RFP 18-160 - R2 HQ Moving Services

Project Description:
 
The Colorado Department of Transportation (CDOT) is constructing a new Region headquarters office facility at 5615 Wills Boulevard, Pueblo, CO 81008 (destination site).  Two current locations will be consolidated at the new Region headquarters.  The facilities at 902-905 and 1019 N. Erie, Avenue, Pueblo, and 10 Monarch Lane, Pueblo will be moving, in part or in whole, to 5615 Wills Boulevard, Pueblo, CO. Moving services are needed to facilitate the moves.
 
Region 2 hereby submits the following detailed scope of work and request for proposal for the moves as described.  The proposal must include a cost schedule and a list of personnel who will work on this project.
 
Scope of Contractor Services:
 
Moving Services are needed for the moves indicated in the Project Description. Moving Services will include disassembly, transport and reassembly of shelving; providing totes, packing supplies, furniture pads/blankets; packing and transport of computer components; packing, transport and placement in new facility of Right of Way plotter and scanner; transport of totes, boxes and equipment from individual offices, work stations, open/common, storage areas to individual offices, work stations, open/common/storage areas of new facility; transport of furniture and equipment that is labeled for moving, packing and transport of equipment, tools and supplies from CDOT storerooms and Maintenance garage; packing and transport of equipment and supplies from materials laboratory; packing and transport of materials and equipment at Traffic Facility and garage. CDOT will provide the Contractor with an inventory of items to be moved and floor plans of the new facility.  CDOT personnel will dis-connect computers, pack and label totes and boxes and label furniture and equipment in preparation for transport. Some equipment and supplies in the Maintenance garages, Storeroom, Traffic garages and Materials Laboratory are large and may require special equipment to move.
 

1. Before bidding, the Contractor agrees to attend a Mandatory pre-bid walk-through to tour the facilities. CDOT will coordinate this meeting with interested Contractors.
2. Contractor agrees to commit sufficient resources to perform all services and additional services required under this Agreement within the mutually agreed upon time schedules.
3. The Contractor acknowledges that CDOT has explained the timely completion of the Services and Additional Services under this Agreement is of critical importance to CDOT.  Contractor agrees that time is of the essence for completion of the Contractor’s performance.
4. Revisions to the schedule which are the result of an action or omission of CDOT, or its employees or agents shall be mutually agreed upon by both parties and shall be in writing.
5. Services to be performed by Contractor are as described below.
6. The Contractor will provide sufficient trucks, totes, boxes, labels, tape, bubble wrap, and any other materials needed for packing at least 2 weeks in advance of the move date.
7. The Contractor will move the labeled totes, boxes, furniture, supplies, and equipment to the proper locations as indicated on the floor plan attached hereto as Exhibits A.
8. The Contractor will move the items identified in the Inventory for CDOT Move, attached as Exhibits B. The Inventory for CDOT Move is a representation of the majority of the items to be moved, however, additional items may be identified by Contractor or CDOT during the mandatory walk through.
9. The Contractor will ensure that all floors, walls, doorjambs and furniture that require protection shall be appropriately protected before movement commences.
10. The bid must reflect a total package move.
11. Any changes in the Inventory of CDOT Move will be relayed to the Contractor within a timely manner.
12. Each bid should contain the following criteria and clearly indicate each line item:a. Cost of packing materials.
    b. Cost of any third party charges for specialty items or additional charges.
    c. Separate line cost for any cleanup of debris that you estimate may be necessary.
    d. Cost for replacement value insurance.
    1.12   Selected Contractor will provide certificates of insurance in amounts compliant with State  
              of Colorado guidelines, and name CDOT as an additional insured party.
13. The Contractor will provide brief training sessions to all department groups to ensure consistent packing and labelling procedures are followed. 
    Workforce Requirements:
     
