Request for Proposal No Moving Services

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1 Request for Proposal No Moving Services March 30, 2015 Closing Location Main Switchboard Peterborough County-City Health Unit 10 Hospital Drive, Peterborough, ON K9J 8NM1 Closing date and time Responses must be received at the main switchboard before 12:01 PM Local Time April 30, 2015 Contact Sarah Tanner Project Manager Phone: (705) , extension Information Session Interested vendors are invited to an information session to be held at 10 Hospital Drive, Peterborough, Ontario on April 10, 2015 at 11:00 A.M. in the Board Room. At that time interested parties will be given a site tour of the existing buildings at 10 Hospital Drive and 150 O Carroll Avenue and be given an opportunity to review floor plans and drawings of the new building. Inquiries Refer all inquiries, by , to Sarah Tanner, Project Manager, at All written inquiries and the replies thereto will be provided as a question and answer addendum posted to the biddingo.com website. It will be each proponent s responsibility to check the biddingo.com website for any additional information. Inquiries will be accepted up to three (3) business days before closing time. 1

2 INSTRUCTIONS TO PROPONENTS Proposals are invited from qualified and experienced firms for the provision of Office and Clinic Moving Services and Supplies. Proposals will be received by the Project Manager before April 30, 2015 at 12:01 PM local time, at the main switchboard, Peterborough County-City Health Unit, 10 Hospital Drive, Peterborough, Ontario. Submissions received after the noted due time will not be considered. It is the sole responsibility of the person(s) submitting to ensure delivery to this address before the closing date and time. Submission: RFP submissions shall be sealed and enclosed in envelopes or containers marked as follows: <Proponent Name> <Proponent Address> Peterborough County-City Health Unit Sarah Tanner, Project Manager 10 Hospital Drive Peterborough, ON K9J 8M1 RFP #15-01 Proposals must be received at the main reception desk at the above-specified address and at the predetermined time and date set forth or they will not be accepted for this particular RFP. Faxes or s will not be accepted nor considered. Any proposals that are received via facsimile or will be returned by mail to the proponent. PCCHU is not responsible for the timelines of documents delivered nor will the PCCHU accept any proposal delivered to a location other than the main reception desk at the above-specified address. Three (3) hard copies and one (1) electronic version in MS Word/PDF format submitted in the form of a CD/DVD or flash drive in a sealed envelope must be delivered to the main switchboard, 10 Hospital Drive, Peterborough, Ontario at or before the closing date and time. Proposals should include a letter signed by an officer of the company in a position to legally bind the company to the statements contained herein. Revisions to a submitted Proposal must be in writing and received by the Project Manager before the closing date & time. 2

3 A Proponent may withdraw his Proposal upon written request received by the Project Manager at time prior to the closing date and time. Project Overview: The Board of Health for the Peterborough County-City Health Unit (PCCHU) is scheduled to move in September The new building will house approximately 135 staff. The staff is currently located at 10 Hospital Drive, Peterborough and 150 O Carroll Avenue, Peterborough. The Board requires the services of a moving company to assist with the physical relocation of selected contents of the buildings. Project location: PCCHU invites interested professional moving firms to present their qualifications for consideration to qualify for the moving services. Scope of project: Move approximately 90 staff and selected office building contents from 10 Hospital Drive to 185 King Street Peterborough and approximately 40 staff from 150 O Carroll Avenue to 185 King Street. The move has to occur within a two day period after the completion of the building (currently scheduled for mid-september, 2015) with minimal or no downtime of public access to portions of the operations. Services Required: Designated moving consultant to work with PCCHU representatives in developing a relocation strategy that results in minimal down time of services. Duties of consultant will include: Developing specific timeline, order and process in which the various relocating staff teams will be moved from existing work spaces to the new building Coordination of pre move activities; phasing, packing, moving and placement of office furniture, file systems, boxes, appliances, clinic equipment and general office effects. Definition of Office Furniture: Any furniture, equipment or general office effects utilized within the total office area. Things included, but not limited to; chairs, desks, bookcases, conference and other types of tables, file cabinets, plan files, automation equipment, etc. Note: Modular furniture will be acquired at the new location so only approximately desks will be relocated. Moving of IT equipment including servers, routers, workstation computers, monitors, keyboards and personal printers will be a part of the moving services required. Materials and equipment provided by successful bidder must include all materials required for the moves i.e. tape, labels, dollies, protective coverings/wrapping. Vendor will supply PCCHU with recommendation regarding inventory of boxes required at a minimum of 30 days prior to move based on inventory of paper files and books. Labour and equipment to move the contents of the designated areas including disassembly and reassembly of items. 3

