Lockwood Library Move

SECTION 1: INTRODUCTION 1.1 WHO WE ARE The University at Buffalo (“University”) is the largest and most comprehensive campus in the 64-campus State University of New York system (“SUNY”). Founded in 1846, the University is a premier research-intensive public university dedicated to academic excellence. The University offers a wide range of academic programs including more than 100 undergraduate degrees, 205 master’s degrees and 94 doctoral and professional degrees. Currently there are more than 260,000 alumni taking leadership roles in communities and businesses throughout the United States, 135,000 in New York State, and in 148 countries around the world. Approximately 30,000 students attend the University. The University is a member in the prestigious Association of American Universities (“AAU”). 1.2 PROJECT BACKGROUND The University Libraries’ largest library, Lockwood Memorial Library, will be undergoing a complete renovation beginning in 2027. In support of this renovation, the University at Buffalo Libraries are issuing this Request for Proposal (“RFP”) to identify a firm (“Contractor”) for the provision of professional library collection moving services (the “Services”). The Contractor will relocate approximately 650,000 items drawn from Lockwood Library to up to 5 on- and off-campus locations. Much of this material will need to be double-barcoded and prepared for ingestion into the Libraries’ Annex, a high-density off-site storage facility that operates using the Harvard Model and is managed through the CaiaSoft library storage management system. Refer to Section 3, Project Specifications and Scope of Work for complete project details. 1.3 MANDATORY PRE-BID SITE VISIT Prior to Bid submissions being accepted, all potential Bidders will need to attend the mandatory pre-bid site visit at the date, time, and meeting place outlined below. Failure to attend the pre-bid site visit WILL result in the rejection of your bid. The purpose of the site visit is to tour the library facilities and answer questions. Date: Monday, May 18, 2026 Time: 9:00 AM EST Meeting Place: University at Buffalo North Campus University Libraries Buffalo, NY 14260 RSVP to Alex Borichevskiy at aboriche@buffalo.edu and indicate the number of people attending no later than Friday, May 15, 2026 at 1:00 PM EST. Subject of email should be: “RFP # 25RAL0091 – Site Visit RSVP” to ensure delivery. Any questions regarding the Pre-Bid Site Visit should be directed to Alex Borichevskiy at aboriche@buffalo.edu. Subject of email should be: “RFP # 25RAL0091 – Site Visit Questions” 1.4 METHOD OF AWARD Award Criteria: § Cost: 20 Points § Technical: 55 Points § References: 5 Points § Presentation: 20 Points Ø Total: 100 Points This RFP is part of a competitive procurement process designed to serve the best interests of the University, State University of New York and the People of the State of New York. It is also designed to provide all bidders with a fair opportunity to have their services considered. The University encourages free and open competition. Whenever possible, terms, specifications, and conditions are designed to accomplish this objective, consistent with the necessity to satisfy the University’s needs. The bidder with the highest composite score to Section 5, Evaluation Criteria (separate attachment) will be awarded a contract, as long as they are responsible and responsive to this RFP. The University reserves the right to make awards within ninety (90) days after the date of the bid opening. During which period, bids shall not be withdrawn unless the bidder specifically states in the bid that acceptance thereof must be made within a shorter specific time. Cost, although a consideration, shall not be the sole determining factor. The University desires to select the bidder who will provide the “best value” taking into consideration the most beneficial combination of qualifications, services, and cost. Only proposals judged to be responsive to the submission requirements set forth in this RFP will be evaluated. The Proposal must be expressly clear as to whether or not the Bidder can satisfy each point of the RFP specifications. The Bidder must describe how they will provide the services specified to satisfy the stated requirements or conditions. Any other information that may be relevant, but does not fall in the above format, should be provided as an appendix. Minor irregularities in the proposals which are immaterial or inconsequential in nature may be waived, whenever it is determined to be in the best interest of the University. If Bidder company literature or other publications are included and intended to respond to a specific RFP requirement, the response should include reference to the document name and page. PHASE 1: 1.4.1 An Evaluation Committee, consisting of staff from the University, will review each proposal and will make a recommendation for contract award using the evaluation criteria listed in Section 6, Evaluation Criteria (separate attachment) following the below review process. 1.4.1.1 Administrative Review: A review of each proposal, received by the due date and time, will be conducted to ensure that all mandatory requirements listed in the RFP are met. Failure to meet any of the mandatory requirements will result in a proposal being considered non-responsive and the proposal will be eliminated from further evaluation. 1.4.1.2 Technical Review: Each proposal remaining after Administrative Review will advance for technical review. A review of Bidder’s Relevant Experience, Project Plan, and References, as provided in the Bidder’s proposal, will be conducted and evaluated. 