INVITATION FOR BID # S26-33409 Office Moving Services (Greater LA Districts)

PURPOSE Contractor will provide office moving services, which shall include a full range of services: furniture installation, to remove the office furniture, equipment and related supplies from existing location, transport items to the new location and replace them according to the direction of the DOR Contract Manager on an as needed basis. Work may be conducted before 7:00 a.m., after 5:00 p.m., and/or on weekends, if needed. 1. SERVICES COVERED The contractor shall provide the following services under this agreement on an as-needed basis and subject to the dates of actual moving services provided by Contractor as follows: a. Labor, equipment, and materials to perform various office move related services including packing, moving, transportation/delivery, and unpacking and move management. b. Labor and equipment to perform various disassembly and reassembly of modular furniture including reconfiguration, moves, adds and changes. c. All sensitive equipment shall be pad-wrapped. This is to include electrical as well as computers, printers, etc. d. Storage of property in a secured location as required. e. Removal of surplus property to an appropriate location as needed. f. Removal of packing materials, rubbish, and debris from government premises as directed. g. Removal of transportation of hazardous materials is not included in this agreement. Removal of these substances is regulated under the Governor¿s Office of Emergency Services and the California Environmental Protection Agency. 2. CONTRACTING FOR SERVICES a. Response to request for services may require Contractor to conduct a visual inspection of goods to be moved. Bids shall not be for more than the Contractor¿s rates. b. The price on the bid will be the ¿not to exceed¿ price. All prices must reflect or be lower than the Contractor¿s rates. c. All hourly and mileage rated costs indicated in this agreement shall not include third party or extra charges such as, parking fees, fuel surcharges, bond fees, rental equipment, and other moving related expenses the DOR may request. These costs, excluding fuel surcharges, bridge tolls, and parking fees, shall be on a pass-through basis only. Documentation must be submitted to support any of these charges to receive payment. d. Contractors shall itemize the above charges on the response to IFB for DOR approval prior to contract on-going contract request. Equipment rental (such as library and computer carts) is limited to specialized needs required by the DOR and must be agreed to prior to contract award by the DOR. e. Offers for move more than 100 miles (line haul) shall use the mileage rated and must have prior approval from DOR. All others shall use the hourly rates. 3. MODULAR FURNITURE (MOVING AND RECONFIGURING) This contract is for office moving services for free-standing office furniture. 4. MOVE COORDINATION AND PLANNING a. The Contractor shall provide a move coordinator to direct workers and to ensure that all necessary communication with the DOR is provided throughout the project. b. The DOR to provide Contractor with an inventory of items to be moved. c. Any items of value shall be listed separately by the DOR and the value noted ion the inventory list. d. Any items that require special handling shall be noted and the items tagged. 5. PACKING, PICKUP AND OTHER PREPARATIONS a. DOR shall notify the Contractor of any packing requirements and shall pay no more than the applicable contracted maximum hourly rates. b. Pickup shall be on the date mutually agreed upon. c. The Contractor shall provide the type of vehicle applicable to the items to be moved (e.g., refrigerated van, vehicle contractor, low-boy, etc.). Also, the Contractor shall not provide two smaller vehicles (and charge extra) when one larger vehicle would be more appropriate. d. For line haul moves, moving vans or contractor vehicles shall be weighted before and after loading by a certified weigh master on a certified scale and a copy of the report to be delivered or faxed to the DOR. There shall be no separate and extra charges allowed for moves which require weight tickets. 6. UNPACKING a. If unpacking is required, the Contractor shall unpack items with efficiency and care, and with consideration of all safety requirements. b. Upon delivery, all items on the inventory list shall be verified by the DOR as having been delivered prior to invoice payment. c. The Contractor shall be notified in writing of any missing or damaged articles in accordance with item 10, Filing a Claim. 7. LIMITS OF LIABILITY The Contractor shall be liable for loss or damage to property caused by its failure to properly pack and transport property; however, the Contractor shall not be held liable for loss or damage in the following situations: a) Damage or breakage to items packed improperly by other than the Contractor¿s personnel. b) Damage caused by deterioration or inherent susceptibility of the article or by insects. 8. VALUATION OF ARTICLES The Contractor¿s rates and/or insurance shall include full replacement value protection against possible loss or damage while property is under the protection of the Contractor. Contractor shall be responsible for the satisfactory repair, or replacement (at the State¿s option) of any State property that is lost, damaged or stolen while in the Contractor¿s custody and for the satisfactory repair of any damage to buildings or grounds. The DOR must declare any item of extraordinary value above $20,000. 