4 Installation of furniture in locations to be designated by PCCHU in the same condition as they are described in the advanced inspection prior to the move PCCHU staff will label all boxes, office/furniture equipment etc. with corresponding office numbers as listed on the floor plans. The vendor shall ensure all labelled items are properly moved from the current office space to the new space as dictated on floor plans to be provided to vendor. Qualifications Examples of current and past commercial projects of a similar scope Resume of the move consultant/coordinator proposed to be assigned to the project Confirmation of resources available Confirm that staff assigned can provide criminal record checks upon request Confirm bonding for staff working on this assignment Proposals should include: Legal company name Full contact information An overview of the company, including size and years in service The names and personal experience of personnel leading the relocation Minimum of five (5) references of similar current or past contracts, including contact names and telephone numbers for each client. Average value of work completed within the past five (5) years Explanation of inventory control process Rate sheet for items that are not typically included in packaging services (i.e. large items) Proposed schedule of move - documented schedule noting the proposed move coordination meetings with milestones noted, pre-move walk through, relocation dates & times, proposed box delivery, post-move walk through Price Breakdown as follows: Qty./Hours/Total for the following: o On Site Supervision - per hour fee for the contractor s representatives that will supervise the pack/move + unpack on site o Packer/Mover/Un-packer - Per hour fee for the contractor s staff that will typically pack, move and unpack the items under the supervision of the onsite supervisor o Driver - the contractor s staff person that will drive the truck that is used to move the items o Truck Charge - the hourly fee charge by the contractor for the truck that is needed to move the items from one unit to another o Explanation of how partial hours are billed (i.e. rounded up to quarter hour, half hour or hour) o Total labour cost (estimate based on above) o Total supply cost (estimate) 4

5 Project Timeline Moving consultant/coordinator must be available for consultation over the course of August to October 2015 Relocation to occur on completion of building and in coordination with new furniture supply Expected date mid to late September 2015 Information Session: Interested vendors are invited to an information session to be held at 10 Hospital Drive, on April 10, 2015 at 11:00 A.M. At that time interested parties will be given a site tour of the existing buildings and be given an opportunity to review floor plans and drawings of the new building. Considerations: Currently there are two key services areas that require specific consideration in terms of maintaining public access during the relocation period: Clinic Services and the service counter. It is recommended that materials required by staff working the service counter in the new building be moved first over the course of a weekend to facilitate day to day business for clients. Evaluation: Financial Considerations - 40% Vendor s ability to provide the services required - 35% Vendor s value added services - 15% Vendor s references - 10% TERMS AND CONDITIONS Competency and Qualifications The successful contractor must have the necessary competence, experience, qualified personnel and equipment to carry out all aspects of the work of the Contract. The successful Contractor will employ properly licensed, trained and unimpaired workers throughout the duration of the contract. Failure to do so could result in termination. Copies of certifications may be requested by PCCHU. Commercial General Liability Insurance The Contractor shall obtain and maintain for the duration of the Services, at its own cost, the following insurance, on terms and from insurers satisfactory to the Client: a) Comprehensive General Liability coverage, covering premises and operations liability; b) Completed Operations Liability coverage; c) Contractual Liability coverage; and d) Owned and Non-owned Automobile Liability Insurance coverage. 5

6 The limits of coverage shall not be less than the following: (a) Bodily Injury Liability - $2,000, each occurrence; $2,000, aggregate products and/or completed operations b) Property Damage Liability - $2,000, each occurrence; $2,000, aggregate products and/or completed operations c) Owned & Non-owned Automobile - $2,000, any one accident A Cross Liability clause shall be made part of the Comprehensive General Liability Insurance and be endorsed to provide PCCHU with (30) days advance written notice of cancellation or material change. PCCHU must be named as additionally insured. Business License The successful Contractor must have a current Business License prior to the commencement of any work. WSIB The successful Contractor shall provide WSIB coverage for all workers on their payroll and provide PCCHU with satisfactory proof of coverage prior to the commencement of any work. Cancellation PCCHU reserves the right to cancel this submission call for any reason whatsoever without stating reasons therefore. The entire process is subject to final award approval by Senior Management Staff who retains the ability to cancel this process for any reason whatsoever without any compensation to anyone. Ownership of Submissions All documents, including submissions, submitted to PCCHU become the property of PCCHU. They will be received and held in confidence by PCCHU, subject to the provisions of the Province of Ontario s Municipal Freedom of Information and Protection of Privacy Act. Governing Law This agreement shall be governed by the laws of the Province of Ontario. Assignment/Subcontracting The Contractor shall not assign any of its obligations without PCCHU s prior written agreement and consent. Correspondence Both parties shall designate one person from their respective organizations to be primarily responsible for coordinating contractual and financial matters. Invoicing The Contractor will be solely responsible for invoicing PCCHU ensuring to include PCCHU s Purchase Order number on all invoices to assure timely payment. 6