1.4.1.3 Cost Review: Each proposal remaining after technical review will advance for cost review. The lowest cost proposal will receive full points. A percentage will be assigned in relation to the lowest Bidder’s costs in ascending order. PHASE 2: 1.4.1.4 Proof of Concept Presentation: The Bidder receiving the highest Phase I cumulative score, as well as any Bidders with Phase I cumulative scores that are within twenty (20) points of the highest Phase I cumulative score, shall be considered susceptible to award after Phase I, and will be invited to participate in Phase II, Proof of Concept Presentation (“Presentation”). All costs associated with the Bidder’s Presentation will be borne by the Bidder. The Presentation will provide an opportunity for each Bidder to clarify and elaborate on their technical proposal, but shall in no way allow for material changes to their original proposal. The Presentation session shall not exceed one (1) hour in length, whereby each eligible Bidder will be given up to forty-five (45) minutes to present on their Relevant Experience and Project Plan, with the remaining fifteen (15) minutes allotted for a Question & Answer period. Members of the Evaluation Committee will initiate question and answer period at the end of the Bidder’s Presentation to gain further clarity of the bidder’s capabilities, cost shall not be discussed during any portion of the Presentation. Presentations will be conducted virtually via Zoom. The University shall contact eligible Bidders to schedule Presentations at a mutually agreeable business day and time between the hours of 9:00 A.M. and 3:00 P.M. EST. 1.4.2 Final composite score for each Bidder will be the cumulative total of points received for the Technical, Cost, and Presentation scores. Bidder with the highest total composite score will be awarded the contract. See Section 5, Evaluation Criteria (separate attachment). 1.4.3 In the event of a tie in composite scores, the award shall go to bidder with the highest Cost score (lowest cost). If Technical, Cost, and Presentation scores are all the same, the University will flip a coin to determine award. 1.5 ORDER OF PRECEDENCE The following documents will be annexed to, and incorporated into, and made part of, the Agreement: (a) Exhibit A, State University of New York Standard Contract Clause (b) Exhibit A-1, State University of New York Affirmative Action Clauses (c) The Agreement, including any attachments and schedules thereto (d) Exhibit B, State University of New York General Contract Terms and Conditions (e) Exhibit C, SUNY’s Request for Proposal (f) Exhibit D, Successful Offeror’s Proposal In the event of any inconsistency in, or conflict among, the document elements described above, such inconsistency or conflict shall be resolved by giving precedence to the document elements in the order set forth above. 1.6 TERM OF AGREEMENT/CONTRACT TERM The successful bidder will be required to enter into a formal written agreement with the University for a period of one (1) year, with the option to renew for a time period as required to complete the Lockwood Library Move project. Award is contingent upon full execution of a contract by the parties and the approval of the State Office of the Attorney General (OAG) and Office of the State Comptroller (OSC). 1.7 PRICING All proposed pricing must be included in Attachment A: Pricing Page to be considered. Any alternative price quote documents provided in response to this solicitation shall be deemed included for informational purposes only. Prices quoted in Attachment A: Pricing Page shall remain firm for the term of the contract, except in the event of price decreases which are permitted and encouraged at any time. 1.8 LATE BID Any bid received after the time specified in this RFP will be considered a Late Bid. A Late Bid shall not be considered for award unless: (i) no timely bids meeting the requirements of this RFP are received; or (ii) in the case of a multiple award, an insufficient number of timely bids were received to satisfy the multiple award. Upon receipt of a Late Bid, the University will use the ShopBlue (Jaggaer) date and time stamp to document the Late Bid’s arrival. Late Bids that are not considered will be held unopened, unless opened for identification, until after award and then retained with other unsuccessful bids. However, any bid bond or guarantee will be returned. 1.9 SUBMISSION OF QUESTIONS By submitting a proposal, the Bidder agrees that it will neither make any claims for nor assert any right to, damages because of any misunderstandings or lack of information. Questions should be submitted through the University’s eProcurement system, ShopBlue (Jaggaer), Question & Answer Board, no later than 4:00 PM EST on Monday, June 1, 2026. See “Instructions to Bidders” attachment for details. Written questions and requests for clarification must cite the RFP section, where applicable. Questions received after the deadline may not be answered by the University. A comprehensive list of questions and the official University response will be issued as an Addendum to the RFP. The Addendum will not contain the identities of the bidders submitting the questions; those bidders will remain anonymous to the extent allowed by law. 1.10 PROCUREMENT TIMELINE (tentative, dates are subject to change) TIMELINE OF EVENTS Event Date Issuance of Notice Tuesday, April 21, 2026 Mandatory Pre-Bid Site Visit Monday, May 18, 2026 at 9:00 A.M. EST Deadline for Submission of Questions Monday, June 1, 2026 at 4:00 P.M. EST Answers Issued to All Bidders Friday, July 10, 2026 Bid Opening Date Monday, August 17, 2026 at 2:30 P.M. EST Presentation Dates September 2026 Notice of Award (tentative) September 2026