14. The workforce of the Contractor shall consist of full time professional moving personnel who are experienced with large office moves.  Moving personnel charged with packing and moving the computer equipment, including but not limited to towers, display screens, shall be experienced in packing and transporting computer components and exercise care in performing such work.
15. Contractor will provide a full time experienced Project Manager.  Contractor will provide an experienced move supervisor at each site.  The Contractor’s Project Manager and move supervisors will work closely and collaboratively with CDOT’s Representative for each move.  The Project Manager will be on-site throughout the duration of each move.
16. CDOT reserves the right to approve/or reject the Project Manager designated to work with CDOT.  CDOT also reserves the right to require the removal of any member of the Contractor’s move team from the site.
17. Contractor’s workforce will be identifiable by uniform, name tags, badges or other safeguards for security and safety purposes required by CDOT.
18. Contractor may not sub-contract any part of the move without prior approval of CDOT’s Representative. 
    Safety Standards:
     
19. Contractor agrees and warrants that it and its workforce shall comply with applicable OSHA and EPA regulations.  Further, all equipment used shall meet any requirements identified by the State of Colorado and CDOT.  These will be supplied by CDOT Region Safety personnel.
20. Contractor agrees that compliance with the standards and rules and regulations identified     above shall be at the Contractor’s cost.  Proof of compliance with the above shall be submitted at CDOT’s request. 
    This Purchase Order is intended to cover Moving Services within and between CDOT facilities for a period of three (3) days. Contractor shall provide rate schedules and documentation of available resources (manpower, vehicles and equipment) for this contract.  Contractor to consult and plan with the CDOT Representative for the moving of furnishings, equipment and supplies from existing facilities to new location within two working days of request.  CDOT will have personnel available during the move at both the existing facility and the destination site for supervisory assistance in placing moved items during the move.
     
    Contractor’s General Requirements:
    
     

• The Contractor will provide all necessary labor and materials to carry out its responsibilities within the time frames set by CDOT of each move.
• Where disassembly and assembly of property is required, the Contractor will furnish labor and equipment sufficient to accomplish the task. Contractor will be responsible for packing, safe transportation and reuse of all existing hardware associated with the disassembly/assembly.
• The Contractor will be responsible for safeguarding and protecting its own work, material, tools and equipment.
• The Contractor shall, at all times, keep the premises free from excessive accumulation of waste material or rubbish caused by its employees or work.

• Contractor’s Project Manager shall perform a walk-through with the CDOT Representative to evaluate each move. 

• Contractor’s Project Manager is responsible for all aspects of project management for the move and punch list.

• The Contractor may have to schedule work in cooperation with other contractors working on-site at CDOT facilities.  The Contractor will collaborate with CDOT regarding completing their work while accommodating these activities. 
• Contractor shall arrive at the move site promptly with all necessary equipment to complete the job.
• All necessary permits are to be provided by the Contractor and cost included in the bid prices.
• All furnishings, equipment and supplies will be transported in weather tight vans.
• Contractor will verify that the equipment weight will not hinder delivery of the equipment or damage property during transport.
• Contractor shall provide necessary protection, padding and equipment without a charge to CDOT.
• Any furniture, equipment and supplies within the responsibility of the Contractor will be delivered to the destination site in good condition.  Any equipment, furniture or supplies damaged or lost during the move will be the responsibility of the Contractor, who will promptly replace all damaged goods or will be responsible for the cost of repair during the contract period, and at the time of final acceptance of work, the Contractor will afford the CDOT Representative access for inspecting the work.  Inspections will take place prior to approval of invoices.
• Additional work required after the initial move shall be authorized by the CDOT Representative prior to work being done. 
   
   
  CDOT’s Responsibility:
  
   

• The CDOT Representative will coordinate the move with the designated Contractor’s Project Manager.
• CDOT personnel will disconnect computers, pack and label totes and boxes, label furniture and equipment to be moved.
• CDOT Representative will provide floor plans showing the workstation layout/configuration before or at the time of the move to the Contractor.
• The move dates are tentatively the Friday, Saturday, and Sunday of March, 2018. The contractor will be notified of the actual move date within a timely manner.