9. FILING A CLAIM If DOR has determined that damage or loss to property has occurred, DOR shall note it on the Contractor¿s shipping order or freight bill and file a formal claim by: a) Send a written notice to the Contractor describing the loss or damage. b) List each article damaged. c) List value of each item. d) Provide the Contractor¿s order number, date of move, origin and destination. e) Store any damaged packing material or other evidence of damage. f) Retain copies of all receipts, correspondence, repair estimates, etc. Claims should be filed within nine (9) months after delivery or after loss has been reasonably established. Contractor shall acknowledge claim in writing within thirty (30) days and commit to action within sixty (60) days (i.e., pay, identify a compromise or decline to pay). Claims not settled within one year shall be reported to the Department of General services, Transportation Management Unit. 10. STORAGE If the new facility is not available at the time of the move and/or items must be stored, DOR may request storage-in-transit. Storage unit will be 53¿ by 8¿ or 424 square feet. When that occurs, the following steps shall be taken: a) The DOR must request storage-in-transit at least five (5) days prior to the move. b) Separate charges will accrue for transportation to storage, the storage period, and transportation from storage to the new facility. c) If storage is required for more than 90 days, a separate agreement will be necessary with the storage company itself with rates and terms that are not regulated by the Public Utilities Commission. d) Should the DOR expect to use long-term storage, the DOR will carefully review the rates and terms offered by the storage facility before the move. If the terms would place an undo burden on the State (such as limited access/removal, and unnecessary requirement for staff, etc.), the DOR may decline and the Contractor shall offer an acceptable alternate facility. Facilities offered by the Contractor must be applicable to the type of property requiring storage (i.e., refrigeration, low humidity, etc.). 11. CONTRACTOR RESPONSIBILITIES a. The Contractor shall not commence work until the Agreement has been approved and fully executed. b. For individual jobs estimated to exceed $5,000.00, the Contractor must be available to inspect the project prior to submitting an offer within two (2) working days or a mutually agreeable time from the date of notification by the DOR. c. The selected Contractor shall not commence work until the Individual Request for Moving Services Cost Estimate has been fully approved and authorization has been received from the authorized contact of the DOR. d. The Contractor must have personnel available to commence work on the project if given sufficient advance notice of ten (10) working days by the DOR or upon mutual agreement. e. All Contractor personnel shall be properly licensed, insured and experienced to perform their tasks. f. The Contractor shall make all arrangements with the building manager at the new site if necessary and shall obtain any necessary clearances or permits that may be required for parking and unloading. g. Contractor shall supply vehicles in good working condition and in compliance with all federal, state, and local laws and regulations for operation. All vehicles shall be sufficiently equipped with clean protective equipment to ensure safe transit and delivery of DOR property. h. Job hours shall begin when the Contractor¿s personnel arrive at the DOR¿s designated site and shall end when items are delivered and placed as specified at the new location. No additional drive time is allowed unless the Contractor is transporting State property to or from storage. i. Work shall be performed during normal workdays and hours unless a different schedule is specifically requested by the DOR. j. The Contractor is responsible to furnish sufficient personnel to accomplish the work in the time indicated on their estimate. If work is not completed within that period and requires overtime which was not specifically required by the DOR, the State shall not be liable for overtime charges. In addition, overtime shall not accrue due to the Contractor¿s failure to provide personnel and equipment at the DOR¿s designated place and time. State shall not pay overtime rates unless Contractor¿s personnel have worked more than eight (8) hours on the State job for the day overtime is charged. k. If the Request for Service provided by the DOR is not clear, it is the Contractor¿s responsibility to seek clarification. l. The Contractor shall not charge for any time lost in any way not required in the performance of the services requested (excluding required break periods). The Contractor may charge for time used in delivering equipment and materials, and in removing them at the conclusion of the move. This time should be included in the Contractor¿s response to the Service Request. m. The Contractor shall attach documentation for all pass-through charges to the invoice. n. Failure to comply with any of the requirements may be grounds for contract termination. 12. DOR RESPONSIBLITIES a) DOR shall attempt to provide the Contractor with no less than ten (10) working days advance notice of a prospective move. b) DOR shall notify the Contractor of any additional security requirements, such as special clearance procedures or the need for the Contractor¿s personnel to wear a uniform or identifying logo. c) DOR will provide the Contractor with a minimum of four (4) hours of work performed per request. 13. CANCELLATION NOTICE If service request is rescheduled or cancelled by DOR, the following shall apply: a) DOR notifies Contractor of reschedule more than 48 hours before the move, then no charge shall apply. b) DOR notifies Contractor of cancellation, more than 24 hours before the move, then no charge shall apply. c) DOR notifies Contractor of cancellation less than 24 hours before the move; charges may not be more than 10% plus cost of any materials provided and used by the DOR. 14. DISPOSAL/DUMP FEES The contractor must submit a receipt for reimbursement of disposal fees. 15. STATE GENERAL PREVAILING WAGE RATES State General Prevailing Wage Rates will apply for all counties where service is requested and continue for the duration of this Agreement. The predetermined general prevailing wage rates published by the Director of the Department of Industrial Relations may be obtained via the internet at www.dir.ca.gov. It is the Bidder¿s responsibility to use the correct classification determination as published by the Department of Industrial Relations. Bidder must submit a certified copy of all payroll records for verification by the DOR Contract Administrator and/or designee with each invoice.