7 All invoices are subject to prior review and approval by PCCHU and approved invoices will be paid on a net 30 day basis unless otherwise negotiated and agreed to in writing. If PCCHU does not approve of the services or part of them which are the subject of the invoice, PCCHU shall advise the Contractor in writing of the reasons for non-approval and the Contractor shall remedy at no additional cost to PCCHU before PCCHU shall be obliged to pay the invoice or any part of it, as the case may be. Intellectual Property All information and data, in any form, prepared by the Contractor pursuant to this agreement, together with all designs or materials capable of intellectual property protection, prepared, developed or created by the Contractor, its employees or agents during the performance of and/or pursuant to this agreement shall automatically become the property of PCCHU unless specifically noted otherwise in this agreement. Confidentiality To safeguard the rights of individuals to privacy and protect information (both personal and organizational) designated as confidential, all agents including contractors of the Board of Health will not discuss business or affairs of the Board of Health, its employees, or its clients and sign a Declaration of Confidentiality form. Force Majeure (Act of God) Neither party shall be responsible for any delay or failure to perform its obligations under this Agreement where such delay or failure is due to fire, flood, explosion, war, embargo, governmental action, Act of Public Authority, Act of God or to any other cause beyond its control, except labour disruption. In the event Force Majeure occurs, the party who is delayed or fails to perform shall give prompt notice to the other party and shall take all reasonable steps to eliminate the cause. Should the Force Majeure event last longer than 30 calendar days, PCCHU may terminate this Agreement immediately, by written notice to the Contractor without further liability, expense, or cost of any kind. Conflict of Interest The contractor declares that it has no financial interest, directly or indirectly in the business of any third party that would be or be seen to be a conflict of interest in carrying out the services. It warrants that neither it nor any of its officers or directors, or any employee with authority to bind the Bidder, has any financial or personal relationship or affiliation with any board member, employee of PCCHU or their immediate families which might in any way be seen by PCCHU to create a conflict. Indemnification The Contractor shall indemnify and save harmless PCCHU, its agents, employees and board members from and against any and all liability whatsoever for losses, liens, charges, claims, demands, payments, suits, actions, recoveries, and judgments including legal fees and expenses 7

8 of every nature and description brought or recovered against either PCCHU, its agents and employees, or the contractor by reason of an act, error or omission of the Contractor, its agents employees or licensees in providing the services, including, without limiting the generality of the foregoing, loss or damage to property, injury to or the death of any persons, alleged copyright, patent or other intellectual property rights infringement or interference, defective design or damage to the environment. Contractors Expense Contractors are solely responsible for their own expenses in preparing a submission. If PCCHU elects to reject all submissions, PCCHU will not be liable to any Contractor for any claims, whether for costs or damages incurred by the Contractor in preparing the submission, loss of anticipated profit, or any other matter whatsoever. Independent Contractor The Contractor shall be, and in all respects be deemed to be, an independent contractor and nothing in this Agreement shall be construed to mean that the Contractor is an employee of PCCHU or that any agency, joint venture or partnership exists between the Contractor and PCCHU. The Contractor shall be responsible for providing its own employment insurance, WSIB coverage, business license, income tax remittance and complying with any other applicable laws and regulations applicable to an independent contractor. Non-solicitation Contractors and their agents are cautioned that solicitations of PCCHU staff (other than the identified PCCHU contact person) or members of the board during the Submissions period, or, any time prior to award, may be cause for rejection of the submission, as this will be viewed as one Contractor seeking an unfair advantage over other Contractor. Irrevocability Submissions will be irrevocable and remain open for acceptance by PCCHU for a period of sixty (60) calendar days, after the closing time. Withdrawal of Submissions Submissions may be withdrawn only by written notice, provided such notice is received by the Project Manager prior to the posted closing date and time. Permits and Regulations The contractor shall at his own expense, obtain all permits, certificates and licenses required by law for the conduct of the work and shall comply with all Federal, Provincial and Municipal Laws, Regulations and Ordinances affecting the execution of the work. Site Maintenance and Clean up The working area shall be maintained in an orderly manner and shall not be encumbered with equipment, materials or debris. 8

9 Negotiation PCCHU reserves the right to negotiate enhancements or changes to the preferred Proposal with the Proponent. 9

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