates, in all Supplier quotations. USF may, at its discretion, as a mandatory prerequisite to payment, request backup documentation to verify material costs as part of the invoicing process.

4.5.3. Subcontractor Costs. Subcontractor costs will be reimbursed at cost plus five percent (5%). All subcontractor costs are included in the quote.

Supplier quotes must be accompanied by subcontractor proposal(s). USF may, at its discretion, as a mandatory prerequisite to payment, request backup documentation to verify payment amounts to subcontractors as part of the invoicing process.

4.5.3.1. Subcontractor Solicitation Requirements:

4.5.3.1.1. For costs up to $2,500, only one (1) written quote is required, unless otherwise requested by USF;

4.5.3.1.2. For costs over $2,500, but less than $25,000, two (2) written quotes are required, unless otherwise requested by USF;

4.5.3.1.3. For costs over $25,000, three (3) written quotes are required, unless otherwise requested by USF;

4.5.4. Specialty Equipment Costs. Specialty equipment costs for rented equipment will be reimbursed at cost plus five percent (5%).

All specialty equipment costs included in Supplier quotes must be accompanied by provider estimates.

4.5.4.1. Rented Equipment: All costs associated with the rental of specialty equipment must be documented in the Supplier’s quote. USF will not be liable for any usage fees, including, but not limited to, delivery/pickup, operator, fueling, and maintenance charges, unless included in the estimate provided with the Supplier quotation. In the event there are usage fees that will not be known until after the equipment is utilized, the Supplier must disclose these contingent charges and establish a maximum cost for each in the Supplier quote for USF approval. In which case, USF will reimburse Supplier based on actual costs as supported by the provider invoice. USF will not reimburse undisclosed contingent charges or charges in excess of the maximum cost established in the Supplier quote.

4.5.4.2. Supplier Equipment: If the Supplier owns specialty equipment, the Supplier may provide USF with an itemized schedule with hourly, daily, weekly, and monthly flat rates for Supplier equipment. Supplier quotes will document specialty equipment costs for Supplier-owned equipment based on these flat rates with no markup.

4.6. Award

When a Supplier quotation has been accepted, a PO will be issued by Procurement Services and work will be coordinated through an FM project manager or other officially designated USF representative. Supplier acknowledges the actual value of work authorized under a project may be significantly less than the total award amount under a given PO. Supplier agrees that it will not make any claim for damages or loss of profits due to a difference between the award amount and the actual amount of work authorized.

Purchasing Card Program USF has a Purchasing Card (“PCard”) Program. In accordance with USF Regulations and Policies, various USF PCard holders acquire certain goods and services for which they may be able to elect to make payment by PCard. Supplier shall indicate willingness and ability to accept Visa in the Questions section of the Supplier Bid.